Copy of Rkn-time

8/8/2019 Copy of Rkn-time

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SOME FAMOUS SAYINGSSOME FAMOUS SAYINGS

1. We must use time as a tool, not as1. We must use time as a tool, not as

a coucha couch

John F. KennedyJohn F. Kennedy

2. Unborn TOMMOROW and dead2. Unborn TOMMOROW and deadYESTERDAY. Why fret about them ifYESTERDAY. Why fret about them if

TODAY be sweet!TODAY be sweet!

Omar KhayyamOmar Khayyam

TheThe RubaiyatRubaiyat

3. Time is the fourth dimension3. Time is the fourth dimension

EinsteinEinstein


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4. Time is money4. Time is money

Benjamin FranklinBenjamin Franklin

5. Time is an inexplicable raw material for5. Time is an inexplicable raw material foreverythingeverything

ArnoldArnold BennetBennet

6. Do not use time or words carelessly, neither can6. Do not use time or words carelessly, neither canbe retrievedbe retrieved

WaldenWalden

7.Time is a great healer7.Time is a great healer

Benjamin FranklinBenjamin Franklin

8. There is time and place for everything8. There is time and place for everythingTime and tide wait for no manTime and tide wait for no man

It is not enough to be busyIt is not enough to be busy

The question is what are you busy about?The question is what are you busy about?

Henry David ThoreauHenry David Thoreau


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2. PRECIOUS RESOURSE2. PRECIOUS RESOURSE

Time is the most precious resource forTime is the most precious resource forexecuting any task. It is irreplaceable.executing any task. It is irreplaceable.Time, once lost, is lost forever.Time, once lost, is lost forever.

In the eternity of past present andIn the eternity of past present andfuture, it is the present on which wefuture, it is the present on which wehave a control.have a control.

Time management is basically planningTime management is basically planningour future byour future by utilisingutilising our presentour presentfruitfully.fruitfully.


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3. ALWAYS ON THE MOVE3. ALWAYS ON THE MOVE

TimeTime isis alwaysalways onon thethe movemove andand onceoncegone,gone, itit nevernever returnsreturns.. ItIt cannotcannot bebeaccumulatedaccumulated likelike moneymoney oror materialmaterial.. WeWehavehave toto spendspend itit atat fixedfixed raterate ofof 2424 hourshours

aa dayday andand 5252 weeksweeks anan yearyear..

ThereThere isis oneone thingthing thatthat eacheach oneone ofof ususgetget inin equalequal quantityquantity andand thatthat isis timetime..

OnOn aa roughrough calculation,calculation, itit isis foundfound thatthatonlyonly aboutabout 2525%% ofof thethe totaltotal timetime isisavailableavailable forfor productiveproductive worksworks toto achieveachievesuccesssuccess..


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TheThe remainingremaining 7575%% goesgoes toto sleep,sleep,

recreation,recreation, education,education, learning,learning, illness,illness,gettinggetting ready,ready, commuting,commuting, eatingeating etcetc..

MostMost managementmanagement expertsexperts

consideredconsidered tilltill recentlyrecently thatthat onlyonly money,money,materialmaterial andand menmen (women)(women) asasresources resources toto bebe managedmanaged.. NowNow allallprogressiveprogressive corporatescorporates thethe worldworld over,over,

realiserealise thethe importanceimportance ofof timetime..


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4. MAJOR TIME4. MAJOR TIME WASTERSWASTERS

Some of the major timeSome of the major time wasters are:wasters are:

Unplanned work scheduleUnplanned work schedule

Improperly directed long conferencesImproperly directed long conferences

Frequent meetingsFrequent meetings

Official dinners, parties and functionsOfficial dinners, parties and functions

Unfruitful visitsUnfruitful visits

Unduly long discussionsUnduly long discussions


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Prolonged courtesy callsProlonged courtesy calls

Inability to say NoInability to say No

Habit of gossipingHabit of gossiping

Circumventing the main issues andCircumventing the main issues and

IndecisivenessIndecisiveness


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5. PROCRASTINATION5. PROCRASTINATION

ProcrastinationProcrastination makesmakes tomorrow tomorrow asasthethe watchwordwatchword asas longlong asas oneone doesdoes notnothavehave toto workwork nownow.. DedicatedDedicatedprocrastinationprocrastination andand habitualhabitual puttingputting offoff ofofunpleasantunpleasant workwork cancan bebe aa veryvery majormajor thiefthiefofof timetime..

PoetPoet KabirsKabirs sayingsaying thatthat what what youyou

intendintend doingdoing tomorrow,tomorrow, dodo itit todaytoday andandwhatwhat youyou wantwant toto dodo todaytoday dodo itit now,now,sumssums upup thethe philosophyphilosophy ofof timetimemanagementmanagement..


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6. HOW TO PLAN OUR TIME6. HOW TO PLAN OUR TIME

ConfuciusConfucius wrotewrote the the longestlongest journeyjourney

mustmust startstart withwith thethe firstfirst stepstep.. EveryEveryimportantimportant workwork mustmust startstart withwith planningplanning..PlanningPlanning helpshelps oneone toto organiseorganise andandstreamlinestreamline thoughtsthoughts.. ThisThis savessaves aa largelarge

chunkchunk ofof timetime andand grantsgrants aa feelingfeeling ofofsatisfactionsatisfaction..

InIn aa surveysurvey carriedcarried outout byby thethe ResearchResearch

InstituteInstitute ofof America,America, managersmanagers werewereaskedasked toto specifyspecify thethe biggestbiggest timetime saversaver..TheThe singlesingle mostmost importantimportant factorfactor broughtbroughtoutout byby themthem waswas PLANNINGPLANNING..


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7.HOW CAN WE PLAN OUR TIME?7.HOW CAN WE PLAN OUR TIME?

a)a) Set an aim :Set an aim :TheThe aimaim shouldshould bebe clear,clear, concise,concise,

unambiguous,unambiguous, withoutwithout anyany ifsifs andand butsbutsandand withwith inin onesones capacitycapacity toto achieveachieve.. ItIt

cancan bebe shortshort termterm oror longlong term,term, dependingdependingonon circumstancescircumstances andand personalpersonal ambitionsambitions..ShortShort termterm objectivesobjectives shouldshould normallynormallyleadlead toto longlong termterm aimsaims.. TimeTime managementmanagement

isis reallyreally notnot workingworking faster,faster, butbut doingdoing thetherightright thingthing atat thethe rightright timetime andand atat thetherightright placeplace..


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b)b) Set objectives:Set objectives:

HavingHaving setset longlong termterm aim,aim, oneone hashas totoanalyseanalyse itit andand breakbreak itit intointo aa numbernumber ofofobjectivesobjectives.. Estimated,Estimated, realisticrealistic timetime periodperiodshouldshould bebe allottedallotted toto eacheach objectiveobjective..ObjectivesObjectives areare basicallybasically shortshort termterm goalsgoalstargettedtargetted towardstowards thethe achievementachievement ofof thethemainmain aimaim..

c) Workout Key Result Areas (KRA)c) Workout Key Result Areas (KRA)

KRAsKRAs areare cardinalcardinal pointspoints oror actionsactionswhichwhich areare easilyeasily identifiableidentifiable againstagainst whichwhichattainmentattainment ofof objectivesobjectives cancan bebe measuredmeasured..


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KRAKRA helpshelps usus toto separateseparate outout thethe vitalvitalfromfrom trivialtrivial oror trashtrash.. KRAsKRAs cancan alwaysalways

bebe modified,modified, deleteddeleted oror addedadded asas oneoneprogressesprogresses inin achievingachieving onesones setset goalsgoals..

d)d) PlanningPlanning ofof timetime

ThisThis isis dividingdividing thethe workwork intointo easilyeasilyidentifiableidentifiable majormajor timetime blocksblocks..ImportantImportant mattersmatters mustmust bebe givengiven primeprime

timetime ,, ieie,, whenwhen onesones concentrationconcentration isismaximummaximum.. RoutineRoutine workwork cancan bebe donedonewhenwhen oneone isis tiredtired relativelyrelatively..


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e)e) Time blocksTime blocks

InIn thethe areaarea ofof timetime management,management, aagoodgood dealdeal ofof workwork studystudy hashas beenbeen donedone totoestablishestablish thethe idealideal durationduration forfor whichwhich ananindividualindividual cancan dodo uninterrupteduninterrupted workwork withwithmaximummaximum efficiencyefficiency andand optimumoptimumconcentrationconcentration.. ThisThis timetime blockblock variesvaries fromfromindividualindividual toto individual,individual, butbut normallynormally fallsfallsbetweenbetween seventyseventy toto hundredhundred minutesminutes.. OneOneneedsneeds aa naturalnatural breakbreak afterafter aboutabout everyeverytwotwo hourshours durationduration.. TheThe efficiencyefficiency graphgraphdroopsdroops drasticallydrastically ifif oneone keepskeeps workingworkinglongerlonger withoutwithout adequateadequate relaxationrelaxation..


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f)f) Recording of timeRecording of time

ItIt isis necessarynecessary toto recordrecord thethe activitiesactivitiesofof thethe dayday andand timetime takentaken onon eacheach oneone ofofthemthem.. ThenThen oneone cancan analyseanalyse andand seesee fromfromwherewhere thethe timetime cancan bebe cutcut downdown..

g)g) TakeTake stockstock ofof timetime spentspentAtAt thethe endend ofof thethe daysdays work,work, itit isis

importantimportant toto taketake stockstock ofof timetime bothboth ofofworkwork donedone andand pendingpending taskstasks.. AA fewfew

minutesminutes ofof analysinganalysing aa daysdays work,work, savessaveshourshours ofof timetime thethe nextnext dayday andand ensuresensuresthatthat importantimportant pendingpending jobsjobs areare notnot leftleftoutout..


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AnAn appropriateappropriate feedbackfeedback systemsystem needsneeds

toto bebe incorporatedincorporated toto assessassess thethe successsuccessachievedachieved inin thethe accomplishmentaccomplishment ofof longlongandand shortshort termterm objectives,objectives, periodicperiodicanalysisanalysis ofof thethe workwork done,done, shouldshould bebe

includedincluded inin thethe planningplanning systemsystem..


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8. MODERN TOOLS FOR EFFECTIVE8. MODERN TOOLS FOR EFFECTIVE

TIME MANAGEMENTTIME MANAGEMENT

a)a) CriticalCritical PathPath MethodMethod (CPM)(CPM)

CPMCPM waswas firstfirst usedused inin 19571957 whenwhen ananAmericanAmerican ChemicalChemical FirmFirm andand RemingtonRemington

RandRand usedused itit forfor schedulingscheduling theirtheir newnewprojectsprojects andand completingcompleting themthem onon timetime..

ToTo workoutworkout aa CPMCPM flowflow diagram,diagram, wewe

willwill needneed fivefive simplesimple stepssteps asas listedlistedbelowbelow::

ListList outout allall activitiesactivities..


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WriteWrite downdown thesethese activitiesactivities inin anan expectedexpectedlogicallogical sequencesequence (like)(like) toto constructconstruct aa

building,building, foundationfoundation mustmust precedeprecedecolumn)column)

CheckCheck outout suchsuch activitiesactivities whichwhich cancan bebeperformedperformed simultaneously,simultaneously, ieie..,, thosethose

activities,activities, whichwhich areare independentindependent ofof eacheachotherother..

WorkoutWorkout timetime estimatesestimates forfor eacheach activity,activity,basedbased onon experienceexperience ofof thosethose whowho havehaveundertakenundertaken similarsimilar jobsjobs..

OnceOnce thesethese stepssteps areare identifiedidentified aa CPMCPMflowflow diagramdiagram cancan bebe preparedprepared..


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b)b) ProgrammeProgramme Evaluation Review TechniquesEvaluation Review Techniques(PERT)(PERT)

PERT was first developed in 1958 by thePERT was first developed in 1958 by theUS Navy forUS Navy for polarispolaris missiliesmissilies. For. Formodernisationmodernisation andand upgunningupgunning of their tanksof their tanksfleet, the Indian Army relied heavily onfleet, the Indian Army relied heavily onPERT for planning and monitoring of thePERT for planning and monitoring of the

projects.projects.

PERT basically consists of the followingPERT basically consists of the followingfour components:four components:

a)L

ist out all eventsa)L

ist out all eventsb) Decide sequence of eventsb) Decide sequence of events

c) Workout time estimates by expertsc) Workout time estimates by experts

d) Develop PERT flow diagramd) Develop PERT flow diagram


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PERTPERT differsdiffers fromfrom CPMCPM inin thatthat inin thethe

casecase ofof PERT,PERT, littlelittle knowledgeknowledge andand

experienceexperience isis available,available, whereaswhereas forforpreparingpreparing aa CPM,CPM, wewe havehave sufficientsufficient datadataavailableavailable throughthrough ownown oror othersothersexperienceexperience oror inin thethe formform ofof literatureliterature..

MajorMajor variationsvariations lielie inin thethe estimationestimation ofoftimetime.. PERTPERT operatesoperates threethree timetimeestimations,estimations, submittedsubmitted byby knowledgeknowledgeworkersworkers forfor eacheach activityactivity separatelyseparately..

11)) OptimisticOptimistic TimeTime (a)(a)

TheThe minimumminimum possiblepossible periodperiod ofof timetime ininwhichwhich anan activityactivity cancan bebe accomplishedaccomplished;; ieie


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a,a, mm andand bb areare compoundedcompounded toto givegiveaa singlesingle expectedexpected timetime (Te)(Te).. TeTe isis aa

averageaverage timetime anan activityactivity wouldwould consume,consume, ififitit waswas repeatedrepeated manymany timestimes.. ItIt representsrepresentsaa statisticalstatistical meanmean oror averageaverage valuevalue ofof thetheaboveabove threethree estimatesestimates..

StatisticiansStatisticians havehave developeddeveloped ananequationequation byby whichwhich wewe cancan workoutworkout TeTe forforallall thethe distributionsdistributions..

Te =Te = a + 4m + ba + 4m + b

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9. CONCEPT OF FLEXI TIME9. CONCEPT OF FLEXI TIME

FlexiFlexi timetime waswas firstfirst introducedintroduced inin

GermanyGermany inin latelate 6060ss.. ThisThis conceptconcept isiscatchingcatching onon inin manymany organisationsorganisations.. InIn this,this,thethe startstart andand endend timingstimings forfor workwork areare leftleft

flexibleflexible..PeoplePeople cancan planplan theirtheir ownown timingstimingsandand dodo thethe workwork eithereither atat homehome oror officeoffice..

ForFor discussionsdiscussions andand interactions,interactions, aa fewfewhourshours areare laidlaid downdown.. EmployeesEmployees areare

allowedallowed toto carrycarry workwork home,home, ofof coursecourseminusminus confidentialconfidential informationinformation..


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AllAll importantimportant officialsofficials areare connectedconnected

throughthrough ee--mailmail andand cancan receivereceive andand passpassonon informationinformation onon computerscomputers fromfrom theirtheirhomeshomes andand alsoalso storestore datadata inin theirtheir deskdesk--toptop computerscomputers..

OtherOther advantagesadvantages ::

-- OfficeOffice spacespace cancan bebe sharedshared..

-- FreedomFreedom toto workwork atat youryour time,time, atat youryour

placeplace..


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-- GrantsGrants youyou freedomfreedom toto dodo otherother jobsjobs likelike

socialisingsocialising oror shoppingshopping atat moremore convenientconvenienttimingstimings..

-- GivesGives freedomfreedom toto employeesemployees toto dovetaildovetailtheirtheir personalpersonal requirementsrequirements withwith theirtheircompanyscompanys objectivesobjectives..


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10. MYTHS OF TIME MANAGEMENT10. MYTHS OF TIME MANAGEMENT

OverOver aa periodperiod ofof time,time, manymany mythsmyths

aboutabout timetime managementmanagement havehave percolatedpercolateddowndown.. SomeSome ofof thesethese areare::

-- shortageshortage ofof timetime (time(time isis alwaysalways short)short)-- timetime savingsaving (even(even hurryhurry takestakes time)time)

-- timetime flyingflying (yes,(yes, forfor thosethose whowho dodo notnotplan)plan)

-- timetime beingbeing againstagainst usus (time(time isis neutralneutral andandhashas nono friendsfriends oror enemies)enemies)


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-- allall subordinatessubordinates areare inefficientinefficient (illusions(illusions ofofsomesome managersmanagers ofof theirtheir beingbeing

indispensableindispensable andand omnipotent)omnipotent)-- openopen doordoor policypolicy savessaves timetime (participative(participative

managementmanagement isis goodgood;; butbut howhow openopen thetheopenopen--doordoor policypolicy be!)be!)

-- planningplanning wasteswastes timetime (on(on thethe contrary,contrary, ananhourhour spentspent onon planning,planning, savessaves threethree inin thetheexecution)execution)..


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11. COVERS ALL SPHERES OF LIFE11. COVERS ALL SPHERES OF LIFE

TimeTime managementmanagement doesdoes notnot limitlimit itselfitselftoto officeoffice managementmanagement onlyonly.. ItIt coverscovers allallspheresspheres ofof lifelife includingincluding work,work, family,family,social,social, career,career, personalpersonal andand recreationalrecreational..

ItIt setssets goalsgoals andand objectivesobjectives andand worksworksoutout aa methodicalmethodical mannermanner inin whichwhich thesethese arearetoto bebe accomplishedaccomplished..

IfIf oneone cancan mastermaster onesones time,time, otherother

activitiesactivities automaticallyautomatically fallfall inin lineline.. TimeTime isisfinitefinite forfor everyevery oneone.. ItIt isis howhow wewe utiliseutilise ititthatthat differentiatesdifferentiates betweenbetween successsuccessandand failurefailure..

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