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Time Management

Time Management. To Delay or Not To Delay. Management Areas. What is it? Concentrate on results, not on being busy. Sense of being effective Applied everywhere: personal, public, business Function well Define order in chaos; achievement in frenzy.

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Time Management

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  1. Time Management To Delay or Not To Delay

  2. Management Areas

  3. What is it?Concentrate on results, not on being busy • Sense of being effective • Applied everywhere: personal, public, business • Function well • Define order in chaos; achievement in frenzy

  4. What is it?Concentrate on results, not on being busy • Manage time. Get things done - Beating Procrastination. • Finding out how you really spend your time - Activity Logs. • Tackling the right tasks first - Prioritized To Do Lists. • Deciding your personal priorities - Personal Goal Setting. • Planning to make the best use of your time - Effective Scheduling.

  5. ProcrastinateAvoid Excuses • Important vs. Urgent tasks • Lacking skillset, resources, information • Waiting for the “right” mood or the “right” time • A fear of failure or success • Underdeveloped decision making skills • Poor organizational skills • Perfectionism ("I don't have the right skills or resources to do this perfectly now, so I won't do it at all.") • Being ineffective

  6. ProcrastinateNot a delay • Recognize your mistakes, be honest • Prepare a To-do List, No sense of urgency • Not completing tasks (continuously looking for comfort) • Getting stressed over little, unimportant things • Reasons for Delaying • Unpleasant tasks • Wrong priority • Overwhelming • Resolve and Beat it • Motivate yourself, feel good factor • Reward yourself • Ask someone to help you, keep tab • Determine risks and solutions

  7. Effective SchedulingScheduling is the process by which you plan your use of time Scheduling is then a five-step process: • Identify the time you have available. • Block in the essential tasks you must carry out to succeed in your job. • Schedule in high priority urgent tasks and vital "house-keeping" activities. • Block in appropriate contingency time to handle unpredictable interruptions. • In the time that remains, schedule the activities that address your priorities and personal goals.

  8. Effective SchedulingScheduling is the process by which you plan your use of time By using a schedule properly, you can: • Understand what you can realistically achieve with your time • Plan to make the best use of the time available • Leave enough time for things you absolutely must do • Preserve contingency time to handle 'the unexpected‘ • Minimize stress by avoiding over-commitment to others.

  9. Goal SettingTurn vision into reality By using a schedule properly, you can: • measure and take pride in the achievement of those goals • see forward progress in what might previously have seemed a long pointless grind • raise your self-confidence, as you recognize your ability and competence • Preserve contingency time to handle 'the unexpected'; and • Minimize stress by avoiding over-commitment to others.

  10. Goal SettingFacilitate Success Tips: • State each goal as a positive statement • Be precise (Clarity) • Set priorities • Write goals down • Keep operational goals small (Challenge) • Set performance goals, not outcome goals (what can be controlled) • Set realistic goals (Complexity) • Feedback

  11. Prioritize Courtesy: Mindtools.com

  12. Communication Management Thought Transfer

  13. Communication • Concise and Unambiguous • Two way process (open for interpretation) • Message, audience, interpretation, circumstance, cultural context • Too much information, too fast • Channels • Verbal (face-to-face meetings, telephone, video) • Written channels (letters, emails, memos and reports.) • Different channels have different strengths and weaknesses • Not effective to give a long list of directions verbally • Not proper to give someone negative feedback using email

  14. Communication (First Impression) • Be on-time • Personal presentation (clean and tidy) • Be yourself (warm and confident smile) • Project appropriate confidence and self-assurance • Be open and confident • Be positive, courteous and attentive

  15. Communication (Improve Understanding) • Disclosing harmless items builds trust. However, disclosing information which could damage people's respect for you can put you in a position of weakness • In a team, expand knowledge about self and others. This allows better co-operation and understanding for improved productivity and effectiveness. • Provide constructive feedback

  16. Communication (Writing Skills) • Writing – more concrete than verbal communication • Clear and concise • Style and actual working are important Tips: • Avoid the use of slang words • Try not to use abbreviations (unless appropriately defined) • Steer away from the use of symbols (e.g., &) • Brackets are used to play down words or phrases • Great care should ALWAYS be taken to spell the names of people and companies correctly • Numbers should be expressed as words when the number is less than 10 or is used to start a sentence • Quotation marks should be placed around any directly quoted speech or text and around titles of publications. • Keep sentences short

  17. Communication (Effective Email) • Short and concise (too many of them) • Effective Subject • Relevant contact information (phone number) • Clear response (follow up phone call, email) • Quick response (receipt, acknowledge?) • Content relevant to subject • It can be forwarded (be mindful!) • Avoid mixing too many topics in one message • Number paragraphs for multiple points • Manage your inbox (instant action, no delay) • Don’t let other wait for your decisions

  18. Project Management Bringing Elements Together

  19. Project Management the Elements • Resources, Effort • Documentation • Risk Reduction • Defining Objectives • Time, Cost, Quality • Planning

  20. Project Build Whatever it takes • Have an objective, set goals • Tackle timelines, resources, skillset • Communication Tools, Overcome Physical Barriers • Work Distribution, Team Work • Get it done! • Be positive, courteous and respectful • Provide feedback, keep everyone involved in a loop • Relax and enjoy

  21. Case Study: Conducting a Shakha Rhythm, Commitment, Development • Time Management, Communication • Co-ordination Skills • Creativity, Initiative • Social Interaction and Selfless Attitude • Knowledge • Broader Vision Team Work, Personal Discipline Personal, Groups, Networks Vision Knowledge, Confidence

  22. SNY 2010 Yoga for health, Health for Humanity • Awareness about Surya Namaskar • Commitment to improving mental and physical health • Improve Team Work • Generate Samparka • National Campaign Team Work, Personal, Groups, Networks Web, Print, Physical Phone, Email, Social Networks

  23. SNY 2010 (Tasks) Yoga for health, Health for Humanity • Build a SNY Team across Canada • Prepare Flyer, Web Site, Flow • Setup email account and direct to • Prepare email circular • Print Flyers • Prepare list of addresses and phone numbers for different institutions • Add to the list above • Develop contacts across Canada • Develop a FaceBook Wall, Twitter Feed • Send Reminders • Manage Feedback, Counts, Help Team Phone Email Print Person Individual Groups Network

  24. Attitude Yogi The Bear

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