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Managing your Time

By
Dr. M.S.Suresh
Professor, BNM Institute of Technology
Banashankari 2nd stage
Bangalore 560070
Email: mskurke@scientist.com

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Organization of workshop

1. Lecture on time management. 1h:15min.


2. Q & A 15min.
3. Filling the Bottle; a goal setting strategy.
15min.
4. Self improvement; a questionnaire 15 min.
5. Self discipline; a questionnaire 15 min
6. Four steps to improve 30min.
7. Video on rocket and Space

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Interactive

 Stop me any time for a question.


 Ask any clarification.
 Involve in the activity. This could change
your life.
 Learn what you can.
 Apply it in your life.

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Can you manage Time?

 Time moves inexorably without your effort.


 You cannot manage time; time manages you.
 What we really mean or tacitly assume by
“Time management “ is Managing your jobs
within a given time.
 The balancing act of Time vs. jobs.

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Time

 Time is perishable
 Limited in supply
 Often don’t know how much you are left
with

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What is time?

 We seem to understand time intuitively.


 Something that happens between two events.
 When nothing is happening there is no time.
 Time is always measured by things that happen
repeatedly.
 Ultimately time is what ends the I to this world.

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How your life is spent
 2.5 years driving a car
 6 months waiting at red lights
 5 years waiting in line
 6 years eating
 2 years trying to return phone calls to people who never seem to be in
 1 year looking for misplaced objects
 23 years in bed
 7 years in the bathroom
 8 months opening junk mail

These activities add up to about 50 years of your life

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The parts

 The philosophy
The why & What .
 The method
How to do, the steps, lists etc.

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What is it about?

 It is not about methods to save time.


 It is about finding time for the right
things.
 And saying No to inconsequential
things.
 It is about developing a certain attitude.

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Goal and time management

 Do you have a goal to achieve?


 No goal - no need for time management.
 Time management is needed to achieve a set goal.

Later in the program we will play a game on goal


setting

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Long and short term goals

 What would you like to be when grown up?


 What would you be in next 5 years.
 What do you plan completing this year?
 What are your plans for to-day?
 What are you doing now? Was it planned?

 Pl. write answers to the above on a sheet.

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Time for story telling

 The story of a wood cutter. (what changes is the


way you at world around you)
 The story of a business tycoon.( Do now.)
 Koan of Zen Buddhism.
 What would you like to do if God gave you one
extra hour a day? 9AM to 10AM.
 What would you not do if God gave you one less
hour a day? 9AM to 10AM.

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Types of jobs

 Jobs we love to do
 Innovative work, science, arts, read etc.
 Relax, Eat, Play, Watch movie.
 Be with family and friends, Travel.
 Jobs we need to do
 Go to school,
 Write record, prepare for test
 Clean, wash; the daily chores,

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What is our biggest problem?

 We try doing all the jobs and lost in it.


 We find yourselves very busy.
 No time for study or No time for play and
other activities.
 Unhappy

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The imbalance

 Do what we love  Do need to do jobs


 Neglect need to jobs  Loose all fun
 No time for study/Play  No interest in life
 Low progress in life  Unhappy
 Unhappy

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A balance between love to do and need
to do is the essence of time
management

 This give you immense happiness.


 You go home satisfied and love to return to school.
 You find time for play and for what you love.

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The universal sieve

All jobs

Love to do Do second

Need to do Do first

Need not do

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Which one would you choose?

 Write lab record


 See a movie on the VCD
 Prepare for a test
 Play a game of chess
 Say hello to a friend

 We will discuss how to select later in the program.

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Where do you stand?

High
Workoholic/ Good manager
Fire fighter Naturally Happy
Need to do
Low

Dumb Nerd
High
Low Love to do
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Cultural bias

 Monochronic  Polychronic
 Do one at a time  Do many things at once
 Concentrate on the job  Highly distractable
 Take time commitments  Achive if possible
seriously
 Low context and need  High context, already
more information informed
 Are committed to the  Are committed to
job human relations

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Cultural bias

 Monochronic  Polychronic
 Adhere religiously to  Change plans easily
plan  Respect for privacy not
 Seek privacy and essential
respect others privacy
 Seldom borrow or lend  Borrow and lend easily
 Accustomed to short  Strong tendency for life
term relationships time relations

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Major ills

 I am a perfectionist
 Only I can syndrome
 Distractions

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I am a perfectionist!

 Perfection is in the horizon


 No matter how perfect, there is a better way
 Lose track of time spent
 Imperfect now is better than perfect some
time
There is nothing like a perfectionist.

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How much time to a job?
Use computer

Hand writing

T3
Quality/ perfection

T1 T2
Ex: Writing a
Lab. record

Effort/ Time taken to do a job

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Pareto’s law of 80/20
Pareto Vilfredo an Italian Ecconomist

Time Result
20%
80%

20% 80%

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Pareto’s law in operation

 20% of the work done has 80% effect


 20% of the people do 80% of the work
 20% of the people make 80% complaints
 20% of your customers give 80% sales
 20% of what you read has 80% effect
 20% of your time gives 80% results
 Identify and cut the 80% that is not so useful

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Only I can do syndrome

 Be Honest
 Do
 Delegate

 File

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How you actually do

Extra hours
Getting things done
Your working day

Doing things

Career progress
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Sharing responsibility
Your working day How you should do

Getting things done

Doing things

Career progress

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Distractions

 Too many priorities (>3 not priority)


 Emergencies
 Tyranny of crisis and panic
 Meetings
 Visitors
 Telephones

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Distractions

 Do urgent jobs and postpone important ones


 Work becomes a series of crises
 Procrastinate in the hope problems get solved by
themselves
 Don’t know where to start.

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The doing part

Set goals
Prioritize/plan
Consider contingencies
Do

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Prioritizing

 First things first


 Weightage to jobs
 Take one at a time
 Allot a specific time duration to a job
 Be in the present
 Spend your time like money

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Climbing a Staircase

 Take a overall view


 Give a measured thought
 One step at a time
 Concentrate on the step you are taking now
 Live in the Present

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Leverage your jobs

 Build relations
 Setup systems
 Share work also
 Training
 Quid pro quo

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A one minute manager

 The young man asked the manager when he


could see him?
 “Any time. You pick the time” said the
manager.
 What kind of manager had that kind of time?
 “Time is one thing I have a lot more of
now.”
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To Make the Most of Your Day

 Define your own productive day.


 Identify and reduce your day stealers.
 Influence how other people (friends?) use up your
time.
 Determine what’s most important in you.
 Use a flexible scheduling plan to make the right
choices about how you spend your time.
 Determine how to break bad habits and form good
ones.

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Philosophies of time management

 Balance between like


to do and need to do
 Find time for Right
things and say No to
inconsequential things
 Paretos 80/20 rule
 Avoid the three ills

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Advantages of Time Management
gain time
motivates and initiates
reduces avoidance
promotes review
eliminates cramming
reduces anxiety

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Tools for time management in a
nutshell
 Personal goal setting
 Deciding on your
priorities
 Action plan
 Effective scheduling
 Costing your time
 Reviewing
 Being proactive

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ATTITUDE

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In life rules are simple
Revelations are great

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Do you have a question?

 You can contact me at

 mskurke@scientist.com

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Where do you go from here?

1. Time management, Shankar digambar Bagade


2. The ninety minute hour, Jay conrad Levinston
3. First things first, Patrick forsyth
4. How to gain an extra hour every day, Ray
Josephs
5. The time management for Dummies, Jeffry
Mayer
6. The Time management, Martin Scott
7. The one minute manager,

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Thank you for not sleeping

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