Time management
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Twenty percent of your time will produce 80% of your productive output, so managing that 20% of time is important. Common time management problems include feeling short of time, not having control over your schedule, and being overloaded with work. The "Three Ps" of effective time management are planning, priorities, and preventing procrastination. Time wasters include attempting too much, failing to say no, dealing with incomplete information, and crisis management. The document provides many tips for better managing time through organizing tasks, prioritizing, avoiding interruptions, planning each day and week, and eliminating unnecessary tasks.
Time management
- 1. TIME MANAGEMENT Twenty percent of your time will produce 80% of your productive output. Can you afford not to manage at-least that 20% ?
- 2. I am very busy. The second crisis comes in before the first has finishedI don¡¯t feel I have achieved anything this yearI don¡¯t have control on my life. Things pile one on top of the otherI wish I have more than 24 hours per day so that I can get more things doneThe company overloads me with work. There is no time to breatheCommon Problems
- 3. 20% people feel they are short of time. They feel so concerned that they self find answers to Time Mgmt10% people feel they are short of time. They realize this and are keen to get help and see how they can improve Time Mgmt70% people feel they are not short of time. Though they don¡¯t mind listening to someone. And then tell him why all that is impracticalWhere are you?
- 4. The "Three Ps" of Effective Time ManagementPlanning - If you don¡¯t have time for planning, you¡¯d better find the time.Priorities - Not everything you do is of equal importance. Priorities are not constant, they must be re-evaluated.Procrastination - The anti-Nike ¨C just don¡¯t do it.
- 5. Ten Myths about TimeTime can be managed. The longer or harder you work the more you accomplish. If you want something done right, do it yourself. You aren¡¯t supposed to enjoy work. We should take pride in working hard. You should try to do the most in the least amount of time. Technology will help you do it better, faster. Do one thing at a time. Handle paper only once. Get more done and you¡¯ll be happier.
- 6. Time WastersAttempting too much. Not saying no.Incomplete information.Management by crisis, fire fighting.Interruptions.
- 7. Interruptions¡If no one asked questions we wouldn't have jobs. Anticipate the most common questions/issues: Pro-active vs reactive.Set time aside for ¡°personal¡± things¡.
- 8. Making the Best Use of TimeDecide that you don¡¯t have to please everyone. Let go¨Cdon¡¯t be a perfectionist.Resist the temptation to do small, insignificant tasks too well. Outsource what you can.
- 9. Why do we procrastinate?Don¡¯t know where to start.To avoid an unpleasant task.We¡¯re afraid to fail. Waiting for more information.You may think if you put it off someone else will do it. You¡¯re over-committed.
- 10. 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.
- 11. TimingKnowing when not to work on something is as important as knowing when to work on something else.Save the easiest tasks for the end of the day.
- 12. Get The Most Out Of the First Two Hours of the Day Don¡¯t eat breakfast at work.Don¡¯t schedule meetings for this time.Start with the most important work of the day.Do the things you don¡¯t want to do first.
- 13. Filing DocumentsYou can do only 4-5 things with any piece of information:Toss itRe-direct itAct on itFile itRead it
- 14. ¡°Logic-based disposal¡±Does it require action on my part? Does it exist elsewhere?Is it outdated? Will I really use it again? What¡¯s the worst thing that could happen if I don¡¯t have this info? Does anyone else need this info?
- 15. Other Filing TipsNever file envelopes unless the postmark is significant.Write a keyword on the item when you read it.File according to how you¡¯ll use it, not where it came from.Judy¡¯s law¡If you spend much time looking for something, put it back where you found it. Or at least put a pointer there.
- 16. Managing Your To-Read PileYou will probably never be able to read everything you would like to read.Read with a pen in your hand.Scan.Share your reading with a friend. Keep a reading file.
- 17. Managing Your EmailCheck only 4 times a day.Filter and triage.Don¡¯t print out messages.
- 18. STRATEGIC PLANNINGFailing to plan is planning to failPlan Each Day, Each Week, Each SemesterYou can always change your plan, but only once you have one!
- 19. Why aren¡¯t we organized?It takes too much time.You don¡¯t know how.You want to do it ¡°perfectly.¡±
- 20. The price of not being organized?Missed deadlines.Overlooked opportunities.Wasted time.Lost customers due to poor or slow service.Wasted money.
- 21. Using Your CalendarAdd a meeting as soon as you know about it.Write dates for follow-up on calendar. Include personal deadlines.Have one master calendar. If you use an electronic calendar, back it up regularly.
- 22. Eliminating things from your to do listWhat¡¯s the worst that can happen if you don¡¯tdo this? Am I the only person who can do this? Must it be done now? Is there an easier way to do it?
- 23. PRIORITIZATIONJust because you can do something doesn¡¯t mean you should.
- 24. The four-quadrant TO DO ListDue SoonNot Due SoonImportantNot Important
- 25. Your daily list of tasksTasks that take you towards your goalsOne Sheet a DayTasks with defined importance: A: important and urgent: deadlines, fire fightingB: important and not urgent: Planning, HolidaysC: urgent and not important: Interruptions, meetingsD: not important and not urgent: junk mail , time wastersCreating TO DO lists
- 26. Create the list before you start the day15 minutes of investment will help you everydayEnd of day: Review StatusStatus: C ¨C Completed, T ¨C Transferred, A ¨C Abandoned, I ¨C In progressWorking with TO DO Lists
- 27. Date: 07-Aug-2009Sample TO DO list
- 28. Look at your big list of To DoAsk ¨C Is it Important, Is it Urgent, Is it Crisis, Will it be costly if I delay it Subsequently schedule the day or the timeKeep some buffersBe flexible to change but don¡¯t change on small reasonsPrioritizing - Scheduling
- 29. Be both efficient and effectiveEfficiency isEffectiveness isToo many people spend lots of time making sure they are doing things right and not enough determining if they are doing the right things.Often worst performers are those who seem to be working hardest and longest. They are very busy but not necessarily effective. completing a task with the least possible amount of wasted labor, cash, or time. doing what will make the most difference.
- 30. Give Yourself Permission to FailFailure is okay, if...If you have not failed, it means you have not risked, not challenged yourself.You learn from your past experiences ¡and acquired your experiences because you failed in the past.
- 32. 32Time JournalsIt¡¯s amazing what you learn!Monitor yourself in 15 minute increments for between 3 days and two weeks.Update every ? hour: not at end of day
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- 35. 35Using Time Journal DataWhat am I doing that doesn¡¯t really need to be done?What am I doing that could be done by someone else?What am I doing that could be done more efficiently?What do I do that wastes others¡¯ time?