• Riaz Sohail Riaz

Master Trainer, Motivational Speaker

Time Management

Time Management

Managing Life through ---

Benefits of Managing Time

• More productivity• Fewer mistakes• Less stress• More time to do a good job• More success

How hard you work or how much time you take,

How much you achieve

PerishableGiven only onceCan’t be replicatedCan’t be brought backCan’t be geared slower or faster

CHARACTERISTICS

CHARACTERISTICS

Muhammad (s . a . a. w)“The Most Influential Person in

History …Brought the Biggest Human Revolution Mankind has ever seen in a

short span of TIME…. (23 years)”

Michael H. HartAuthor –The 100

Muhammad Ibn Ismail Ibn Ibrahim Ibn al-Mughirah Ibn Bardizbah al-Bukhari

• Authored the Hadith Collection named Sahih Bukhari (194-256AH / 808-870AD), • He heard from over 1,000 men, and learned over 700,000 traditions in 16 years . Sahih-al-Bukhari consists of 7275 Ahaadeeth. He died at the age of 62.

He also wrote 11 books.

Hazrat Umar-e- Farooq (Razi Allah Unho)) (582-644)

1. Katib, the Chief Secretary.2. Katib-ud- Diwan, the

Military Secretary.3. Sahib-ul- Kharaj, the

Revenue Collector.4. Sahib-ul- Ahdath, the

Police chief.5. Sahib-Bait-ul-Mal, the

Treasury Officer.6. Qazi, the Chief Judge.

• There were about 100 districts in the Empire Of 2.2 Million Square Miles.

Hijra: Islamic calendar

• 4050 cities were captured during these military conquest

WOLFGANG MOZART

• Composed over 600 works• Died on 5 December 1791 at the age of 35.

Thomas Alva Edison (February 11, 1847 – October 18, 1931) 84 years.held a world record of 1093 patents for inventions .

Albert Einstein-1879-1955)German theoretical physicist, best known for his Theory of Relativity expressed by the equation in 1905.

“ I Own My Success to the fact that I Don’t had a Clock In My Room”. Thomas Edison

Wolfgang Amadeus Mozart - Piano Concerto No. 21 - Andante.flv

Pareto analysisThis is the idea that 80% of tasks can be completed in 20% of the disposable time. The remaining 20% of tasks will take up 80% of the time. This principle is used to sort tasks into two parts. The 80-20-rule can also be applied to increase productivity: it is assumed that 80% of the productivity can be achieved by doing 20% of the tasks. Similarly, 80% of results can be attributed to 20% of activity. If productivity is the aim of time management, then these tasks should be prioritized higher. Pareto's Principle, the 80/20 Rule, should serve as a daily reminder to focus 80 percent of your time and energy on the 20 percent of you work that is really important. Don't just "work smart", work smart on the right things

“TASKS NOT TIME”

T.N.T

Common Time Wasters (cont.)

• Excessive attention to unimportant details

• Reluctance to ask for help

• Failure to understand what needs to be done

• Uncertainty about expectations

• Overcommitment• Indecision • Poor organization• Rushing

Common Time Wasters (cont.)

To-do list Priorities Learn to say “NO” Avoid “Hero” mentality Goal setting Save an “extra” hour Take initiative Keep balance – relax Organize … Don’t be perfectionist Understanding others Improving yourself

Those who Value Time

Plan Your Time• Make a daily list • Make a weekly list • Make a monthly

list

Plan Your Time (cont.)

• Make a quarterly or annual list• Update your lists as necessary

The Time Matrix

Important&

Urgent

Not importantbut

Urgent

Importantbut

Not urgent

Not important&

Not urgent

The Time Management Matrix – Activities

Based on 7 Habits of Highly Effective People, Stephen Covey

Prioritize Your Tasks

• Rank tasks in order of importance

• Build in time for the unexpected

• Allow time for thinking and planning

Prioritize Your Tasks (cont.)

• Remain flexible • Realize you won’t finish everything• Roll over uncompleted items and reprioritize

Define Your Goals

• Determine the desired end result • Set short-term objectives for reaching goals • Adjust objectives as conditions change

Make Time-Wise Decisions

• Gather all the facts• Consider the consequences• Talk it over with someone you trust• Choose the best available option • Remember that you can revise your decision if

things don’t work out

Conquer Procrastination

– The “A” tasks may :• Be too lengthy• Be too difficult• Be too threatening because of the possibility of failure• Be too threatening because of the possibility of success

CAUSES OF PROCRSTINATION

Avoid Procrastination

• Break a large job into smaller parts

• Do the easy parts first

• Face unpleasant tasks squarely

Avoid Procrastination (cont.)

• Time yourself• Reward yourself• Learn from

experience

Manage Interruptions

• Set limits • Get to the point • Deal with the issue on the spot• Stand up• Conclude the conversation firmly

Capitalize on Prime Time

• When do you have the most energy? • When are there fewest interruptions? • Do you know your prime time?

Handle Emergencies

• Don’t drop everything • Spend only as much time as necessary • Return to your established schedule • Think about why the emergency occurred

Key Points to Remember

• Time is one of your most valuable assets • To make the best use of your time:

– Plan, prioritize, and define goals– Make time-wise decisions– Avoid procrastination– Capitalize on your prime time– Handle emergencies effectively

Take care of your minutes, for the

hours will take care of themselves.

Lord Chesterfield

Get “SMART” with TIME

Simple Measures that Ascertain Resourcefulness of Time

T.N.T TASKS NOT TIME TASK CENTERED APPROACH TO T M RATHER THAN TIME CENTERED APPROACH.

TOO MANY TASKS AT ONE TIME

TASK CENTERED APPROACH No self imposed Time lines.

No self imposed Deadlines.FOCUS EXCLUSIVELY ON COMPLETING HIGH PRIORITY TASKS!

TRADITIONAL TIME MANAGEMENT STRESS ON THAT YOU CAN DO EVERYTHING. CAN MANAGE IT Result: You Focus on More and Achieve Less

TASK FOCUSED APPROACH SAYS :“ YOU FOCUS ON LESS AND ACHIEVE MORE”

TASKS YOU CHOOSE TO DO AT THE FIRST PLACE VERY VERY IMPORTANT.

ABANDON / DELAY LOW PRIORITY TASKS

FOCUS ON LESS TO ACHIEVE MORE!

FOCUS ON LESS STARTS BY SIMPLYFYING SIMPLYFY EVERYTHING TO ITS MOST BASIC FORM.

“THE GREATER THE TASK THE MORE YOU NEED TO SIMPLYFY”.

PITFALLS OF TRADITIONAL TIME MANAGEMENT

Time Management

1. Too many Dead

Lines

2. Multiple Tasks

3. Time Stress

4. Work Pressure5. Fear Of Missing Deadline.

6. Panic

PanicWork pressure

Fear Of Missing Deadline.

THE IMPORTANCE OF TASK COMPLETION!

Ralph Waldo Emerson1803-1882

“WHEN YOU STRIKE AT A KING YOU MUST KILL HIM.”

Racing is a task but when you cross the finish line there is nothing else to do.

WHEN HIGH PRIORITY TASKS ARE NOT COMPLETED THERE IS A STRONG FIRE BACK OF TASK AND CONSEQUENCES

ARE OFTEN INCURABLE.

TASK COMPLETION REQUIRES SUSTAINED EFFORTS AND SKILLS TO EXECUTE.

SINGLE TASKING

FOCUS EXCLUSIVELY ON COMPLETING THE TASK.

MULTI TASKING

LEADS TO TASKS INCOMPLETION

Listening Three Songs Simultaneously or Enjoy One Song at a Time

Charles Dickens

“I never would have done what I have done without habits of punctuality and determination to concentrate on one subject at a time.”

Instead of focusing on how much time is required to complete a task workout how much efforts is required to do so.

You need help or complete it by your self.

TASK COMPLETION IS A SKILL

17 ft tall Statue of David by Michelangelo Completed in 3 Years.

Maximize your EfficiencyWork With Your Body Cycles-not Against Them

• If we learn to Listen to our body, we can work with these Natural Rhythms instead of fighting them.

• We can make more efficient use of our time by scheduling certain activities at certain times of the day.

ONE YEAR, Ask a student who failed a grade.ONE MONTH, Ask a mother who gave birth to a premature baby.ONE WEEK, Ask the editor of a weekly newspaper.ONE DAY, Ask a daily wage laborer with kids to feed.ONE HOUR, Ask the lovers who are waiting to meet.ONE MINUTE, Ask a person who missed the train.ONE SECOND, Ask a person who just avoided an accident.ONE MILLISECOND, Ask the person who won a silver medal in the Olympics.

IMPORTANCETIME MANAGEMENT = LIFE MANAGEMENT

Tick When I Should Tock?Secrets of Our Body Clocks

Revealed

Planning for career success

Step 1 – Define your Role

Step 2 – Set your Monthly Goal

Step 3 – Schedule your Weekly Time

Step 4 – Adopt it Daily - 80/20

Step 5 – Act on it, Now!

Circadian Rhythms– Circadian rhythms are Internal Biological

clocks that regulate many functions and activities, including sleep, temperature, metabolism, alertness, blood pressure, heart rate and hormone levels and immunities.

– About every 24 hours our body cycle through metabolic and chemical changes.

– These Circadian Rhythms are reset by sunlight each morning.

– Whether you are a “Morning Person” or a “Night Owl” is determined by these cycles.

Learn about Circadian Rhythms

5am- 08am “BREAKFAST”

During this time period your breakfast is best metabolized and provides full nutrients to your body .It is the best time period set by Circadian Rhythm. Breakfast taken later than 8 would loose its best efficacy. Later the least nutritional effects on your body.

Short term memory6 am - 10 am

Short term memory tasks such as last minute reviewing for presentation are best performed early in the morning.

Cognitive Tasks09 am - 12 noon

• Cognitive, or mental, tasks such as reading, calculating, decision making & problem solving are performed most efficiently in the morning.

• Early morning planning or issue resolving meetings.

Long term memory1 pm - 4pm

Longer term Memory tasks such as memorizing speeches, developing high profile business activities are best performed in the this time period.

Manual Agility2 pm to 6 pm

You are most efficient at tasks involving the use of your hands such as keyboarding and writing reports etc in the afternoon and early evening.

Physical Workouts4 pm to 9 pm

Because of Circadian Rhythms it is best to engage in physical activity in the evening when your large muscle coordination is at its peak.

Studies show you will perform the workout to be easier in the evening.

Exercising about 1-2 hours before bedtime improves the quality of sleep.

Mid night Owls

Hard Fact: Insulin levels gets down during the night and reaches it’s lowest levels by 3rd part of night. Its ideal not to eat late night and persistent habit effects natural lowering of Insulin that lead to 7-10 years early progression of Diabetes .

How would prioritize this list of daily tasks? Write the underlined word of the tasks

which would be on your“A” List“B” List“C” List

1. Buy laundry detergent.2. Write a eight page report about previous days’ meeting.3. Prepare for a Business plan.4. Visit to market for purchase of shirts .5. Review for midterm appraisal with your employee.6. Schedule an appointment with a Medical doctor.7. Complete a journal entry.8. Email a high school friend who met last week.9. Visit with your spouse for window shopping.10. Clean the dashboard of the car.

Are you working your “A’s” Off?“A” LIST

1 Review for midterm appraisal with your employee2 Prepare eight page report

“B” LIST3 Prepare for a Business plan4 Schedule an appointment with Medical Dr.5 Complete a journal entry.

“C” LIST

6 .Shop for new shirts.8. Email a high school friend who met last week. 9 . Visit with your spouse for window shopping.10 “clean” the dashboard of the car.

It’s All about Endorphins - The Feel Good Hormone

Set a goal to complete a task/projectAfter completing the task, reward yourself with

something that is pleasurable for youThe body releases Endorphins- the feel good

hormone.Over time with repetition, you will come to

associate feeling good with completing a task/project

Divide and Conquer Procrastination• A father gave his son a bundle of sticks and asked him to break it. After

the boy struggled, the father took the bundle, untied it and broke one stick at a time.

• We procrastinate because the “A” tasks seem too lengthy or too difficult– Divide a lengthy task into smaller, shorter parts that seem easier to complete – Divide a forty page chapter into 10 page sections – Reward yourself after completing each section.

Simplify , Simplify , Simplify

Fear of Success and Failure

• We procrastinate because we fear FAILURE.– It is easier to accept that we failed because we didn’t even

attempt a project than to fail at doing the project.

• We procrastinate because we fear SUCCESS.– If I get all “A’s” this semester, everyone will expect the

same next semester.– If I do an outstanding job on this project, my boss will just

pile on more work.

If you are going to Procrastinate, at least take the blame!Office assistant to Manager…Office assistant to Manager…““I don’t have printing job done today I don’t have printing job done today

because the repair technician because the repair technician couldn’t get the printer to work.”couldn’t get the printer to work.”

““I’m late to work because of traffic I’m late to work because of traffic jam.”jam.”

““I’d like to complete office tasks I’d like to complete office tasks regularly but it isn’t always possible regularly but it isn’t always possible with my hectic sleeping schedule!”with my hectic sleeping schedule!”

Because work expands or contracts to fit the time allotted, make pacing work for you by doing the following:

• Estimate the time needed to complete a task.• Simplify the Tasks into components.• Fully concentrate on existing Task not the next

one.• Never leave the ongoing task unfinished and

rushed to next one as its time has started.

Be Realistic• Examine your schedule.• Be realistic about what you can

accomplish.• Don’t try to juggle too many

things.• Don’t set yourself up for failure.

Is The Jar Full?• Stephen Covey in his book, First

Things First, shares the following story experienced by one of his associates:

I attended a seminar once where the instructor was lecturing on time. At one point, he said, "Okay, time for a quiz." He reached under the table and pulled out a wide-mouthed gallon jar. He set it on the table next to a platter with some fist-sized rocks on it. "How many of these rocks do you think we can get in the jar?" he asked.

•After we made our guess, he said, "Okay. Let's find out." He set one rock in the jar . . . then another . . . then another. I don't remember how many he got in, but he got the jar full. Then he asked, "Is this jar full?" Everyone looked at the rocks and said, "Yes."

•Then he said, "Ahhh" He reached under the table and pulled out a bucket of gravel. Then he dumped some gravel in and shook the jar and the gravel went in all the little spaces left by the big rocks. Then he grinned and said once more, "Is the jar full?"

•By this time the class was on to him. "Probably not," we said. "Good!" he replied. He reached under the table and brought out a bucket of sand. He started dumping the sand in and it went into all of the little spaces left by the rocks and the gravel. Once more he looked and said, "Is this jar full?" "No!" we roared.

•He said, "Good!" and he grabbed a pitcher of water and began to pour it in. He got something like a quart of water in that jar. Then he said, " Well, what's the point?" Somebody said, "Well, there are gaps, and if you work really hard you can always fit some more things into your life."

"No," he said, "that's not really the point.

The point is this:

Put the Big Rocks in First

CONCLUSION:

1. Task management approach for Time Management.

2. Single task at a time3. Avoid Multitasking (too many tasks at on

time)4. Overcome procrastination5. Work with Circadian Rhythm