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    Effective Time Management

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    KumarNavdeep
    This document provides guidance on effective time management. It discusses setting goals and priorities, planning, scheduling meetings, delegating tasks, avoiding procrastination and interruptions. Key aspects include focusing on important tasks, using the 80/20 rule to focus on high impact activities, and managing both internal and external time wasters. Effective time management requires setting SMART goals, prioritizing tasks, using scheduling tools, and knowing when to say no. Regular review of time spent allows for improving focus on the most important outcomes.

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    Effective Time Management

    Uploaded by

    KumarNavdeep
    76 views28 pages
    This document provides guidance on effective time management. It discusses setting goals and priorities, planning, scheduling meetings, delegating tasks, avoiding procrastination and interruptions. Key aspects include focusing on important tasks, using the 80/20 rule to focus on high impact activities, and managing both internal and external time wasters. Effective time management requires setting SMART goals, prioritizing tasks, using scheduling tools, and knowing when to say no. Regular review of time spent allows for improving focus on the most important outcomes.

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    This document provides guidance on effective time management. It discusses setting goals and priorities, planning, scheduling meetings, delegating tasks, avoiding procrastination and interruptions. Key aspects include focusing on important tasks, using the 80/20 rule to focus on high impact activities, and managing both internal and external time wasters. Effective time management requires setting SMART goals, prioritizing tasks, using scheduling tools, and knowing when to say no. Regular review of time spent allows for improving focus on the most important outcomes.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    76 views28 pages

    Effective Time Management

    Uploaded by

    KumarNavdeep
    This document provides guidance on effective time management. It discusses setting goals and priorities, planning, scheduling meetings, delegating tasks, avoiding procrastination and interruptions. Key aspects include focusing on important tasks, using the 80/20 rule to focus on high impact activities, and managing both internal and external time wasters. Effective time management requires setting SMART goals, prioritizing tasks, using scheduling tools, and knowing when to say no. Regular review of time spent allows for improving focus on the most important outcomes.

    Copyright:

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    of 28

    Effective Time Management

    IIT (BHU) and ASQ India Leadership Excellence Series


    Dr. Manu K. Vora, ASQ CQE and Fellow
    Advisor of Eminence, Business Excellence, ASQ India
    Chairman and President, Business Excellence, Inc., USA

    31 October, 2014

    How To Get Things Done


    Goal Setting
    Planning
    Scheduling
    Organizing
    Meetings
    Delegating

    Prioritizing
    Decisions Making
    Saying No
    Interruptions
    Procrastinating
    Collaboration

    Time Management Process


    2

    Time Management Quotes


    This time, like all times, is a very good one, if we but know
    what to do with it. Ralph Waldo Emerson
    One always has time enough, if one will apply it well. Johann
    Wolfgang von Goethe
    All great achievements require time. Maya Angelou
    "Start by doing what's necessary, then what's possible, and
    suddenly you are doing the impossible." St Francis of Assisi
    "Never leave till tomorrow that which you can do today." Benjamin
    Franklin
    The bad news is time flies. The good news is you're the pilot.
    Michael Althsuler
    I am definitely going to take a course on time management...
    just as soon as I can work it into my schedule. Louis E. Boone
    Time is free, but its priceless. You cant own it, but you can use it.
    You cant keep it, but you can spend it. Once youve lost it you can
    never get back. Harvey MacKay

    Myths of Time Management


    Time management is a complex
    subject.
    The basic process has only five major steps
    (Goal Setting, Planning, Prioritizing,
    Scheduling and Organizing).

    Activity is good in itself.


    Being busy is not the same as being
    effective, if time is spent on low priorities.
    4

    80/20 Rule of Time Management


    The relationship between input and output
    is not balanced:
    20% of a person's effort generates 80% of the
    person's results
    80% of your success comes from 20% of your
    efforts

    It is vital to focus 80% of your time on


    the 20% of your work that REALLY
    counts
    5

    Internal Time Wasters

    Lack of discipline
    Indecisiveness
    Personal Disorganization
    Procrastination
    Inability to say NO
    Poor Delegation Skills
    Day Dreaming
    Worry too much
    Any others ???
    6

    External Time Wasters

    Interruptions, especially mail and e-mail


    Office socializing
    Too many meetings
    Unscheduled visitors
    Poor work environment
    Unclear goals
    Trying to get others cooperation
    Bureaucratic red tape
    Others you can think of ???

    Time Management Matrix Stephen Covey

    Urgent
    Q1
    Important

    Not
    Important

    Q3

    Not Urgent
    Q2

    Crises
    Deadlines

    Interruptions
    Some Meetings
    Popular Activities

    Q4

    Prevention
    Relationship Building
    Planning
    Recreation
    Pleasant Activities
    Busy Work
    Time Wasters
    Trivia

    Goal Setting SMART Goals

    Specific
    Measurable
    Achievable
    Realistic
    Time-based

    Set and achieve Time Management goals


    9

    Planning

    Visualize the end result: your goal


    Estimate the time required
    Break the whole into pieces
    Develop a schedule
    Check your progress against your time estimate
    Refine the schedule if needed
    Anticipate/allow for possible problems

    Plan your work and work your plan

    10

    Prioritizing

    Do
    Delegate
    Delay
    Dump

    11

    Prioritizing

    Focus on important things first


    Address the urgent get them out of
    the way
    Accomplish what you can early
    Attach deadlines to things you delay

    12

    Prioritizing
    Develop plans annual, monthly, weekly
    Note all deadline on your plans

    Make a to do list daily:


    Prioritize and reprioritize your daily list
    Work on your top priorities first

    Focus on Outcomes and not just Actions

    13

    Scheduling
    Negotiate and manage realistic deadlines
    Use available scheduling tools to best effect
    Structure in adequate time for all stages of the work, then
    review and revise often
    Check in with colleagues and clients
    You are in charge (not the schedule):

    Examine your schedule.


    Be realistic about what you can accomplish.
    Dont try to juggle too many things.
    Dont set yourself up for failure.

    Find your creative/thinking time. Defend it ruthlessly,


    spend it alone, maybe at home.
    Find your dead time. Schedule meetings, phone calls,
    and mundane stuff during it.

    14

    Meetings
    Question the need and frequency of meetings
    Request agenda in advance or share agenda building
    responsibility
    Include only the right participants
    Facilitate discussion and agreement to keep things moving
    Keep minutes brief
    Schedule 30 minute meetings
    Keep a record of the agenda + decisions + designated follow-up

    Maximize email collaboration, document sharing and work


    between meetings
    Purpose, Agenda and Limit (PAL) with Planning,
    Participation and Follow-Up (PPF)
    Read - Death by Meeting Patrick Lencioni
    15

    Meetings
    Avoid Time Waster Meetings
    Make sure its a working meeting.
    Dont attend unless there is a set agenda.
    Can the problem be solved or decision reached without a
    meeting?
    Does the meeting have a set ending time?

    Telephone Meetings
    Keep calls short; stand during call treat calls as business
    meetings
    Start by announcing goals for the call
    Dont put your feet up
    Have something in view that youre waiting to get to next
    Smile

    16

    Organizing
    Keep an updated to do list in priority order
    Deal with paperwork/email once or treat it as
    a scheduled event
    Staged filing or deep filing" method
    Use technology wisely
    Manage professional reading
    Organize your workspace (match your own
    mental models)
    Use project management techniques
    Manage your Calendar
    17

    Delegating

    Dont delegate if you can eliminate


    Delegate appropriately, gradually and strategically
    Give support and credit
    Time invested in delegating now has a future payoff
    Establish concrete goals, deadlines, and
    consequences.
    Communication Must Be Clear: Get it in writing
    Give objectives, not procedures
    Tell the relative importance of this task

    18

    Learn When to say No

    You cant do everything


    Dont undertake things you cant complete
    Remain consistent to your goals
    Recognize your limits
    Take time to think about it
    Be honest and vocal about why
    Offer to defer or take a turn next time
    Discuss workload with supervisor - suggest an alternate
    approach

    19

    Handling Interruptions
    For crucial deadlines, make yourself
    inaccessible
    Schedule formal check-in meetings
    Schedule social time
    Be polite but direct
    Offer an alternate time
    Manage self-interruptions

    20

    Avoiding Procrastination
    Doing things at the last minute is much more
    expensive than just before the last minute
    You do not work best under pressure!!!

    Deadlines are really important: establish them


    yourself!
    List the things you have been avoiding. Prioritize
    them. Try to do at least one of them each day
    until you catch up.
    Divide project into small, schedulable stages
    Ask for help - do collaborative work
    Dont be a perfectionist
    Take a break at the end
    21

    Collaboration

    Making good use of the ideas of


    others
    Asking for help when you need it
    Borrowing models and templates
    from other sources

    22

    Consider Your Personal prime-Time

    Morning?
    Evening?
    Late night?

    23

    Multi-Task/Downtime

    On public transportation
    At the doctors office
    Waiting for your plane
    On hold
    When you are early

    24

    Case Study
    Read Day at the Office Case Study
    Discuss 4 questions on the Case Study

    25

    Time Management Review

    Set goals
    Prioritize
    Organize
    Learn when to say NO
    Use your waiting time
    Concentrate on the task at hand
    Consider your personal prime time
    Celebrate success
    26

    Acknowledgments
    Prof. Ashim Kumar Mukherjee
    Prof. Navin Singh Rajput
    Apurva Saxena (KNK)
    Nikhil Jain
    Sainyam Kapoor
    Diksha Kaushik
    Vishal Khandelwal
    Venkatavaradan Sunderarajan
    Thanks!
    Any Questions?

    Time Management YouTube


    https://www.youtube.com/watch?v=Ue8RSDMZVOQ (2.52 min)

    28

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