time management fin

8/8/2019 Time Management Fin

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TIME MANAGEMENT

Group5Ankush Bhandari

Haroon Kirmani

Munna Lal

Rajat Goel

Sonam Kejriwal


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Time Management

Skill

Managing time effectively

Occupation dependency

People want to do more

than they have time


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Requirement to Manage Time?

Work overtime or weekends?

Are deadlines & projects

delayed?

Does everything seem urgent?

Do meetings get cancelled in

the last minute?

Do you feel stressed?


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Set objective/goal

If you do not know where you are

going, how will you know when you

get there?

Goal should be:-

Specific

Measurable

Achievable

Realistic

Time bound


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To do List

Check & Update Daily

Able to prioritize

Deadlines wont come suddenly

Start with toughest task

Activity ImportantUrgent

Priority

Time-

Estimte


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Time Wasters

Watching mindless shows

Sitting in Cafeterias during working hours.

Dont Let Yourself Be Distracted By Unimportant Matters


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TIMING

Situations which are time based.

Give your best and obey the timelines.

Winning or a Losing Situation

Can put you in trouble

Opportunity for you


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Obstacles to effective time

management

Unclear objectives

Disorganization

Inability to say no


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Interruptions

More interruptions

Periods of inactivity


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Too many things at once

Stress and fatigue

All work and no play


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What can we do?

Recognize that obstacles exist

Identify them

Employ strategies to overcome


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Time Management 13

Prioritize

1. Address the urgent2. Accomplish what you can early

3. Attach deadlines to things you delay


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Organize


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Learn when to say NO

You cant do

everything

Dont undertake things

you cant complete

Remain consistent toyour goals


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Use your waiting time

On public transportation

At the doctors office Waiting for your plane

On hold

When you are early


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Use your waiting time

Correspondence

Letters or memos

Books or tapes


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Consider your personal prime time

Morning? Evening?

Late night?


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Celebrate your success


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Time Matrix

Paretos Principle or80:20 rule

80% of Work gives 20% Results & 20% of

Work gives 80% Results

Vital few & trivial many

Good judgment comes from experience

Experiences comes from bad judgment


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TIME MANAGEMENT MATRIX

. Crisis. Pressing problems

. Deadline-drivenprojects,meetings,preparations

. Preparation. Prevention

. Valuesclarification. Planning. Relationshipbuilding. True re-creation. Empowerment

. Interruptions,some

phone calls. Some mail, somereports. Some meetings. Many proximate,

pressing matters. Man o ular

.Trivia, busywork. Some phone calls

. Time wasters

. Escapeactivities. Irrelevant mail.

Excessive TV

I III

IIIII IVV

UrgentUrgent Not UrgentNot Urgent

Impo

rtant

Important

NotI m

portant

NotImpor t

ant


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Quadrant I

Represents things that are both urgent andimportant we need to spend time here

This is where we manage, we produce, where webring our experience and judgment to bear inresponding to many needs and challenges.

Many important activities become urgent throughprocrastination, or because we dont do enoughprevention and planning


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Quadrant II

Includes activities that are important, but not urgent-Quadrant of Quality

Heres where we do our long-range planning,

anticipate and prevent problems, empower others,broaden our minds and increase our skills

Ignoring this Quadrant feeds and enlarges Quadrant I,

creating stress, burnout, and deeper crises for theperson consumed by it

Investing in this Quadrant shrinks Quadrant I


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Quadrant III

Includes things that are urgent, but not important -Quadrant of Deception.

The noise of urgency creates the illusion ofimportance.

Actual activities, if theyre important at all, are

important to someone else.

Many phone calls, meetings and drop-in visitors fallinto this category


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QuadrantIV

Reserved for activities that are not urgent, not

important- Quadrant of Waste

We often escape to Quadrant IV for survival

Reading addictive novels, watching mindlesstelevision shows, or gossiping at office would

qualify as Quadrant IV time-wasters


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COMMON TIME MANAGEMENT

PROBLEMS

Procrastination : Putting off the doing ofsomething intentionally and habitually.

If you suspect yourself; ask yourself why am I

putting this off?. If there is no reason. Do it. Donot confuse reason with excuse.

PROCRASTINATION is worlds number one time

waster. Banish it from your life. Time is likepresent.


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WeCannot

Stop

The

Passage

Of Time


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THE ART OF DELEGATION

Delegation begins with a deep sense of thevalue and limits of your time.

Managers often complain that they are

running out of time when their subordinatesare running out of work.

Delegating the more routine or predictable

part of ones job is only the first step. Delegation is not abdication. Some degree

of control needs to be maintained.


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Do not spend time on a work that can be done, to a

satisfactory level, by your subordinate

Delegation saves your time and

develops subordinates

Delegation improves results by making fuller use of

resources

Delegation implies transferring initiative and authority to

another


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DIFFICULTIES IN DELEGATION

Its risky.We enjoy doing things.

We dont sit & think.

Its a slow process.Like to be top of everything.

Will subordinate outstrip us?

Nobody can do it as well as I can. Delegation is a great motivator. It enriches

jobs, improves performance & raises morale

of staff.


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Various Devices Used for Time

Management Keep your desk clean (charity begins from

home).

Make Calendar entries.

Set reminders, if necessary.

Manage Telephone calls effectively.


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THE BIG ROCKS OF LIFE

Open mouthed Jar

Fist sized Rocks

Bucket of Gravels

Full schedule ,you canalways find some time out ofit.


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ROCKSSAND

WATER


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What are the BIG Rocks of my life?

PUT THE BIG ROCKS IN FIRST

You need to decide what yourBIG ROCKS are,and not some one else.The things that are

important to you may not be important to others

Set your priorities rest are justpebbles and sand.


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Greek FishermanI sleep late, fish a little, play with my

children, and take a nap with my wife. In

the evening, I go to the village to see myfriends, dance a little, play the bouzouki,

and sing songs. I have a full life.


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Executives Reply

After that youll be able to retire, live in a

small village near the coast, sleep late, play

with your grandchildren, catch a few fish,take a nap with your wife, and spend your

evenings singing, dancing, and playing the

bouzouki with your friends.


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Time ManagementTime ManagementPrincipal of putting

things in writingDaily Schedules

Time planner + Self-discipline

Priorities

SuccessSuccess


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RECAP

Spend time in Planning and Organizing: Think and Plan Organize in a way that makes sense to you

Set Goals: Decide what you want to do Take a SMART approach Goals give you required direction

Prioritize: Prioritize and identify what you value Flagging/Highlighting can be very helpful Once prioritize, concentrate on those that

would add value

Use a to do list: Find out what is urgent and important Put them in order of preferences One completed delete them from your list

Be Flexible: Allow time of interruptions and distractions Save larger block of time for priorities Ask yourself questions and get back to your

goal

Consider your Biological Time: Find out which is the best time for you study Are you a morning person? A night owl? Late Afternoon?

Do Right Things Right: Doing things right is Effectiveness

Doing things right is Efficiency Focus first for Effectiveness Concentrate on Efficiency

Eliminate the Urgent: Urgent tasks have short term Consequences Important tasks are long term and goal

related Flagging and or highlighting items are

important Attach deadline to each of the items

Conquer Procrastination: Learn to say NO Reward Yourself


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