Time Management 1 2 We all have time

Time Management 1

2

“ We all have time to either spend or waste and it is our decision what to do with it. But once passed, it is gone forever. ” -- Bruce Lee from “Zen in the Martial Arts” by Joe Hyams 3

Time Management l Relevance of management time l Meaning of management time l Importance of time management to a Student 4

Time Management Steps - Assessment of time usage – Maintain an Activity Log – Analyse the log – Identify time wasters 5

Time Management 6

Time Management Activity Log date _____ Time Slot l Task performed A B C D 7. 30 -8 am 8. 00 -8. 30 am 8. 30 -9 am 9. 00 -9. 30 am 9. 30– 10 am 10. 00 -10. 30 am 10. 30 -11 am 7

Time Management Analysis of the Log l Occurrences resulting in wastage of time : l – Unplanned Activity – Casual Decisions – Unplanned interactions – Routine Work – Clutter – Approach to work – Time Consciousness 8

Time Management PRINCIPLES Pareto’s 80/20 Principle 10

Time Management Developing the right skills l Managing Time l – Planning – Contingency Plans – Prioritization & Procrastination – Decision Making – Monitoring Conversations - Leading, Motivating & Delegation – Reading Skills – Changing Work Attitudes – Stock Taking 11

MANAGING TIME l Planning l Contingency Plans 12

Time Management Managing Time l Prioritization & Procrastination Quadrant – I Urgent and Important DO IT NOW Quadrant – II Important but not urgent DO IT LATER Quadrant – III Urgent but not important DELEGATE / DO IT LATER Quadrant – IV Not urgent and not important POSTPONE 13

Time Management Managing Time l Decision making – Identifying the problem – Finding alternate solutions – Considering the consequences 15

MANAGING TIME Identifying the problem What is the problem? Poor after sales service Why is it a problem ? Shortage of personnel in the service dept. and delay in procurement of spare parts Who is it a problem for? Customers How is it a problem? Dissatisfied customers and drop in sales Alternate Solutions Consequences Expand the service team close monitoring of stock of spares Increased costs to the company for hiring & training of personnel, and set up of a department to monitor stocks. Outsourcing the after sales service to a third party Lower costs but this will result in lack of personalized service to the customer 16

Time Management MANAGING TIME l Monitoring conversations – – 100% attention Unbiased listening. Screen telephone calls and visitors. Encourage visitors to make prior appointments. 17

Time Management MANAGING TIME l Leading – Lead by example l Motivation – Provide challenging work – Participation in decision making – Recognizing work well done. 18

MANAGING TIME l Reading skills l Fast Reading l Selective Reading l Building up vocabulary 19

Time Management MANAGING TIME l Changing work attitudes – Avoid working at the 11 th hour – Unbiased decision making l Stock taking 20

Time Management l Avoiding time traps – Health is wealth – Recharging your batteries – Learning the art of living 21

Time Management PRINCIPLES Pickle Jar Theory : o Rocks o Pebbles o Gravel o Sand o Water 23

ROCKS 24

PEBBLES 25

GRAVEL 26

SAND 27

WATER 28

THANK YOU 29