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Time Management

Time Management

Benefits of time management


Efficient
Successful
Healthy

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Time Management
Personal Level
Professional Level
Task Management
Time Management

Being successful doesnt make


you manage your time well.
Managing your time well
makes you successful.
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Illusion of TIME
One of the very true
& greatest illusions
Belief that there is
more time in
tomorrow than today.
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1. The Present
Yesterday is History
Tomorrows a Mystery
But Today is a Gift
Thats Why They Call it

The Present
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2. Eighty Six Thousand


Four Hundred
Picture this:
Each day your bank

$86,400

deposits
in
your checking account.
Theres just one catch.
You have to spend it all in
one day.
You cant carry over any
money to the next day.

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Every Second Counts


Time is money.
Spend every second in an efficient and
productive way
If you fail to use the days deposits, the loss
is yours.
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To Realize the Value of:

ONE YEAR, ask a student who failed a grade.

ONE MONTH, ask a mother who gave birth to a premature baby.

ONE WEEK, ask the editor of a weekly newspaper.

ONE DAY, ask a daily wage laborer with kids to feed.

ONE HOUR, ask the lovers who are waiting to meet.

ONE MINUTE, ask a person who missed the train.

ONE SECOND, ask a person who just avoided an accident.

TimeONE
MILLISECOND, ask the person who won a silver medal in the
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Olympics.

Obstacles to effective time


management
Unclear objectives
Disorganization
Inability to say no
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Obstacles to effective time


management
Interruptions
More interruptions
Periods of inactivity
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Obstacles to effective time


management
Too many things at once
Stress and fatigue
All work and no play
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What can we do?

Recognize that obstacles exist


Identify them
Employ strategies to overcome
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Set goals
Specific
Measurable
Achievable
Realistic
Time-based
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Goals, Priorities, and Planning


Why am I doing this?
What is the goal?
Why will I succeed?
What happens if I chose not to do it?
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4. Am I Working My As Off?
Economist Vilfredo Pareto
identified the 80/20

Rule.
In any list of tasks,
80% of the importance
lies in 20% of the list.

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The 80/20 Rule


Critical few and the trivial many
Having the courage of your convictions
Good judgment comes from experience
Experiences comes from bad judgment
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Inspiration
If you can dream it, you can do it
Walt Disney
Disneyland was built in 366 days, from
ground-breaking to first day open to the
public.

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8. Be Realistic
Examine your schedule.
Be realistic about what
you can accomplish.
Dont try to juggle too
many things.
Dont set yourself up for
failure.

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Prioritize

Do
Delegate
Delay
Delete

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The four-quadrant TO DO List

Due Soon

Not Due Soon

Important

Not
Important

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How to manage time?

URGENT & IMPORTANT


Getting ready
School
Eating
Studies
Sleeping
Recreation (games, T.V. etc.)
Praying

I Setting
priorities
IMPORTANT BUT NOT URGENT
1.
2.
3.

4.
5.
6.

URGENT BUT NOT MPORTANT


Chatting on internet
TV channel surfing
DVD, VCD, CD
Junk food, Cold drinks
Chatting over the phone
Alcohol / Drinking
Drugs
Smoking
Stealing
Time
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Fighting

Exercise - Physical games, Jogging, Running,


Swimming, Yoga
Meditation
Reading - Newspapers, Magazines, Story books,
Biographies, Adventures, Detective novels, Science
fiction -to strengthen
Language, GK, Creativity/ imagination, Self motivation,
Self enrichment
Communication with family members
Helping/ selfless service- one good deed selflessly
daily

NOT URGENT AND NOT IMPORTANT

Criticising

Self-pity

Anger (excessive)

Jealousy

Hatred

Depression

Any negative thought

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Prioritize
1. Address the urgent
2. Accomplish what you can early
3. Attach deadlines to things you delay

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Delegation
No one is an island
You can accomplish a lot more with help
Most delegation in your life is from
seniors to subordinate
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Am I trying to Tick when my


Body Wants to Tock?
Circadian Rhythms
Circadian rhythms are internal biological clocks
that regulate many functions and activities,
including sleep, temperature, metabolism,
alertness, blood pressure, heart rate and
hormone levels and immunities.
About every 24 hours our bodies cycle through
metabolic and chemical changes.
These Circadian Rhythms are reset by sunlight
each morning.
Whether you are a Morning Person or a Night
Owl is determined by these cycles.

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Maximize your Efficiency


Work With Your Body Cycles-not Against Them
If we learn to listen to our bodies, we can
work with these natural rhythms instead of
fighting them.
We can make more efficient use of our time
by scheduling certain activities at certain
times of the day.

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Everyone has Good and Bad Times


Find your creative/thinking time. Defend
it ruthlessly, spend it alone.
Find your dead time. Schedule meetings,
phone calls, and mundane stuff during it.

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Cognitive Tasks
8am - 12 noon*

Cognitive, or mental, tasks such as reading,


calculating, and problem solving are
performed most efficiently in the morning.

*If you are a Night Owl, shift these times about 3-4 hours later in the day.

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Organize

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Learn when to say NO


You cant do
everything
Dont undertake things
you cant complete
Remain consistent to
your goals
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Use your waiting time

On public transportation
At the doctors office
Waiting for your plane
On hold
When you are early

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Use your waiting time


Correspondence
Letters or memos
Books or tapes
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Concentrate on the task at hand


Focus on your goal
Tune out interruptions

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Procrastination
Procrastination is the
thief of time
Edward Young
Night Thoughts, 1742

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Consider your personal prime time


Morning?
Evening?
Late night?

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Celebrate your success

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Review
Set goals
Prioritize
Organize
Learn when to say NO
Use your waiting time
Concentrate on the task at hand
Consider your personal prime time
Celebrate success
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The last wishes of Alexander the Great.........On his death bed,


Alexander summoned his army generals and told them his
three ultimate wishes:
1. The best doctors should carry his coffin ...
2. The wealth he has accumulated (money, gold, precious
stones) should be scattered along the procession to the
cemetery ...
3. His hands should be let loose, so they hang outside the
coffin for all to see !!
One of his generals who was surprised by these unusual
requests asked Alexander to explain .
Here is what Alexander the Great had to say :

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1. "I want the best doctors to carry my coffin to demonstrate that in the
face of death , even the best doctors in the world have no power to
heal ..
2. "I want the road to be covered with my treasure so that everybody
sees that material wealth acquired on earth , will stay on earth..
3. I want my hands to swing in the wind, so that people understand that
we come to this world empty handed and we leave this world empty
handed after the most precious treasure of all is exhausted, and that is :
TIME.
We do not take to our grave any material wealth. TIME is our most
precious treasure because it is LIMITED. We can produce more wealth,
but we cannot produce more time.
When we give someone our time, we actually give a portion of our life
that we will never take back . Our time is our life !
The best present that you can give to your family and friends is your
TIME
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Time is a Non
Renewable Resource
Once it is gone, it is
gone.
You will never see this
moment again.
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General Advice

Kill your television (how

badly do you want tenure or your degree?)

Turn money into time especially important


for people with kids or other family
commitments

Eat and sleep and exercise.


Above all else!

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Time Management

Speaker phone:
hands are free
to do something
else; stress
reduction when
Im on hold.
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Recommended Readings
The One Minute Manager,
Kenneth Blanchard and
Spencer Johnson, Berkeley
Books, 1981, ISBN 0-42509847-8
The Seven Habits of Highly
Effective People, Stephen
Covey, Simon & Schuster,
1989, ISBN 0-671-70863-5
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The Seven Habits


From The Seven Habits of Highly Effective People: Restoring the Character
Ethic by Stephen R. Covey, Simon and Schuster, 1989

1.

2.

BE PROACTIVE: Between stimulus and response in


human beings lies the power to choose. Productivity,
then, means that we are solely responsible for what
happens in our lives. No fair blaming anyone or anything
else.
BEGIN WITH THE END IN MIND: Imagine your
funeral and listen to what you would like the eulogist to
say about you. This should reveal exactly what matters
most to you in your life. Use this frame of reference to
make all your day-to-day decisions so that you are
working toward your most meaningful life goals.

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The Seven Habits


From The Seven Habits of Highly Effective People: Restoring the Character
Ethic by Stephen R. Covey, Simon and Schuster, 1989

3.

4.

PUT FIRST THINGS FIRST. To manage our lives


effectively, we must keep our mission in mind,
understand whats important as well as urgent, and
maintain a balance between what we produce each day
and our ability to produce in the future. Think of the
former as putting out fires and the latter as personal
development.
THINK WIN/WIN. Agreements or solutions among
people can be mutually beneficial if all parties cooperate
and begin with a belief in the third alternative: a better
way that hasnt been thought of yet.

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The Seven Habits


From The Seven Habits of Highly Effective People: Restoring the Character
Ethic by Stephen R. Covey, Simon and Schuster, 1989

5.

SEEK FIRST OT BE UNDERSTANDING, THEN


TO BE UNDERSTOOD. Most people dont listen.
Not really. They listen long enough to devise a
solution to the speakers problem or a rejoinder to
whats being said. Then they dive into the
conversation. Youll be more effective in you
relationships with people if you sincerely try to
understand them fully before you try to make them
understand your point of view

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Seven Habits
From The Seven Habits of Highly Effective People: Restoring the
Character Ethic by Stephen R. Covey, Simon and Schuster,
1989

6. SYNERGIZE. Just what it sound like. The


whole is greater than the sum of its parts. In
practice, this means you must use creative
cooperation in social interactions. Value
differences because it is often the clash
between them that leads to creative solutions.
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Seven Habits
From The Seven Habits of Highly Effective People: Restoring the Character
Ethic by Stephen R. Covey, Simon and Schuster, 1989

7.

SHARPEN THE SAW. This is the habit of selfrenewal, which has four elements. The first is
mental, which includes reading, visualizing, planning
and writing. The second is spiritual, which means
value clarification and commitment, study and
meditation. Third is social/emotional, which stress
management includes service, empathy, synergy and
intrinsic security. Finally, the physical includes
exercise, nutrition and stress management.

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Tips for Working in Groups


By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998

Meet people properly. It all starts with the introduction. Then,


exchange contact information, and make sure you know how to
pronounce everyones names. Exchange phone #s, and find out
what hours are acceptable to call during.
Find things you have in common. You can almost always find
something in common with another person, and starting from that
baseline, its much easier to then address issues where you have
difference. This is why cities like professional sports teams, which
are socially galvanizing forces that cut across boundaries of race
and wealth. If nothing else, you probably have in common things
like the weather.

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Tips for Working in Groups


By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998

Make meeting conditions good. Have a large surface to write on,


make sure the room is quiet and warm enough, and that there
arent lots of distractions. Make sure no one is hungry, cold, or
tired. Meet over a meal if you can; food softens a meeting. Thats
why they do lunch in Hollywood
Let everyone talk. Even if you think what theyre said is stupid.
Cutting someone off is rude, and not worth whatever small time
gain you might make. Dont finish someones sentences for him or
her; they can do that for themselves. And remember: talking
louder or faster doesnt make your idea any better.

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Tips for Working in Groups


By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring
1998

Check your egos at the door. When you discuss ideas,


immediately label them and write them down. The
labels should be descriptive of the idea, not the
originator: the troll bridge story, not Janes story.
Praise each other. Find something nice to say, even if
its a stretch. Even the worst of ideas has a silver lining
inside it, if you just look hard enough. Focus on the
good, praise it, and then raise any objections or
concerns you have about the rest of it.
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Tips for Working in Groups


By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998

Put if in writing. Always write down who is responsible for what, by when.
Be concrete. Arrange meetings by email, and establish accountability.
Never assume that someones roommate will deliver a phone message.
Also, remember that politics is when you have more than 2 people with
that in mind, always CC (carbon copy) any piece of email within the group,
or to me, to all members of the group. This rule should never be violated;
dont try to guess what your group mates might or might not want to hear
about.
Be open and honest. Talk with your group members if theres a problem,
and talk with me if you think you need help. The whole point of this
course is that its tough to work across cultures. If we all go into it
knowing thats an issue, we should be comfortable discussing problems
when they arise after all, thats what this course is really about. Be
forgiving when people make mistakes, but dont be afraid to raise the
issues when they come up.

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Tips for Working in Groups


By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998

Avoid conflict at all costs. When stress occurs and


tempers flare, take a short break. Clear your heads,
apologize, and take another stab at it. Apologize for
upsetting your peers, even if you think someone else was
primarily at fault; the goal is to work together, not start a
legal battle over whose transgressions were worse. It
takes two to have an argument, so be the peacemaker.
Phrase alternatives as questions. Instead of I think we
should do A, not B, try What if we did A, instead of B?
That allows people to offer comments, rather than defend
one choice.

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