Time Management Workshop� (Off line-cm-Online mode)�for

Executive and Entrepreneurs �by� Col. Dr. VK Gautam�Contacts: 9426446402, 8160617705,�Web: www.capeac.org�Mail ID: vkgautam13@rediffmail.com�capeassessmentcenter@gmail.com

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INTRODUCTION

• T------- TIME
• I------- IS
• M----- MONEY
• E------ EFFECTIVE USE
• (Salary & time)
• Instrument -1 (Q-12 Time-06 minutes)

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TIME MANAGEMENT

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• TIME IS A RESOURCE. BUT IT CANNOT BE ACCUMLATED.

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• TIME IS IRRETRIEVABLE.

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• TIME IS SCAREST REOURCE

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• TIME IS MONEY.

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• COMMON TIME WASTERS FOR ALL ORGANISATION.

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• BAD TIME MANAGEMENT= STRESS

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MANAGEMENT TIME

• Boss –imposed Time
• Used to accomplish those activities that the boss requires

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• System – imposed Time
• Used to accommodate requests from peers for active support.
• Neglecting these requests will also result in penalties, though not always as direct or swift.

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• Self- Imposed Time
• Used to do those things the manager originates or agrees to do.

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• Subordinate – imposed time

A certain portion of the Self Imposed time taken up by subordinates

2. Discretionary Time

Remaining portion of the Self Imposed time will be the manager’s own .

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The Problem is Severe�

By some estimates, people waste minimum 2 hours per day. Signs of time wasting:�

• Messy desk and cluttered (or no) files.
• Can't find things.
• Miss appointments, need to reschedule them.
• Late and / or unprepared for meetings.
• Volunteer to do things other people should do.
• Tired / unable to concentrate.
• Suggested captions:
• Auditors are the Guard dogs and no the hounds.
• If you have a time to waste, waste elsewhere.

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• Unclear objectives and priorities (Learn during GSGG)
• Lack of planning
• Stress and fatigue
• Inability to say "No"
• Desk management and personal disorganization
• Meetings
• Tasks you should have delegated
• Procrastination and indecision
• Acting with incomplete information
• Dealing with team members
• Crisis management (fire fighting)
• Unclear communication
• Inadequate technical knowledge
• Interruptions – Mobiles-SMS, WhatsApps
• Interruptions - personal visitors

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Identifying your time stealers

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�Goals / Priorities�

• Know what you want from your time. Those who accomplish the most in a day know exactly what they want to accomplish.
• Unfortunately too many of us think that goals and objectives are yearly things and not daily considerations.
• This results in too much time spent on the minor things and not on the things which are important to our work/lives

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• First step is to set goals, and to set them SMART.

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• Learn to see the difference between urgent and important
• The important tasks are those that lead you to your goals, and give you most of the long term progress and reward.
• Those tasks are very often not urgent. Many urgent tasks are not really important.

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• Know and respect your priorities
• The 80/20 Rule (80 percent of reward comes from 20 percent of effort).

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Questions to Always Ask�to set Priorities

• why am I doing this?�
• what is the goal?�
• why will I succeed?�
• what happens if I chose not to do it?�

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Planning is Important�

• Planning can significantly lower the time spent on routine maintenance tasks, leaving you more time on what you like to do or for what you think is important for your Organization’s and your long term success.
• Failing to plan is planning to fail.�
• Plan each Day, Week, Month, Quarter, Year

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• Review your plans regularly.

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• Update your plans�
• Pause to think, but remember: (“Sometimes I sit and think and sometimes I just sit“) Follow Japanese technique.
• Musing is not planning (Unaware what is happening around)�

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“Get the Environment right” �

Organise DESK (Office Table):

• Computer/Writing Pad
• Calendar / e-Diary
• Diary / To do list
• Envelopes
• Post-it Notes
• Essential stationary
• In / Out Tray

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Paper work (Make paperless office)�

Many people have developed the habit of their office becoming a giant 'to-do' list; papers; ‘some day’ stacks; files; letters; in-trays; phone messages, etc. lying around all screaming ‘LOOK AT ME', ‘DEAL WITH ME’.

A Good file system is essential

• Discard all non relevant documents (up to 85% of the documents retained by an organisation will never be looked at again).
• Reorganize your shelves, Labeling them.
• Identify, reorganize and re-label all your files clearly.
• Avoid fat files by all means; you ale better off sub-dividing subjects and grouping these sub-files into a large filing box.
• Use colour coding facilities (e.g. red / marketing, green/customers, etc)

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Telephone/ Mobile�

The telephone-our greatest communication tool can be our biggest enemy to effectiveness if you don't know how to control its hold over you:

• Keep calls short; stand during call�
• Start by announcing goals for the call�
• Don't put your feet up�
• Have something in view that you're waiting to get to next.�
• When done, get off: "I have customers waiting"�
• Group outgoing calls: just before lunch & 5 pm�

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Interruptions�

6-9 minutes, 4-5 minute recovery --- five interruptions shoots an hour (Lets workout loss of time).

Cutting Things Short:

• Establish at the start why they have come to see you.
• Stand when they enter the room, so that they also

remain standing.

• If it's necessary for you to deal personally with them

suggest a later meeting, at your convenience.

• Whenever possible, suggest a meeting in their office.
• Set time limits to your discussion.
• Avoid engaging in small talk.
• If you have a secretary/PA, agree a clear policy about who can have access to you and who they should deal with.
• If you really can't get them out of your office, leave the office yourself.

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Delegation is not Dumping

• Delegation require responsibility, accountability
• Grant authority- no responsibility.
• Balance the workload
• Don’t keep them waiting to see you.
• Don’t keep them in your office unnecessarily.
• Don’t interrupt their work unnecessarily.
• Don’t decide on issues delegated to them.
• Don’t let them pass the issue back to you.
• Train. Allow mistakes. Replace if necessary.
• Treat your people well. But not like FM SHFJ Manekshaw.
• Communication Must Be Clear: "Get it in writing"
• Give objectives, not procedures (FM William Slim for Indian soldiers).
• Tell the relative importance of this task
• Delegate fully. Give credit.
• Do set aside fixed hours in a day when your staff can meet you or you will call them, other than in an emergency.

Note: Delegation of Signatures I tried in NCC at Ahmedabad.

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DELEGATION

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�Procrastination��

Procrastination is the main thief of time

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• Doing things at the last minute is much more expensive than just before the last minute�
• Deadlines are really important: establish them yourself!

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• Identify why you aren't enthusiastic:�
• Fear of embarrassment.
• Fear of failure?�

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Meetings�

Average executive: > 40% of time�

• Prepare Before hand : there must be an agenda�
• write things down�
• when's our next meeting?�
• what do you/I need to have done by then?�
• who to turn to for help?�
• Lock the door, unplug the phone�
• Maximum of 1 hour�
• Last 05 minutes: who is responsible for what by when?�

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Scheduling Yourself

• Your concentration can be easily lost in the sea of many boring or less important things waiting to be done in your head.
• You don't find time for important things, you make it.�
• Everything you do has an opportunity cost�
• Finish the task you have taken up before getting to another.

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• Develop the habit of single handling, ie, making a decision or disposing of a paper at the first opportunity itself.

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Over Commitment??

• Learn to Say No!!!!
• Will this help me get my KRAs?
• Will this help me get my targets?
• Keep "help me" broadly defined�

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Time Journals�

• Monitor yourself and your activities in 15 minute increments for between 3 days and two weeks. �
• Update every 1/2 hour: not at end of day (Mobile a great tool in hand now).�
• Using Time Journal Data
• What am I doing that doesn't really need to be done?
• What am I doing that could be done by someone else?
• What am I doing that could be done more efficiently?
• What do I do that wastes others' time?

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• Make it a habit to spend 5-10 minutes each day on planning your activities with daily to do lists.

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• Start your day with it. Even better, every evening write a plan for the next day, listing your daily things to do. It is very important that you actually WRITE your tasks in mobile diary.

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• Review your to do list and decide on the priority of each tasks. Give the highest priority to the tasks that get you closer to your goals.

Continue

TO DO LIST

MAINTAING A DAIRY

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• ABC rating of your priorities-- Mark the tasks on your to do list with "A's" if they are directly related to your goals and should be done that day. "B's" are less important tasks that can wait until you are done with "A's". "C's" are the ones to be completed after "B's", or that can be safely moved to another day.

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• When making a to do list, break down your complex tasks into smaller manageable pieces, and focus on one at a time.

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• After completion of a task take a moment to look at the result and congratulate yourself with the progress.

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• When choosing your tasks and allocating time, remember the 80-20 rule

Note: (Pareto principle for India has changed to 99:01)

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• Don’t waste time regretting your failure
• Don’t waste time feeling guilty about what you can’t do.
• Work smarter rather than harder (1000 is harder 1100 is smarter)
• Try not to waste other peoples’ time
• Recognize that inevitably some of your time will be spent on activities outside your control and do not feel about it.
• Have confidence in your judgment of priorities and stick to them in spite of difficulties.
• Enjoy whatever YOU are doing.

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SOME TIPS

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SPENDING FREE TIME

• Personal
• Family
• Career
• Health
• Finance
• Community
• Spirituality
• (Refer specimen for Time management)

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THANK YOU!

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THANK YOU!!!