TIME MANAGEMENT

1. To insert your company logo on this slide • From the Insert Menu • Select “Picture” • Locate your logo file • Click OK • To resize the logo • Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” • Use these to resize the object. • If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize. TIME MANAGEMENT

2. ORGANIZE YOURSELF • Establish personally meaningful goals • Deal with 6 enemies of peace • Avarice, envy, excessive ambition, anger, guilt, pride • Control self doubt • Control ‘worry’ • Bring the ‘rainbow’ to your job = The ‘glow’, the ‘joy’, the ‘excitement’ to do a job well • Give everything you have got • Give it one more try • Own up as your job • Tackle little jobs as if they were big ones • Create your own style

3. ORGANIZE YOUR TIME • How to get more work done: • Get started • Choose a pace setter • Concentrate • Manage your time – set deadlines, persist, use discretionary time • Leave it and come back to it • Filter out the irrelevant • Avoid clutter • Find your own work rhythm • Don’t be afraid to say “NO” • Finish the job

4. ANNE CAMPBELL : ON HER DAUGHTER • You are the trip I did not take • You are the pearls I did not buy • You are my blue Italian lake • You are my piece of foreign sky

5. LIFE • Sleep ( 8 hrs) : 22 yrs • Daily routine (1 hr) : 2.5 yrs • Meals (2-1/4 hrs) : 5.5 yrs • Travel (3 hrs) : 6 yrs • Work (7 hrs) : 15 yrs • Miscellaneous (1 hr) : 2.5 yrs • Personal discretion (17%) : 11 yrs ----- 65 yrs Global average life span = 65 yrs

6. TIME IS PRECIOUS • Value of one year? Ask a student who has failed the exam • Value of one month? Ask a mother who has given birth to a premature baby • Value of one day? Ask a daily wage laborer who has not earned for the day • Value of one hour? Ask an examinee • Value of one minute? Ask a person who has missed the train • Value of one second? Ask a man who survived an accident • Value of one millisecond? Ask an athlete who has missed Gold Medal in Olympics DEBASHIS PALIT (MTPL)

7. THE TOP TIME WASTERS A survey of 40 sales representatives and 60 engineering managers in 14 countries • Telephone interruptions • Drop in visitors • Meetings (scheduled and unscheduled) • Crises • Lack of objectives, priorities and deadlines • Cluttered desk and personal disorganisation

8. THE TOP TIME WASTERS (contd…) • Ineffective delegation and involvement in routine and detail • Attempting too much at once and estimating time unrealistically • Lack of, or unclear, communication or instruction • Inadequate, inaccurate or delayed information • Indecision and procrastination • Confused responsibility and authority • Leaving tasks unfinished • Lack of self-discipline

9. MAJOR OFFICE ACTIVITIES – Correspondence • Specific time for dictating • Clear instruction – steno, file no., copies, endorsement • Think through it (use margin points) • Draft • Prioritize • Train assistant – routine letters • Reply on letter itself • E-mail • Hand written • Filing – filing system

10. MAJOR OFFICE ACTIVITIES – Telephone • Pad/pen – telephone • Identify yourself • Regular call hours • Inform people on your availability – time • Speak briefly – by points • Use STD at easy hours • Block calls – for special meetings, counseling sessions, sensitive discussions

11. MAJOR OFFICE ACTIVITIES – Visitors • Intelligent receptionist / secy. / steno – check out • Separate space – go out – greet – take care • Discourage those without work – reschedule • Introduce two N/S – visitors • Keep papers ready • Is there anything else? Stand up • Tea – essential • Meet outside for important discussions

12. MAJOR OFFICE ACTIVITIES – Conference/professional meetings Go only if • Protocol • PR • Contacts • Knowledge

13. MAJOR OFFICE ACTIVITIES – Traveling • Only when you must • Travel kit ready / checklist • Separate folder • Pocket diary / phone nos. • Plan in advance • Techniques of packing/unpacking • Grade work – official, PR, visits to friends/relatives, marketing • Envelopes – vouchers • All new contacts – Name / phone Nos. / follow up / return letter

14. TIME MANAGEMENT • Practice of time management depends on 4 D’s • Desire • Decision • Discipline • Determination

15. USING DISCRETIONARY TIME • Clean up your work space • Clarify your objectives • Establish priorities • Get through your paper work as quickly as possible • Group similar tasks together • Break up large tasks into smaller tasks • Use tidbits of time efficiently • Recognize your productive hours • Reduce interruptions and time leaks • Avoid perfectionism • Learn to say NO • Reward yourself

16. In Voltaire’s “Zadig a mystery of fate” the grand magi put to Zadig this question “What of all things in the world is the largest and the shortest, the swiftest and the slowest, the most divisible and the most extended, the most neglected and the most regretted, without which nothing can be done, which devours all that is little and enlivens all that is great.”

17. THIS IS ZADIG’S ANSWER T I M E • Nothing is larger, since it is the measure of eternity. Nothing is shorter, since it is insufficient for the accomplishment of your projects. • Nothing is more slow to him that expects, nothing more rapid to him that enjoys. • In greatness it extends to infinity, in smallness it is infinitely divisible • All men neglect it, all regret the loss of it. Nothing can be done without it. • It consigns to oblivion, whatever is unworthy of being transmitted to posterity, and it immortalizes such actions that are great. • TIME IS MAN’S MOST PRECIOUS ASSET

18. SOME QUOTES • “Nothing really belongs to us but time, which even he has who has nothing else.” (Baltasar Gracian) • “Time wasted is existence used in life.” (Edward Young) • “It is not possible to hold the day, it is possible not to lose it.” (Sundial, 1695) • He slept beneath the moon He basked beneath the sun He lived – a life of going-to-do And died with nothing done

19. A ZEST FOR LIVING If you want to enjoy one of the greatest luxuries in life, the luxury of having enough time, time to rest, time to think things through, time to get things done and know you have done them to the best of your ability, remember there is only one way. Take enough time to think and plan things in the order of their importance. Your life will take a new zest, you will add years to your life, and more life to your years. Let all your things have their places. Let each part of your business have its time. Benjamin Franklin

20. TIME MANAGEMENT MATRIX

21. CHAIRING A MEETING –AIM • Start on time • Outline purpose clearly • State problem, situation, reason • Define constraints and limitations • Establish task(s) of meeting

22. CHAIRING A MEETING –GUIDE • Ensure effective discussion • Introduce topic(s) for discussion • Draw out opinions, viewpoints and experiences • Develop group interest and involvement • Keep discussion within states task(s)

23. CHAIRING A MEETING –CRYSTALLIZE • Establish conclusions • Recognize degrees of feelings and changes of opinions • Summarize points of agreement / disagreements • State intermediate conclusions as they are reached • Check understanding and acceptance

24. CHAIRING A MEETING –ACT • Gain acceptance and commitment • Summarize and state conclusions clearly • Gain commitment to action plan • State responsibility for action / timeframe • Make sure that everybody understands • End on time

25. EFFECTIVE MEETING CONTRIBUTIONS • Be prepared • Keep your contributions short • Avoid interrupting and being interrupted • Keep non-verbal behavior assertive • Time your contribution • Changing your mind • Falling or not with majority (apparent) • Helping the meeting to improve its effectiveness

26. THE COST OF A MEETING … 1 • Managers spend much time in meetings of all kinds. Consequently meetings are expensive • The next chart gives a ‘cost idea’ based on • A working day of 238 days • A working day of 7 hours (overheads left out) • 20 participants

27. THE COST OF A MEETING … 2

28. THE COST OF A MEETING … 3 If so costly time wasting is at meetings, at various levels, should we not ask before every such meeting – IS THIS MEETING REALLY NECESSARY ??

29. KINDS OF TIME • Biological time • Family time • Work time • Personal time (Hobbies, recreation, self-development, reflection, meditation, etc.) • Travel time • Miscellaneous time (Get ready)

30. EFFECTIVE TIME MANAGEMENT • To make lists of things to be done – a new one daily • To use ‘quiet hour / prime time’ – long periods of continuous time for thinking, planning, and doing major tasks (Pareto’s principle – 80% of real productive creative work is done in 20% of our time) • To group together similar / related tasks to save starting and stopping time • To set goals – long term & short term and set dead lines for every goal • Set priorities on a daily basis, rank tasks in order of priority & importance • Control interruptions during critical periods by accepting no visitors / phone calls

31. TIME …1 • An unique – precious – irreplaceable – irreversible – nonrenewable • A dimension (like space) in which change happens • Every one has same allocation (24 hours) but uses differently • Time is a personal experience – varying with age/situation – is relative • It cannot be saved – but can only be spend wisely

32. TIME …2 • What can we do it – is our personal choice • Unless time is managed, nothing else can be managed (Drucker) • Time is the stuff of which life is made • Practice of time management is a HABIT which can be learned – it means CHANGING HABITS • Time management is self management • Most time management ideas are common sense but not common practice

33. TIME …3 • It means • Working smarter not harder • Being effective – doing right things • Being efficient – doing things right • Time is money • Time can be maximized – ‘quality’ of it • Time can be wasted – costing productivity, frustration, stress, & anxiety • Get more out of life both at work & private life – we need simply need to: • Decide clearly on what areas we need to spend time on • Make sure we spend time/energy on these things only

35. To organize the paper work requiring • Action • To be read & passed on or filed • To be thrown out • To avoid procrastination, do unpleasant, distasteful or dreaded tasks first • To move fast on reversible decisions and slower on those irrevocable • Reserve / prepare mentally for – an amount of time for unanticipated crisis • Danger • Opportunity • To audit the utilization

36. 3 SECRETS OF TIME MANAGEMENT • VALUE OF TIME • TIME BUDGETING • CONCENTRATION

37. AN AD • An advertisement in ‘lost and found’ column of a newspaper - • “Lost between sunrise and sunset yesterday two golden hours. Each set with sixty diamond minutes No reward will be offered to the finder for, They are gone for ever

38. CHARLES KETTERING “MY INTEREST IS N THE FUTURE, BECAUSE I AM GOING TO SPEND THE REST OF MY LIFE THERE”

39. MANAGING PAPER • Paper clutter is “Postponed decision” • Paper management is “Decision making” ASK FOUR QUESTIONS – FUNDAMENTAL • Do I really need to keep this? • Where should I keep it? • How long should I keep it • How can I find it? DECISIONS ARE PROBLEMS BECAUSE OF: • LACK OF INFORMATION • FEAR OF FAILURE

40. 5 BASIC REASONS FOR WRITING A LETTER • To inform – tell someone about something • To instruct – get someone to do something • To influence – persuade someone to do something • To interpret – reply to their communication • To interest – get someone interested in your product • To enquire • To record

41. THE 80-20 RULE • This rule states that 80 percent of the value comes from 20 percent of the resources – the “vital few” – while the remaining 20 percent of the value comes from 80 percent of the resources – “trivial many.”

42. EXAMPLES OF 80-20 RULE • 80 percent of the world’s economic wealth is owned by 20 percent of the population. • 80 percent of an organization’s sales revenues comes from 20 percent of its product line. • 80 percent of sales comes from 20 percent of the total customer base. • 80 percent of an organization’s productivity comes from 20 percent of its workforce. • 80 percent of your productivity comes from 20 percent of the things you do.

43. CLUTTER Clutter refers to hanging on to unnecessary things that can • Lead to working in a state of chaos • Create an uncomfortable and depressing work area • Cause you to waste time searching for misplaced items • Hamper organizing efforts.

44. ANTICLUTTER PRINCIPLES • Set Limits • Analyze Use • Avoid Oversentimentalizing • Give Items with Value to Someone Who Can Use Them • Handle Things Only Once

45. MAIL AND THE 4-D METHOD • Don’t open it. • Discard it. • Designate for action • Direct it

46. WHY DO YOU PROCRASTINATE? • All the excuses and rationalizations people use for putting off high-payoff activities generally stem from two beliefs: • The task is unpleasant, and you would be happier if you avoided it. • The task is too difficult, and you will be unable to complete it.

47. ANTI PROCRASTINATION PRINCIPLES Principle – 1 – Just Do It! Remember this: • Your avoidance of an important task will not make it any easier to do when the time comes that you can avoid it no longer. • Avoiding the task will not make it go away. • Avoiding the task will often cause you to feel guilty while you’re doing something else. • Most of the time you are better off doing the dreaded task first.

48. ANTI PROCRASTINATION PRINCIPLES Principle – 2 Break One Major Task into Several Minor Ones. When you think about doing the task, don’t think of the whole task; just think about doing one small portion of it. There are several advantages to this approach.

49. You will be more motivated to start a smaller project. • Your fear of failure will diminish • Once you start, you’ll be motivated to continue. • Half the fun of accomplishing a goal is rewarding yourself once it’s completed.

50. SIMPLE SYSTEMS FOR YOUR DESK • Is it simple? An organized desk will not demand a great deal of your time to maintain. • Are items placed in the location closest to where they will be used? • Do you keep the most-used items in the easiest-to-get-at locations? • Do you group materials or equipment needed to complete common tasks all in one place? • Where appropriate, do you use alphabetizing, color-coding, or numbering systems to set up a simple system. • Have you and your fellow workers shared information among yourselves about the simple systems that each of you is using?