Time Management

The Power of a Managed Work Day

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Why This Training ?

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There is often a last minute rush to meet deadlines due to which, the quality of the deliverable/future schedule/personal life suffers.

We often work long hours/stay late due to poor timemanagement which causes stress etc.
Predictability of our output is compromised, so the gain from planning is lost. Often we are not able to deliver as per the plan, thus lose credibility in the eyes of management/customers. Our personal work-life balance gets disturbed.
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Why Does this happen

Fallacy: Our productivity cannot be measured since we use our minds We believe fire fighting is OK, Still following read for exams model/wait for the deadline No conscious awareness that we are wasting time Because we dont set challenging personal deadlines Because we suffer from Procrastination /Briefcaseitis

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Why Does this happen contd.

No/poor prioritization of tasks Ineffective meetings Poorly defined processes Ineffective communications waiting for people to respond (rather than following up) Long Lunch/Tea breaks Time spent on phone calls/Internet Chat

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TIME X EFFICIENCY =PRODUCTIVITY

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Overview of your Takeaways

SETTING GOALS
PRIORITISIN G

GETTING FORMIDABLE TASKS DONE DOES THIS HAPPEN To YOU?

DONT SPEND TIME INVEST IT (DELEGATIO N& MEETINGS)

PROCRASTINATION

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Setting Goals GET SMART

Specific
Measurable

Attainable
Results-Oriented Timely

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PRIORITISING Urgent Vs. Important

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Match your Task to your energy level (GET BIG TASKS DONE)

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ENERGY LEVEL

PROCRASTINATION

BREAK
E

N E
R G Y

LUNCH

BREAK
1:00 TIME 6:00
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9:00

Ineffective Delegation Causes and Solutions

1. Insecurity

2. Lack of confidence in subordinates

3. Involving yourself in routine work

4. Delegating responsibility without authority

5. Giving unclear instructions 6. Failure to follow up 7. Failure to establish appropriate controls
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Meetings as Time Wasters Causes and Solutions

1. Lack of purpose/agenda 8. Socializing

2. Wrong people/too many/too few

3. Wrong time

9. Interruptions
10.Wandering from Agenda 11. Failure to allot time to each sub item 12. No Minutes 13. Failure to assign responsibility 14. Failing to follow up
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4. Wrong Place
5. Too Many/Too few 6. Inadequate Notice 7. Not starting on Time

Procrastination
Which one/s do you suffer from ?
The Pleasure Priority

Overwhelmed and confused The fantasy of Competence Indecision

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Overcome Procrastination
1. Pick your time for a key task 2. Dont waste time preparing (!!! Preparing, not planning!!) 3. Make a wager

4. Break down a big job into small pieces

5. Try the five minute plan 6. Choose your own starting point or Try the hardest part first 7. Reward your self for getting stuff done http://groups.yahoo.com/group/hrcommunity

Does this happen to you? What do you Do ?

A.

There are a number of projects sitting on your "back burner". These are the things you would like to do but never seem to have the time. How can you squeeze them into an already tight schedule?

B. You have a to/do list that is three pages long. It seems like a waste of time to keep rewriting it and you are tempted to give up a list making altogether. How can be list-making be helping instead of frustrating?
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Does this happen to you? What do you Do ?

C. Is there an easy way to say "no" to the many demands you are faced with? You worry about being rude, or risk being called unfriendly.

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First thing in the morning: Check your official mails. Look for change of plan/priorities. Look up your manager. He may have an urgent message for you. Attack your tasks by their priority. Attack your Q2 tasks. During the Day Tell your interruption that you are busy with an important task and that you will get back to them at 1200. 1200/1700 are good times to deal with interruptions Schedule meetings nearer to lunch time Plan to do your reports, data updating towards the end of the day. Before leaving Ensure that you have responded to all urgent mails people may be looking for. Have all people responded to your mails- otherwise follow up. Have made your To Do for the next day on paper

May we suggest:A better schedule for the day

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A Quick RECAP
1. SMART goals are the road maps to your destination
2. QII is prevention, QI is cure, prevention is better than cure

3. Know your High energy times

4. Plan for meetings 5. Combat procrastination

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