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Time management - Training and Development

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Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase efficiency.

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Time management - Training and Development

  1. 1. Road to Success Prepared By Manu Melwin Joy Assistant Professor Ilahia School of Management Studies Kerala, India. Phone – 9744551114 Mail – Kindly restrict the use of slides for personal purpose. Please seek permission to reproduce the same in public forms and presentations.
  2. 2. 1001 Skills MMJ’s Management Skills Archive
  3. 3. Importance • Time management is life management. • Time is limited. • Time is irreversible.
  4. 4. Steps to effective time management 1. Long term vision. 2. Prioritization. 3. Scheduling. 4. Delegation. 5. Improve concentration. 6. Being well organized. 7. Avoid Procrastination 8. Reduce Interruptions. 9. Efficient Meetings. 10. Effective communication. 11. Avoid perfectionism 12. Be assertive.
  5. 5. Long term vision • Compass and clock – Efficiency and effectiveness. • Maslow’s need hierarchy. • Locke’s goal setting theory. • Treasure mapping. • Chunking. • Backward goal setting.
  6. 6. Maslow’s need hierarchy
  7. 7. Locke’s goal setting theory • In 1990, Dr Edwin Locke and Latham published their seminal work, "A Theory of Goal Setting and Task Performance." The five characteristics of successful goal setting are – Clarity. (SMART) (Specific, Time bound) – Challenge. (SMART) (Realistic and relevant) – Commitment. (SMART) ( Agreed). – Feedback. (SMART) (measurable). – Task complexity (SMART) (Attainable)
  8. 8. Treasure mapping • Clarify your SMART goals – long term goals. – Mid term goals. – Short term Goals. • Use visualization to remind these goals.
  9. 9. Backward goal setting • Write down your ultimate goal. • Ask yourself what milestone you need to accomplish just before that, in order to achieve your ultimate goal. • What do you need to complete before that second-to-last goal? • What do you need to do to make sure the previous goal is reached? • Continue to work back, in the same way, until you identify the very first milestone that you need to accomplish.
  10. 10. Chunking • Eating the elephant. • Break It Down. • Henry Ford, credited with designing the first production line, once maintained, “Nothing is particularly hard if you divide it into small jobs.”
  11. 11. Prioritization • Pickle jar theory. • Pareto’s principle. • Eisenhower Matrix.
  12. 12. Pickle Jar theory • Big rocks. • Small rocks. • Pebbles. • Sand. • Water.
  13. 13. Pareto’s Principle
  14. 14. Eisenhower Matrix Managing time effectively, and achieving the things that you want to achieve, means spending your time on things that are important and not just urgent. – Important activities have an outcome that leads to the achievement of your goals. – Urgent activities demand immediate attention, and are often associated with the achievement of someone else's goals.
  15. 15. 1. Crisis management, Deadline driven producers. 2. Planning, Prevention, learning, exercise, relationships. 3. Day dreaming, procrastination, TV. 4. Phone calls, visitors, small talks.
  16. 16. Scheduling Scheduling is the process by which you look at the time available to you, and plan how you will use it to achieve the goals you have identified
  17. 17. Scheduling • Activity logs. • To do list. – ABCDE Method. – Leak proof Clustering. • Not to do list. • False deadline strategy – Parkinson’s Law.
  18. 18. Activity logs • Activity Logs are useful tools for analysing how you use your time. • To keep an Activity Log, set up the following column headers: – Date/Time. – Activity description. – How I feel. – Duration. – Value (high, medium, low, none).
  19. 19. To do list • To-Do Lists are prioritized lists of all the tasks that you need to carry out. • By keeping a To-Do List, you make sure that your tasks are written down all in one place so you don't forget anything important. • Think on paper.
  20. 20. ABCDE Method 1. A – Must do. 2. B – Should do. 3. C- Nice to do. 4. D – Delegate. 5. E - Eliminate
  21. 21. Leak proof Clustering • The activity of organizing and assembling a group of tasks that have something in common. • For example, tasks might be grouped together because they’re all small, requiring little time and/or effort. • Gathering together documents that need to be photocopied and copying them all at the same time is an example of clustering. So is returning all phone calls • during the same hour or researching several topics at the same time.
  22. 22. Not to do list • Author Michael LeBoeuf offers a fascinating idea to create a “not-to-do” list which includes – All low-priority items. – To be delegated. – Minimal consequence.
  23. 23. Parkinson’s law • Work expands so as to fill the time available for its completion. • False deadline strategy.
  24. 24. Delegation • Myths about delegation. • One minute manager. • Situational leadership model. • Direction of delegation.
  25. 25. Five myths of delegation • I must do it myself to shield the company from mistakes. • It’s quicker to do it myself. • I’d prefer to retain tasks I enjoy. • If I delegate, I’ll lose touch with the details, and with my current contacts. • Nothing less than my level of perfection will suffice.
  26. 26. One minute manager • One minute goals. – Teach the Task. – Demonstrate the Steps Yourself. – Elicit Questions as You Go. – Let Learners Demo and Play Back • One minute praising. – Don’t Interrupt to Correct Errors • One minute reprimands. – Set Mutual Checkpoints. – Create Standard Tracking Methods. – Provide Access as Needed. – Assign and Announce Authority
  27. 27. Situational leadership by Hersey and Blanchard
  28. 28. Direction of delegation
  29. 29. Improve concentration • Chronos and Kairos. • Tips to improve concentration. • Avoid multitasking. • Flow model.
  30. 30. Tips to improve concentration. • Find your prime time. • Environment – Make sure that you're comfortable . – Shut out distractions as much as possible. • Nutrition. – Drink water. – Eat breakfast. • Take short breaks. • Switch between high- and low-attention tasks
  31. 31. Avoid multitasking • Multitasking can actually result in us wasting around 20-40 percent of our time. • Multitasking lower the quality of our work. • Multitasking increases our stress levels.
  32. 32. Flow model In flow means being completely involved in an activity for its own sake. – Having a clear understanding of what you want to achieve. – Being able to concentrate for a sustained period of time. – Losing the feeling of consciousness of one's self. – Finding that time passes quickly. – Being completely absorbed in the activity itself.
  33. 33. Being well organized • 5 S systems. • Art of filing – 43 folder method.
  34. 34. 5 S
  35. 35. Art of filing • Avoid saving unnecessary documents . • Follow a consistent method for naming your files and folders. – Organize documents by dates. • Store related documents together, whatever their type • Separate ongoing work from completed work • Avoid overfilling folders. • Make digital copies of paper documents with a scanner • Use tickle files – 43 folder.
  36. 36. Thank you Prepared By Manu Melwin Joy Assistant Professor Ilahia School of Management Studies Kerala, India. Phone – 9744551114 Mail –