Managing Time Effectively_WNS
Transcript of Managing Time Effectively_WNS
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Managing Time effectively
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Time Management
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Objectives
At the end of the session the participants will beable to :
Understand the importance of time
Plan and schedule personal and professional life
Set goals and prepare an action plan
Develop a system to manage time wisely
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What is Time Management?
Time management is making wise scheduling decisions
which involve self-discipline and delayed gratification.
Organization of activities so you can get it all done
Setting priorities so you know you can do the most important
things first
Establishing goals and intentionally managing your life instead of
reacting to events or drifting aimlessly through life
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Costing your time to the organization
Estimating value 1.5 X annual salary/ Working hours per year
= Cost per hour
Cost per hour/60
= Cost per minute
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$86,400
Picture this
Each day your bank deposits $ 86,400 in yoursavings account
There is just one catch, you have to spend it all inone day
You cant carry over any money to the next day
What would you do?You would spend it right!!!!
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$86,400
24 hrs in a day
*
60 minutes per hour
*
60 seconds per minute
=
86,400 seconds
Spend every second in an efficient and productive way
Manage yourself ,not your time
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Common Problems
Making the task appear bigger than
it is
Underestimating the time required
Leaving things to the last minute
Wasting time
Missing deadlines
Arriving late
Putting things off
Interruptions/distractions
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Time Vampires
The internet / e-mail
Waiting Time
The telephone / Interruptions
Lack of planning / Hurrying /
Underestimating Time
Procrastination / Disorganization
Overscheduling / Cant say no
Unrealistic demands on self & others
Crises
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What can we do?
- Recognize that obstacles exist
- Identify them
- Employ strategies to overcome
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Time Management Models
ABC Technique (Alan Lakein)
- List goals
- Assign priorities
- Decide tasks necessary tomeet goals
- Create "To Do" list
Natural Laws Technique
(Ben Franklin)
- Use a dailyplanner
- Deal with timerobbers
- Identify yourbehavior patterns Time Management Protocol (Brunicardi &
Hobson)
- Analyze use of time
- Set goals (professional, family &
personal)
- Organize day around goals
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Time Management Models
Time Management Matrix Technique (Steve Covey)
I-Important & urgent
II-Important & not urgent
III-Not important & urgent
IV-Not important & not urgent
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Time Management Matrix
URGENT NOT URGENTIMPORTANT
I DO NOWThese are activities that needto take precedence overeverything else. E.g. Finishinga report that might influencewhether or not you get apromotion.
Deadline driven projects
II PLAN TODO
These activities include
Relationship building
Recognition of newopportunities
Planning/PreparationRecreation
NOT
IMPORTAN
T
III REJECT &EXPLAIN
Urgency often screamsimportance, but on carefulexamination, most of theseurgent matters hold very littlelong term value.
Phone calls, mails,interruptions
IV RESIST &CEASE
These activities are often for fun.This category is comprised ofsuch activities as watchingtelevision, catching up on gossip,sorting out junk mail etc.
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Strategies for Managing Time
effectively
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1. Set SMART Goals
Specific
Measurable
Achievable
Realistic
Time-based
1. Set SMARTGoals
2. Prioritize3. Organize4. Say NO5. Concentrate6. Plan7. Procrastinate
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2. Prioritize
o
elegate
elay
elete
1. Set SMARTGoals
2. Prioritize3. Organize4. Say NO5. Concentrate6. Plan7. Procrastinate
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Thoughts to Ponder on.
Delegate!!One persons trash is anothers
treasure
of every request as an opportunity to negoti
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Prioritize
Use the 80-20 rule originally stated by the Italian economist
Pareto.
80% of the outcome comes from 20% of the tasks.
Identify the 20% that is most important and then prioritizeyour time to concentrate the most effort on those items.
Flag items according to importance by giving them an A, B or
C priority, with A being highest priority.
Set deadlines for tasks to focus on your priorities.
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Techniques to Prioritize
1. Address the urgent
2. Accomplish what you can early
3. Attach deadlines to things you delay
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3. Organize
1. Set SMARTGoals
2. Prioritize3. Organize4. Say NO5. Concentrate6. Plan7. Procrastinate
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a) Using the Outlook Calendar
Use the MS Outlook Calendar to schedule and organize your
meetings and tasks
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b) Using Flags in Outlook
In the Flag section of the message, left click to set the default red flag, or right-click
to select a different color and follow up information.
Click Add Reminder to set a date and time for a reminder.
You can flag messages in your Inbox to help you in
following-up .
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c) Using Tasks in Outlook
Tasks are helpful for keeping track of your to do list. There are
three ways to add new Tasks:
Double click an empty line on the tasks page or Click New
from the tasks page.
A new window titled Untitled task will open. You can add
your task here. You can add reminder to tasks by checking the Reminder
box.
This will help you manage your time well and complete your
tasks in time.
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d) Using Time Log sheet
Use the Time Log sheet to monitor how much time youspend on various activities
Time Activity Time used(minutes)
Category
Phonecalls
Scheduledappointmen
ts
Drop-ins /Ad hocmeetings
Meetings Paperwork
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e) Using TO Do Lists
Break things down into small steps
Like a child cleaning his/her room - do the ugliest thing first
The four-quadrant TO DO List
1 2
3 4
Important
NotImportant
Due Soon Not Due Soon
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4. Learn when to say NO
You cant do everything
Dont undertake things you cant
complete
Remain consistent to your goals
1. Set SMARTGoals
2. Prioritize3. Organize4. Say NO5. Concentrate6. Plan7. Procrastinate
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5. Concentrate on the task at hand
Focus on your goal
Tune out interruptions
1. Set SMARTGoals
2. Prioritize3. Organize4. Say NO5. Concentrate6. Plan7. Procrastinate
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6. Planning
Failing to plan is planning to fail
Plan Each Day, Each Week, Each Month
You can always change your plan, but only once you haveone!
1. Set SMARTGoals
2. Prioritize3. Organize4. Say NO5. Concentrate6. Plan7. Procrastinate
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7. Procrastination
Distractions that prevent you from starting a task
Concentrating on the not important and not urgent
May arise from uncertainty about how to do the task or its necessity
1. Set SMARTGoals
2. Prioritize3. Organize4. Say NO5. Concentrate6. Plan7. Procrastinate
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Ways to Procrastinate
Clear the decks
Get stuck in
Short time limits
Activate your tasks!
Read-walk technique
Avoid distractions
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Handy Tips
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Paperwork
Clutter is death; it leads to thrashing. Keep desk clear:focus on one thing at a time
A good file system is essential
Touch each piece of paper once
Touch each piece of email once; your inbox is not your
TODO list
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Telephone
Keep calls short; stand during call
Start by announcing goals for the call
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Tips for Scheduling Time
Take both a long-term and a short-term perspective: schedule tasksfor each day, and schedule several weeks or even months at a time.
When your schedule changes, mark what really occurred in your day
for future reference.
Learn when your "high-energy" and "low-energy" times occur and
schedule your day accordingly.
Balance your activitiesschedule time to allow yourself to unwind.
Include time for physical exercise, recreation, and social activities.
Remember Parkinsons Law: Work tends to expand to fill the time
allotted.
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Tips for sticking to your schedule
Post your goals where you can always see them.
File time-saving ideas and tools. Add new tips to your
repertoire monthly.
Take some time today to prepare for tomorrows top
priority tasks. If you can find the file, review the timeline, or
highlight the key issues, and you will save time when you
get started tomorrow.
Plan rewards for using work time effectively.
Dont strive for perfection. If you achieve 90% of your
target for the day, you have been successful.
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Tips for controlling time-wasters
Schedule an hour of quiet time when you cannot beinterrupted.
Let your colleagues and direct reports know that you are
working on managing time wasters. Enlist their support.
Allow at least an hour a day of unscheduled time, so you
are prepared for time wasters.
Set end times for appointments to keep you focused on the
meeting window.
Note how much time a time waster cost you, so you have
more of an incentive to avoid it in the future.
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The Seven Habits
From The Seven Habits of Highly Effective People: Restoring the Character Ethic by Stephen R. Covey, Simon and Schuster, 1989
1. BE PROACTIVE: Between stimulus and response in human beings lies the
power to choose. Productivity, then, means that we are solely responsible
for what happens in our lives. No fair blaming anyone or anything else.
2. BEGIN WITH THE END IN MIND: Imagine your funeral and listen to what
you would like the eulogist to say about you. This should reveal exactly
what matters most to you in your life. Use this frame of reference to
make all your day-to-day decisions so that you are working toward your
most meaningful life goals.
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The Seven Habits
From The Seven Habits of Highly Effective People: Restoring the Character Ethic by Stephen R. Covey, Simon and Schuster, 1989
3. PUT FIRST THINGS FIRST. To manage our lives effectively, we must keep
our mission in mind, understand whats important as well as urgent, and
maintain a balance between what we produce each day and our ability to
produce in the future. Think of the former as putting out fires and the latter
as personal development.
4. THINK WIN/WIN. Agreements or solutions among people can be mutually
beneficial if all parties cooperate and begin with a belief in the third
alternative: a better way that hasnt been thought of yet.
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The Seven Habits
From The Seven Habits of Highly Effective People: Restoring the Character Ethic by Stephen R. Covey, Simon and Schuster, 1989
5. SEEK FIRST OT BE UNDERSTANDING, THEN TO BE UNDERSTOOD.
Most people dont listen. Not really. They listen long enough to devise a
solution to the speakers problem or a rejoinder to whats being said. Then
they dive into the conversation. Youll be more effective in you
relationships with people if you sincerely try to understand them fully
before you try to make them understand your point of view
6. SYNERGIZE. Just what it sound like. The whole is greater than the sum of
its parts. In practice, this means you must use creative cooperation in
social interactions. Value differences because it is often the clash between
them that leads to creative solutions.
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The Seven Habits
From The Seven Habits of Highly Effective People: Restoring the Character Ethic by Stephen R. Covey, Simonand Schuster, 1989
7. SHARPEN THE SAW. This is the habit of self-renewal, which
has four elements. The first is mental, which includes reading,
visualizing, planning and writing. The second is spiritual, which
means value clarification and commitment, study and
meditation. Third is social/emotional, which stress
management includes service, empathy, synergy and intrinsic
security. Finally, the physical includes exercise, nutrition and
stress management.
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ACTION PLAN
The top 5 takeaways from the program -
1. Learn to say "no." When feasible, delegate.
2. Don't let paperwork pile up.
3. Ask yourself, "What is my objective or goal?"
4. Break a job into bite-sized pieces; don't procrastinate because it
all can't be done at once.
5. Identify your time wasters...and resolve to eliminate them.
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The BIG ROCKS of Life
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READING LIST
Diana Hunt, PhD. and Pam Hait: The Tao ofTime: Time Management in the Real World
Stephen Rechtschaffen: Time Shifting: CreatingMore Time to Enjoy Your Life
Mary Sotile and Wayne Sotile: MedicalMarriages. A couple's survival guide
William Bridges: Creating you and company: Bethe CEO of your own career
Ann McGee-Cooper with Duane Trammel: TimeManagement for Unmanageable People
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