KJAN Time Management Slides Set

WELCOMES…… YOU……!
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Time Management
Self Management
Better Management
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Khalid Javaid Anwer…!
 KJAn
 Head, Faculty of Business
 APIT – Australian Pacific Institute of Technology
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Message…!
A
Age between
18-22
Guess the
Age
B
Age between
60-80
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Goals / Objectives……!
Wise or Fool?
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Share your opinion…!
Define the term TIME!
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Time Management…!
 DEFINITION; Time
 The measured or measurable period;
 Time is what we measure in minutes, hours, days, and years
 A limited period or interval, as between two successive events
 Time is an observed phenomenon, by means of which human
beings sense and record changes in the environment
 A distance between;
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Time Management…!
Being successful, Managing your

make you manage time well, makes
your time well. you successful.
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Where TIME goes?
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Where TIME goes…?
Minutes Hours/day Hours/year Days/year Months/Year Month in Life Years in Life
Sleep 480 8.00 2920 122 4 243 20
Eating 60 1.00 365 15 1 30 3
Bathroom 40 0.67 243 10 0 20 2
Family 75 1.25 456 19 1 38 3
Study 100 1.67 608 25 1 51 4
Traveling 100 1.67 608 25 1 51 4
Cellphone 120 2.00 730 30 1 61 5
riends 30 0.50 182.5 8 0 15 1
TV 200 3.33 1217 51 2 101 8
Total 51
Pre School 3
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Misconception, Beliefs & Sayings
 True or False
 Most people know exactly their time management problems.
 As we use our time in repetitive patterns that can be effectively
analysed.
 Normally a lot of time savings that come from preventing
interruptions.
 Frequent interruptions; make setting priorities, rather, a fruitless
exercise.
 Hard work is an effective substitute for good time management.
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 True or False
 In the short run, delegation will always result in time savings for
you.
 Time Management techniques will turn you into a machine with no
freedom.
 For routine decisions, it is the best to wait for all relevant
information before making a decision.
 How you manage your time will directly influence your
effectiveness in supervising, communicating with and motivating
your colleagues.
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 About Time….
 Time is money - it is a valuable resource
 There never enough time to do a job right
 If you want time, you must make time
 We need to allocate time according to our priorities
 Poor planning and procrastination are time wasters
 Have the time of your life
 Good Time Management will allow you to fulfill your P or P goals
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Misconception, MYTHS
 About Time….
 With better time management, you can find new time during the
day.
 Everyone is limited to only 24 hours each day.
 Effective Time Management is the same for everyone.
 Time Management is unique for each person because each person
has different priorities and goals.
 Being busy is not the same as being effective, if time is spend on
low priorities.
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Misconception, MYTHS
 About Time….
 Time management is a complex subject.
 Once you learn the basics of Time Management you automatically
make better use of your time.
 You have to actually use Time Management techniques
consistently.
 Good time managers are born not made.
 Some people seem to be more naturally organized, but everyone
can learn to manage his/her time.
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Time Management…!
 REALITY;
 Time Management is a misnomer
 Cannot manage time but the events in relation to time
 You may often wish for more time but each has the same
 Only 24 hours, 1,440 minutes or 86,400 seconds each day
 How effectively time can be used depends;
 On skills learned through self-analysis, planning, evaluation, and self-control
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Time Management…!
 REALITY;
 Good time management practitioners often find that they:
 Feel less stressed
 Are more productive
 Get more things done
 Are able to do the things they want
 Relate more positively to others, and Feel better
 Have more energy for things they need to accomplish
 Valuable and limited: must be protected, used wisely, budgeted
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What is Time Management?
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Time Management…!
 DEFINITION; Time Management
 Time management is the process of;
 Planning & Exercising conscious control over
 The amount of time spent on specific activities
 To increase effectiveness, efficiency or productivity
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Time Management…!
 TIME MANAGEMENT;
 Time management strategy that works best depends on;
 Your own personality
 Ability to self-motivate
 High level of self-discipline
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Benefits; Time Management….
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Time Management…!
 Benefits / Significance;
 Less Stress – Managing your time can directly reduce your stress level. Fewer
surprises. Fewer tight deadlines. Less rushing from task-to-task and place-to-place.
 Get More Done – Of course, being productive is one of the main goals of time
management. When you are aware of what you need to do, you are able to better
manage your workload. You will be able to get more (of the right tasks) done in less
time.
 Less Rework – Being organized results in less rework and mistakes. Forgotten
items, details, and instructions lead to extra work. How often do you have to do a task
more than once? Or make an extra trip because you forget something?
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Time Management…!
 Less Life Friction and Problems – How often do you create your own problems?
Whether it is a forgotten appointment or missed deadline, not managing your time
results in increased life friction. Avoid creating your own problems by planning and
preparing for your day.
 More Free Time – We can’t create more time, but you can make better use of it by
managing your time. Even simple actions like shifting your commute or getting your
work done early can produce more leisure time in your life.
 Less Wasted Time – When you know what you need to do, you waste less time in
idle activities. Instead of wondering what you should be doing next, you can already be
a step ahead of your work.
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Time Management…!
 More Opportunities – Being on top of your time and work produces more
opportunities. Early bird always has more options. As well, luck favors the prepared.
 Improves Your Reputation – Your time management reputation will proceed you.
At work and in life you will be known as reliable. No one is going to question whether
you are going to show up, do what you say you are going to do, or meet that deadline.
 Less Effort – A common misconception is that time management takes extra effort.
To the contrary, proper time management makes your life easier. Things take less
effort, whether it is packing for that trip or finishing up that project.
 More Time Where it Matters – Managing your time is allotting your time where it
has the most impact. Time management allows you to spend your time on the things
that matter most to you.
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Time Management Strategies!
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Time Management…!
 Time Management Strategies; Actions…
1. Know how you spend your time
2. Set Priorities
3. Use a Planning Tool
4. Get Organized
5. Schedule Your Time Appropriately
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Time Management…!
 Time Management Strategies; Actions…
6. Delegate: Get Help from Others
7. Stop Procrastinating
8. Manage External Time Wasters
9. Avoid Multi-tasking
10. Stay Healthy
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Action # 1
Know how you spend your time?
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Story time……!
Be Patient
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Strategies; Action # 1
 Know How You Spend Your Time?
 Keeping a time log is a helpful way to determine how you are using
your time.
 Evaluate the results.
 Ask if you did everything that was needed;
 Determine which tasks require the most time;
 Determine the time of day when you are most productive.
 Analyze where most of your time is devoted – job, family,
personal, recreation, etc.
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Action # 2
Set Priorities!
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 Set Priorities
 Make a distinction between what is important and what is urgent.
 The most important tasks usually aren’t the most urgent tasks.
 However, we tend to let the urgent dominate our lives.
 One of the easiest ways to prioritize is to make a “to do” list.
 Whether you need a daily, weekly or monthly list depends on your
lifestyle.
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1. Tasks have the lowest priority and can be completed when other tasks are
done.
2. Tasks in this category include networking and relationship building, and are
often the preferred tasks because they tend to be more interesting.
3. Tasks in this category should be completed as soon as possible; they have
the highest priority.
4. Tasks such as these should be addressed promptly but you shouldn't
spend too much time on them.
B - Not urgent and not important. A - Urgent but not important.
C - Important but not urgent. D - Urgent and important.
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 Set Priorities;
 Simple Formula D4
 We tend to get 80% of our results from 20% of our work
 Do
Delegate
Delay
Delete
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Develop your Habits……!
SLEEPERS
SNOOZERS
SWITCHERS
STARTERS
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Action # 3
Use a Planning Tool!
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 Use a Planning Tool
 Time management experts recommend using a personal planning
tool to improve your productivity.
 Use planning tool that works for you and use that tool consistently.
 Examples of personal planning tools include;
 Calendars, Electronic planners
 Pocket diaries, Computer programs
 Wall charts, Index cards and notebooks.
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 Use a Planning Tool
 Carry your planning tool with you.
 Keep a list of priorities in your planning tool and refer to it often.
 Synchronize electronic planners with your computer and recharge
the batteries in your planner on a regular basis.
 Keep a back-up system.
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Action # 4
Get Organized!
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 Get Organized!
 Most disorganization results in poor time management.
 Professional organizers recommend, first get rid of the clutter.
 A frequently used method is to set up three boxes (or corners of a
room) labeled “Keep” – “Give Away” – “Toss.”
 Separate the clutter by sorting items into these boxes.
 Immediately discard items in your “Toss” box.
 A “Give Away” box may include items you want to delegate,
delay, or delete so find a method to eliminate these items.
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
Action # 5
Schedule Your Time Appropriately!
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 Schedule Your Time Appropriately!
 Busiest people find time for; what they want to do and feel is
important.
 Scheduling is not just recording what you have to do it is also
making a time commitment to the things you want to do.
 Plan your most challenging tasks for when you have the most
energy.
 1 X 2 X 3 Formula
 Block out time for your high priority activities first.
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Action # 6
Delegate: Get Help from Others!
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 Delegate: Get Help from Others!
 Means assigning responsibility to someone else, freeing up some
of your time for tasks that require yourself.
 It begins by identifying tasks that others can do and then selecting
the appropriate person(s) to do them.
 Select someone with the appropriate skills, experience, interest,
and authority needed to accomplish the task.
 Be as specific as possible in defining the task and your
expectations, but allow the person some freedom to personalize
the task.
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 Delegate: Get Help from Others!
 Another way to get help is to “buy time” by obtaining goods or
service that save you a time investment.
 For example paying someone to;
 Mow your lawn or clean your house, Using a computerized system
 Joining a carpool to transport your children to their extracurricular activities
 It can allow you free time to devote to other activities.
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Action # 7
Stop Procrastinating!
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 Stop Procrastinating!
 You may be putting off tasks for a variety of reasons the task
seems awesome or unpleasant.
 Break down the task into smaller segments that require less time
commitment and result in specific, realistic deadlines.
 If facing trouble getting started, you may need to complete a
preparatory task, as collecting materials or organizing your notes.
 Try building in a reward system as you complete each small
segment of the task.
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Action # 8
Manage External Time Wasters!
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17 TIME WASTERS
PYRAMID
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 Manage External Time Wasters!
 Your time may be impacted by external factors imposed by other
people and things.
 You can decrease or eliminate time spent in these activities by
implementing some simple tips described ahead.
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 Manage External Time Wasters! Telephone calls
 Use voice mail and set aside time to return calls.
 Avoid small talk or stay focused on the reason for the call.
 You are more likely to keep the conversation brief.
 Take any necessary action immediately following the call.
 Set aside times of the day for receiving calls and let others know
when you are available.
 Keep phone numbers readily available near the telephone.
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 Manage External Time Wasters! Visitors
 Establish blocks of time when you are available for visits.
 Tell the visitor politely that you cannot meet with them at this time
and schedule the visit for a more convenient time.
 Set a mutually agreeable time limit for the visit.
 When someone comes to the door, stand up and have your
meeting standing.
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 Manage External Time Wasters! Meetings
 Arrive on time.
 Start and end the meeting on time.
 Know the purpose of the meeting in advance.
 Prepare an agenda and stick to it. Use a timed agenda, if
necessary.
 Don’t schedule meetings unless they are necessary and have a
specific purpose or agenda.
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 Manage External Time Wasters! Mail & Email
 Set aside a specific time to view and respond to your mail and e-
mail, but don’t let it accumulate.
 Turn off instant messaging features on e-mail.
 Handle each item only once, if possible.
 Sort mail near a garbage can and delete junk e-mail immediately
from your electronic mailbox.
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 Manage External Time Wasters! Family obligations
 Establish a master calendar for each family member to post their
time commitments.
 Make each family member responsible for consulting the master
calendar for potential conflicts.
 Create a central area for posting communications such as
appointment reminders, announcements, and messages.
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Action # 9
Avoid Multi-tasking!
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 Avoid Multi-tasking!
 Recent psychological studies have shown that multi-tasking does
not actually save time, Rather, the opposite is often true.
 Routine multi-tasking may lead to difficulty in concentrating and
maintaining focus when needed.
 You lose time when switching from one task to another, resulting
in a loss of productivity (Rubinsteim, Meyer, and Evans, 2001).
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Action # 10
Stay Healthy!
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 Stay Healthy!
 The care and attention you give yourself is an important
investment of time.
 Scheduling time to relax, or do nothing, can help you revitalize
both physically and mentally, enabling you to accomplish tasks
more quickly and easily.
 Learn to manage time according to your biological clock by
scheduling priority tasks during your peak time of day, the time
your energy level and concentration are at their best.
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 Stay Healthy!
 Poor time management can result in fatigue, moodiness, and more
frequent illness.
 To reduce stress, you should reward yourself for a time
management success.
 Take time to recognize that you have accomplished a major
task or challenge before moving on to the next activity.
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I can be reached for soft material @
KJAN@cktraining.pk
0333 652 9853
www.cktraining.pk
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KJAN Time Management Slides Set

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WELCOMES…… YOU……!

0333 652 9853 Slides 1 - of 65

 Head, Faculty of Business

 APIT – Australian Pacific Institute of Technology

0333 652 9853 Slides 3 - of 65

0333 652 9853 Slides 5 - of 65

Define the term TIME!

Being successful, Managing your

Where TIME goes?

What is Time Management?

Benefits; Time Management….

Time Management Strategies!

Know how you spend your time?

0333 652 9853 Slides 33 - of 65

C - Important but not urgent. D - Urgent and important.

0333 652 9853 Slides 39 - of 65

Use a Planning Tool!

Schedule Your Time Appropriately!

 Block out time for your high priority activities first.

Delegate: Get Help from Others!

Manage External Time Wasters!

0333 652 9853 Slides 53 - of 65

0333 652 9853 Slides 66 - of 65

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