Time Management

Until we can manage time, we can manage nothing else. Peter Drucker

What is Time Management ?

Its an endless series of timely decisions which can

gradually change the shape of our lives. The idea of time management has been in existence for more than 100 years. Unfortunately the term "Time management" creates a false impression of what a person is able to do.

Time can't be managed, time is uncontrollable we can only manage ourselves and our use of time
Time management is actually self management. Its interesting that the skills we need to manage others are the same skills we need to manage ourselves.

Importance of Time Management

Time is a commodity which, as an individual you have only so much of it. Unless science comes up with a magic potion that enables you to work without sleep or beyond the current limitations of our biological span, you have to confront the reality that the only option you have is to improve the management of your time.

How can you benefit from Time Management

Understand the importance of setting goals and

developing strategies for achieving them Understand the importance of prioritizing work in order to meet deadlines Take control of those things that would derail workplace productivity Better organize your workspace for peak efficiency Achieve greater success On a personal level, you will certainly feel healthier, more energetic, and in a generally better mood

Obstacles to effective Time Management

Having to work long hours Insufficient time for planning Frequent interruptions from people in person / Drop-in visitors Frequent telephone interruptions Resolving subordinate problems Unnecessary meetings Attempting to do too much Inability to say no Personal disorganization Procrastination Poor communication Stress and Fatigue All work and no play

Time Management begins with Mind management as time is merely a concept of the mind.

The fundamentals of using time effectively

Set Goals Establish Priorities Make time to Plan Delegate Use your waiting time Focus time on key activities Avoid Procrastination Stay organized

Goal Setting System

A goal should be SMART - Specific, Measurable,
Achievable, Rewarding and Time-bound.

Ask these 3 questions to yourself

What : What do I want to be / do / have? Why : Reasons / benefits of the goal How : Actions to be taken to achieve the goal everyday.

Keep a journal for your goals. Review your goals Remain persistent with your goals. Set a deadline in advance
Parkinsons Law of Time Management:

Work expands to fill the time available for completion.

CWT 2010 Goals

Strengthen the companys global leadership position Enhance the quality of our offerings Focus on improving client satisfaction and retention Deliver high quality service

Drive greater efficiencies in Traveler & Transaction

Services and all business support areas

Develop higher levels of employee engagement

Time Management & Prioritizing your day

Things which matter most must never be at the mercy of things which matter least Goethe

Establish Priorities
Know and respect your priorities Aim to do the important things first. Remember the 80-20 rule: 80 percent of reward comes from 20 percent of effort.

To do list - List down all activities that

you need to do on a daily basis, either on arrival at work or just before leaving.
Select the most important activity first and stay with it. Do not multi-task. Afternoon, Evening

Concentrate with single-mindedness Use your prime time well Morning,

Establish Priorities
These questions may help you establish your prioritiesWhat are my highest valued activities? Why am I on the payroll? What can I do, which if done well, will make a difference? What is the most valuable use of my time right now?

Divide your work load. Learn to see the difference

between urgent and important. An activity is important if you personally find it valuable, and if it contributes to your mission, values and high-priority goals. An activity is urgent if you or others feel that it requires immediate attention.

Planning
Plan your actions for achieving your goals. Convert your goals into a system of specific actions to be done. Planning will help you to identify potential conflicts and crisis, minimizing the number of urgent tasks. It programs your subconscious mind to search for shortcuts. Planning can also significantly lower the time spent on routine maintenance tasks, leaving you more time on what you like to do or for what you think is important for your long term success.

Follow the 6 Ps Prior Proper Planning Prevents Poor Performance Begin with end in mind. Focus on results instead of the task. Discuss with superiors, subordinates and team members. Break into small manageable tasks. Tune out interruptions

Schedule time for your tasks

Customers Meetings

Team members

Working hours

Customers Self

Family

Traveling time

Friends

Social commitments

Planning
Maintain a time log. Use daily schedules for the purpose
of achieving maximum productivity; maximum time utilization; not wasting.
time

Set some time aside for unexpected delays / Plan for lost Use support staff wisely Be prepared to change behavioral habits Review daily what you have accomplished and
progressively develop an approach that works for you

Delegation
Delegation is not application. You are still responsible.

For each task, ask yourself Could this have been delegated, so I
could concentrate on more important tasks?

A problem exists only if there is a difference between what is

actually happening and what you desire to be happening. Teach the team to identify and solve their problems, and to effectively work on delegation. it your way. Learn to live with differences. completion of the delegated task.

Insist on results, not on perfection. Dont insist that other people do Reward or appreciate the efforts of those involved on successful Delegate with care, sensitivity and patience.

The One minute Manager

Lets each take a minute out of our day to look
into faces of people we manage.

You will realize that they are your most

important resources.

One minute manager - it takes very little time to

get very big results from people.

Use your Waiting time

Correspondence - Take your mail with you and read it
while you are waiting or traveling on a train or bus or at the doctors office.

Letters or memos While you wait, you can take out

a notepad to write letters or memos. This could also be a good time to update your planner.

Reading or listening to tapes Carry a book or

magazine or a tape with you while traveling. There is often no time in your schedule to read current books or articles related to your business or self-improvement.

Avoid Procrastination
The gentle art of putting off things you should
be doing right now, delaying or postponing work to be completed at a later time, procrastination is an enormous time stealer.

The essence of procrastination is very well

reflected in this quote by Bernard Meltzer:

"Hard work is often the easy work you did not do at the proper time."

Causes of Procrastination

Waiting for the right mood Waiting for the right time Lack of clear goals Underestimating the difficulty of the tasks Underestimating the time required to complete the tasks Unclear standards for the task outcomes Feeling as the tasks are imposed on you from outside Too ambiguous tasks Underdeveloped decision making skills Fear of failure or fear of success Perfectionism

Avoid Procrastination
We all tend to procrastinate unpleasant, overpowering or
complex situations or things.

Yet, what makes a big difference for our success is our

ability to recognize procrastination reasons and expressions in their different forms, and to promptly take them under control, before this bad habit steals our opportunities, damages our career and pride, or destroys our relationships.

Solution - Eat a live frog every morning!

Stay Organized
If your office is in a mess, your time management will be in a mess. Follow the 6 laws of Hamiltons Office management:

Hamiltons Law 1 Organize your desktop/ work space.

Keep paperwork under control. Use the 4 Fs: Follow it up, File it, Forward it, Forget it. It is better to work with one pile of papers, work through that and dispose before attempting another pile.

Hamiltons Law 2 Piles on the desk are uncomfortable. Hamiltons Law 3 Too much information gives you

mental indigestion. Divide it into: Task file, Reference file and Action file.

Stay Organized
Hamiltons Law 4 Nobody keeps 2 copies forever.
Keep everything you decide to retain for at least a year. Discard the rest.

Hamiltons Law 5 Even a librarian cannot get it for

you. Familiarize yourself with all data banks within the organization.

Hamiltons Law 6 Information needs data day

handling. A computer is not all sweetness and light. Never go home without a back-up.

Psychological techniques to manage time effectively

Use positive self talk
Visualize Act as if you are already an effective time manager. Fake it till you
make it.

Practice role-modeling

Imagine you have to teach time management to someone

Lead by example

Review
Our life is a sequence of big and small choices and decisions. It is those choices that we really manage, not the flow of time.

Set SMART goals Focus on results Set deadlines in advance Prioritize tasks based on urgency and importance Plan well Delegate Use your waiting time effectively Tune out interruptions Avoid Procrastination Stay organized

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