time is life · web viewsnapshot of your time management style. the first step. start by taking a...

Basic Time Management Skills

HJ EdirisingheHead/Senior lecturer – Civil EngineeringUniversity of Peradeniya

Time management means

Identifying time wasters

and

Finding solutions to minimize time wasters…

This attempt is to list time wasters and arrest them as much as possible.

Time is life. It is irreversible and irreplaceable. To waste your time is to waste your life, but to master your time is to master your life and make the most of it."

- Alan Lakein

Basic Time Management Skills Jayalath Edirisinghe – University of Peradeniya

What do you expect from this session…?

1……………………………………………………………….

2……………………………………………………………….

3……………………………………………………………….


Snapshot of your time management style

The First StepStart by taking a “snapshot” of your time management style. It will be a good first step on the way to understanding your behavior patterns. Check each item you answer “yes” to:

❏ Do you have a daily calendar (print or electronic) that you carry with you to and from work?❏ Do you make a copy of every document you sign?❏ Do you have maps in your car? If you don’t have a car, would you keep maps in your car if you had

one?❏ Do you usually reconfirm appointments that were made some time ago?❏ Do you try to return a phone call within 24 hours?❏ In your home right now, do you have a customary place for your keys?❏ Do you keep most of your service manuals (e.g., for home appliances, computers, TVs) in a place

where you can find them quickly?❏ At home right now, are there a pad and a pencil next to the phone?❏ Is there an official, set time when someone looking for you will find you in your office?❏ If you were to get sick tomorrow, would there be someone who could step in and handle your

responsibilities at work with reasonable efficiency?❏ Do you have a filing system at home for your personal papers?❏ If the light bulb in the main lighting fixture in your living room were to burn out tonight, would

you have another bulb at home in storage to replace it?❏ Do you ever take with you material to read when waiting to see a doctor?

If you found that eight or more of the above statements could apply to you, you almost certainly have solid management skills. If you identified with 11 or more, that’s great— unless your well-organized behavior is obsessive. If you found fewer than eight statements applied, you probably have some work to do.

The Second StepNow take a close look at the following questions. Check those you would answer in the affirmative.❏ Have you had an unintentional finance charge in the last three months?❏ Do you take work home more than once a week?❏ Do you stay at work beyond your official working hours more than twice a week?❏ While in school, did you frequently cram before a test?❏ Are you presently on a committee that bores you?❏ Do you often put off returning a call to someone you don’t like, even if it’s important?❏ Do you wait until you have a dental problem to see your dentist?❏ Do you frequently skip breakfast?❏ Do slips of paper with phone numbers, addresses, etc., tend to pile up in your purse or wallet, on your desk, in your pockets, etc.?

These questions assess whether certain deep-seated habits or environmental factors undermine the efficiency of your lifestyle. You might want to reread each question to get a few clues as to where you might need some work. If you have five or more yes answers, you need to consider some serious behavioral or environmental reprogramming. And unless you have a score of 0, there are facets of your life that need improvement.


Basics of Time Management skills

Develop a more clear understanding of strategies for effective time management

Develop a greater self-awareness of how you currently use your time Understand how working styles impacts effective time management People who use these techniques routinely are the highest achievers in all

walks of life, from business to sports to public service. If you use these skills well, you will be able to function effectively, even

under intense pressure

Please list five main time wasters in your day to day life at your work…..

1.

2.

3.

4.

5.


Time Tips

1. Count all your time as time to be used and make every attempt to get satisfaction out of every moment.

2. Find something to enjoy in whatever you do.3. Try to be an optimist and seek out the good in your life.4. Find ways to build on your successes.5. Stop regretting your failures and start learning from your mistakes.6. Remind yourself, "There is always enough time for the important things." If it is

important, you should be able to make time to do it.7. Continually look at ways of freeing up your time.8. Examine your old habits and search for ways to change or eliminate them.9. Try to use waiting time-review notes or do practice problems.10. Keep paper or a calendar with you to jot down the things you have to do or notes

to yourself.11 .Examine and revise your lifetime goals on a monthly basis and be sure to include

progress towards those goals on a daily basis.12. Put up reminders in your home or office about your goals.13. Always keep those long term goals in mind.14. Plan your day each morning or the night before and set priorities for yourself.15. Maintain and develop a list of specific things to be done each day, set your

priorities and the get the most important ones done as soon in the day as you can. Evaluate your progress at the end of the day briefly.

16. Look ahead in your month and try and anticipate what is going to happen so you can better schedule your time.

17. Try rewarding yourself when you get things done as you had planned, especially the important ones.

18. Do first things first.19. Have confidence in yourself and in your judgement of priorities and stick to them

no matter what.20. When you catch yourself procrastinating-ask yourself, "What am I avoiding?"21. Start with the most difficult parts of projects, then either the worst is done or you

may find you don't have to do all the other small tasks.22. Catch yourself when you are involved in unproductive projects and stop as soon

as you can.23. Find time to concentrate on high priority items or activities.


24. Concentrate on one thing at a time.25. Put your efforts in areas that provide long term benefits.26. Push yourself and be persistent, especially when you know you are doing well.27. Think on paper when possible-it makes it easier to review and revise.28. Be sure and set deadlines for yourself whenever possible.29. Delegate responsibilities whenever possible.30. Ask for advice when needed.

Adapted from A. Lakein. How to Get Control of Your Time And Your Life


Left – Right Brain biasness test

Directions: Every time you read a description or characteristic that applies to you, circle the number in the table below that. There is no certain number of characteristics you must choose. Next to every number on your paper, write whether it was a L or an R referring the table given on the next page. Count up the number of L's and R's. Whichever number is higher represents your dominance. If the numbers are close, that means you use both sides of your brain equally.

1. I constantly look at a clock or wear a watch2. I keep a journal or diary of my thoughts3. I believe there is a either right and wrong way to do everything4. I find it hard to follow directions precisely5. The expression "Life is just a bowl of cherries" makes no sense to me6. I frequently change my plans and find that sticking to a schedule is boring7. I think it's easier to draw a map than tell someone how to get somewhere8. To find a lost item, I try to picture it in my head where I last saw it9. I frequently let my emotions guide me10. I learn math with ease11. I'd read the directions before assembling something12. People tell me I am always late getting places13. People have told me that I'm psychic14. I need to set goals for myself to keep me on track15. When somebody asks me a question, I turn my head to the left16. If I have a tough decision to make, I write down the pros and the cons17. I'd probably make a good detective18. I learn music with ease19. To solve a problem, I think of similar problems I have solved in the past20. I use a lot of gestures21. If someone asks me a question, I turn my head to the right22. I believe there are two ways to look at almost everything23. I have the ability to tell if people are lying or guilty of something, just by

looking at them24. I keep a "to do" list25. I am able to thoroughly explain my opinions in words26. In a debate, I am objective and look at he facts before forming an opinion27. I've considered becoming a poet, a politician, an architect, or a dancer28. I always lose track of time29. When trying to remember a name I forgot, I'd recite the alphabet until I

remembered it30. I like to draw31. When I'm confused, I usually go with my gut instinct32. I have considered becoming a lawyer, journalist, or doctor

Your selection1 2 3 4 5 6 7 89 10 11 12 13 14 15 1617 18 19 20 21 22 23 2425 26 27 28 29 30 31 32

Left right biasness of answersBasic Time Management Skills Jayalath Edirisinghe – University of Peradeniya

1 L 11 L 21 L 31 R2 L 12 R 22 R 32 L3 L 13 R 23 R4 R 14 L 24 L5 L 15 R 25 L6 R 16 L 26 L7 R 17 L 27 R8 L 18 R 28 R9 R 19 R 29 L10 L 20 R 30 R


If you fail to plan …you plan to fail

HOW TO Plan Your Day

Visualize your long term picture of success and put it in writing. Review your goal frequently. Your goal should be specific, measurable, achievable and compatible with where you are now. There should be an end date as well. Steven Covey calls this "Begin with the end in mind."

Try to do your planning at the same time every day. Use this time to review past accomplishments as well as future things to do.

Use only one planner to keep track of your appointments. Keeping a separate business and personal planner creates confusion.

Write out a To Do list every day. Include items that can be completed, such as "Prepare exhibits for monthly report", rather than just "Work on report."

Separate your To Do list into A, B and C priorities. "A" items are important to your long term success, "B" may be urgent but not as important and "C" are those that would be nice to do if you get the time.

Start with the A items. Don't work on a C just because it's easy to do. Also, break your A items into small manageable chunks, so they're easy to accomplish.

Check off items as you complete them to give yourself a sense of accomplishment.

Block off time in your planner for major activities. This might include a block of time for working alone on major tasks. If someone wants to meet you during that time, say "I'm sorry, I already have an appointment."

Don't jam your day full of activities. Leave time for emergencies, special opportunities and thinking time.

Be your own manager. Ask yourself if you have met your goals, and what changes you plan to make to achieve them.

Do it now. People will often say "Call me next week, and we'll book an appointment then." Respond by saying, "Let's save ourselves a call and do it now."

Always plan time for balance; include family, fitness, recreation, social and spiritual activities.

Conduct a time study to see how you're doing and where the opportunities for improvement lie. Many people are only able to spend one quarter of their time on top priority activities. Moving this up to one third of the week means almost 4 more hours per week on key activities.


Your plan for

1.This week

2.This Month


3.This Year

4.This decade


Things to do on _________Priority Activity Assistance Action


A new form of Calendar

Appt no Date Time Appointment


April 2013

Prioritizing Activities

Impo

rtant

High

PreparationPreventionValue clarificationPlanningRelationship buildingTrue re-creationEmpowerment

CrisesPressing ProblemsDead line driven projects, meeting preparations

Low

Trivia, busy workSome phone callsTime wasters“escape” activitiesIrrelevant mailsExcessive TV

Interruptions, some phone callsSome mails, some reportsSome meetingsMany popular activities

Low HighUrgent

Activities shouldDoDelegateDelayDelete


Place for everything.. everything in placePractice 5S or a similar method to organize your work environment


Audit to manage resource management in your office RoomAnswer yes/no

Item Yes/No Remarks1 You have a Pen/pencil holder on your desk2 You have a Special place for your tools like stapler,

puncture3 You have a fixed place for pencil /tool holders on your

table4 You have a Cellotape disposal method5 You have a colour code to identify your files6 Items are placed according to a meaning /purpose

/reason7 You have dust bin in your room8 You clean your dust bin once in a week9 You clean your room once a week10 You re-organize your book racks/cupboards once in few

months11 You have labeled all your cupboards12 You have labeled all the wires etc you use13 You have separators in your drawers14 Stationeries are stored for regular use and stocks

separately15 Your access door way is not blocked16 Your table is always clean and clear17 You have a special place for the telephone18 Tops and insides of all cupboards, shelves, tables

drawers, etc free of unwanted items(In all locations)19 You clean your table, drawers to remove unwanted

things regularly20 Items are stored according to frequency of use21 You have a key holder in your room22 All equipment/tools/files etc. are arranged

according to the "can see" "can take out""can return" principle

23 Files are indexed24 All cables, wires, pipes, etc are neat and not a

disturbance to movement or work25 Notice boards are free of old notices26 Color coding is used effectively for easy identification27 All fixtures are well maintained with identification28 There is general appearance of orderliness and

ability to find any item/document without delay29 You have easy access to mobile phone charger


Seven habits of effective people

Be Proactive. Begin with the End in Mind. Put First Things First. Think Win-Win. Seek First to Understand, Then to Be Understood. Synergize. Sharpen the Saw.

All the bestJayalath [email protected]/2393530/2392200


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