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TRAINER : NATHAN RONEN, MBA .For ACMS ALBANIA Time managementone day workshop.

1November 10972-50-5209409GENESIS CONSULTANTS- ACMS LETS GET ACQUAITNANT Nathan Ronen- GENESIS -ACMS .2

Please close your cell- phones in class .thank you !

3Nathan Ronen- GENESIS -ACMS . 3November 10972-50-5209409GENESIS CONSULTANTS- ACMSworkshop ObjectivesClarify participant objectives.Recognize signs of chronic disorganization.Identify the most common time wasters & interruptions of working time and ways to eliminate them./ 4

Nathan Ronen- GENESIS -ACMS . November 10972-50-5209409GENESIS CONSULTANTS- ACMSworkshop Objectives (2) Determine why and where you procrastinate and how to overcome procrastination and delays.Apply practical techniques, concepts, and strategies developed through this program.5Nathan Ronen- GENESIS -ACMS . Method of training:

I shall propose to you models and techniques.You will be asked to get involved, bring your thoughts and ideas .Together we will have an exciting learning experience based on class discussions; colleagues inter learning presentations, tutorial films and questionnaires

6Nathan Ronen- GENESIS -ACMS . 718 November 2010S R RAGHUNATH, VICE PRINCIPAL, RTC, CHENNAI & MADURAI7People make mistakes that result in: wasted time unfinished workpiles of paperworkmissed opportunities.Feelings of guilt and incompetence.Stress and panic-deadlines!

Nathan Ronen- GENESIS -ACMS . What is the meaning of TIME ?TIME MYTH - time is money, cycle of life, good/bad times, death denial, TIME IN DIFFERENT CULTURES.(manayana)

PERSONAL TIME CONCEPTIONS what type are you? Early riser? Slow eater? adrenalin addict?

LIFE PRIORITIES?- urgent or important? PLANNING OR REACTING?

TIME WAISTERS8

Nathan Ronen- GENESIS -ACMS . 8November 10972-50-5209409GENESIS CONSULTANTS- ACMS9Time = Self ManagementYou do not manage time!Yourself, othersand work. You manage:

Nathan Ronen- GENESIS -ACMS . November 10972-50-5209409GENESIS CONSULTANTS- ACMSA Challenge : Now, Please tell us Your definition of

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T I M E M A N A G E M E N TNathan Ronen- GENESIS -ACMS . November 10972-50-5209409GENESIS CONSULTANTS- ACMSWHY TIME MANAGEMENT?We all have the same amount of time.Some people are managing their time better than others:Disorganized people are wasting valuable time simply dealing with their day to day workload.over organized people spend too much time constructing over elaborated and rigid plans that never work.11Nathan Ronen- GENESIS -ACMS . Hey are 11November 10972-50-5209409GENESIS CONSULTANTS- ACMSWHY TIME MANAGEMENT? (2)Time management means that you are in control !

You avoid panic ,stress, you do not miss deadlines.You do not have the feeling that your work is piling up endlessly 12

Nathan Ronen- GENESIS -ACMS . WHY TIME MANAGEMENT ?To utilise the available time in optimum manner to achieve ones personal and professional goals.13Nathan Ronen- GENESIS -ACMS . Another Definition: The predictable control an individual can exercise over a series of events with minimum stress .14

Nathan Ronen- GENESIS -ACMS . November 10972-50-5209409GENESIS CONSULTANTS- ACMS

The Execution Gap

The gap between what we have planned for today vs. -a vs. our results brings pressure and stress. Especially if you have a deadline. Although we have been very busy all day, if we do not accomplish what we aimed for we feel guilty , tired and not EFFECTIVE.

15Nathan Ronen- GENESIS -ACMS . 15November 10972-50-5209409GENESIS CONSULTANTS- ACMSPLEASE FILL IN TIME MANAGEMENT QUESTIONNAIRE

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Self assessment 10 questionsTIME MANAGEMENT QUESTIONNAIRENathan Ronen- GENESIS -ACMS . 10 17

Nathan Ronen- GENESIS -ACMS . 17November 10972-50-5209409GENESIS CONSULTANTS- ACMSRESULTS?

Nathan Ronen- GENESIS -ACMS .18 1919HOW DOES A MAN SPEND HIS YEARS

If the lifespan of a person is 80 years, he spends his time as under: In sleep 25 yearsIn studies / education 12--15 yearsIn taking rest / illness 6 yearsIn holidaying & recreation 7 yearsIn commuting 3 yearsIn eating/SEX/ friends/family 3 yearsGetting ready to do the above 3 years ------------------Total period spent 62 years =======

This means that the remaining 18 years onlyare spend in useful work...

LIFE SPAN OF HUMAN BEINGS.Nathan Ronen- GENESIS -ACMS . TIME IS MONEY ?You can make money but you cant make time. An inch of gold cannot buy an inch of time. (Chinese proverb).

20Nathan Ronen- GENESIS -ACMS . 7718 November 2010TIME IS MONEY.YESTERDAY IS A STALE CHEQUE

TOMORROW IS A POST-DATED CHEQUE

TODAY IS PURE 24 HOUR CURRENCY

PLAN & UTILISE / SPEND IT WITHWISDOM.

Nathan Ronen- GENESIS -ACMS . GENESIS CONSULTANTS- ACMSNovember 10972-50-520940921IF YOU DO THINGS IN A HASTE, YOU WILL MOST PROBABLY HAVE ENOUGH TIME TO DO THEM AGAIN...

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Nathan Ronen- GENESIS -ACMS . 22November 10972-50-5209409GENESIS CONSULTANTS- ACMSMAKE TIME FOR EVERYTHINGTake time to work, it is the price of successTake time to think, it is the source of powerTake time to play, it is the source of youthTake time to read , it is the source of wisdom. 23Nathan Ronen- GENESIS -ACMS . Take time to love, it is the privilege of mankindTake time to serve, it is the purpose of lifeTake time to laugh, it is the music of the soul ( psalms)24Nathan Ronen- GENESIS -ACMS . EFFICIENCY vs. EFFECTIVENESSOften worst performers are those who seem to be working hardest and longest hours . They are always very busy but not necessarily effective

25Nathan Ronen- GENESIS -ACMS . EFFICIENCY vs. EFFECTIVENESSA group of workers and their managers are set a task of clearing a road through a dense jungle on a remote island to get to the coast in order to build a port. Managers organise the labour into efficient units and monitor the distribution and use of capital assets progress is excellent. The managers continue to monitor and evaluate progress, making adjustments along the way to ensure the progress is maintained and efficiency increased wherever possible. Then, one day amidst all the hustle and activity, one person climbs up a nearby tree. This person surveys the scene from the top of the tree and ....................26Nathan Ronen- GENESIS -ACMS . 26November 10972-50-5209409GENESIS CONSULTANTS- ACMSEFFICIENCY vs. EFFECTIVENESSAnd shouts down to the assembled group below Hey , Wrong Way !(Story adapted from Stephen Covey (2004) The Seven Habits of Highly Effective People).

Management is doing things right, leadership is doing the right things (Warren Bennie and Peter Drucker)27Nathan Ronen- GENESIS -ACMS . 27November 10972-50-5209409GENESIS CONSULTANTS- ACMSParkinsons Law :Work expands to fill ALL the time available for it.

Beware !

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Nathan Ronen- GENESIS -ACMS . COFFEE BREAK 15 MINUTES .

Nathan Ronen- GENESIS -ACMS .29 A SHORT STORY : what is important in life?A very famous professor , was invited to Harvard Business school to give a lecture on Time ManagementHis audience consisted of 15 of the most senior CEOS of US firms.

30Nathan Ronen- GENESIS -ACMS . 30November 10972-50-5209409GENESIS CONSULTANTS- ACMS31The lecture was one of five lectures in a daily workshop , organized by the Harvard alumni, for the CEOs , all Harvard University graduates.

Nathan Ronen- GENESIS -ACMS . 31November 10972-50-5209409GENESIS CONSULTANTS- ACMSStanding in front of this group of elite executives , all anxious to hear his lecture , the professor looked around the room and quietly said : we are going to do an experiment

32Nathan Ronen- GENESIS -ACMS . 32November 10972-50-5209409GENESIS CONSULTANTS- ACMSHe put on the table in front of him, a medium sized empty glass aquariumThen , he put in the aquarium a dozen of granite rocks , each a bit bigger than the size of a tennis ball.His admiring audience glanced at him quietly.

33Nathan Ronen- GENESIS -ACMS . 33November 10972-50-5209409GENESIS CONSULTANTS- ACMSWhen the glass container was filled with the rocks up to its top ,the distinguished professor looked at his audience and asked; IS THE CONTAINER FULL? All as one, agreed: Yes ! Sure !

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Nathan Ronen- GENESIS -ACMS . 34November 10972-50-5209409GENESIS CONSULTANTS- ACMSThe professor had this little cynical mysterious smile as he bent down under the table and raised holding in his hands a big bag full of rubble stones.He poured the content of the bag into the container, shook it in order to allow the rubble to penetrate between the bigger stones.When the rubble reached the top, he stopped.

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Nathan Ronen- GENESIS -ACMS . 35November 10972-50-5209409GENESIS CONSULTANTS- ACMSNow, the professor looked at his audience and asked again: IS THE CONTAINER FULL? A confused whisper was the reaction and someone the said; I think no !?

36Nathan Ronen- GENESIS -ACMS . 36November 10972-50-5209409GENESIS CONSULTANTS- ACMSThats correct said the professor. again he bent down under the table and raised holding in his hand another big brown bag filled with white sea sand.he poured the sand into the container , while shaking it well , the sand immediately filled all space between the rocks and the rubble till the top,

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Nathan Ronen- GENESIS -ACMS . 37November 10972-50-5209409GENESIS CONSULTANTS- ACMSHere again the professor looked at his distinguished audience and asked : IS THE CONTAINER FULL? This time the reaction was anonymous: We think - no !

38Nathan Ronen- GENESIS -ACMS . 38November 10972-50-5209409GENESIS CONSULTANTS- ACMSThats correct said the professor smiling. . again he bent down under the table and raised holding in his hand a big jar filled with plain water.he slowly poured the water into the container , while shaking it well , the water was absorbed by the sand and immediately filled all space between the sand , the rocks and the rubble till the top.

39Nathan Ronen- GENESIS -ACMS . 39November 10972-50-5209409GENESIS CONSULTANTS- ACMSThe old professor looked at his students and asked: what truth can we learn from this experiment ?

One of his bright students immediately responded: In Time Management , even if you think you are over loaded with tasks, with some effort you can always squeeze in some more to do ! Nathan Ronen- GENESIS -ACMS .40

40November 10972-50-5209409GENESIS CONSULTANTS- ACMSNo, NO ! ! ! Said the professor with impatience,the big truth is quite simple, if you do not put in the big rocks first, you can never add them later on

41Nathan Ronen- GENESIS -ACMS . 41November 10972-50-5209409GENESIS CONSULTANTS- ACMSA deep silence prevailed the room.All the executives tried to grasp the deep implication and significance of the professors sentence.

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Nathan Ronen- GENESIS -ACMS . 42November 10972-50-5209409GENESIS CONSULTANTS- ACMSThe professor stared at each of them quietly, and asked : what are the big rocks of your life : Is it your health?Is it your fortune?Is it your career? Is it your family? Is it your vision and dreams? Vacation? big house? Sports car? Friends?

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Nathan Ronen- GENESIS -ACMS . 43November 10972-50-5209409GENESIS CONSULTANTS- ACMSBig Rocks = most important The simple truth is that when we plan our life, either at work or elsewhere , unless we pay attention to handle the big rocks first, we might miss the control of things the most important in life.as if you put the small things first ( the rubble or the sand) all of your time will be filled with them and you will not have the time to handle the real important issues 44

Nathan Ronen- GENESIS -ACMS . Imagine, said the professor , you are alone in the woods and you have only an axe to cut your way out. A smart man would dedicate his time to sharpen his axe first before he starts cutting.A stupid one will say he does not have the time to deal with the axe as there is too much work to do. Nathan Ronen- GENESIS -ACMS .45 Therefore, as managers you must plan ahead and ask yourself:What are the big rocks at my work?Why am I here ?What is the purpose of my Job? When you find the answer to these questions, put them in first !

46Nathan Ronen- GENESIS -ACMS . 46November 10972-50-5209409GENESIS CONSULTANTS- ACMSThe paradox of Multi task people Because we do not know whats important, all looks important.As a result , we do all ! People see that we do all and expect us to do all.Because we do all, we are too busy to think what is really important. 47Nathan Ronen- GENESIS -ACMS . 47November 10972-50-5209409GENESIS CONSULTANTS- ACMSThe old professor looked with compassion at his astonished students. Gave them a big smile and said: set priorities ! do not waste your time on trivial mattersHe waved to them and left the room.

48Nathan Ronen- GENESIS -ACMS . 48November 10972-50-5209409GENESIS CONSULTANTS- ACMSLUNCH BREAK BON APPETITE

49November 10972-50-5209409GENESIS CONSULTANTS- ACMS EISENHOWER MATRIX OF TASK CLASSIFICATION

50Nathan Ronen- GENESIS -ACMS .NOT URGENTURGENTIMPORTANT NOT MPORTANT 1234 18 November 201051URGENTNOT URGENTIMPCRISESDEAD LINESPRESSINGPROBLEMSPLANNINGPREVENTIVEFUTURE OPPORTUNITIESRELAXEDQUALITYNOTIMPINTERRUPTION time wastersMEETINGSTELE CALLSPOPULAR ACTIVITIESTRIVIALGOSSIPINGCHIT CHATTIME WASTERSIIIIIIIVTime Management Matrixathan Ronen- GENESIS -ACMS . WHAT IS THE MOST IMPORTANT FACTOR ?52Nathan Ronen- GENESIS -ACMS .NOT URGENTURGENTIMPORTANT NOT MPORTANT 1234

THIS IS GOOD IN THEORY? SO WHY ARE MOST OF US DEALING WITH URGENT AND NOT IMPORTANT? Nathan Ronen- GENESIS -ACMS .53

LETS VIEW A SHORT TUTORIAL VIDEO We are going to view now a short Video ( 26 minutes) called the unorganized manager.Please make notes while watching the film in the following points: Does he set any priorities? Does he delegate power? Does he organize himself and others? Nathan Ronen- GENESIS -ACMS .54 Let us divide into working small groups I shall give you now the MAP & ASSESS form especially designed for this meeting.Please fill it in individually and than work in a group analyzing the video the unorganized manager What are your team recommendations for this manager?Write it down on big paper.Nathan Ronen- GENESIS -ACMS .55 COFFE BREAK

Nathan Ronen- GENESIS -ACMS .56 Conclusion; Nathan Ronen- GENESIS -ACMS .57

Time management in 5 simple phases : 1.Set priorities.2.Set Goals = active or reactive.3.Plan your Goals and moves.4.Allocate realistic time table.5.Learn to use time management techniques.

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58November 10972-50-5209409GENESIS CONSULTANTS- ACMS1. SET PRIORITIES IN LIFE How do I know what are my big rocks?Divide them to professional and personal priorities.Set your self a vision- where do you want to be in 5 years from now? Start working today towards this future

. . 59Nathan Ronen- GENESIS -ACMS . 59November 10972-50-5209409GENESIS CONSULTANTS- ACMS2. set goals to each priority Personal priorities;Problem : I do not see my wife and familySolution: set a meeting in your diary and stick to it, do not eat in front of TV. Work priorities;Problem: I am over loaded with work and I hesitate to tell my boss that I can not meet the deadline.Solution: I sit with my boss and ask him to prioritize my tasks or assist me with resources . 60Nathan Ronen- GENESIS -ACMS . 60November 10972-50-5209409GENESIS CONSULTANTS- ACMS3. Planning Good planning is bringing the future into the present so you can do something about it now! 61Nathan Ronen- GENESIS -ACMS .

61November 10972-50-5209409GENESIS CONSULTANTS- ACMSMANAGERS TIME; planning Planning is key managerial function but research shows that less than 5% of management time goes on planning.Pareto Principle : 20% of your time will produce 80% of your productive output. Can you afford not to manage at-least that 20% ?

62Nathan Ronen- GENESIS -ACMS . PLANNING (2)Mapping and assessing possible obstacles and time wasters

Realizing that bad planning has a price; constant frustration, fire extinguishing, waste of resources, and fear to take the blame.

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63November 10972-50-5209409GENESIS CONSULTANTS- ACMSPLANNING (3) ASK YOURSELF ;

Why - is this activity necessary?What - what purpose does it serve?When -is the best time to do it??Who can do it best? Delegate.Where- office, meeting room? Coffee shop?How -what is the best way to do it ? 64Nathan Ronen- GENESIS -ACMS .

64November 10972-50-5209409GENESIS CONSULTANTS- ACMS4. Making time Imagine: how do you envisage the solution to fulfilling the task?

Think of the steps needed to prepare a birthday cake.

Break the process to sub stages, allocate realistic time table.

efficiency and effectiveness orientation Use project management tools: MBO /GANTT/ PERTH ?/65Nathan Ronen- GENESIS -ACMS . 65November 10972-50-5209409GENESIS CONSULTANTS- ACMSExample of a product oriented work breakdown structure of an aircraft system.

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Nathan Ronen- GENESIS -ACMS . 5. DO LIST - techniques of Time Management Do not rely on slips of paper, use outlook, electronic organizer, diary. write reminders to yourself in accordance to deadlines.

Do not procrastinate !

Delegate motivate and train your staff independent staff leave you more time to manage.

Always leave open time in your schedule, you need some time for yourself.

68Nathan Ronen- GENESIS -ACMS . 68November 10972-50-5209409GENESIS CONSULTANTS- ACMSCOMMON TIME MANAGEMENT PROBLEMSNathan Ronen- GENESIS -ACMS .69

PROCRASTINATION: 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 worlds number one time waster. Banish it from your life. There is no time like present to do any work. 70Nathan Ronen- GENESIS -ACMS . POOR DELEGATION 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 resourcesDelegation implies transferring initiative and authority to another

71Nathan Ronen- GENESIS -ACMS . DELEGATION OF POWER Delegation is a great motivator. It enriches jobs, improves performance & raises morale of staff.

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THE ART OF DELEGATION 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. Delegation is not abdication. Some degree of control needs to be maintained. 73Nathan Ronen- GENESIS -ACMS . DIFFICULTIES IN .DELEGATIONIts risky.We enjoy doing things.We dont sit & think.Its a slow process.Like to be top of everything.Will subordinate outstrip us?Nobody can do it as PERFRCT as I can74Nathan Ronen- GENESIS -ACMS . OFFICE MIS-MANAGEMENT Develop an efficient system of office working. Muddle makes work and wastes time. Strive for good order in your office. Utilise all resources fully.Handle telephone properly. Dont let it become a nuisance. 75Nathan Ronen- GENESIS -ACMS . TIME EFFECTIVENESS IN OFFICES 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 76Nathan Ronen- GENESIS -ACMS . MAKE THE TELEPHONE WORK FOR YOUTelephone 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. 77Nathan Ronen- GENESIS -ACMS . CONTROL INTERRUPTIONS 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 persons office.Get visitors to the point.Be ruthless with time but gracious with people.Use a call-back system for telephone calls. 78Nathan Ronen- GENESIS -ACMS . MEETINGS Meetings are potential time wasters.Meetings are necessary evil; distractions from ones 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. Monitoring decisions to avoid loss of time.79Nathan Ronen- GENESIS -ACMS . MEETINGS (2)Call only those who are involvedHave a written agenda and circulate to all along with supporting papersDo not over-pack the agendaAgenda should not have Any other itemStart on timeStick to agendaBeware of Hijackers

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Meetings (3)Come prepared (with facts and figures)Come on timeTalk to the point .Do not try to divert the discussionDo not try to hijack the meeting 81Nathan Ronen- GENESIS -ACMS . BOSS-IMPOSED TIME 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. 82Nathan Ronen- GENESIS -ACMS .

ROLE OF SUBORDINATERealise that Boss has a wider visionDevote time as per organisational objectives and your goalsGo to your Boss only after doing your home workManage the problems which can be tackled at your level.83Nathan Ronen- GENESIS -ACMS . Nathan Ronen , MBA LOVE MAKES TIME PASSTIME MAKES LOVE PASS

THANK YOU IT HAS BEEN MY PRIVELAGE TO BE WITH YOU !

84November 10972-50-5209409GENESIS CONSULTANTS- ACMSPLANNING THE DAY Prepare a list of priorities for the day based on urgency and importance. Get the timing right.Morning is the time for hard work.Interesting work, meetings and social events can take place in off-peak time. Have work-breaks to over come fatigue.

85Nathan Ronen- GENESIS -ACMS . Monkey-on-the-backWhy some managers are typically running out of time while their staff is running out of work.It can be explained by analogy. Monkey is next move or problem or opportunity that comes to us.86Nathan Ronen- GENESIS -ACMS . MONKEY-ON-THE-BACKMonkeys are task you gave to your staff and belongs to them.By allowing Monkey from your subordinates on to your back you volunteered for two things:

Accepted responsibility for the problem from him.Promised him a progress report.

Now he will pressurize you to do what actually is his job.

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10 commandments of time management Conclusion

18 November 201089TEN COMMANDMENTS OF TIME MANAGEMENTPLAN.WORK WITH TEAM SPIRIT.DONT BE A PERFECTIONIST.DELEGATE.CONCENTRATE.TAKE BREAKS.DONT BE A WORKAHOLICAVOID CLUTTER.DONT BE AFRAID TO SAY NODONT PROCRASTINATE.

Nathan Ronen- GENESIS -ACMS .

Why Is It Necessary?90What does Time (SELF) Management do for you, your job, your group and/or your organization?Nathan Ronen- GENESIS -ACMS . November 10972-50-5209409GENESIS CONSULTANTS- ACMS