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TIME & SELF MANAGEMENTFOR PERSONAL SENSE OF ACHIEVEMENT
HAJI MUHAMMAD JAVED
National Institute of Public Administration
__________________________________________President: Employer Federation of Pakistan Chairman: Skill Development Council / Workers Employers Bilateral Council of Pakistan Ph. 091-2261898 Fax: 2570771 Cell# 0300-8584525 E-mail: [email protected]
Common Problem
I am very busy. The second crisis comes in before the first has finished
I don’t feel I have achieved anything this year
I don’t have control on my life. Things pile one on top of the other
I wish I have more than 24 hours per day so that I can get more things done
The system overloads me with work. There is no time to breathe
Objective
To help you introspect and find
clues to improve your time management & thereby enhance effectiveness
Balance your life
Balance in Life is important
Recognize each aspect of life
I am not getting enough time for family/personal life because of Work
80% of day is spent at work
What about the status of most important and valuable ___?___
Family
Work
Health FinanceFAITH
Time management : What is it?
Doing the Right things and not setting Things right
In control of Life, not driven by circumstances
Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future
Having right balance in wheel of life
Time Management
• To get most output within given resources
• To get time for important issues in life
• To feel fairly satisfied , secure & on top of things
• And thereby enjoy stress free life
Time Management
Time management has five main aspects:
Planning & Goal Setting Managing Yourself Dealing with Other People Your Time Getting Results
The first 4 all interconnect and interact to generate the fifth - results
Managing your Time
Things to do list
Identify Priority
Making it happen
Evaluate deviations
Time Management Principles
Covey identified 4 waves in time management
1 Notes and Checklists Recognition of the demands on energy & time
2 Calendars and appointment books Scheduling with some focus on the future
3 Prioritization Comparison of the relative worth of activities
4 Self management Realization that time cannot be managed - it is ourselves
that we have to manage!
Spent Time Matrix
Q1
Q3
Q2
Q4
CrisesDeadlines
PreventionRelationship BuildingPlanningRecreation
InterruptionsSome MeetingsPopular Activities
Pleasant ActivitiesBusy WorkTime WastersTrivia
Urgent Not Urgent
Important
NotImportant
Quadrant 1
Being in Quadrant 1 brings
Stress
Burnout
Crises management
Firefighting
Focus on the immediate
Quadrant 3
Being in Quadrant 3 brings
Short term focus
Crises management
Low value on goals
Feeling of victimization / lack of control
Shallow relationships
Quadrants 3 & 4
Cycling between Quadrants 3 & 4 brings:
Total irresponsibility
High dependency on others for basics
Short career path in the organization
Quadrant 2
Being in Quadrant 2 brings: Vision
Perspective
Balance
Discipline
Control
Quadrant 2 Requirements
The basic requirements to reach Quadrant 2 are:
Clear definition of organizational roles and specifically your own role
Selection of and focus on SMART goals
Development and utilization of schedules
The practice of daily adapting in work role
Characteristic of Quadrant 2 Person
There are six basic criteria to allow a person to function in Quadrant 2:
Coherence Balance Focus An ability to get on with people Flexibility Portability
Planning
What is a Plan?What is a Plan?
Information & PlanningInformation & Planning
Time Management SystemsTime Management Systems
Goals & Time SpansGoals & Time Spans
CascadingCascading
The Daily PlanThe Daily Plan
Planning in Time Management
Rule
Failing to Plan
is Planning to Fail
What is a Plan?
A plan is a road map set in real time to reach an objective or set of objectives through the use of
defined resources
Information & Planning
Essential information:
You need to know what you have to plan
Once this is established Break the task into manageable chunks Gauge the time required for each chunk Schedule each chunk into a logical sequence
Time Management Systems Pitfalls
Totally dis-organized ‘system’ Nothing can be located when required
Perfectly maintained system Too much time is spent keeping the system in
perfect condition as opposed to actioning the items contained within it
Time Management Systems
Key components Appointments Dated deadlines Tasks - to do and work in progress Ideas and notes Key task identification Personal information Financial planning records Crises log Project log Contact list
Cascading Planning levels should cascade as follows:
Yearly overview plan
Monthly Plan
Weekly Plan
Daily Plan Note that in the cascade, the time span decreases
whereas the level of complexity increases
The Daily Plan The Daily Plan should cover three main areas:
Scheduled activities for the day showing time allocated to each
Identification of key tasks for the day to allow them to be prioritized
Indication of who you need to contact during the day to allow you to complete tasks
The Daily Plan
When setting out the daily plans attention is required to the following points: When do you perform best, suit your bio-
rhythm
Build in planning time at the start and end of the day
Prioritize actions into ‘musts, shoulds and coulds and focus on the ‘musts’
The Daily Plan
Guidelines continued
Leave room for unexpected
Don’t stack meetings back to back
Batch telephone calls
Build in quality time
Summary
Believe it is possible to get more out of existing time Writing down goals is the first important step Break down goals to tasks Understand your ‘most effective time zone’ Create daily TO DO List for next 3 months Prioritize & schedule tasks Create processes on most of the tasks Invest time to train someone & delegate in steps Leave the habit of attending to everything that comes in
front
Decide to be on top the situation rather than be part of the mess
Wish you all the Best