the treasures of time
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Time Management
TIME MANAGEMENT
Objective:
The basic purpose of Time Management is to create sense of timing among the
people from all walks of life.
Definitions
PETER DRUCKER: Time is the rarest resource, unless it is managed, nothing
else can be managed.
Characteristics of Time
Universal
Invariable - Moves at fixed rate
Unstorable
Irretrievable - Once gone, it is for ever
Indivisible - Time & Life
Every feeling, Thought & Action
Others:
Time is money, save it.
Time management is a self management
Time is a raw material for everything
Manage time skill fully - is the time management
Nature of Time as a resource:
Time is a very peculiar resource
It is limited
Everyone has the same amount of Time
It is irretrievable
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Time can not be stored
General Misconceptions about Time Management
Managing Time means reducing time on activities
Higher level people makes better decisions
The more harder one works, the more he gets done.
Hence, in the light of the above, let us manage Time skillfully.
Those who think they have no time for taking care of health, will sooner or later have to find
time for illness.
If you want to know the importance of 1 Year, Ask the student who failed in the exam.
If you want to know the importance of 1 Month, Ask the mother who delivered the prematured baby
If you want to know the importance of 1 fortnight, Ask the editor of fortnightly.
If you want to know the importance of 1 week, Ask the student who apear the Examination,
If you want to know the importance of 1 day, Ask the daily wager.
If you want to know the importance of 1 hour, Ask the lover anxiously waits
If you want to know the importance of 1 minute, Ask the passenger who missed the train,
If you want to know the importance of 1 second, Ask one who escaped from the accident,
If you want to know the importance of 1 millisecond, Ask the runners up who missed the
Olympic Gold Medal
Tips for effective Time Management
1. Set Goals:
Goals give your life direction. It is well worth taking time out of your usual routine to
spend a few minutes reflecting on what you want to achieve. Set goals which are
ambitious. Set daily priorities to meet your goals.
TIME MANAGEMENT & GOAL SETTING
Time Is a Precious Resource
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Why Manage Time ?
It avoids stress
No one else can do your work
Feeling guilty
Quality of Life
Productivity
Goal
Specific
Measurable
Achievable
Realistic
Time bound
Break it into sub goals
Flexible
Personal Goal
Career Goal
Organisational Goals
Long range, Intermediate & Short term goals
Where Time goes ?
Time Loss
Analyzing Time log
GOAL SETTING
Steps in goal setting process:
Elaborate and specify your dream or vision in detail
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Develop long range plan that would lead to the accomplishment of
your vision
Break down of you long range goals into short term goals
Transform your short term goals into activities for your daily to dolist
Principles of Goal Setting
Goal should be specific * Goal should be measurable
Goal should be challenging * Make the goal present reality
Set deadlines for goals * Treat your goals as serious promises
Set goal that inspires your commitment.
2. Spend time on planning and Organizing:
Using time to think and plan is time well-spent. Spend some time in the morning,
planning for your days activities. Organise work by priority and complete the most
important task first. It is also important to plan to spend some time with your internal
customers.
Planning, Goal Setting & Action Plan
Why Goals setting is needed?
Why it should be in written form?
Why we dont set written Goals?
Fear of Failure
Dont know how to set the goal
Major goals seems unattainable
Fear of Rejection
Dont have time
Dont realise the importance of the goals
Fear of criticism
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No Ambition
Too impatient
Self- limiting belief
Goal Setting Principles
Review priorities to make certain that everyone is involved and agrees on goal
setting task.
Involve the people, who have to accomplish the goal.
Review with everyone involved how the goals insetting the goal
Review with everyone involved how they are setting
It must be coordinated with other goals.
Provide sufficient resources to accomplish the goal
Provide rewards for the accomplishment of goals
Important Vs Urgent
Most of the important matters areseldom urgent
Most of the Urgent matters are seldom urgent
3. Make a Work to do list :
Make a daily, weekly and monthly Work to do list of important tasks. See to
it that the list is continuously reviewed and updated at the beginning of each
day. This will help you plan better and to meet the deadlines set.
General Hints
Treat all days equal
Do not work when you are not well
Work Budget & Audit
Plan a week ahead
Time for family
Social visits
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Biological time
Sleep, Food & Physical exercise
4. Be Flexible :
Allow time for interruptions. Experts often suggest that a person should plan
to complete the work in 50% or less of the total time available. Plan your
work commitments daily as it will give you the flexibility to handle work
emergencies that arise in terms of unscheduled meetings, sudden deadlines
and priorities.
5. Keep yourself involved :
Dedicate yourself to the work at hand until it is complete. If you have some
free time, make sure that you utilize it in doing some constructive work for the
development of the organization. This would help you in effective timeutilisation.
Excellent Time Management is useful for
Excellence of Self
Excellence of Group
Excellence of an Organization
We Should also be
a) Emotionally Intelligence
b) Master of Communications
c) Master of Organizations
d) Master of Information Technology
e) Master of Human Relations
f)
Master of Public Relations
WE Should be master of SWOT analysis
Our Strengths of managing time effectively
our Weaknesses of wasting time
We should find outOpportunities for meaningful time management
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We can avoidThreats of Failures, non functioning
We should have habit of
Self Editing of our activities and
Self Auditing of Time consumptions
Excellence in Time Management requires intensive and extensive
introspections.
We Spend Time on:
1) Routine activities
2) Productive activities
3)
Creative activities
We Should Know difference between
1) Efficient use of Time
2) Excellent use of Time
WE should also be aware about difference between
1) Hard working people and
2)
Smart working people
For an excellent time management, we should have
We should also know that Excellent Time Management comes through
Knowledge Skill
Desire
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1) Physiological Personality
2) Intellectual Personality
3) Emotional Personality
4)
Spiritual Personality
It is good to be in Time but best how we use Time in creative way.
Characteristics of Time
Universal
Invariable - Moves at fixed rate
Untamable
Irretrievable - Once gone, it is for ever
Indivisible - Time & Life
Every feeling, Thought & Action
Paradoxes of Time
No one has enough time yet everyone has
Time cannot be managed, We can manage ourselves
Learn to invest time for maximum return
Get No.1 priority done first
Time wasters
Manage time & achieve goal
Plan your time for
Correspondence
Visitors
Travel For Self Development
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Thinking
Reading
Studying
Planning etc.
Approach to time Management
Biological i.e. Bodily function
Social
Self, Family , Society, Professional Work
Principles
Your time is your time only
Take care of your time, time will take care of you.
Rapid progress through utilising time effectively.
The Pareto Time Principle
The Trivial Many 80% of the Produces 20% of the
Situations (or) Problems time spent result
The Viral Few 20% of the Produces 80% of the
Situations (or) Problems time spent results
Boss Imposed
System Imposed YOU Colleagues Imposed
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Subordinate Imposed
Can We Discipline Time
Yes,
Time can be disciplined as same as other resources like, men, material and money.
Time Management is self discipline
Each individual is a manager of Time
It is a question of habits
Time Wasters
Internal Time Wasters ( Individual habits affecting time discipline)
Disorganisation
Procrastination
Inability to say no
Indecision
Others causative factors:
Lack of Planning
Lack of prioritizing
Leaving things unfinished
Attempting too much at once
Poor communication
Talkative nature
Work & Stress
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TIME WASTERS
External Time Wasters (Organization's Bad Habits)
Telephone interruptions * Drop in visitors
Under / over staff * Untrained / inadequate staff
Absenteeism * Ineffective delegation
Too many meetings * Long & Unproductive meetings
Visual Distractions * Not being informed
Multiple bosses * Lack of secretarial assistance
Lack of role / goal clarity * Lack of decentralization
Interference * Procedures & Systems
Paper work & correspondence * Inspection
Transport Immobility * Tea / Coffee / Lunch breaks
PHYSICAL FACTORS
Acidity
Depression
Absent mildness
High Blood Pressure
Ulcers
Obesity
Indigestion Effects
Methods of Time Management
Daily Dairy
Time Inventory
Identify Time Wasters - Then uproot it
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Identify the habit of Do it today
Fixing Targets - Daily, Weekly, Monthly, Quarterly, Yearly
Short term / Long term target
Follow time log
Enter brief description of major activity for 15-30 minutes blocks
Fill time log- at least Thrice a day
Personal Asst./ Secretary
Proper Planning
Goal Setting
Precautions in Time Management
Estimate your Time :
Intervention by boss + A major project being given to you during a
week + 10% additional time over your estimate.
Expect the unexpected. Therefore remain flexible
Schedule your most vital activities, when you are at your physical and
mental peak
Concentrate on the first half of your day - keep in mind body rhythm
Do high priority things first
Reserve large blocks of time for important activities
Schedule similar activities together
Follow your value system and organisation culture
Never loose sight of your long, medium & short range goals. Your
scheduling should move towards that.
Try to prefix dictation time, mail time, visitors time etc.
How to Manage Stress ?
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1. Make your schedule more manageable and cut unimportant items out of your To-Do
list. Your procrastination may be your brain refusing to cooperate with an
unreasonable schedule.
2. Manage your time better, and don't let tasks linger. One at a time, begin the tasks that
you have been putting off, and start checking them off your list.
3. Reduce stress in your life and make time for fun activities. Procrastination is
sometimes a coping mechanism that slows you down in order to reduce anxiety.
4. Get Physical! Get off that couch and bring your energy levels up by engaging in a
physical activity: Walking, running, swimming - or whatever else works for you.
5. Motivate yourself by trying to do what you love. Lack of motivation and
procrastination can feed on each other, so break away from that vicious cycle by
doing something that motivates youa job, a hobby, a course, an activity.
6. Overcome your fear of lack of skills for undertaking a particular task. Jump into the
task head on and the skills will follow!
7. Do not mistake delay for perfectionism. Dont try to wait until the task in its entiretyseems perfect in your mind. Break it down into sub-tasks, and take the first imperfect
step. Rememberan imperfectly completed task is a thousand times better than a
perfect task that is never started.
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The Treasures of Time
Yesterday is but
a dream
and Tomorrow is
only a vision.
But Today, well
lived
makers every Yesterday
a dream of happiness
and every Tomorrow
a vision of hope
One day at a time!
One day at a time, with its failure and fears,
With its hurts and mistakes, with its weakness
and tears,
With its portion of pain and its burden of care;
One day at a time we must meet and must bear.
One day at a time, but the day is so long,
And the heart is not brave, and the soul is not
strong,
O Thou pitiful God, be Thou near all the way;
Give courage and patience and strength for the
The Treasures of Time
Yesterday is
a Cancelled Cheque
Tomorrow is
a Promissory Note
Today is
Ready Cashuse it !
One day at a time!
One day at a time to be patient and strong;
To be calm under trial and sweet under wrong;
Then its toiling shall pass and its sorrow shall
cease;
It shall darken and die, and the night shall
bring peace.
Not the morrows uncertain and shadowy care;
Not yesterdays load we are called on to bear,
Why should we look forward or back with
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day.
One day at a time and the day is His day,
He hath numbered its hours, though they haste
or delay;
His grace is sufficient; we walk not alone;
As the day, so the strength that He giveth His
own.
dismay?
Our needs, as our mercies, are but for the day
Ive shut the door on yesterday.
And thrown the key away.
Tomorrow holds no fears for me,
Since I have found Today!
Do it now!
If you have hard work to do,
Do it now!
Today the skies are clear and blue,
Tomorrow clouds may come in
view.
Yesterday is not for you;
Do it now!
If you have a song to sing,
Let the tones of gladness ring,
Clear as song of bird in spring.
Let each day some music bring;
Sing it now!
If you have some kind words to say,
Say them now!
The Clock of Life
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Sing it now!
Tomorrow may not come your way,
Do a kindness while you may.
Loved ones will not always stay;
Say them now!
If you have a smile to show,
Show it now!
Make hearts happy, roses grow,
Let the friends around you know,
The love you have before they go;
Show it now!
Realising Value of Time
To realize the value of one year
Ask a student who has failed a final exam!
To realize the value of one week
Ask an editor of a weekly newspaper!
To realize the value of one minute
Ask a person who has just missed the bus,
train, or plane!
The clock of life is wound but once,
And no man has the power,
To tell just when the hands will stop,
At late or early hour.
Some of the biggest Fires
Could have been extinguished
by pouring a cup of water
at the right time!
Realising Value of Time
To realize the value of one month
Ask a mother who has given birth to a
premature baby!
To realize the value of one hour
Ask the lovers who are waiting to meet!
To realize the value of one second
Ask a person who has survived anaccident!
Now, is the only time you own.
Live, love, work with a will.
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To realize the value of one millisecond
Ask a person who has won a silver medal
in the Olympics!
Place no faith in tomorrow,
For the clock may then be still.
Take Time
Take time to laugh.
It is the music of the soul.
Take time to play.
It is the secret of perpetual youth.
Take time to read.
It is the fountain of wisdom.
Take time to be friendly.
It is the road to happiness.
Take time to work.
It is the price of success.
Take Time
Take time to dream.
It is reaching for the stars.
Take time to think.
It is the source of power.
Take time to give.
It is too short a day to be selfish.
Take time to love and to be loved.
It is a God-given privilege.
Take time to pray.
It is the greatest power on earth.
This too will pass.
These are wonderful words
to be used at all times in life!
When things are
absolutely alarming
or dauntingly dreadful
when everything is just
This too will pass.
joyous or delightful
say these four words to yourself.
They will give you
a sense of perspective
and help you
to make the most of good
and be calm and unruffled
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superb and marvelous, by what is bad!
Prime Time Always
Many men write to me about the matter of their age. One man writes I am 51. Am I too
old to start a business of my own? And another writesI am 18. Am I too young to go on
the road as a salesman?
A baby boy in a cradle is a centre of attraction. And if he lives to be 100 year old, he will be
a centre of attraction again.
In every year of a mans life there is some special advantage that he can possess. A man
possesses certain qualities in childhood. When he is 20, he has lost these qualities and gained
others. He has new qualities at 40 and at 60 and at 80. There is a loss of some but a gain of
other qualities. This is true if he keeps himself mentally young.
How old a man is, that simply does not matter He can be creative and influential at any age.
Mozart started giving concerts when he was 6, and Michelangelo did his most famous work
when he was 87.
Pitt was Prime Minister when he was 24, and Gladstone was when he was 83.
Goethe began to be write when he was 10, but wrote his greatest production Faust when he
was 80.
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Coleridge was 25 when he wrote his most famous poem The Ancient Mariner, and
Leonardo da Vinci was 77 when he painted his famous picture The Last Supper.
So, what about this matter of age? Is it not a complete delusion, that a man can be either tooold or too young to accomplish any useful work? A mans creative life can begin at 8 or at
80. This is a fact we discover by reading the lives of great men.
No matter how young you are, or how old you are,
You are never handicapped by age
Slow me down. O Lord
Slow me down O Lord!
Ease the pounding of my heart by
the quieting of my mind.
Steady my hurried pace with a vision of
the eternal reach of time
Give me, amid the confusion of the day,
the calmness of the everlasting hills.
Break the tensions of my nerves and
the muscles with the soothing music of
the singing streams that live in my memory.
Slow me down O Lord!
Teach me the art of taking minute
vacations.
of slowing down to look at a flower,
to chat with a friend, to pat a dog,
to smile at a child,
to read a few lines from a good book.
Remind me each day that the race is
not always to the swift that
there is more to life than increasing its speed.
Let me look upward to the towering oak
and know that it grew great and strong
because it grew slowly and well!
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The Vision of Life
Each of us one day
Will be judged
by our
standard of life.
not by our
standard of living.
by our measure
of giving
not by our
measure of wealth
by our
simple goodness
not seeming greatness !
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1. I enjoy exploring new places.
2. I have a strong drive to succeed.
3. I make friends easily.
4.
I look for ways to improve my performance at work.
5. I prefer being a team member to being a team leader.
6. I am interested in other cultures and ways of life.
7. I notice typos and other errors in documents & publications.
8. People turn to me when there are decisions to be made.
9. I work persistently until my task is complete.
10.
I train, practice or study for competition, performance or test that will occur
months from now.
11.I am able to save money when necessary.
12. I take pride in my work.
13. It bothers me when I dont carry out my plans for the day.
14. In an argument, I can appreciate the other persons point of view.
15.
My opinion of myself is more important than others opinion.
16. I can calm myself down when I am under stress.
17. I am meticulous.
18. I enjoy a busy schedule of activities.
19.. In comparison to others, I accomplish tasks.
20. Even when I have a great job, I browse the employment pages for something
better.
21. I am an outgoing person.
22. I ask a lot of questions.
23.. I pride myself on being different.
24. I keep up with current issues.
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25. I naturally take on leadership roles.
26. Critical thinking is one of my strong suits.
27. I have a broad range of interests & hobbies.
28.
I am able to apply what Ive learned .
29. I am good at thinking outside the box
30. My clothing mirrors the current trends for my age group.
31. I thrive on change.
32. I keep my commitments.
>22 agree: excellent ability to cope up & turn into positive results
1621 agree: okay during changes & protect yourself
< 16 agree: poor performer during the changes
ANGER SCORE
Please answer the following questions true or false.
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1. I don't show my anger about everything that makes me mad, but when I do - look out.
2. I still get angry when I think of the bad things people did to me in the past.
3. Waiting in line, or waiting for other people, really annoys me.
4. I fly off the handle easily.
5. I often find myself having heated arguments with the people who are closest to me.
6. I sometimes lie awake at night and think about the things that upset me during the
day.
7. When someone says of does something that upsets me, I don't usually say anything at
the time, but later spend a lot of time thinking up cutting replies I could and should
have made.
8. I find it very hard to forgive someone who has done me wrong.
9, I get angry with myself when I lost control of my emotions.
10. People really irritate me when they don't behave the way they should, or when they
act like they don't have the good sense of a head of lettuce
11. If I get really upset about something, I have a tendency to feel sick later, either with a
weak spell, headache, upset stomach, or diarrhea.
12. People I've trusted have often let me down, leaving me feeling angry or betrayed.
13. When things don't go my way, I get depressed.
14. I am apt to take frustration so badly that I cannot put it out of my mind.
15. I've been so angry at times I couldn't remember things I said or did.
16. After arguing with someone, I hate myself.
17. I've had trouble on the job because of my temper.
18. When riled up, I often blurt out things I later regret saying.
19. Some people are afraid of my bad temper
20. When I get angry, frustrated or hurt, I comfort myself by eating or using alcohol or
other drugs.
21. When someone hurts or frustrates me, I want to get even.
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22. Ive gotten so angry at times that I've become physically violent, hitting other people
or breaking things.
23. At times, I've felt angry enough to kill.
24. Sometimes I feel so hurt and alone I feel like committing suicide.
25. I'm a really angry person, and I know I need help learning to control my temper and
angry feelings because it has already caused me a lot of problems.
10 or more, or any of last 4 que. True: Anger mgt. Problem - help reqd.
59 True: Normal Anger mgt. SkillsClinical help may be useful
04 True: Better than normal