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Time Management

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Time is a scarce resource that is equally distributed but not equally utilized. It cannot be bought, seen, or stored. Effective time management involves planning, prioritizing tasks, distinguishing between urgent and important work, and avoiding time wasters like procrastination and perfectionism. Symptoms of bad time management include never having time for important tasks and being constantly stressed, rushed, and unable to complete work on time.

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TIME MANAGEMENT
TIME MANAGEMENT DEFINITION OF TIME THE PERIOD DURING WHICH AN ACTION, PROCESS, CONDITION, OR THE LIKE CONTINUES, THE INTERVAL BETWEEN LEAVING AND RETURNING, BEGINNING AND ENDING ETC., MEASURED OR MEASURABLE
CHARACTERISTICS OF TIME TIME IS THE MOST SCARCE AND AT THE SAME TIME THE MOST COMMON RESOURCE; AVAILABLE IN EQUAL QUANTITIES TO ALL INDIVIDUALS, RICH, OR POOR, YOUNG OR OLD, EDUCATED OR UNEDUCATED, SKILLED OR UNSKILLED. TIME IS NOT A BUYABLE COMMODITY.
UTILITIES OF TIME TIME IS NOT THE SAME FOR ALL INDIVIDUALS. SOME WASTE IT; SOME KILL IT; ONLY A FEW UTILIZE IT EFFECTIVELY. IMPORTANCE OF TIME TIME IS A RESOURCE WITHOUT LIKE OR PARALLE. IT IS PERISHABLE COMMODITY. IT CAN NOT BE TOUCHED, SEEN OR STORED.
THERE ARE TWO DAYS WE SHOULD NOT BE WORRIED ABOUT: YESTERDAY ------ WITH THIS MISTAKES AND HEARTACHES; THEY ARE GONE FOREVER TOMORROW ------ IS THE OTHER DAY. IT HAS PROBLEMS AND POSSIBILITIES; BUT UNTIL THE SUN RISES IT IS UNBORN AND UNREAL TODAY ------- IS THE ONLY DAY LEFT. ANY ONE CAN FIGHT A BATTLE FOR ONE DAY! ONLY WHEN WE ADD THE BURDENS OF THOSE OTHER TWO DAYS, ARE WE LIKELY TO FAIL
MANAGING TIME THOSE WHO MAKE THE BEST USE OF IT, THEY ARE THE ONES WHO HAVE MORE TIME THAN OTHERS DESPITE ITS EQUAL DISTRIBUTION TIME MANAGEMENT IT HELPS IN ACHIEVING TARGETS, MEETING DEADLINES, HAVING SPARE TIME AND PEACE OF MIND MANAGING TIME IS AN INDIVIDUAL MATTER. TO MANAGE IT EFFECTIVELY DEPENDS ON CIRCUMTANCES, THE AMOUNT OF CONTROL THE MANAGER HAS, AND PROBABLY MOST IMPORTANT HOW FIRMLY THE MANAGER IS COMMITTED TO THE PROGRAM OF TIME MANAGEMENT.
TO BEGIN WITH WE FIRST HIGHLIGHT THE TIME WASTERS: Trying to do everything himself --- It leads to excessive experimentation and waste. We should learn to learn from others and to allow the experience of others to guide us Trying to be very obliging --- It leads to waste of time. We should only promise what we can deliver Trying to be perfect --- Time is wasted in the pursuit of perfection Purposeless activity, application of effort without the required skill and understanding of what is involved, wastes time
Lethargy, and procrastination are big time-wastes. The some-other-time temperament and We shall do it tomorrow are big lies Leaving things half-done is a big time waster. One must devote adequate time to a task Lack of self discipline, lack of control over ones emotion and lack of understanding of the environment are a causes of waste of time Lack of due attention to our affairs, lack of feedback on tasks in hand and lack of follow up, all lead to waste of time Not every acquaintance is a friend; it is not necessary to give as much time to them as they want from us. Distance between home and office is a big cause of time waste
Functions like marriages and parties in our society generally end up consuming 4 to 5 hours -------- a criminal waste of this precious resource The complicated procedure in our offices are result in millions of man-hours wasted every day in non-productive work Media-induced interest with games specially cricket wastes millions of man-hours of the nations time Adhocism and a tendency to delay action till a problem assumes the proportions of a crisis is responsible for a significant part of time leakage Lack of ability to take decisions and boldly assume responsibility leads to indefinite postponement of important decisions and related actions Lack of awareness of the importance of punctuality and regularity is detrimental to progress Not providing the required training and not preparing functionaries for responsibilities that lie ahead leads to wastage of a whole organizations time in a collective sense Useless talk over the phone or lacing the essential with the superfluous is a constant drain of time. Personal calls from or to friends involving lengthy chit chats are constant source of time leakage
COMMON TIME TRAPS ARE: PERFECTIONOISM INDECISION DIVERSIONS DISTRACTIONS JUNK MAIL MEETINGGITIS LACK OF CONCENTRTATION LACK OF CO-ORDINATION LACK OF COOPERATION COMMUNICATION GAPS
TO MANAGE TIME EFFECTIVELY, ONE SHOULD: DO PROPER PLANNING AND SCHEDULING SET GOLS AND PRIORITIES DISTINGUISH BETWEEN URGENT AND IMPORTANT DO THE RIGHT THING RATHER THAN JUST DOING THING RIGHT WORK SMART RATHER THAN HARD BE RESULT ORIENTED RATHER THAN WORK ORIENTED AVOID OVER SOCIALIZING DO WORST THING FIRST
IDENTIFY TIME WASTERS DELEGATE WORK DELEGATE AUTHORITY LEARN TO SAY NO! MANAGE INTERRUPTIONS DIVIDE TIME INTO PRIME AND NON-PRIME BE REALSTIC BE FLEXIBLE AVOID DAY DREAMING ASSESS ONES OWN STRENGTHS AND WEAKNESSES ADMIT ONES MISTAKES BE WILLING AND PREPARE TO CHANGE UTILIZE IDLE TIME PLAN VISITS, VISITORS AND PHONE CALLS AVOID GOSSIPING AVOID ESCAPISM AVOID PROCASITINATION KEEP A TIME LOG
SYMPTOMS OF BAD TIME MANGEMENT If a person displays one or more of the following traits, then he is a bad time manager. Such a person would need to review his approach towards life: Never finding the time to attend to important matters Finding the bulk of his time taken up with attending frantically to tasks of an urgent and immediate nature Sitting late unnecessarily Taking work home Not taking the paperwork in stride, waiting for the right mood for getting on with written work
Being involved with helping others in their work at the expense of his own assignments Considering himself to be indispensable for the organization worked for Attending too many meetings and conferences and wanting to be a super PR man Finding difficult to say No even though circumstances warrant Being generally under pressure, being upset, being pressed for time
Not being able to complete a task at the appropriate time Not paying the utilities bills on time (Not taking the pay slips on time) Running out of petrol (CNG) when driving a car or riding a scooter Not finding the time to take his family members to the doctor in case of their illness
THREE RULES OF THUMB FOR EFFECTIVE HIGHER MANAGEMENT STOP DOING THINGS THAT NO-ONE WOULD EVER NOTICE IF NEVER DID THEM AGAIN DELEGATE WHAT YOUR SUBORDINATES CAN DO BETTER, BECAUSE THEY KNOW MORE, ARE YOUNGER AND STILL HAVE TO DEVELOP EXPERIENCE THROUGH DOING STOP SPOILING YOUR SUBORDINATES TIME WITH INEFFECTIVE MEETINGS, BY BUTTING IN WHEN THEY HAVE A JOB TO DO, BY SOCIAL ACTIVITIES AND THE LIKE IF YOU DO THIS YOU WILL HAVE 50% MORE TIME TO THINK ABOUT THE FUTURE, AND THAT IS WHAT IS EXPECTED OF YOU
SYMPTOMS OF BAD TIME MANGEMENT If a person displays one or more of the following traits, then he is a bad time manager. Such a person would need to review his approach towards life: Never finding the time to attend to important matters Finding the bulk of his time taken up with attending frantically to tasks of an urgent and immediate nature
Sitting late unnecessarily Taking work home Not taking the paperwork in stride, waiting for the right mood for getting on with written work Being involved with helping others in their work at the expense of his own assignments
Considering himself to be indispensable for the organization worked for Attending too many meetings and conferences and wanting to be a super PR man Finding difficult to say No even though circumstances warrant Being generally under pressure, being upset, being pressed for time Not being able to complete a task at the appropriate time Not paying the utilities bills on time (Not taking the pay slips on time) Running out of petrol (CNG) when driving a car or riding a scooter Not finding the time to take his family members to the doctor in case of their illness

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Time Management

  • 2. TIME MANAGEMENT DEFINITION OF TIME THE PERIOD DURING WHICH AN ACTION, PROCESS, CONDITION, OR THE LIKE CONTINUES, THE INTERVAL BETWEEN LEAVING AND RETURNING, BEGINNING AND ENDING ETC., MEASURED OR MEASURABLE
  • 3. CHARACTERISTICS OF TIME TIME IS THE MOST SCARCE AND AT THE SAME TIME THE MOST COMMON RESOURCE; AVAILABLE IN EQUAL QUANTITIES TO ALL INDIVIDUALS, RICH, OR POOR, YOUNG OR OLD, EDUCATED OR UNEDUCATED, SKILLED OR UNSKILLED. TIME IS NOT A BUYABLE COMMODITY.
  • 4. UTILITIES OF TIME TIME IS NOT THE SAME FOR ALL INDIVIDUALS. SOME WASTE IT; SOME KILL IT; ONLY A FEW UTILIZE IT EFFECTIVELY. IMPORTANCE OF TIME TIME IS A RESOURCE WITHOUT LIKE OR PARALLE. IT IS PERISHABLE COMMODITY. IT CAN NOT BE TOUCHED, SEEN OR STORED.
  • 5. THERE ARE TWO DAYS WE SHOULD NOT BE WORRIED ABOUT: YESTERDAY ------ WITH THIS MISTAKES AND HEARTACHES; THEY ARE GONE FOREVER TOMORROW ------ IS THE OTHER DAY. IT HAS PROBLEMS AND POSSIBILITIES; BUT UNTIL THE SUN RISES IT IS UNBORN AND UNREAL TODAY ------- IS THE ONLY DAY LEFT. ANY ONE CAN FIGHT A BATTLE FOR ONE DAY! ONLY WHEN WE ADD THE BURDENS OF THOSE OTHER TWO DAYS, ARE WE LIKELY TO FAIL
  • 6. MANAGING TIME THOSE WHO MAKE THE BEST USE OF IT, THEY ARE THE ONES WHO HAVE MORE TIME THAN OTHERS DESPITE ITS EQUAL DISTRIBUTION TIME MANAGEMENT IT HELPS IN ACHIEVING TARGETS, MEETING DEADLINES, HAVING SPARE TIME AND PEACE OF MIND MANAGING TIME IS AN INDIVIDUAL MATTER. TO MANAGE IT EFFECTIVELY DEPENDS ON CIRCUMTANCES, THE AMOUNT OF CONTROL THE MANAGER HAS, AND PROBABLY MOST IMPORTANT HOW FIRMLY THE MANAGER IS COMMITTED TO THE PROGRAM OF TIME MANAGEMENT.
  • 7. TO BEGIN WITH WE FIRST HIGHLIGHT THE TIME WASTERS: Trying to do everything himself --- It leads to excessive experimentation and waste. We should learn to learn from others and to allow the experience of others to guide us Trying to be very obliging --- It leads to waste of time. We should only promise what we can deliver Trying to be perfect --- Time is wasted in the pursuit of perfection Purposeless activity, application of effort without the required skill and understanding of what is involved, wastes time
  • 8. Lethargy, and procrastination are big time-wastes. The some-other-time temperament and We shall do it tomorrow are big lies Leaving things half-done is a big time waster. One must devote adequate time to a task Lack of self discipline, lack of control over ones emotion and lack of understanding of the environment are a causes of waste of time Lack of due attention to our affairs, lack of feedback on tasks in hand and lack of follow up, all lead to waste of time Not every acquaintance is a friend; it is not necessary to give as much time to them as they want from us. Distance between home and office is a big cause of time waste
  • 9. Functions like marriages and parties in our society generally end up consuming 4 to 5 hours -------- a criminal waste of this precious resource The complicated procedure in our offices are result in millions of man-hours wasted every day in non-productive work Media-induced interest with games specially cricket wastes millions of man-hours of the nations time Adhocism and a tendency to delay action till a problem assumes the proportions of a crisis is responsible for a significant part of time leakage Lack of ability to take decisions and boldly assume responsibility leads to indefinite postponement of important decisions and related actions Lack of awareness of the importance of punctuality and regularity is detrimental to progress Not providing the required training and not preparing functionaries for responsibilities that lie ahead leads to wastage of a whole organizations time in a collective sense Useless talk over the phone or lacing the essential with the superfluous is a constant drain of time. Personal calls from or to friends involving lengthy chit chats are constant source of time leakage
  • 10. COMMON TIME TRAPS ARE: PERFECTIONOISM INDECISION DIVERSIONS DISTRACTIONS JUNK MAIL MEETINGGITIS LACK OF CONCENTRTATION LACK OF CO-ORDINATION LACK OF COOPERATION COMMUNICATION GAPS
  • 11. TO MANAGE TIME EFFECTIVELY, ONE SHOULD: DO PROPER PLANNING AND SCHEDULING SET GOLS AND PRIORITIES DISTINGUISH BETWEEN URGENT AND IMPORTANT DO THE RIGHT THING RATHER THAN JUST DOING THING RIGHT WORK SMART RATHER THAN HARD BE RESULT ORIENTED RATHER THAN WORK ORIENTED AVOID OVER SOCIALIZING DO WORST THING FIRST
  • 12. IDENTIFY TIME WASTERS DELEGATE WORK DELEGATE AUTHORITY LEARN TO SAY NO! MANAGE INTERRUPTIONS DIVIDE TIME INTO PRIME AND NON-PRIME BE REALSTIC BE FLEXIBLE AVOID DAY DREAMING ASSESS ONES OWN STRENGTHS AND WEAKNESSES ADMIT ONES MISTAKES BE WILLING AND PREPARE TO CHANGE UTILIZE IDLE TIME PLAN VISITS, VISITORS AND PHONE CALLS AVOID GOSSIPING AVOID ESCAPISM AVOID PROCASITINATION KEEP A TIME LOG
  • 13. SYMPTOMS OF BAD TIME MANGEMENT If a person displays one or more of the following traits, then he is a bad time manager. Such a person would need to review his approach towards life: Never finding the time to attend to important matters Finding the bulk of his time taken up with attending frantically to tasks of an urgent and immediate nature Sitting late unnecessarily Taking work home Not taking the paperwork in stride, waiting for the right mood for getting on with written work
  • 14. Being involved with helping others in their work at the expense of his own assignments Considering himself to be indispensable for the organization worked for Attending too many meetings and conferences and wanting to be a super PR man Finding difficult to say No even though circumstances warrant Being generally under pressure, being upset, being pressed for time
  • 15. Not being able to complete a task at the appropriate time Not paying the utilities bills on time (Not taking the pay slips on time) Running out of petrol (CNG) when driving a car or riding a scooter Not finding the time to take his family members to the doctor in case of their illness
  • 16. THREE RULES OF THUMB FOR EFFECTIVE HIGHER MANAGEMENT STOP DOING THINGS THAT NO-ONE WOULD EVER NOTICE IF NEVER DID THEM AGAIN DELEGATE WHAT YOUR SUBORDINATES CAN DO BETTER, BECAUSE THEY KNOW MORE, ARE YOUNGER AND STILL HAVE TO DEVELOP EXPERIENCE THROUGH DOING STOP SPOILING YOUR SUBORDINATES TIME WITH INEFFECTIVE MEETINGS, BY BUTTING IN WHEN THEY HAVE A JOB TO DO, BY SOCIAL ACTIVITIES AND THE LIKE IF YOU DO THIS YOU WILL HAVE 50% MORE TIME TO THINK ABOUT THE FUTURE, AND THAT IS WHAT IS EXPECTED OF YOU
  • 17. SYMPTOMS OF BAD TIME MANGEMENT If a person displays one or more of the following traits, then he is a bad time manager. Such a person would need to review his approach towards life: Never finding the time to attend to important matters Finding the bulk of his time taken up with attending frantically to tasks of an urgent and immediate nature
  • 18. Sitting late unnecessarily Taking work home Not taking the paperwork in stride, waiting for the right mood for getting on with written work Being involved with helping others in their work at the expense of his own assignments
  • 19. Considering himself to be indispensable for the organization worked for Attending too many meetings and conferences and wanting to be a super PR man Finding difficult to say No even though circumstances warrant Being generally under pressure, being upset, being pressed for time Not being able to complete a task at the appropriate time Not paying the utilities bills on time (Not taking the pay slips on time) Running out of petrol (CNG) when driving a car or riding a scooter Not finding the time to take his family members to the doctor in case of their illness