Time Management
To Delay or Not To Delay
Management Areas
Leadership
Skills
Time
Management
Communication
Skills
Project
Management
Problem Solving
Information
Management
Decision
Making
Stress
Management
What is it?
Concentrate on results, not on being busy
• Sense of being effective
• Applied everywhere: personal, public, business
• Function well
• Define order in chaos; achievement in frenzy
What is it?
Concentrate on results, not on being busy
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Manage time. Get things done - Beating Procrastination.
Finding out how you really spend your time - Activity Logs.
Tackling the right tasks first - Prioritized To Do Lists.
Deciding your personal priorities - Personal Goal Setting.
Planning to make the best use of your time - Effective Scheduling.
Procrastinate
(Excuses Excuses Excuses)
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Important vs. Urgent tasks
Lacking skillset, resources, information
Waiting for the “right” mood or the “right” time
A fear of failure or success
Underdeveloped decision making skills
Poor organizational skills
Perfectionism ("I don't have the right skills or resources
to do this perfectly now, so I won't do it at all.")
• Being ineffective
Procrastinate
Not a delay
• Recognize your mistakes, be honest
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Prepare a To-do List, No sense of urgency
Not completing tasks (continuously looking for comfort)
Getting stressed over little, unimportant things
• Reasons for Delaying
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Unpleasant tasks
Wrong priority
Overwhelming
• Resolve and Beat it
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Motivate yourself, feel good factor
Reward yourself
Ask someone to help you, keep tab
Determine risks and solutions
Effective Scheduling
Scheduling is the process by which you plan your use of time
Scheduling is then a five-step process:
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Identify the time you have available.
Block in the essential tasks you must carry out to succeed in your job.
Schedule in high priority urgent tasks and vital "house-keeping" activities.
Block in appropriate contingency time to handle unpredictable
interruptions.
• In the time that remains, schedule the activities that address your
priorities and personal goals.
Effective Scheduling
Scheduling is the process by which you plan your use of time
By using a schedule properly, you can:
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Understand what you can realistically achieve with your time
Plan to make the best use of the time available
Leave enough time for things you absolutely must do
Preserve contingency time to handle 'the unexpected‘
Minimize stress by avoiding over-commitment to others.
Goal Setting
Turn vision into reality
By using a schedule properly, you can:
• measure and take pride in the achievement of those goals
• see forward progress in what might previously have seemed a long
pointless grind
• raise your self-confidence, as you recognize your ability and competence
• Preserve contingency time to handle 'the unexpected'
• Minimize stress by avoiding over-commitment to others
Goal Setting
Facilitate Success
Tips:
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State each goal as a positive statement
Be precise (Clarity)
Set priorities
Write goals down
Keep operational goals small (Challenge)
Set performance goals, not outcome goals (what can be controlled)
Set realistic goals (Complexity)
Feedback
Prioritize
Courtesy: Mindtools.com
Communication
•Concise and Unambiguous
•Two way process (open for interpretation)
•Message, audience, interpretation, circumstance, cultural context
•Too much information, too fast
Channels
•Verbal (face-to-face meetings, telephone, video)
•Written channels (letters, emails, memos and reports.)
•Different channels have different strengths and weaknesses
•Not effective to give a long list of directions verbally
•Not proper to give someone negative feedback using email
Communication
(First Impression)
• Be on-time
• Personal presentation (clean and tidy)
• Be yourself (warm and confident smile)
• Project appropriate confidence and self-assurance
• Be open and confident
• Be positive, courteous and attentive
Communication
(Improve Understanding)
•Disclosing harmless items builds trust.
However, disclosing information which
could damage people's respect for you can
put you in a position of weakness
•In a team, expand knowledge about self
and others. This allows better co-operation
and understanding for improved
productivity and effectiveness.
•Provide constructive feedback
Communication
(Writing Skills)
• Writing – more concrete than verbal communication
• Clear and concise
• Style and actual working are important
Tips:
• Avoid the use of slang words
• Try not to use abbreviations (unless appropriately defined)
• Steer away from the use of symbols (e.g., &)
• Brackets are used to play down words or phrases
• Great care should ALWAYS be taken to spell the names of people and companies correctly
• Numbers should be expressed as words when the number is less than 10 or is used to start a
sentence
• Quotation marks should be placed around any directly quoted speech or text and around
titles of publications.
• Keep sentences short
Communication
(Effective Email)
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Short and concise (too many of them)
Effective Subject
Relevant contact information (phone number)
Clear response (follow up phone call, email)
Quick response (receipt, acknowledge?)
Content relevant to subject
It can be forwarded (be mindful!)
Avoid mixing too many topics in one message
Number paragraphs for multiple points
Manage your inbox (instant action, no delay)
Don’t let other wait for your decisions
Project Build
Whatever it takes
• Have an objective, set goals
• Tackle timelines, resources, skillset
• Communication Tools, Overcome Physical Barriers
• Work Distribution, Team Work
• Get it done!
• Be positive, courteous and respectful
• Provide feedback, keep everyone involved in a loop
• Relax and enjoy
SNY 2010
Yoga for health, Health for Humanity
• Awareness about Surya Namaskar
• Commitment to improving mental and physical health
• Improve Team Work
• Generate Samparka
• National Campaign
Team Work, Proactive
Service, Effective
TaskMgmt
Personal, Groups,
Networks
Phone, Email, Social
Networks, Central Docs
Email, Web, Print, Physical