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Time Management

Neu Kfhikj;Jtk;

FHA. Shibly

Lecturer in IT

South Eastern University of Sri Lanka

Al-Dhawa-2014 2

Our Time Begins Now

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“The way you manage your time can

influence the type of day that you will

have.”

“I recommend you take care of the minutes

and the hours will take care of themselves.”Earl of Chesterfield

Al-Dhawa-2014 4

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• Neu Kfhikj;Jtj;jpd; Kf;fpaj;Jtk;

• Neu Kfhikj;Jtj;jpd; Njit

• Neu tPzhf;fpfs;

• Neu Kfhikj;Jtj;ij jLf;Fk; fhuzpfs;

• Neu Kfhikj;Jtj;Jf;fhd gbKiwfs;

• Neu Kfhikj;Jt jj;Jtq;fs;

Learning Outcomes

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Importance of Time management

• Stay organized: If time is managed well, you can organize your life and schedule. Everything has its set time and everything goes in its place.

• Improved personal life: Time management can improve your quality of results, you can give your time to family, friends,sports, cultural activities and hobbies too

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• More work done: If time is managed properly, can get a great amount of things accomplished. With a set schedule, can complete the most important tasks first, and can take care of any needed activities next

• Keeps you healthy and fit: can use free time to exercise

• Reduces Stress: By having a well-planned schedule for your time, and giving extra time for unexpected events or emergencies, can reduce the stress in life.

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Lost wealth may be replaced by industry,

lost knowledge by study, lost health by

temperance or medicine, but lost time is

gone forever.------------

Samuel Smiles

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Quit Making Excuses…

• ,d;iwa fhyfl;lj;jpy; cq;fs; fy;tpapy; Neu Kfhikj;Jtj;ij eilKiwg;gLj;Jtjpy; fhzg;gLfpd;w jilfs;

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Activity - 01

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Obstacles to effective time

management

Unclear objectives (njsptw;w Nehf;fq;fs;)

Disorganization

(xOq;fpd;ik)

Inability to say “no”

(,y;iy vd;gjw;F ,ayhik)

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Obstacles to effective time

management

Interruptions (,ilA+Wfs;)

More interruptions (Nkyjpf ,ilA+Wfs;)

Periods of

inactivity(nraw;ghlw;w

Neuk;)

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Obstacles to effective time

management

Too many things at once (gy Ntiyfs;)

Stress and fatigue (kd mOj;jKk; Nrhu;Tk;)

All work and no play (mjpf NtiyAk; tpisahl;bd;ikAk;)

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vq;fshy; vd;d nra;a KbAk;?

jilfis ,dq;fhzy;

jilfis jtpu;g;gjw;fhd cj;jpfis ifahsy;

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Need for Time Management

• Prioritize Effectively with Multitasks

(Kjd;ikg;gLj;jy;)

• Manage and Control Crises (neUf;fbfs;)

• Obtain Better Results (rpwe;j ngWNgW)

• Balance Studies and Others Priorities (Nghjpa fw;wYk; Vida nraw;ghLfSk;)

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Minor Time Wasters (rpW Neu tPzhf;fpfs;)

• Interruptions we face during the day

(,ilA+Wfs;)

• Being a slave on the telephone (njhiyNgrp miog;Gfs;)

• Unexpected/Unwanted visitors (vjpu;ghuhj tUifahspfs;)

• Needless Social Network Usages (Facebook etc)

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Interruptions (,ilA+Wfs;)

• 6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour

• You must reduce frequency and length of interruptions (Minimal phone usage)

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Cutting Things Short

(rpwpjhf;F)• “I‟m in the middle of something now…”

• Start with “I only have 5 minutes” – you can always extend this

• Stand up, walk fast, do what you want, thank, shake hands

• Clock-watching; on wall behind them

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Major Time Wasters (gpujhd Neu tPzhf;fpfs;)

• Procrastination (gpw;Nghly;)

• Afraid to Delegate (khw;wq;fSf;F mQ;Rjy;)

• Not Wanting to Say "NO"

• Low Self-Esteem (jd;id Fiwj;J kjpg;gply;

• Problems With Objectives/Priorities

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What can stop you?

• Negative Thoughts (vjpu;kiwahd rpe;jid)

• Negative People (vjpu;kiwahd kf;fs;)

• Low Self-Esteem (Fiwe;j jd;kjpg;G)

• Fear of Failure (Njhy;tpfSf;F mQ;Rjy;)

• Fear of Rejection / Criticism (vjpu;TfSf;F mQ;Rjy;)

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Steps for Time management

Great time management skills will make

you successful in your endeavors.

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When using time management to plan your

day, ask yourself a few key questions:

• What is the goal I‟m trying to accomplish?

• What is the deadline for that goal?

• What are the outcomes of not achieving this

deadline?

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Steps:

• Setting goals

• Prioritizing

• Learning to say „No‟

• Organizing your work and meeting

deadlines

• Avoiding procrastination

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• Achievable (milaf;$baJ)

• Realistic (ajhu;j;jkhdJ)

• Time-based (Neuk; rhu;e;jJ)

SMART Criteria for Setting goals

•Specific (jdpj;JtkhdJ)

•Measurable (mstplf;$baJ)

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Prioritize

• Do (nra;)

• Delegate (khw;W)

• Delay (jhkjp)

• Delete (mfw;W)

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Learn to say “No”

• Will this help me set priorities right?

• Will this help me do my study well?

• Will this help me avoid unnecessary

distraction?

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Organize

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Avoiding Procrastination

(gpw;Nghliy jtpu;j;jy;)

• Doing things at the last minute is much

more expensive than just before the last

minute

• Deadlines are really important: establish

your own deadlines

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Procrastination

“Procrastination is the

thief of time”

Edward Young

Night Thoughts, 1742

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Comfort Zones

• Identify why you aren‟t enthusiastic (Vd; cq;fsplk; Mu;tk; ,y;iy vd ,dq;fhzy;)

• Fear of embarrassment (rq;flkhd #oYf;F mQ;Rjy;)

• Fear of failure (Njhy;tpfSf;F mQ;Rjy;)

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Pareto‟s Principle

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

gives 80% Results

• One Rs.500/- v/s Hundred Rs.5/-

• Effective v/s Efficient (tpisjpwd; Vs

tpidj;jpwd;)

• Smart work v/s Hard work

Time MatrixUrgent Not Urgent

Important

Not

Important

Activity – 02Urgent Not Urgent

Important

Not

Important

© AL-DHAWA 2009

Urgent Not Urgent

Important

Not

Important

Time Matrix

•neUf;fbfs;•mOj;jkhd gpur;rpidfs;•tiuaWf;fg;gl;lfhyj;Jf;Fs; nra;a Ntz;bait

•jahu; gLj;jy;•neUf;fbfis jtpu;j;jy;•kjpg;gPLfis Muha;jy;•jpl;lkply;•tYT+l;ly;

•,ilA+Wfs;•miog;Gfs;•re;jpg;Gfs;•gpugy nraw;ghLfs;

•Kf;fpakpy;yhjjfty;fs;•miog;Gfs;•Neu tPzhf;fpfs;•,dpikahd nraw;ghLfs;

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Quadrant I

• Represents things that are both “urgent” and

“important” – we need to spend time here

• ,q;Fjhd; ehk; ekJ mDgtq;fisAk;> KbTfisAk; gad;gLj;jp vkJ NjitfisAk;> rthy;fisAk; rupahd tpjj;jpy; Kfhik nra;J jilfis Kwpabf;f Ntz;bAs;sJ.

Quadrant II

• Includes activities that are “important, but not urgent”- Quadrant of Quality (juk;)

• ,q;F vkJ ePz;lfhy jpl;lq;fistFg;gNjhL> gpur;rpidfis jtpu;j;jy;> tYT+l;ly;> rpe;jidfis tpupTgLj;jy; kw;Wk; jpwd;fis tsu;j;jy; Nghd;wtw;iwmilfppNwhk;

• ,e;jg;gFjpia ehk; Gwf;fzpf;Fkplj;J mJKjyhk; gFjpia tYT+l;bmjpfupf;fr;nra;fpwJ. mJ kd mOj;jk;> kdr;Nrhu;T> kw;Wk; Mokhd neUf;fbfisekf;F Vw;gLj;Jk;.

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Quadrant III

• Includes things that are “urgent, but not

important” - Quadrant of Deception. (Vkhw;wk;)

• mtrukhf ,Ug;gjdhy; ,r;nraw;ghLfs; Kf;fpakhdjhf Njhw;wkspf;fpwJ.

• Eg :- Many phone calls, Involving Social

Networking activities, meetings and drop-in

visitors.

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Quadrant IV

• Reserved for activities that are “not urgent, not important”- Quadrant of Waste (tPzhdJ)

• ehk; ekJ Neuq;fis kfpo;TlDk;> Xa;TlDk; fopg;gjw;F ,g;gFjpf;Fs; cs;thq;fg;gLfpNwhk;.

• Eg :- Reading addictive novels, watching mindless T.V Serials, or gossiping at school(,it vkJ Neuj;ij tpuak; nra;fpwJ)

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Quadrant I jPq;fhdjh?

• ,g;gFjpapy; ehk; ,Ug;gJ mtruj;jpdhyh ? my;yJ Kf;fpaj;Jtj;jpdhyh?

Quadrant III. Quadrant II

mtruk; (Urgency)

Kf;fpak; (Importance)

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Quadrant II ,w;Fupa Neuj;ij

vq;fpUe;J ngWfpNwhk; ?

• Quadrant III ,ypUe;J ngWfpNwhk;

• mtrukhdjhfTk;> Kf;fpakhdjhfTk; ,Uf;Fk;NghJ khj;jpuNk Quadrant I I njupTnra;a Ntz;Lk;.

• Quadrant IV I ehk; vg;NghJk; jtpu;g;gJrpwe;jJ.

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VO gof;f tof;fq;fs;

From “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989

1. nray;jpwDld; ,Uj;jy;

2. ,yf;Fld; gazpj;jy;

3. Kjd;ikahdij Muk;gj;jpy; nra;jy;

4. ntw;wpia gw;wp Nahrpj;jy;

5. tpsq;fpf;nfhs;s Kaw;rpj;jy;

6. xUq;fpizj;jy;

7. rpe;jidfis $u;ikahf;fy;

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“A man who dares waste one hour of time has

not discovered the value of life.”

Charles Darwin