time management.badal ppt

Time management

By: BADAL MOHARANA

HRD Cell BMS Odisha- [email protected] 1

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INTRODUCTION

• WE ARE VERY VIGILANT ABOUT OUR WEALTH, RELATIONS & STATUS.

• HOWEVER WE ARE NOT THAT CONSCIOUS ABOUT OUT TIME MANAGEMENT.

HRD Cell BMS Odisha- [email protected]

Try and answer this quiz!How old were you five years ago?What did you look like at that time?What did you do then?What has changed ever since?What have you achieved in this time?And…….How quickly do you think has the time passed?


You will agree with no hesitation that,TIME has passed very quickly!

That is the mystery with this phenomenon called TIME

It passes very quickly and no one seems to know how!!

Any way like in everybody’s case, in your case also, nothing can be done about the past.

So let us look at the Future – next 5 years!


How old will you be 5 years from now?

What do you think you will look like at that time?

What do you think you will be doing then?

What would have changed by then?

What do you wish to achieve in this time?And…….

How quickly do you think would the time pass now?

Would it be slower or faster than the last 5 years ???


NONE OF THESE!The time would neither be faster nor slower.The clock would move at the same speed, onesecond at a time.This has never changed and will never change!

What matters is how well YOU keep pace withthis speed!

24 hours is what all have in common.Yet some achieve SO MUCH in this time and some achieve NOTHING.

WHY ?Let us look at an old story…….. PM & His follower

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IMORTANCE OF TIME

It does not matter how hard You work or how much Time You spend working, but what matters is HOWmuch You achieve in a given period of time.

• “TIME AND TIDE WAIT FOR NO-BODY”.

• THOSE WHO WANT TO KEEP THEIR FOOT- -PRINTS ON THE SAND OF TIME, HAVE TO UNDERSTAND THE IMPORTANCE OF TIME.

• OUR TIME IS NORMALY GOES IN ---- -- PROCRASTNATION, -- AIM-LESS MEETINGS, -- TELEVISION, -- MEETING PEOPLE WITHOUT APPOINTMENTS, -- GOSIP & UN-NECESSARY DISCUSSIONS.


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IMORTANCE OF TIME WE REMEMBER IMPORTANCE OF TIME ONLY ON SOME

SPECIFIC EVENTS AS GIVEN BELOW.

Importance of one Year Ask Student Who Has Failed

Importance of one Month Ask a Lady Who Has Delivered Prematurely

Importance of one Week Editor Of Weekly

Importance of one Day Ask Daily Wages Man

Importance of one Hour Waiting On Bus-stop For a Beloved

Importance of one Minute Ask Who Missed His Train

Importance of one Second Ask Who Is Saved from an Accident

Importance of one

Million-second

Ask Who Lost a Gold Medal in Olympic


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Distribution of Our Life-time

TO UNDERSTAND “HOW WE SPEND OUR TIME”, Mr. CHARLS SWAB IN 1936 APPOINTED ONE COMMITTEE BY SPENDING 25000 DOLLARS.

THEY HAVE STUDIED THE LIFE STYLES OF MANY BUSINESSMEN ANS BUSSINESS EXECUTIVES FOR MANY MONTHS AND SUBMITED THEIR RESULTS.

THEIR FINDINGS ARE GIVEN IN THE TABLE IN NEXT SLIDE.


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Chart Showing the Distribution of Our Life-time

Heads Time Distribution- (Yrs.)

Normal Life Span 70 Years

Sleep 25 Years

Education 08 Years

Rest/ ill-ness 06 Years

Holidays/Enjoyment 07 Years

Traveling 05 Years

Eating 04 Years

Change 03 Years

Effective Time Available for Work

12 Years


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Five Important Management Aspects ( 5M )

Material Management

Money Management

Man Management

Mind Management

Minute Management


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IMPROVE YOUR LIFE-STYLE

• TODAY LIFE HAS BECOME VERY FAST. IF WE FAIL TO MATCH THE SPEED OF OUR LIFE WITH THE SPEED OF THE WORLD, OUR TRAIN OF LIFE MAY GET DE-RAILED.

• IF YOU WANT TO AVOID IT, YOU WILL HAVE TO ADOPT “TIME MANAGEMENT” IN YOUR DAY TO DAY LIFE.

• THERE ARE THREE IMPORTANT ASPECT OF INDIVIDUAL TIME MANAGEMENT ---- (1) KEEP TIME LOG OF TIME SPENT BY YOU.(2) KEEP SOME SPARE TIME EVERYDAY FOR “TIME MANAGEMENT”.(3) MAKE NECESSARY CHNGES IN YOUR MINDSET.


Getting SMART with time

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Biological Rhythm & Body-Mind Energy Level

Morning 6 to 8 Energy Level Very High– Good For Work Planning

Morning 9 to12 Brain Energy Level High – Good For Taking

Decision

A-Noon 1 Energy Level Low – Good Time For Rest

A-Noon 3 Energy Level Very Low – Attend Phone calls

A-Noon 4 to 6 Good Muscular Energy Level – Playing Time

Evening 7 to 8 Body-mind is Tiered – Time for Dinner

Early- Morning 1 to 3

Body-mind Alertness very Low – Avoid Traveling or Driving at this time.


13HRD Cell BMS Odisha- [email protected]

PUT THE AVAILABLE TO BEST USE.

Now how do We achieve this in day to day working life in the midst of all pressures and pulls from several Senior and follower ?

That is TIME MANAGEMENT and it is all about PRODUCTIVITY

Get “SMART” with TIME

SMART is Simple Measures that Ascertain (Janiba)

Resourceful (Sadhan) usage of Time


14HRD Cell BMS Odisha- [email protected]

Getting SMART with timeSome of the measures are:

To-do list Goal setting ProactivenessPriorities Understanding others Improving yourself



Let us look at each of these in detailTodo listA todo list is a standard tool in time management. It usually is a

flat listof tasks that a person needs to complete. To increase the

efficiency of the ordinary todo list, prioritize the tasks in four different

categories:

1. Important and urgent, (Crises, Pressing problems, Deadline-driven projects)

2. Important and not urgent, (Prevention, PC activities,Relationship building Recognizing

new opportunities)

3. Not important and urgent, (Interruptions, some Calls, Some mail, some reports Some

meetings Proximate, pressing matters Popular activities)

4. Not important and not urgent. (Trivia, busy work, Some mail,Some phone calls Time wasters Pleasant activities)



Effective time management is learning to say No to tasks in categories 3 and 4 to make more time for tasks in categories 1 and 2.

Freeing yourself from doing the unimportant tasks leaves more time to focus on the important matters.

Hence PRIORITISE your tasks and LEARN to SAY NOto certain tasks

But if You still need to do those under cat 3&4, then how to proceed?



So if You still have to do those cat 3&4 jobs, then

-Set some time apart everyday to do such things (say evening 5 to 5.30 ?)

-Priorities even those cat 3&4 jobs before doing it.-See whether You can Delegate them to your subordinates

-Do not get immersed in these tasks just because the Senior wants it! The Mantra is PRIORITISE

Goal setting:

Set Rational specific short term goals – short term couldbe a week, a day or even an hour

Set Directional goals – general direction for long term –say “in one year I should be the HR person here”. Thisdirectional goal should answer a question You have to askYourself – “What do I want to be 3 years from now?”



Proactiveness:

Get proactive in your discussions. Ask and force Colleagues (including Senior ) to explain what they want in one Go! (like the PM in the story).

Then PRIORITISE the jobs

Understanding Others

Extremely important in Your job

Understand thoroughly what are the expectations from You.

Ask, clarify, ask again (if you are not clear) before youstart the job



Improving Yourself:

Do a SWOT analysis of Yourself (with no inhibitions)

S – StrengthW– Weakness O – OpportunityT – Threats

How do you do a SWOT of yourself?

Strengths:

What advantages do you have? What do you do well? What relevant resources do you have access to? What do other people see as your strengths?



Weaknesses:

What could you improve? What do you do badly? What should you avoid?Are You not qualified fully for the future opportunities?

Opportunities: (Cinema Chandin Chouk to Chaina)

Where are the good opportunities facing you? What are the interesting trends you are aware of?

Useful opportunities can come from such things as:Your immediate Senior quittingAlternate portfolio in a related field



Threats:

What obstacles do you face? Are the required specifications for your job changing? Is changing technology threatening your position? Could any of your weaknesses seriously threaten your job?Is there any threat to you which will force you not to take the “Opportunity” when it comes along?

Chalk out a strategy to overcome your W’s and T’s.

Constantly work towards improvement

It has to be an Everyday affair, not to be accumulated fora week and done at the end of the week.

Put little bit of time apart EVERYDAY for this and You willsee the improvement for Yourself very fast



Carrying out a personal SWOT Analysis is an important step in finding life and career direction.

Working towards minimizing your W’s and T’s is the nextMost important step.

Remember that improvement is an EVERYDAY affair!Is it my problem? – Most of us have this habit – of getting intomatters that do not concern us – mostly just because the Senior hasmentioned it and we do not know how to say NO politely. In such matters remember solving the whole world’s problems is not Your joband you will never be able to do it.

Those who try to get into everything to stay in the limelight or tobe the centre of attraction, should realize that they would do far moreGood to Themselves and the Organization by doing one thing GOOD rather than messing up several tasks simultaneously

Finding that extra hour


You can’t win it all – Everyday we undergo continuous struggle and competition. We can’t win all.

Learn to accept our failures with modesty and grace.

No battle is last battle and No opportunity is last opportunity.

Tomorrow will be a new day that will bring with it a NEW RAY of light.

Finding that extra hour will always be a challenge, but for a desiring soul that extra hour will always be present somewhere.

It is always present somewhere – for a desiring soul, it is just about keeping the Faith and preserving!

So Go Forward and Make It Happen



Little drops of Water And Little Grains of SandMake the mighty OceanAnd the Pleasant land

So the little MinutesHumble thought they beMake the mighty AgesOf Eternity

This is the TimeThis is the PlaceThis is your LifeThis is your Opportunity

Seize the DayUse this Moment

ACT NOW


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Biological Rhythm & Body-Mind Energy Level

Morning 6 to 8 Energy Level Very High– Good For Work Planning

Morning 9 to12 Brain Energy Level High – Good For Taking

Decision

A-Noon 1 Energy Level Low – Good Time For Rest

A-Noon 3 Energy Level Very Low – Attend Phone calls

A-Noon 4 to 6 Good Muscular Energy Level – Playing Time

Evening 7 to 8 Body-mind is Tiered – Time for Dinner

Early- Morning 1 to 3

Body-mind Alertness very Low – Avoid Traveling or Driving at this time.


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THANKSTHANKS


time management.badal ppt

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