WELCOME

TIME MANAGEMENT

By G. Muniraj

INTRODUCTION
Time is the most valuable although neglected resource. One day in a week is wasted through interruptions alone and hence it is necessary to manage in a responsible manner. Bad management of time results in stress, irritation, fatigue and feeling worn out by the end of the day without feeling of accomplishment. Good management gives bonus time which can used for creative work.

OBJECTIVES
To achieve goals on time To avoid unnecessary problems To prioritize most important and urgent matters To build-in time for constructive personal development To avoid stress To organize time effectively for work and life

CHARACTERISTICS OF TIME
UNIQUE RESOURCE PERISHABLE CANNOT BE STORED IRREPLACEABLE CANNOT BE SUBSTITUTED WITH ANY OTHER RESOURCE IRREVERSIBLE TIME IS INELASTIC CANNOT BE STOPPED BY ANYONE

TIME MANAGEMENT
TIME MANAGEMENT COULD BE BROADLY DIVIDED INTO: TIME MANAGEMENT AND YOU TIME MANAGEMENT AND OTHERS

TIME MANAGEMENT AND YOU

DIVIDE YOUR ACTIVITIES
PROACTIVE (Important) REACTIVE (Urgent)

Makes us More effective in our Things to be immediately job attended (Attend Phone Helps us to plan for the Calls) future Makes changes Achieves more returns Fulfills the objectives.

The problems to be therefore considered is to prevent the squeezing out of proactive activities by reactive activities.

HOW YOU CAN..

PRIORITIZE:
- Key areas of work and your time - Start with first priority and finish it within the prescribed period - Analyze your work at end of the day

Con Set SMART Objectives:

S - Specific M- Measurable A - Achievable R - Realistic T - Time bond

- Start with a simple objective and finish it. The feeling of achieving them brings about a sense of satisfaction.

Con..
Book appointments with your diary: This involves practicing the art of putting down things on paper and effective diary control. Making these appointments is an effective way to avoid procrastination especially when the tasks are large.

Con..
Slice up large tasks: Big tasks should be broken up into smaller component portions with dead lines for each component and allocation of prime time for them.

Con
Book Prime time:
This time is reserved for a person to attend to productive things and for concentration on long term planning.

Con..
Avoid Interruptions: It is important to let other people know you require time for yourself. The following will help:
Put up a do not disturb sign on the door/desk Go to a place where you can be alone Your office layout should not invite interruptions Do not keep more chairs in front of your desk. Do not face the door.

Con
Limit the damages:
- It is not possible to avoid or get rid of interruptions. Hence it is necessary to manage them by using the following:
- Stand up when someone enters your room - Keep a fixed longer time at the end of the day rather than permitting discussions through out the day.

Con
Control your in-tray:
- Put in-tray away from your desk so that you are nor interrupted every time papers are put into it. - Attend to it only at a fixed time of your convenience. - Do not dump/store it on your desk, take action on it - Deal with it, delegate it, file it, bin it

TIME MANAGEMENT WITH OTHERS

No one works in isolation and hence other peoples time management influences us and we in turn influence others. To use time effectively delegate the work to others.

Con
Delegation:
Do it early Find out who has the capacity Give a clear brief Agree on review dates Delegate whole job Dont interfere

Con
Meetings:
- Managers have rated meetings to be high on the list of time wasters. To make them effective
Start with fewer agenda items Invite only the key people Better prepare delegates Set starting & finishing time Proper scheduling Follow up

THE LEADER SHOULD ALLOCATE HIS TIME

15% routine tasks

25% Ongoing projects 60% Planning and Development

THANK YOU