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TIME MANAGEMENT

Is it possible to manage Time


or
We need to manage our activities within the given Time

Time is a Man-made Concept


LIFE SPAN AND ITS DISTRIBUTION
SL.NO. EVENTS YEARS
1 SLEEP 24
2 STUDY 10
3 HOLIDAYS 6
4 REST & ILLNESS 6
5 TRAVEL 5

6 EATING 4
7 DRESSING 3
8 WORK 10
9 MISC/SOCIALISATION 2

Proper distribution and effective utilization of


time helps you to have more mileage in your life.
“A busy man has time for
everything - ”
“Time is Money”
3-Secrets
value of time
time budgeting
concentration

“Time is the resource & unless


it is managed nothing can be
managed 1
3/13/2019
 Time is like an arrow; never comes
back

 More than money time is to


budgeted
• Draw up annual plans
• Quarterly plans
• Monthly plans
• Weekly plans
• Daily plans
 “Ihave no time; I wish there were 48 hours in a
day!”
 Time is uncontrollable
 We can only manage ourselves
 Some skills are required
 Concentrate on results & not on
being busy
 Your salary 15,000
 100% Overhead 15,000
 40% fringes 6,000
 Support Staff (2) 15,000
 140% OH + fringes 36,000
______
 Total 87,000

8 hrs x 25 days = 200 hrs


 Hourly rate = 87,000 / 200=Rs. 435 / hr
 Biological

 Business

 Social
 Less sleep adversely affects
 Early morning hours - peak
 Getting 2-3 hrs undisturbed
 Don’t plan important meetings after heavy
meals
 Treat all days alike
 Physical Exercise for 45 mts - 1 hr is a must
 Work in blocks
 Change from one type to other if you feel tired
 Show concern for results - not operational details
 Use telephones
 Latest Office equipments
 Train your subordinates to handle certain papers
 “Everything in its place , a place for everything”
 Small slip / paper in pocket always
 When out of station papers pile up
 Divide into as many heaps as the number of days
you were out
 Clear one heap of old & latest everyday
 Good filing System -Not piling system!
 Visitors may be directed to see the concerned
officer (Delegation)
 Don’t call the staff to your office when the visitor is
there
 Visitfriends or relatives for
a specific period

 Get news papers

 Beselective in reading
news papers / magazines

 Develop rapid reading


 Affects
both professionally &
personally

 Many think goals & objectives are


yearly matters & not daily
considerations

 Too much time spent on trivial


(unimportant)matters & no time
for important matters
 Ifyou see less than 80% of your desk, you are
suffering from “desk stress”

 Most effective managers work from clear desks


 “Ifpeople can dump their work or problems
on your shoulders they will do it”

 Most stressed people lack the skill to say “No”


for the fear of upsetting people
Time budget every morning

Time audit at night

Kept work ready for staff

Dictated letters at a stretch without


interruption

Correspondence updated
Keep papers ready for discussions with visitors

Conversed with visitors without waste of time

Spoke on phone at fixed period & received at


fixed periods

Read News papers within the budgeted hours

Get 2-3 hours for self during day / night


 +1 for done

 -1 for not done

 If
you get +5 you are managing your time
well

 Otherwise you are being managed by time!


 Clear your desk & plan your activities for the
next day

 First
list your “time specific” items e.g.
meetings & write down the tasks you have to
complete

 Prioritiseyour tasks; prepare a “to do list”


taking into account your daily interruptions

 Do difficult jobs first - when you are at your


best
 Minor jobs can be done when you are tired

 Fix dead lines & stick to them

A task should take only that much time as you


have budgeted for it

 Don’t
postpone important matters that are
unpleasant

 Jobs don’t get pleasant by postponing


 Fix definite times when you would not like to be
disturbed
 Plan your telephone calls - write down all points
you want to convey
 All points you want to find out before the call is
through
 Arrange breaks when you cannot work
effectively
 Monitor how you use your time & make
conscious changes to your behaviour
 Stress
& Fatigue are rarely caused by the things
you have done, but by the thought of what you
have not done

 Make a habit of finishing the main job of the day


before going home

 Discard
all non-relevant documents (85% of
documents are never looked at again!)

 Re-Organise your shelves


 Use time while waiting

 Use while travelling

 Improve reading skills


 Nothingreally belongs to us
but time, which even he has
who has nothing else.

 To
save time you must
spend time.

 Sometimesit goes faster


and sometimes slower.
 Time Management involves
getting more done in less
time.

 We can reduce
interruptions, but never
eliminate them. To be
effective we must learn to
work inspite of the
interruptions.
 Todo list simply remind us
that they are not done yet.

 Wecannot manage time, nor


can we save time. Time ticks
away inspite of our efforts to
control it.

 Timeis more than money,


Time is life.
 We are provided with 24
Hrs. of time each day to use
as we like. ( 1640 minutes or
86400 seconds.)

 The key is how to use it. We


can use it wisely or waste it
but please remember we
can never save it. At the end
of the day, its gone.
 You can always get
more money, but you
can never get more
time.

 Bad Time Management


= Stress.