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TIME MANAGEMENT TRAINING

Presenter:
ISMATULLAH BUTT
PhD (S)

Cell# 0345-5190572
Email: buttismat@gmail.com
Time Management Training-Agenda
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Session one-Introduction:
 Basics of Time Management
 How is your Time Management-Exercise
 Time for Everything

Session Two-Effective Time Management:


 Setting Goals and Objectives
 Prioritization
Time Management Training-Agenda
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Session Three-Effective Time Management


 Delegation
 Managing Interruptions
 Managing Procrastination
 Scheduling
Session Four-Time Management in Offices
 Managers Time
 Effective writing
 Effective use of Telephone
 Meetings
 Boss and Subordinate-Roles
 Recap
Time Management-Basics
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Session One:
 Basics of Time Management
 How is your Time Management-Exercise
 Time for Everything
TIME IS MONEY
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 You can make money; you can’t make time.


 An inch of gold cannot buy an inch of time
(Chinese proverb).
 There is more to life than increasing its
speed.” (Mahatma Gandhi)
 Yesterday is a cancelled cheque, Tomorrow

is a promisory note, Today is ready cash.


Use it.
Time Management-Basics
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 Time and Tide wait for none.


 Time Management refers to managing time
effectively so that the right time is allocated to the
right activity.
 Effective time management allows individuals to
assign specific time slots to activities as per their
importance.
 Time Management refers to making the best use of
time as time is always limited.
Time Management-What It is:
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 To utilise the available time in optimum manner to


achieve one’s personal and professional goals.
 Spending time on important, not just urgent matters.
 Distinguishing clearly between importance and
urgency.
 Focusing on results not methods.
 Not feeling guilty when saying no.
Time Management-Why We Need?
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 To save time

 To reduce stress

 To function effectively

 To increase our work output

 To have more control over our job duties.


Time Management-Benefits
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 Better Time Management helps in better planning and


eventually better forecasting.
 Research says that individuals who accomplish tasks on time are
less prone to stress and anxiety.
 Time Management enables an individual to prioritize tasks and
activities at workplace.
 Time Management helps an individual to adopt a planned
approach in life.
Time Management-Benefits
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• Time Management makes an individual punctual and


disciplined.
• One becomes more organized as a result of effective Time
Management.
• Effective Time Management boosts an individual’s morale and
makes him/her confident.
• Individuals who stick to a time plan are the ones who realize
their goals and objectives within the shortest possible time
span.
• Effective Time Management helps an employee to reach the
pinnacle of success quickly and stay firm at the top for a
longer duration.
Time Management-Exercise
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How is
Your
Time Management?
TIME FOR EVERYTHING
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 Take time to work, it is the price of success


 Take time to think, it is the source of power

 Take time to play, it is the source of youth

 Take time to read, it is the source of wisdom

 Take time to love, it is the privilege of Gods

 Take time to serve, it is the purpose of life

 Take time to laugh, it is the music of soul


Time Management
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Session Two:
 Setting Goals and Objectives
 Prioritization
 Procrastination
Efficiency vs. Effectiveness
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 Often worst performers are those who seem


to be working hardest and longest. They are
very busy but not necessarily effective.
Pareto’s 80/20 Rule
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Activities Time Spent Results

Trivial 80% 20%

Vital 20% 80%


Creating a Goal for Time Management
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What would you like to change about your


current time management?
For example, would you like to devote more time to studying?

The first step is to make a concrete goal.


Better yet, make sure your goal is S.M.A.R.T.
S.M.A.R.T. Goals
From Paul J. Meyer’s “Attitude is Everything”

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 S = Specific
A specific goal has a greater chance of being accomplished.
When thinking of your goal, consider “who is involved,” “what
you want to accomplish,” “when you want the goal
accomplished,” “which requirements/restraints will provide
obstacles,” and “why you want to accomplish the goal.”
 M = Measurable
 A = Attainable
 R = Realistic
 T = Tangible
S.M.A.R.T. Goals
From Paul J. Meyer’s “Attitude is Everything”

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 M = Measurable
Establish a concrete means for measuring the progress towards
your goal. To determine if your goal is measurable, ask the
questions: “How much?” “How many,” and “How will I know
when it is accomplished?”
For example, if your goal is raise a B to an A-, you can
measure your quiz and test grades to see if you are on track.
 A = Attainable
 R = Realistic
 T = Tangible
S.M.A.R.T. Goals
From Paul J. Meyer’s “Attitude is Everything”

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 A = Attainable
Identify a goal that is most important because then you’ll adopt
an attitude and plan proper to make sure it actually comes
true.
Remember, reaching goals requires thoughtful consideration
and planning. Make sure you picked a goal that you will
actually take the steps you planned out!
 R = Realistic
 T = Tangible
S.M.A.R.T. Goals
From Paul J. Meyer’s “Attitude is Everything”

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 R = Realistic
A goal must be an objective toward which you are both willing
and able to work. Making sure the goal is realistic is up to you.
A high goal is frequently easier to reach than a low one
because a low goal exerts low motivational force.
Your goal is probably realistic if you believe that it can be
accomplished.
 T = Tangible
S.M.A.R.T. Goals
From Paul J. Meyer’s “Attitude is Everything”

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 T = Tangible
A goal is tangible when you can experience it with one of your
senses (taste, touch, smell, sight, or hearing). When your goal is
tangible, ou have a better chance of making it specific,
measurable, and attainable.
(Intangible goals are more internal changes like personality
characteristics and behaviors. They are important and vital to
reaching other goals, but extremely difficult to measure. Thus,
focus on the tangible so you can stay motivated and see
results!)
S.M.A.R.T. Goals
From Paul J. Meyer’s “Attitude is Everything”
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 Now, determine a smart goal for how you hope to


change your current time management behavior.

Write down this goal

 Share a goal with a friend who will be committed to


asking your progress and support you!
Locke and Latham’s Goal Setting Theory (1990)
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1.Clarity: A clear goal is one that can be measured and leaves


no room for misunderstanding.
2. Challenge: We are motivated by the reward we believe we
will receive for completing tasks.
3. Commitment: The employee and employer must both be
committed to using the resources needed to complete the goal.
4. Feedback: It is a type of progress reporting which enables the
supervisor to clarify expectations and to adjust level of
difficulty of the goal if it seems it’s too hard or too easy.
5. Task Complexity: Even the most motivated person can become
discouraged if the complexity of the task was not fully
understood.
Effective Time Management
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URGENCY
High Low
IMPORTANCE

High

Low
Organize and Prioritize
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Quadrant I
Immediate Attention Required

Urgent Not Urgent


I II
Important Important,
Important

and but
Urgent Not Urgent

III IV
Not Important

Urgent, Not Urgent


but and
Not Important Not Important
Organize and Prioritize
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Quadrant II
Requires attention, but not yet critical

Urgent Not Urgent


I II
Important Important,
Important

and but
Urgent Not Urgent

III IV
Not Important

Urgent, Not Urgent


but and
Not Important Not Important
Organize and Prioritize
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Quadrant IV
These activities are time eaters

Urgent Not Urgent


I II
Important Important,
Important

and but
Urgent Not Urgent

III IV
Not Important

Urgent, Not Urgent


but and
Not Important Not Important
Organize and Prioritize
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Quadrant III
“Nice to do”

Urgent Not Urgent


I II
Important Important,
Important

and but
Urgent Not Urgent

III IV
Not Important

Urgent, Not Urgent


but and
Not Important Not Important
Common TM Problems-Procrastination
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 Procrastination : Putting off the doing of something


intentionally and habitually.

 If you suspect yourself; ask yourself – why am I putting this


off?. If there is no reason. Do it. Do not confuse reason
with excuse.

 PROCRASTINATION is world’s number one time waster.


Banish it from your life. There is no time like present to do
any work.
Time Management
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Session Three:
 Delegation
 Managing Interruptions
 Scheduling
Common TM Problems : Poor Delegation
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 Do not spend time on a work that can be done ,to a satisfactory


level, by your subordinate.

 Delegation saves your time and develops subordinates

 Delegation improves results by making fuller use of resources

 Delegation implies transferring initiative and authority to


another
THE ART OF DELEGATION
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 Delegation begins with a deep sense of the value and limits


of your time.

 Managers often complain that they are running out of time


when their subordinates are running out of work.

 Delegating the more routine or predictable part of ones


job is only the first step.

 Delegation is not abdication. Some degree of control


needs to be maintained.
DIFFICULTIES IN DELEGATION
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 It’s risky.
 We enjoy doing things.

 We don’t sit & think.

 It’s a slow process.

 Like to be “top of everything”.

 Will subordinate outstrip us?

 Nobody can do it as well as I can.

 Delegation is a great motivator. It enriches jobs,


improves performance & raises morale of staff.
How to Control Interruptions
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 Set a time limit and stick to it.


 Set the stage in advance : You are very busy with a deadline
in light.
 With casual droppers-in, remain standing.
 Meet in other person’s office.
 Get visitors to the point.
 Be ruthless with time but gracious with people.
 Have a clock available .
 Use a call-back system for telephone calls.
Time Management in Offices
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Session Four:
 Mismanagement
 Time effectiveness
 Effective writing
 Office Telephone
 Professional Assistant
 Meetings
 Boss versus Subordinate
 Other Time savers
COMMON TM PROBLEMS-OFFICE MIS-MANAGEMENT
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 Develop an efficient system of office working.

 Muddle makes work and wastes time. Strive for good order in
your office.

 Utilize all resources fully.

 Handle telephone properly. Don’t let it become a nuisance.

 To the extent possible, handle a piece of paper only once.


TIME EFFECTIVENESS IN OFFICES
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 Time can be wasted imperceptibly if your work area is not


organized well. Your desk should be clear of all paper
except the specific job on hand. It invites you to think about
one thing at a time. Concentration is a great time saver.

 Paper work : Recommended principle is “to handle each


piece of paper only once.”

 Sort papers under : For Action/ For Information/ For


Reading/ For Waste Paper /Bottom Drawer
EFFECTIVE WRITING
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 Clarity, simplicity and conciseness are essentials


of good writing.

 Think, List and then Arrange.

 Do not cover too many subjects in one letter.

 Strive to write one page letters. These are


more digestible.
MAKE THE TELEPHONE WORK FOR YOU
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 Telephone is a great time-saving tool in right hands.

 Plan your calls.

 Set aside a period of time for making and if possible,


receiving calls

 Timing for each call.


YOUR PROFESSIONAL ASSISTANT
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 Transform your PA/Secretary into Professional


Assistant .

 Your PA can help you save time by:


 Keeping unwanted callers at bay – by diverting them to
appropriate person.

 Minimizing interruptions; can arrange interviews suitably.

 Dealing with routine correspondence.


COMMON TM PROBLEMS : MEETINGS
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 Meetings are potential time wasters.

 Meetings are necessary evil; distractions from one’s regular


work.

 Try to say ‘No’ to a meeting where you are not required.

 Agenda should be definite. Every one should receive the


agenda and relevant papers well in advance.

 There should be a finishing time for meeting.


DOs/ DON’Ts for Boss/Chairperson/Administrator
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 Do not call a meeting unless it is necessary


 Do not call a meeting if the task can be handled by a call
or by a small group through formal/ informal discussion
 Meetings are not required to:

 ‘Boss around’ or give ‘messages’


 Socialise
 Rubber stamp decisions
 Pass on information
 Promote private or hidden agenda
 Continue the habit
DOs/DON’Ts for Boss/Chairperson/Administrator
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 Call only those who are involved


 Have a written agenda and circulate to all along
with supporting papers
 Do not over-pack the agenda
 Agenda should not have ‘Any other item’
 Start on time
 Stick to agenda
 Beware of ‘Hijackers’
DOs/DON’Ts FOR PARTICIPANTS
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 Come prepared (with facts and figures)

 Come on time.

 Talk to the point.

 Do not try to divert the discussion.

 Do not try to hijack the meeting.


BOSS-IMPOSED TIME
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 Time spent doing things we would not be doing if we did


not have bosses.

 Keeping bosses satisfied takes time, but dealing with


dissatisfied bosses takes even more time.

 Failing to invest sufficient time to satisfy bosses always


results in more & more boss-imposed time. With lesser time
for others.
ROLE OF BOSS:BOSS MUST REALISE that:
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 The time of the subordinate is also important for the


organisation.
 The tasks monitored by you are only part of duties of
subordinate.
 If subordinate is hard pressed for time the quality of output is
bound to suffer.
 System improvements are essential responsibilities of bosses-
particularly those which reduce time being spent on
unimportant/ unnecessary activities
 You can do only one persons work.
 Perfection, at times, becomes counterproductive.
ROLE OF SUBORDINATE
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 Realise that Boss has a wider vision.

 Devote time as per organisational objectives and


your goals.

 Go to Boss after doing your home work.

 Manage the problems which can be tackled at your


level.
OTHER TIME SAVERS
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 Concentration, Avoid interruptions

 Use of committed time

 Good Health

 Do not let your subordinate come to you with


problems unless they bring their proposed
solutions.
Time Management Principles
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1. Determine what is urgent

2. Don’t over commit

3. Have a plan for your time

4. Allow time for the unexpected

5. Handle things once

6. Create realistic deadlines


Time Management Principles
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7. Set goals for yourself and your time

8. Develop routines

9. Focus on one thing at a time

10. Eliminate or minimize distractions

11. Outsource tasks or delegate

12. Leave time for fun and play


R E C A P
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1. Create a daily plan


2. Peg a time limit for every task
3. Use a calendar
4. Use an organizer
5. Know your dead lines
6. Learn to say No
7. Target to be early
8. Time box your activities
9. Have a clock visibly places before you
10. Set reminders 15 minutes before
R E C A P
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11. Focus
12. Block out distractions
13. Track your time spent
14. Don’t fuss about unimportant details
15. Prioritize
16. Delegate
17. Batch similar tasks together
18. Eliminate your time wasters
19. Cut off when you need to
20. Leave buffer time in-between
Time Management Skills
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Results Exercise-1
 You need to score the quiz section by section. For each section total up your
score and then divide it by the number of questions in that section to give
yourself and the average score of it. Now order the sections from lowest to
the highest.
For example your results might look like this:

Section II: 2.4 (Relates to Prioritization)


Section IV: 2.8 (Relates to Procrastination)
Section I: 3.2 (Relates to Goal Setting)
Section V: 3.5 (Relates to Scheduling)
Section III: 3.7 (Relates to Managing Interruptions)
Time Management Skills
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Results Quiz-2
Score Interpretation
(I) 45 to 50 You have outstanding time management skills.
(II) 38 to 44 You have strong time management skills.
(III)30 to 37 You are managing your time fairly well, but sometimes feel
overwhelmed.
(IV) 25 to 36 You work career is likely to be stressful and less than
satisfying unless you take steps to begin to manage your
time more effectively.
(V) Less than 25: You need to work on your time management skills.
Time Management
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Questions
and
Answers
Time Management
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ALLAH HAFIZ

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