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Time Management Planning and Organising

Shamik Baranwal
&

Sadaf Tanweer
SOME POINTERS FOR YOU
• Do you sit late most of the days ?
• Do you go to office on most of the holidays ?
• Do you feel that you should do all important
things yourself ?
• Do you carry papers home ?
• Do you reach home, burnt out ?
home
SOME POINTERS FOR YOU.
Contd.
C td ...

• Do you feel y have not achieved ?
y
you
• Do you suffer from “I could do better
I
better”
syndrome ?
• Do you always postpone decisions ?
• Do you think you are not perfect ?
“I have no time !!!”
“I wish there were 48 hours every day !!!”
“Time is my enemy !!!”

“THE BUSY MAN HAS TIME FOR EVERYTHING
THE
EVERYTHING”
-HENRY FORD
TOP TIME THIEVES
External Thieves
• Interruptions by Telephones
• Drop-in Visitors
• Noise
• Visual Distractions
• Junk Mails
• S i l Site Al
Social Si Alerts
TOP TIME THIEVES
Internal Thieves
• Crisis Management
• Indecision
• Untidy Workplace
• Disorganisation
• Poor or Non Prioritisation
TOP TIME THIEVES
Internal Thieves

Contd.

• Total Perfectionist Tendency
y
• Non Delegation
g
• Hesitation to say “No”
y
• Meeting without Agenda
ee g
ou ge da
PRIORITISATION MATRIX
URGENT

3

1

NOT
IMPORTANT

IMPORTANT

4

2

NOT
URGENT
HOW TO PREPARE A
PRIORITISATION MATRIX
Step 1

Make a to-do list
(Monthly / Weekly / Daily )

Step 2

Analyse the list

Step 3
p

Segregate j
g g
jobs to be done
by self and jobs to be
delegated.
delegated
DELEGATION
“ Your own Time Management improves
when you learn to Delegate Efficiently”
Remember :
• Subordinates : Not a dumping ground
• Understanding what you delegate
• Managers forever Learners
fore er
• Can’t delegate and forget
g
g
What to delegate ?
• Matters that keep repeating themselves
• Minor decisions most frequently made.
made
• Details that take the biggest portion of time.
• Parts of the job that the Person is least
qualified to handle.
handle
• Parts of the job that make the Person over
specialised.
• Parts of the job that make the Person
under specialised.
DIVISION OF TIME
• Biological Time
•B i
Business Time
Ti
• Social Time
Biological Time
• Sleep
•F d
Food
• Physical Recreation
General Principles:
• Treat All Days Alike
• Time Saving Techniques for
repetitive techniques.
• Regulate daily activities
Business Time
Major Activities in office:
• Correspondence
• Use of telephone
• Visitors / Visits
• Committees
• Business / Professional Meetings / Conferences
• Travelling
Management of Business Time
General Principles:
• Go to work only when you feel fit
• Work in blocks for Efficient Time Management
p
g g
y
• Keep Changing / Monotony tires
• Be prepared for Crisis Management
• Learn the Value of Time.
• Use of Modern Technology
Social Time
• Family Ties
• Social visits, parties, weddings and religious
functions
• Time to think and discuss
• Fl d of information
Flood f i f
ti
• How to read your daily newspaper q
y
y
p p quickly
y
and meaningfully
SOME HANDY TIPS
Good Work Habits
•Work when you work and play when you play
•A stitch i ti
A tit h in time saves nine
i
•What s
•What’s there in a name
•Take notes
Take
•Share your load
y
SOME HANDY TIPS

Contd. ...

Improve your aTTitUdE
U
Being an optimist is ideal, but even
pessimists can work on their attitudes.
1. You are in a bad mood.
2. What is wrong ?
3. Is it justifiable ?
4.
4 The after effects
effects.
5. What to do ?
6. You are your master.
SOME HANDY TIPS
Getting the most of your time.
• Determine your goals
• Prioritize
• Break-Up the projects / assignments
• Fix your deadline
• Make a to-do list
• Review

Contd. ...
SOME HANDY TIPS
Improve your productivity
• Cleanliness pays
g
y
• Organise your files
• Plan your day
• Take a break
• A better tomorrow

Contd. ...
SOME HANDY TIPS

Contd. ...

Don’t cram your schedule
1. There’s
1 There s too much to do and too little time
time.
2. There’s plenty of time, I can do that later.
3. I am busier than usual right now, so it
makes sense to shift some tasks off to
another time.
g p
g
4. Rescheduling is procrastinating.
3. Tackling the mad rush - You cannot control
the passage of time but You can manage
your own self.
Time management: Planing and Organising

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Time management: Planing and Organising

  • 1. Time Management Planning and Organising Shamik Baranwal & Sadaf Tanweer
  • 2. SOME POINTERS FOR YOU • Do you sit late most of the days ? • Do you go to office on most of the holidays ? • Do you feel that you should do all important things yourself ? • Do you carry papers home ? • Do you reach home, burnt out ? home
  • 3. SOME POINTERS FOR YOU. Contd. C td ... • Do you feel y have not achieved ? y you • Do you suffer from “I could do better I better” syndrome ? • Do you always postpone decisions ? • Do you think you are not perfect ?
  • 4. “I have no time !!!” “I wish there were 48 hours every day !!!” “Time is my enemy !!!” “THE BUSY MAN HAS TIME FOR EVERYTHING THE EVERYTHING” -HENRY FORD
  • 5. TOP TIME THIEVES External Thieves • Interruptions by Telephones • Drop-in Visitors • Noise • Visual Distractions • Junk Mails • S i l Site Al Social Si Alerts
  • 6. TOP TIME THIEVES Internal Thieves • Crisis Management • Indecision • Untidy Workplace • Disorganisation • Poor or Non Prioritisation
  • 7. TOP TIME THIEVES Internal Thieves Contd. • Total Perfectionist Tendency y • Non Delegation g • Hesitation to say “No” y • Meeting without Agenda ee g ou ge da
  • 9. HOW TO PREPARE A PRIORITISATION MATRIX Step 1 Make a to-do list (Monthly / Weekly / Daily ) Step 2 Analyse the list Step 3 p Segregate j g g jobs to be done by self and jobs to be delegated. delegated
  • 10. DELEGATION “ Your own Time Management improves when you learn to Delegate Efficiently” Remember : • Subordinates : Not a dumping ground • Understanding what you delegate • Managers forever Learners fore er • Can’t delegate and forget g g
  • 11. What to delegate ? • Matters that keep repeating themselves • Minor decisions most frequently made. made • Details that take the biggest portion of time. • Parts of the job that the Person is least qualified to handle. handle • Parts of the job that make the Person over specialised. • Parts of the job that make the Person under specialised.
  • 12. DIVISION OF TIME • Biological Time •B i Business Time Ti • Social Time
  • 13. Biological Time • Sleep •F d Food • Physical Recreation General Principles: • Treat All Days Alike • Time Saving Techniques for repetitive techniques. • Regulate daily activities
  • 14. Business Time Major Activities in office: • Correspondence • Use of telephone • Visitors / Visits • Committees • Business / Professional Meetings / Conferences • Travelling
  • 15. Management of Business Time General Principles: • Go to work only when you feel fit • Work in blocks for Efficient Time Management p g g y • Keep Changing / Monotony tires • Be prepared for Crisis Management • Learn the Value of Time. • Use of Modern Technology
  • 16. Social Time • Family Ties • Social visits, parties, weddings and religious functions • Time to think and discuss • Fl d of information Flood f i f ti • How to read your daily newspaper q y y p p quickly y and meaningfully
  • 17. SOME HANDY TIPS Good Work Habits •Work when you work and play when you play •A stitch i ti A tit h in time saves nine i •What s •What’s there in a name •Take notes Take •Share your load y
  • 18. SOME HANDY TIPS Contd. ... Improve your aTTitUdE U Being an optimist is ideal, but even pessimists can work on their attitudes. 1. You are in a bad mood. 2. What is wrong ? 3. Is it justifiable ? 4. 4 The after effects effects. 5. What to do ? 6. You are your master.
  • 19. SOME HANDY TIPS Getting the most of your time. • Determine your goals • Prioritize • Break-Up the projects / assignments • Fix your deadline • Make a to-do list • Review Contd. ...
  • 20. SOME HANDY TIPS Improve your productivity • Cleanliness pays g y • Organise your files • Plan your day • Take a break • A better tomorrow Contd. ...
  • 21. SOME HANDY TIPS Contd. ... Don’t cram your schedule 1. There’s 1 There s too much to do and too little time time. 2. There’s plenty of time, I can do that later. 3. I am busier than usual right now, so it makes sense to shift some tasks off to another time. g p g 4. Rescheduling is procrastinating. 3. Tackling the mad rush - You cannot control the passage of time but You can manage your own self.