Time Management Training Pack

Training Pack
Improve your performance by harnessing time resource!
Sohailuddin ALAVI
International Training Adviser, AIBF (International Expert in Capacity Building and Institutional Development) March 2012
Author
Time Management Training Pack
Authors Profile
ALAVI, Sohailuddin
He is a capacity building and institutional development expert. He brings learning through working internationally for more than 28 years. Through the years he has unleashed skills in document writing, proposal development, critical thinking and creativity. His career spans over 28 years of learning In his initial career he has worked in a Pakistani bank as trainer, coordinator and training manager for management development programs for almost 15 years. Later he established his own institutional management and training consultancy. As consultant he has had conducted numerous management training workshops both in Pakistan and Afghanistan. Besides, he has had worked on many institutional development projects in the corporate, development sector and the Govt. departments, as consultant. He has taught for more than ten years in the undergraduate and post graduate programs of Shaheed Zulfikar Ali Bhutto Institute of Science and Technology, Faculty of Management Sciences and Karachi University Business School, Pakistan. He has written extensively in management, leadership, organizationbehavior; business ethics, and entrepreneurial development for professional magazines, authored books and training manuals.
Personal Contact Details: Email: sohailuddinalavi@yahoo.com Public Profile: http://pk.linkedin.com/pub/alavi-sohailuddin/44/ab4/997 Cell No. 00 92 (0) 333 213 87 42 Karachi, Pakistan
1 Afghanistan Institute of Banking and Finance (Author Sohailuddin ALAVI) March 2012
Table of Contents
1. 2. 3. 4. 5. 6. 7. 8. 9.
About Time Management Success Horizon Process of Success How I Manage Time: Self talk Personal Competitiveness Time Management Time Management Behaviors Time Management Orientation Time Management Paradigm and Donts of Time Management Activities
01 02 03 05 06 07 08 09 10 11 13 14 15
10. Dos
11. Self-Assessment
a. Time Management Activity I b. Time Management Activity II c. Time Management Activity III
About Time Management

Time management is a transient goal. The ultimate goals is however to optimize results that add value in our work and life as effectively and efficiently as possible. This follows that time is a resource that warrants harnessing it in productive directions: As a principle, time spent accomplishing results is better than time saved achieving nothing. Several myths surround time management:
Time can be saved! Wrong, time can either be utilized productively or it parishes away. Managing time is the end in itself! Wrong, time management is about doing right things at the right time. Doing loads of work in less time is time efficiency! Wrong, doing important things first is managing time efficiently. Doing things well in time is time effectiveness! Wrong, optimizing results in a given time is managing time effectively. Always doing things on scheduled time is time discipline! Wrong, doing things at the right time is discipline Firefighting is responding to the need of the hour! Wrong, planning ahead of time prevents firefighting
This training pack on Time Management will walk you through real process of managing your time; unravel your challenges in managing your time; help you identify habits you need to develop for managing your time to optimize your accomplishments.
I would like to dedicate this booklet to my Parents, Family members, the Institute of Banking and Finance (AIBF) and the Universities and other institutions where I studied and taught.
Sohailuddin Alavi
March 12, 2012
SUCCESS HORIZON
Different people will continue to perceive and describe SUCESS by their own set of experiences and expectations. Some definitions follow Leaders define success as "Commitment to the destiny". Managers defines success, "Achieving goals". People define success, "Meeting obligations". Few define success as "Just prevailing over the rest".
PROCESS OF SUCCESS
Succeeding successfully is about Continually improving upon personal accomplishments; Building mutually fulfilling interpersonal relationships;
Developing positively effective

performances.
How I Manage Time: A Self-Talk

Instructions: Ask following questions to yourself
1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
Do I prefer to do things that excite me? Do I prefer to do things that are easily done? Do I prefer to do things that are conveniently done? Do I prefer to do things that bring immediate rewards to me? Do I prefer to do things that catch others' attention? Do I prefer to do things that please others? Do I prefer to do things that I must do? Do I prefer to do things that others compel me to do? Do I prefer to do things that I see others doing? Do I prefer to do things that others dare to do?
If you have answered "YES" to most of the questions, this indicates that you prefer to consume most of your TIME doing things that tend to hamper your productivity quotient from improving any further.
Personal Competitiveness
It is your ability to build and sustain a unique advantage of yours It is your ability to outperform by improving faster than yesterday It is your ability to perform efficiently and effectively In short, it is about doing right things at the right time
PERSONAL CHARACTERISTICS
Successful people are always led by their
VISION & VALUES
Successful people always do
Right things Right
Successful people always follow
First thing First
TIME MANAGEMENT
Myths
Time management is allocating time evenly. Time management is doing more in less time. Time management is doing everything in a day.
Realities
Time management is succeeding successfully. Time management is spending time productively. Time management is doing right-things right first time, every time.
TIME MANAGEMENT BEHAVIORS

Type 'A' Behavior Patterns
A set of aroused behaviors marked by constant movement, impatience, competition, and placing of great pressures / demands on one self to achieve and be perfect.
Type 'B' Behavior Patterns

A set of behaviors exhibited by individuals, who are relaxed, with laid-back, themselves, easygoing, and more comfortable
cooperative than competitive.
TIME MANAGEMENT ORIENTATION Urgency Orientation

Functions without the Vision (End in Mind). Characterizes reactivity, crisis management, and procrastination. Disable to plan the week ahead. Compel to spend extra time in doing urgent but unimportant tasks. Leaves with salvaged performance / productivity.
Result Orientation
Vision provides the direction as well as motivation. Characterizes initiative, pro-activity, preventive management. Enable to plan the week ahead. Encourage to allocating time more rationally. Leads to optimized performance / productivity.
TIME MANAGEMENT PARADIGM

Adapted from, "Principle Centered Leadership, by Stephen R. Covey"
Quadrant # 1 Proactive Management: - Planning - Organizing - Influencing - Controlling
Quadrant # 2 Crisis Management: - Ratifying - Salvaging - Problem sensing - Troubling shooting
Quadrant # 3 Delusive Management: - Lobbying - Diversions - Interruptions - Keeping busy
Quadrant # 4 Fun Management: - Distorting - Gossiping - Day dreaming - Procrastination
Dos AND Don'ts OF TIME MANAGEMENT

Dos
Always begin with the END in mind Always plan your WEEK ahead. Always do RIGHT THINGS not just THINGS RIGHT. Always say YES to important actions over unimportant actions. Always spend more time in PLANNING & PREVENTING, your time spent on crisis will automatically reduce.
Don'ts
Never Never Never Never plan a DAY or a MONTH. procrastinate on important actions. let DELUSIONS work on you. indulge in NON VALUE ADDING actions.
MANAGING TIME: Activity I

Instructions: Read each statement independently of the other and respond. If you totally agree to it then mark a tick in the Yes column. If you totally do not agree to it then mark a tick in the No column. But if you think in between yes and no then mark a tick in the May be column. This will help you understand how you approach your time. Remember there is no right or wrong way.
a) It is very difficult to keep appointments b) Appoints should never be missed out a) People need not to do perfectly every time b) People must do better than the last time a) No need to feel hurried for targets b) Staying calm doesnt work when there is a pressure a) It is always better to focus on one thing at a time b) One must do many things together to achieve more a) All decisions should take longer time b) Delayed decisions are no good a) People should quickly express happiness or anger b) It is good to delay expressing feelings a) People should have interests outside work b) Outside interests affect performance at work
Calculate your Totals: You need to calculate scores for all [As] together and all [Bs] together. [As]: Total Yes Total May be Total No Total Yes Total May be Total No ------------- multiplied by 2 = ------------------------- multiplied by 1 = ------------------------- multiplied by 0 = ------------------------- multiplied by 2 = ------------------------- multiplied by 1 = ------------------------- multiplied by 0 = -------------
Yes
May be No
Total score -------------
[Bs]:
A relatively higher [As] score suggests that the person has type [B] behaviors. On the contrary a relatively higher [Bs] score suggests that the person has type [A] behaviors. For details review please refer to the Time Management Behaviors described on page 8.
MANAGING TIME: Activity II

Instructions: Read each statement independently of the other and respond. If you totally agree to it then mark a tick in the Yes column. If you totally do not agree to it then mark a tick in the No column. But if you think in between yes and no then mark a tick in the May be column. This will help you understand how you approach your time. Remember there is no right or wrong way.
Yes 1. Pressure improves work performance 2. Extra work load puts learning and personal development at back burner 3. Waiting in a queue is frustrating 4. One needs to think of other tasks that need to be done while doing one task 5. Dealing with a crisis at work key to success 6. It is good to take lunch while working May be No
7. People should feel satisfied when they have already done loads of work in a day
Calculate your Totals: Total Yes Total May be Total No ------------- multiplied by 2 = ------------------------- multiplied by 1 = ------------------------- multiplied by 0 = -------------
A relatively higher score suggests that the person uses time in doing different tasks that are important but may not be as urgent. On the contrary a relatively lower score suggests that the person does tasks that are urgent but may not be important. For details review please refer to the Time Management Behaviors described on page 9
MANAGING TIME: Activity III

Instructions: Identify your personalized guidelines to manage your time from proactively. Refer to quadrant-one for description. Keep this handy to practice at work!
1. Dos of Time Management
2. Donts of Time Management

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Improve your performance by harnessing time resource!