how to use time effectively

©Prentice Hall, 2001 Chapter 4 1

How to use time effectively

T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

Presented by

T.M.Jayasekera B Sc. Eng., MBA, C Eng., MICE,FIE,FCIWEM,FIM,MSLIM,MSLITDManagement Consultant


A MESSAGE FOR YOU

• WE ALL KNOW THATTHERE IS TIME FOR EVERYTHING AND EVERYTHING HAS ITS TIME


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A MESSAGE - (Contd.)

• BUT OUR PROBLEM IS THAT WE DO NOT TAKE THE TIME TO DO IT WHEN IT IS TIME TO DO SO


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WHY DO WE NEED TO MANAGE OUR TIME

• TO GET MORE FROM LESS• TO IMPROVE OUR COMPETENCY LEVEL• TO ENJOY OUR LIFE• TO HAVE A BALANCE IN LIFE


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WHY DO WE NEED TO MANAGE OUR TIME

• TO IMPROVE PERSONAL PRODUCTIVITY• TO GET A RETURN ON EXECUTIVE TIME• TO MINIMIZE THE DEMAND ON

EXECUTIVE TIME

• PRODUCTIVITY=OUTPUT INPUT


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THE RIGHT THING TO DO

• DEVOTE YOUR TIME TO DO WHAT YOU WANT TO DO


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MAIN PURPOSE OF TIME MANAGEMENT

• TO ENABLE US TO LIVE A LONGER LIFE AND BE ALIVE AND ENJOY EVERYDAY


8


WHAT IS TIME • THE MOST VALUABLE BUT MOST NEGLECTED

RESOURCE

• RESEARCH HAS PROVED THAT MOST MANAGERS WASTE MINIMUM TIME EQUIVALENT OF ONE DAY EVERY WEEK

• THIS COULD BE EASILY AVOIDED, IF TIME IS MANAGED EFFECTIVELY


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Definitions of Time• Time is a construct • Time is money • Time is a measure defined by hours, minutes,….• It is a period of space • Time is life.• It is difficult to explain it... We know it .• Look at it as a dimension of speed. It is the

dimension in which change happens.It is the rate of change


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MYTHS OF TIME Time heals everything

One can make up lost timeSome do not have enough timeSome experience time flying

Work expands to fill the available time

(Parkinson’s Law)Everything takes longer than

you think (Murphy’s Law)


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WHY DO PEOPLE LACK TIME

• Having too much to do • Having a highly fragmented job that

doesn’t allow people to catch up on tasks that need more thought

• Not organizing work properly


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TIME MANAGEMENT IS A MISNOMER


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WHAT IS REALLY MEANT BY TIME MANAGEMENT

IS SELF MANAGEMENT WITH

RESPECT TO TIIME


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What is time What is time management management

• Time Management takes strong commitment

to change old habits that are unsuitable and

lead a new life with those that are suitable


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Benefits of good time Benefits of good time management management

• Improve availability

• Improve decision Making

• Improve Health

• Improve productivity efficiency and

effectiveness

• Make you easier to live with T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

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Benefits of good time Benefits of good time management management

• Make you feel more relaxed

• Minimise the risks you take

• Reduce stress

This is why we have to shape our

personality through Time Management


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OUTCOME OF POOR TIME MANAGEMENT

• STRESS (DUE TO DEADLINES)• FATIGUE (DUE TO EXCESSIVE WORK LOADS )• BEING BUSY• WORKING LATE AND • TAKING WORK HOME

• UNDER PRESSURE NOTHING ABSOLUTELY IS DONE


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THE TOP FIVE TIME MANAGEMENT

MISTAKES


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TOP FIVE TIME MANAGEMENT

MISTAKES • 1. Starting your day without a plan

of action.


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MISTAKES • 2.Get out of balance in your life


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MISTAKES • 3.Work with a messy desk or work

area


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MISTAKES • 4.Don’t get enough sleep


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MISTAKES • 5.Don’t take a proper meals

break


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OUTCOME OF TOP FIVE TIME MANAGEMENT

MISTAKES • All these will only add

more and more to stress until your relief valve decide to work without troubling you any more


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BEFORE YOU CAN MANAGE YOUR TIME BETTER

• You should know what your time is worth(Based on 40 hr work week and 40% o/h)

Annual Salary

Rs100000

Rs125000

Rs150000

Rs175000

Rs200000

Rs2500000

Rs300000

Value per hour

Rs67.00

Rs84.00

Rs101.00

Rs118.00

Rs135.00

Rs168.00

Rs202.00

Value per Minute

Rs1.12

Rs1. 40

Rs1.68

Rs1.96

Rs2.24

Rs2.80

Rs3.37T.M.Jayasekera @ Innovative Skills (Pvt.) Ltd.-No 8 Sangabo place - Kirulapone -Colombo 6-Tel 2854480

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MAIN FACTORS AFFECTING TIME

• Personality /skills of the job holder• Influence of colleagues• Management style of superior• Demands made by own staff• The nature of the job• The organizational culture


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HOW TIME IS WASTED• DUE TO INTERRUPTIONS• DUE TO BADLY CONDUCTED MEETINGS

AND • DISRUPTIONS

• PRESSURES OF WORK AND DEMANDS ON OTHER PEOPLE MAKE TIME WASTED MORE AND MORE


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HOW CAN WE ELIMINATE TIME WASTERS

ASK YOURSELF FOLLOWING QUESTIONS • Do I want to become more effective • How can I improve my performance • What should I start doing• What should I stop Doing • What should I do differently• What results should I achieve


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THROUGH TIME MANAGEMENT WE CAN

IMPROVE • PERSONAL EFFECTIVENESS AS WELL AS • EFFECTIVENESS OF OTHERS AROUND

US


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HOW TO MANAGE TIME ?


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STEP 1-ANALYSE THE USE OF YOUR TIME

• Using a time log may give you some clues about how you could schedule your time better

• Find out the time that you waste during a normal day

• use the time log to critically evaluate your time wasters & make improvements


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DO A TIME LOG AS A GOOD STARTING POINT

1.START TIME

2.ACTIVITY 3.PRIORITY-H/M/L

6. INTERRUPTIONS

5.TIME TAKEN FOR THE ACTIVITY

7. % OF TIME TAKEN BY INTERRUPTIONS

8.POSSIBILITY FOR DEVELOPMENT

9.POTENTIAL TIME THAT CAN BE SAVED

4. FINISH TIME


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PRIORITIZE TIME IN TO • HARD –H OR A• MEDIUM AND –M OR B • LOW PRIORITIES-L OR C


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Identify your time wasters• Take a hard look at it and try to eliminate

those


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STEP 2- Check your Energy cycles !

• Are you a morning person or a night owl?• Different people have different peak

performance hours • But all of them have to work the same times• A good time manager evaluates which

tasks to be tackled regardless of the hour & which tasks might wait for peak performance


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0

20

40

60

80

100

8 9 10 11 12 1 2 3 4 5

TIME

Effi

cien

y Pe

rcen

tage

EC

ENERGY CYCLE


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Step 3- USE THE TESTS OF TIME

• Necessity-Is the task really necessary to be done

• Appropriateness-Are you the person who should do this

• Efficiency-Is there any other better way to carry out the task


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Step 5- Do not make undue commitments


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REMEMBER !WHEN YOU MAKE COMMITMENTS

WITHOUT CHECKING THE TIME FACTOR

• You have surrendered your choice !• No body can advise you how to spend your time • Feel free to choose how you would spend your

time • You can make only choices - but you can’t make

time • By knowing what is important to you, you can

choose how to spend your time


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Step 6- identify your lifestyle


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ASK YOURSELF• What life style do you want • What choices are available • Know what is important to you • Apply time management principles to

every aspect of life


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Step 7- Know the right time management

Principles


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Time Management Strategy-

“TIMETECH”• T-Tell yourself to set priorities• I-Identify Goals-Both Professional and personal• M- Make sure you handle each piece of paper only

once • E-Exercise proper use of a Diary• T- Think to yourself “What’s the most important use

of my time right now• E-Every ‘A’ should be done before ‘B’s and ‘C’s• C- Challenge what you do; Challenge the system• H-Help yourself and do it now


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HOW TO MANAGE TIME • PRIORITIZE• SET GOALS - SMART• DIARY CONTROL• TACKLING LARGE TASKS • PRIME TIME• AVOID INTERRUPTIONS• MANAGE INTERRUPTIONS • DESK MANAGEMENT


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AVOID INTERRUPTIONS• KEEP PRIME TIME FOR PROACTIVE

ITEMS AND NOT FOR REACTIVE ONES • ARRANGE THE LAYOUT FOR BEST USE• DO NOT ENCOURAGE INTERRUPTIONS


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DESK MANAGEMENT • Deal with it • Delegate it • file it • Bin it • Your desk is a place to work and not to pile files • research has proved that you can save 10 % of your

time per year if your desk is properly organized


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HOW TO RUN MEETINGS EFFECTIVELY

• FEW AGENDA ITEMS • FEW PEOPLE • BETTER PREPARED DELEGATES• START AND FINISH TIME • FOLLOW UP


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TO IMPROVE YOUR MANAGEMENT OF TIME

• DELEGATE AUTHORITY AND RESPONSIBILITY• DO IT EARLY• GIVE A CLEAR BRIEF• AGREE ON DATES• DELEGATE WHOLE JOB• DO NOT HOVER • IT IS A LONG TERM INTERVENTION


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How to become a good Time manager

• Excel in planning & Prioritizing• Do Long & short term planning• Apply Proper coordination• Engage in Scheduling


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ACTION STEPS FOR TIME MANAGEMENT

• Focus on goals• Establish priorities• Delegating• Personalize -Use Techniques that suit

you• Schedule


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HOW TO MANAGE TIME • Follow the principles• Know your self-,Know your enemy • Delegate • Prioritize • schedule &• Improve productivity


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TO ACHIEVE RESULTS

USE ATIME MANAGEMENT MATRIX

High Importance

Low Importance

Low UrgencyHigh Urgency

Do it right now

Plan it

Throw it away

Delegate it


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FIFTEEN STEPS TO IMPROVE YOUR MANAGEMENT OF TIME • Develop a personal sense of time • Continually think about ways toward self

improvement and self growth• Plan, Set Goals and SMART targets,and

prioritize those tasks and achieve them in the order of priority

• Make a to do list of what you want to accomplish on a weekly basis and review and adjust it the day before

• Make best use of your best time by identifying your prime time


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FIFTEEN STEPS TO IMPROVE YOUR MANAGEMENT OF TIME • Organize your office, yourself and your

environment • Develop appropriate skills and always maintain

a clean desk• Manage meetings• Learn to delegate effectively• Learn to use most updated and/or appropriate

technology available • Make use of committed time


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FIFTEEN STEPS TO IMPROVE YOUR MANAGEMENT OF TIME • Learn to negotiate with others-Never surrender

your choice • Manage other’s time • Manage your health and have a balance


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Some Time management Tips

• List & prioritize your weekly objectives• Make a daily to do list & prioritize• Primarily attend to your A Priorities• Handle each piece of paper only once• Continuously ask what is the best way of

using my time & do it right now


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Time management is actually balancing your activities and doing first

things first


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Thank you Very Much!-T.M.Jayasekera

-END-45 Mts


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how to use time effectively

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