Time management
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This document discusses time management and prioritization. It defines time management as how one organizes and plans time spent on activities. The importance of time management is described as leading to greater productivity, efficiency, less stress, and increased opportunities. Key aspects of time management covered include evaluating processes, implementing strategies effectively, setting priorities and goals. Various planning techniques are outlined, such as the ABC analysis method and Eisenhower method. The document emphasizes setting goals, prioritizing tasks, and using software to aid in time management.
Time management
- 2. Objectives of Presentation • Understanding Time Management • Defining the term • Importance of Time Management • Evaluating the process • Art of implementing the science • Simulating an effective environment • Setting up priorities & goals To access the presentation, please refer the path W:Dibyajyoti.Laha To obtain a print copy of the presentation please drop an email to [email protected] copying your line manager for the request. Alternately for the softcopy please follow the same procedure. • Types of Planning & e.g.. software • The big picture • Prioritization • Question matters • Understanding priority • Summarizing • What’s in for us ?
- 3. Chapter 11
- 4. “ “Time management” refers to the way that you organize and plan how long you spend on specific activities. Defining time management ?
- 5. Importance of TM ◉ Greater productivity and efficiency. ◉ A better professional reputation. ◉ Less stress. ◉ Increased opportunities for advancement. ◉ Greater opportunities to achieve important life and career goals.
- 6. Process of TM : ◉ Cost your time Understand your true value by calculating your cost per year : How much of profit are you generating ◉ Making activity logs Understand your cycle time and process time to generate higher yields of productivity. ◉ Goal setting Set goal and action plans for each day. Judge and revise own performance daily .
- 7. Continued - ◉ Planning Draw an action plan for the things to do. and acheiveing the goals. ◉ Prioritizing Prioritize tasks on the class of urgency. Decide is it worth spending your time and company resources ◉ Scheduling Plan to make the best use of the available time. Preserve some contingency time to deal with ‘unexpected jobs’. Minimize stress by avoiding overcommitment by yourself and others.
- 8. Chapter 22
- 9. The Big concept How to manage time effectively ?
- 10. "getting organized" - ordering of work and of tasks "Protect your colleagues time" by insulation, isolation and delegation "achieve through goal-management and through goal-focus" - motivational emphasis "rectify from bad time-habits" - recovery from underlying psychological problems, e.g. procrastination Simulating an effective environment
- 11. 1. Work in Priority Order - set goals and prioritize 2. Set gravitational goals - that attract actions automatically Use different action plans for the goals, generate deadlines based on daily, weekly and monthly planning methods. Setting up priorities & goals
- 12. Different types of planning : • ABC Analysis: A – Tasks that are perceived as being urgent and important, B – Tasks that are important but not urgent, C – Tasks that are unimportant. (whether urgent or not) Each group is then rank-ordered by priority.
- 13. • The Eisenhower Method Eisenhower Decision Matrix Using the Eisenhower Decision Principle, tasks are evaluated using the criteria important/unimportant and urgent/not urgent, and then placed in according quadrants in an Eisenhower Matrix • POSEC method Prioritize Organize Sstreamline Economize Contribute
- 14. • Pareto analysis Pareto analysis is based on the idea that 80% of a project's benefit can be achieved by doing 20% of the work or conversely 80% of problems are traced to 20% of the causes. • Task list organization Task lists are often tiered. The simplest tiered system includes a general to-do list (or task- holding file) to record all the tasks the person needs to accomplish, and a daily to-do list which is created each day by transferring tasks from the general to-do list
- 15. ◉Faster ◉Accurate results, better reliability ◉Higher results - less cycle time more process time ◉Includes core areas of focus - eg. critical tasks Using software - Time Savvy
- 16. • Plan for Success “Create a definite plan for carrying out your desire and begin at once, whether you are ready or not, to put this plan into action.” – Napoleon Hill • Fix Your Focus “It’s about focusing on the fight and not the fright.” – Robin Roberts The Big Picture
- 17. Chapter 33
- 18. Questions matter ! • What is the objective? • How will I know if I’m successful? • How will I be rewarded? • Is this task something I want to do? • Do I have the time to do it? • What have I got to lose? • Is there a better way to do it? • Should it even be done at all?
- 19. Understanding priority Be both efficient and effective Give Yourself Permission to Fail Efficiency is… Effectiveness is… Too many business spend lots of time making sure they are doing things right and not enough determining if they are doing the right things. If you have not failed, it means you have not risked, not challenged yourself Other Prioritization Tips You Can and Should,
- 20. Summarizing The "Three Ps" of Effective Time Management •Planning. •Priorities. •Procrastination. Making the Best Use of Time •Decide that you don’t have to please everyone. •Let go–don’t be a perfectionist. •Resist the temptation to do small, insignificant tasks too well. To overcome procrastination • You do not work best under pressure. • List the things you have been avoiding. Prioritize them. Try to do at least one of them each day until you catch up. Predicting the future •This is hard •Look at the environment. •What did last year’s strategic plan say? •What does your boss or organization want? •What do your users want?. Decide what you want your future to look like •Write your vision statement. •Share your vision with the participants. •Then write the mission statement. •Remember to plan for alternative futures. Analyze the results •Write the strategic plan to show how you will respond to and flesh out the mission statement. •Figure out ways to make sure your future comes out the way you want. And Implement the plan
- 21. What’s in for Us ? ◉ Understand priority of the job. ◉ Use calendar available and schedule hourly requirement (Microsoft Outlook perferred). ◉ Use of white boards for ABC plan sheets ◉ Monthly plans on Pareto Analysis ◉ Conduct periodically work –time study ; describing the cycle times and process time for the floor production. ◉ Prioritize tasks in advance of the day forward
- 22. RECRUITER SUBMITTALS INTERVIEWS HIRES Net Bill of Hires /Hour Cost of Hires /Hour Margin of Hires /Hour Margin of Hires (%) XYZ 7 0 0 0 0 0.00 0.00 TOTAL 7 0 0 0.00 0.00 0.00 0.00
- 24. The contents of this document are proprietary and confidential to Artech Infosystems Ltd. and may not be disclosed in whole or in part at any time, to any third party without the prior written consent of Artech Infosystems Ltd © 2011 Artech InfoSystems Ltd. All rights reserved. Copyright in the whole and any part of this document belongs to Artech InfoSystems Ltd. This work may not be used, sold, transferred, adapted, abridged, copied or reproduced in whole or in part, in any manner or form, or in any media, without the prior written consent of Artech InfoSystems Ltd Disclaimer
Editor's Notes
- #5: Time management is the process of organizing and planning how much time you spend on specific activities. Invest some time in our comprehensive collection of time management articles to learn about managing your own time more efficiently, and save yourself time in the future.
- #14: Prioritize - Your time and define your life by goals. Organize - Things you have to accomplish regularly to be successful (family and finances). Streamline - Things you may not like to do, but must do (work and chores). Economize - Things you should do or may even like to do, but they're not pressingly urgent (pastimes and socializing). Contribute - By paying attention to the few remaining things that make a difference (social obligations).
- #20: You don’t have to do everything everybody tells you to do. You don’t always have to do everything yourself. Yes, you have to please other people. But you also have to please yourself.