3 time management presentation

Presentation by

Prof.M.S.S.VaradanChairman

Om Consultants (India) Pvt. Ltd.

TIME MANAGEMENT

U N L O C K IN G P EO PL E P O T E N T I A L

C O N S U L T A N T S



TIME MANAGEMENT

1

Division of Time

Biological Time

Business Time

Social Time



TIME MANAGEMENT (CONTD..)

2

Biological Time

• Rest

• Food

• Exercise (Yoga)

• Concentration




3

Business Time

• Preparation

• “Making others wait” - Syndrome

• Delegation




4

Business Time (Contd..)• Use of Telephone

o Always keep pad and pencil near the phone

o While receiving calls identify yourself first

o Call people at predetermined time when they would be available

o Encourage people to call you at predetermined

time when you would be available o Do not give lectures. Adopt a point by

point method of speaking o Jot down points to communicate before

dialing the number




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o Fix regular time for written and oral communication

o Clear instructions to P.A.o Reply on the letters

• Correspondence

– Clear correspondence each day (don’t allow it to pile up)

– Prioritise letters, if there is a back log and clear them progressively




6

• Filing instead of piling

o Have an efficient system of filing to enable

easy retrieval of required information

o Note important data in specific places for easy reference

o Always carry an engagement diary.




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• Visitors

o Handling - Handing over – Keep papers ready before the

visitors arrive– Conclude discussions with a

summary and bid them goodbye to indicate that the discussions is completed.

– Unscheduled - short

– Discourage, whenever possible, unscheduled intrusions into your time

– Offer of Coffee, tea, etc., - Caution!




8

• Visits

o Phoneo Reconfirmationo Engagements - Venue

• Professional Meetings & Conferenceso Protocolo Public Relationso Contactso Knowledge




9

• Meetings & Committees

Donald Parker, a famous Value Engineering Specialist has defined an ineffective committee as “A Group of unwilling chosen from the unfit, to do the unnecessary at an unsuitable time”.




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• In order to avoid this,– Call meetings using good judgement and

discretion– Regular/fixed timings for meeting the various

people eg. Union Members, Management Personnel and other external agencies

– Develop simple systems– Prepare yourself & encourage others to be

prepared for the meetings– Insist on an Agenda– Participate only when you have something to

contribute– Information systems for feedback– Avoid tea/coffee breaks during the meeting – Budget the meeting time and monitor it




11

Social Time

• Family

•Social Visits

•Time to think and discuss




12

Social Time (Contd..)

• Travelo Foldero Phone Cards (Re-checking)

•Informationo Flood (Need to be selective)o Daily Paper



3 CATEGORIES OF TIME

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1. Time controlled by me

2. Time which I must spend in response to the demands made by others

3. Time for unpredictable events



TIPS FOR TIME MANAGEMENT

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1. Batchwork Vs Patchwork

2. Meetings and Appointments

3. Brief Telephone Conversations

4. Streamlining Paper work

5. Avoid Indecision / Procrastination

6. Learn to say ‘no’



TOP TEN TIME WASTERS

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1. Telephone Interruptions2. ‘Drop-In’ Visitors3. Ineffective Delegation4. Meetings5. Lack of objectives priorities6. Crisis Management7. Attempting too much at once8. Cluttered desk/disorganisation9. Indecision/Procrastination10. Inability to say ‘no’



POINTS TO PONDER & WORK ON ………

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Know yourself • How organised are you ?• What are your habits ?• What are your personality traits ?

How are you spending your time ? • Time Record & Analysis • Prioritise

Methods

• Task• Time Norms• Avoiding Time Traps



TASK CHARTING

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Task charting is a system to streamline the organization of specific tasks. Given a task to do :1. Identify the task goal, determine

exactly what is to be accomplished2. Think through all necessary steps to

complete the task. Try thinking backwards, from completed goal to beginning of task, to avoid leaving out essential steps.

3. Arrange the steps in logical order. Weigh alternatives. Ask yourself, “What if I did this before that?” “Would it save time if I did that before this?”



TASK CHARTING (CONTD..)

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4. After the steps are arranged in logical order, assign a symbol to each step. Here are five basic symbols. You may want to think of others, depending on the task you have to do.-/- Go or Stop

(Appears at both beginning and end)

? Input(Stands for ingredients necessary for success of project)

! Imperative(Used when action is needed to complete a step. With goal in mind and the necessary input at hand, there is no reason to stall!)

* Decision(You need to make a decision)



GOAL SETTING

19

Do you know Where you are and Where you are going?

Why 97% people do not set goals? Fear ? Self-image? Procrastination ? Belief ? Knowledge ?

Benefits of Goal setting. Self-control. Self-Confidence. Self-worth. Time Management. Improved quality of life.

Areas requiring goal setting. Personal. Professional. Financial. Health. Social. Spiritual.

Types of Goals - Short term. Mid term. Long term.



GOAL SETTING (CONTD..)

20

How to set Goals ? Ask yourself 1. Where am I now ?

2. What do I want ?3. When do I want it ?4. How can I get there ?5. What do I do now and get what I want ?




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Factors in Goal setting

1. Know what you want

2. Goals must be worth, realistic, clear and specific3. Strong desire4. Visualisation5. Decision6. Put Goals in Writing7. Set a time frame for each Goal8. Know your Resources9. Know the Obstacles that may come10. Action11. Evaluation12. Flexibility13. Persistence




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Steps to achieving your Goals1. Write down your Goals2. Visualise clearly3. Affirmation4. Act :As if”5. The daily one inch step6. Use the “I am Responsible Technique”

Stages of Competence in Goal Setting

1. Unconcious incompetence2. Conscious incompetence3. Conscious competence4. Unconscious competence

(Sub-conscious takes over the Activity and makes it a habit).



TIME SPAN

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Time – Related to activity / no activity• Time Span Concept

o Lifetimeo Careero Decadeso Yearso Months-weeks-days-hours

• Time Budgeto New activitieso Developmental activitieso Routine activities

Parkinson’s Law : Work expands to fill the time available for completion



TIME FRAMES (CONTD..)

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“System Based” Time Frame• Daily• Weekly• Fortnightly• Monthly• Yearly

“People Based” Time Frame• Self• Family• Relatives• Friends• Acquaintances

Organise work to save time • Delegation• Trust• Information system



TIME FRAMES

25

Save oneself from “Time Stress”

• Stress is not in the “Circumstances”, but as you view it (Philosophical teachings)

• Decision making on “time”• Organised Leisure• (Psychological Expectations)• Value others’ time as well as your

own time

Procrastination is the thief of time



TIMES OF LIFE

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Time to Converse

• Talking & Perceiving• Telephone Conversation

T - Tell the person, in one sentence, purpose of your call

E - Explain brieflyA - Action - What you plan to

doWhat you want the

other to do



TIMES OF LIFE (CONTD..)

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Time to Confer• Meetingitis!• Points for productive meetings

o Problem ?o Cause of Problem ?o Possible Solutions ?o Best Solution ?

Time to Lead• Eliminate time waste by - Example

- Motivation• Why, When, What & How to delegate• Instruct to save time• Don’t accept reverse delegation




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Time to do paperwork• Sorting system • Designing speedy systems

Time to Decide• Problem Analysis - Deviation

- Alternatives- Rank order

• Actions - Interim- Corrective- Preventive- Contingency




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• Creating Ideas - Brainstorming- Solo

Brainstorming- Moonlighting- Reverse

Brainstorming Time to Write

• Clarity of composition• Shortness• Simplicity• Strength

‘Yes’, ‘No’ & ‘Do’ letters

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