Time Mgt ALM1

8/14/2019 Time Mgt ALM1

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TIME MANAGEMENT SKILLS


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STORYEvery morning in Africa a deer wakes up.It knows that it must run faster than

the fastest lion. Otherwise it will bekilled.

Every morning in Africa the lion wakes

up. It knows that it must run fasterthan the slowest deer. Otherwise it willstarve.

I t does not matter if you are deer orlion but when the sun rises it is

time to run.


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OBJECTIVES

What is Time Management?

Identify your BEST Time Zones

Time Management Tools &

Techniques

Goal Setting

Cost of Inefficiency

Major TIME WASTERS &

Remedies

Time Management Matrix

Procrastination

Delegation


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Eighty Six Thousand Four Hundred

Picture this:Each day your bank

deposits $86,400in your checking

account.

Theres just one catch.You have to spend it all

in one day.

You cant carry over anymoney to the next day.


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24 hours per day

X

60 minutes per hour

X60 seconds per minute

=

86,400 Seconds


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TIME IS THETIME IS THESCARCESTSCARCEST

RESOURCERESOURCE

AND

UNLESS IT IS MANAGED, NOTHING

ELSE CAN BE MANAGED- PETER F DRUCKER


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To Realize the Value of:

ONE YEAR, ask a student who faileda grade.

ONE MONTH, ask a mother whogave birth to a premature baby.

ONE WEEK, ask the editor of aweekly newspaper.

ONE DAY, ask a daily wage laborerwith kids to feed.

ONE HOUR, ask the lovers who arewaiting to meet.

ONE MINUTE, ask a person whomissed the train.

ONE SECOND, ask a person who justavoided an accident.

ONE MILLISECOND, ask the personwho won a silver medal in the

Olympics.


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TIME

MANAGEMENT ISMOSTLY CHANGING

HABITSHABITS RELATED

TO TIME


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Time Management, what is it ?Time Management is only aset of skills and tools tohelp us more efficientlycontrol the events of our

lives.

Doing a better job ofmanaging our time ismeaningless unless we aremanaging it to accomplishthose things that are ofgreatest importance in ourlives.

Hyrum Smith- Creatorof the Franklin

Day Planner


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ADVANTAGES OF TIME MANAGEMENT

Prevent much stress.

Creates balance in life work, home, self.

Increase in productivity.

Progress in achieving your personal goals.

What we gain from Time Management in

essence, is not more time, but a

better life


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How Time Management

improves your performance

a) Top Performers always focus on

outputs, Average performers on inputs &

low performers focus on activities.

b) The practice of Time Management

skills develops judgment, foresight, self

reliance & self discipline.

c) A focus on time management forcesyou to be intensely result-oriented.

d) Time Management enables you to

work smarter not just harder.

e) Good time management is a source

of energy, enthusiasm & a positive

mental attitude.


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Key Practices of Time Management1.Start in one area where poor timemanagement is holding youback.

2.Use trial & success methodrather than trial & errormethod, that is how to succeedby failing, and then learningfrom your mistakes.

3.Time management skill is learnablelike any other skill like typing orriding a bike with practice &repetition.

4.Time management is your key topersonal effectiveness, selfesteem, self respect & personalproductivity and happiness.


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IDENTIFY YOURIDENTIFY YOURMACROMACRO

STRENGTHS AND WEAKNESSSTRENGTHS AND WEAKNESS

Analyze when you work best

(morning, evening, night etc.)

Analyze where you work best( room, office, home, canteen )

Analyze how you work best.

( one hour, 10 min, etc )


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Example 1

0%

50%

100%

150%

6:00

a 8:00 10:00 12:00 2:00 4:006:00

p

Energy Level in Individual


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Energy Level inIndividual

Example 2

0%

50%

100%

150%

6:00

a 8:0

10:0

12:0 2:

04:

0

6:00

p


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Tasks

Low EnergyStaff Meetings

Opening/Sorting Mail

Responding toCorrespondence

Collecting data

High EnergyDealing withCustomers

Writing AuditResponses

Reconciling Stocks &Figures


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Inefficiency - Can Almarai Afford It?Statistics show theaverage worker loses

at least one hour ofproductivity each daydue to

disorganization.

How much is

disorganization andinefficiency costingAlmarai?


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Cost of Inefficiency

1 hour X one workers hourlysalary =SR____________

6 days a week X____ SR losttoday=SR lost this week.

48 weeks X $lost thisweek+___ SR lost this year.

Number of employees x __SRlost this year =________SRtotal.


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Paratos Law

Who/What is Paretos Law?

Vilfredo Pareto - (1843-1923), an French-Italianeconomist and sociologist.

Law first published in 1896-97, related totaxes, i.e. 20% people paid 80% of taxes.

Currently, observed/used diverse settings. E.g. ~20% patients lead to ~80% hospitals

costs.


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Paretos Law (80/20 Law) in

Time Management


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Get SMART with TIMESMART is

SimpleMeasures thatAscertainResourceful usage ofTime

Set SMART Goals


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GOAL SETTING Am I short of time tomeet my vision &mission

It is not enough tohave goals in mind.Put them down onpaper

It is an agreementwith yourself that youare aware of goals

and will pursue them

Be thankful to theperson who reminds

you of your goals


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Prioritizing

Prioritizing means determining the relativeimportance and precedence of events. And it

is absolutely necessary for effective planning.Prioritizing keeps us from spending time onthings we dont really value.

Hyrum Smith


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Telephone InterruptionsUnexpected Visitors

Meetings, Meetings

Fire Fighting & Emergencies

Socializing & Idle conversations

Indecision & Delay

Six Major Time Wasters


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Time Waste - Caused

by Others

1.CommonMisunderstandings

2.Unclear Priorities

3.Poor Delegation

4.Unclear lines of

Authority.5.IncompleteInformation

6.Aimless or Too

Frequent Meetings7.Lack of Clarityconcerning onesjob


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The Time Management Matrix

Urgent Not Urgent

NotImpo

rtant

Important

IV ACTIVITES:III ACTIVITES:

II ACTIVITES:I ACTIVITES:

Adapted from Steven Coveys- 7 Habits of Highly Effective People


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Learning to say NO

Many people put everyoneelses requests and needsfirst before their own.

If we are to becomeeffective time managers,we have to allocate andprioritize time on the basisof true need.

NO is the most powerfulword in the Time

Managers vocabulary. We should say NO onlywhen it is clearly the rightthing to say.


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9 Ways to say NO1. Im sorry, but thats not a priority for me right now!

2. I cant help right now but I can next week. Would that be OK ?

3. I cant help right now but I know someone who can !

4. Before I can take this on, perhaps we could spend a little timetogether so that you could do it yourself.


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9 Ways to say NO

5. It would mean lettingdown other peopleand that wouldnt befair to them.

6. I promise to get backto you by nextWednesday latest.

7. Im sure that youllunderstand when I tell

you that I cant help atthis time due toworkload.

8. I can help if you agree

that the earlier tasksyou requested canwait.

9. NO !


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Come out of this attitude !

DIN DO IT NOW

Never do to-day what you

Can postpone tomorrow !


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Make a conscious effort todevelop a DIN attitude.

Set deadlines for yourself.

Set deadline for starting.

Commit deadline to someone.

Develop a clear mental

image (Positive) of finishingthe work, and of how you willfeel when everything is done.


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Single mostpowerful strategy

Double benefit:you & staff

General rule: Neverperform a task that

someone else caneffectively do

Remember the 3

concepts- Responsibility- Authority- Accountability


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I can do it better- you are not developing

staff

I can do it faster- not doing is fastest

I am insecure- no promotion if nosuccessor

I dont want to give up- delegate first what you do

best

It is a dirty job- every job has its share- some want to prove

I want to keep control- not an effective way of

using your time

We become better managers of

people & time


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Time management tools andtechniques

Use to do lists for

planning

Create a time diary totrack where your

time actually goes

Become aware ofyour external and

internal timewastersand avoid them

Pulverize paperwork


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The to do list: a power tool

Use it as a masterplanning tool

Use annual, monthly,weekly versions

Statistics prove youll be

more productive Its a visual schedule It acts as reminder

It gives direction

You get satisfaction whenitems are crossed off


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Keep a diary

Create the listbefore you start

the day

15 minutes ofinvestment willhelp you everyday

End of day:Review Status


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Time - Saving Tips: Telephone Interruptions

i) Conversations with difficult people shouldalways start by you defining how muchtime you can spare.

ii) Try to get them to do the speaking (which should not be difficult).

iii) Give only yes/No responses chipping inwith relevant personal anecdotes will onlyprolong the hole thing.

iv) Before making a call, set your ownagenda & stick to it.

v) Plan a particular time in a day to answerall the important missed calls.


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Time - Saving Tips: Dealing with visitors

i) If you do not want to disturbed, shut the door or, in anopen plan office, face away from the point of access.

ii) If you are asked whether youre free & you are not, politelybut firmly say so & set another time.

iii) Use body language if someone comes unexpectedly,stand up, look them in the eye & make it plain that nowis not the right time. Do not give them the opportunity tosit down remove extra chairs beforehand if you want.

iv) Say straight away that youre too busy, and that youllcome to them ASAP. Its easier to leave their workplacethan to get them out of yours.

Time - Saving Tips: Managing Meetings


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Time - Saving Tips: Managing Meetings1) Chase the agenda to ensure it set wellbeforehand and circulated. The agendashould be stuck rigidly politely but firmlyuse it as a tool to stop people with atendency to waffle.

2) Ensure that the meeting is properly chaired.If necessary, chair it yourself.

3) Use new technology to avoid face to facemeetings where ever possible. Can the sameresults be gained by tele conferencing? CanE-mail help to disseminate information?

4) Wherever possible, send a deputy to the

slaughter.

Time Saving Tips: Successful Delegation


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Time - Saving Tips: Successful Delegation

1 Delegate the right work Analyze every taskyou do & be certain you are person whoshould be doing it.

2. Dont give an impression that you aredumping your work present new tasks topeople as a sign of your trust in their abilities.Make it Positive!

3.Give a full brief spend time explaining thejob in detail and ensure that your delegates

know what to do from the start.

4. Sincere praise for a job well done it willmake it easier to delegate in future &

encourages the recipients to accept.


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By this time the classwas on to him."Probably not," wesaid. "Good!" he

replied. He reachedunder the table andbrought out a bucket ofsand. He starteddumping the sand inand it went into all ofthe litt le spaces left bythe rocks and thegravel. Once more helooked and said, "I sthis jar full?" "No!" weroared.


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He said, "Good!" andhe grabbed a pitcher ofwater and began topour it in. He got

something like a quartof water in that jar.Then he said, " Well,what's the

point?" Somebodysaid, "Well, there aregaps, and if you workreally hard you can

always fit some morethings into your life."


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"No," he said, "that's notreally the point.

The point is this:

Put the

Big Rocks

in First

TIME Flies but Time is Money make sure that


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TIME Flies but Time is Money make sure thatyou are giving value for money toyourself & Almarai.

Accept that there is only onechance to achieve what you want inlife so youd better start now.

Believe it is possible to get moreout of existing time.

Understand your most effectivetime zone

Create daily TO DO List for next 3months

Prioritize & schedule tasks.

Invest time to train someone &delegate in steps.

Leave the habit of attending toeverything that comes in front


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Recommended Readings


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Recommended Readings,The One Minute Manager

Kenneth Blanchard andSpencer Johnson, Berkeley

Books, 1981, ISBN 0-425-09847-8

The Seven Habits of Highly, StephenEffective People

Covey, Simon & Schuster,1989, ISBN 0-671-70863-5


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Time Mgt ALM1