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Time Management



TimeManagement


Contents :-



Introduction


This section will teach you personal time management skills. These are the simple, practical techniques that have helped the leading people in business, sport and public service reach the pinnacles of their careers.

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The skills we explain help you become highly effective by showing you how to identify and focus on the activities that give you the greatest returns. Investing in these time management activities will actually save you time, helping you work smarter, not harder. What's more, these same techniques help you beat work overload - a key source of stress.

People who use these techniques routinely are the highest achievers in all walks of life, from business to sport to public service. If you use these skills well, then you will be able to function effectively, even under intense pressure.

Concentrate on results, not on being busy

Many people spend their days in a frenzy of activity, but achieve very little because they are not concentrating on the right things.


Causes of Wastes of Time


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1. Spending time on Unimportant work-

Some people spend time on unimportant things; Things that don't really contribute to your success at work for example reading junk mail, talking to colleagues, gossiping with friends, watching T.V.

2. Lack of Action plan-

Some people do not make a action plan for their works. & get overwhelmed by work overload

3. Lack of Direction-

Some people do not have a direction in life . By setting goal we give direction to our life.

4. Procrastination-

Procrastination means when you put off things that you should be focusing on right now, usually in favor of doing something that is more enjoyable or that you’re more comfortable doing. Many people procrastinate to some degree - but some are so chronically affected by procrastination that it stops them achieving things they're capable of and disrupts their careers.

5. No Schedule of Work activities-

Scheduling is the process by which you look at the time available to you, and plan how you will use it to achieve the goals you have identified. By using a schedule properly, you can both reduce stress and maximize your effectiveness.


Analyze how you spend your time


How long do you spend each day on unimportant things; Things that don't really contribute to your success at work? Do you KNOW how much time you've spent reading junk mail, talking to colleagues, making coffee and eating lunch? And how often have you thought, "I could achieve so much more if I just had another half hour each day".

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Activities Analysis help you to analyze how you actually spend your time. By analysis you may be shocked to see the amount of time that you waste! Memory is a very poor guide when it comes to this, as it can be too easy to forget time spent on non-core tasks.

Once you have logged your time for a few days, analyze your daily activity . You may be alarmed to see the amount of time you spend doing low value jobs!

Your analysis should help you to free up extra time in your day by applying one of the following actions to most activities:

Eliminate jobs that your employer shouldn't be paying you to do. These may include tasks that someone else in the organization should be doing, possibly at a lower pay rate, or personal activities such as sending non-work e-mails.

Schedule your most challenging tasks for the times of day when your energy is highest. That way your work will be better and it should take you less time.

• Try to minimize the number of times a day you switch between types of task. For example, read and reply to e-mails in blocks once in the morning and once in the afternoon only.

Reduce the amount of time spent on legitimate personal activities such as making coffee (take turns in your team to do this - it saves time and strengthens team spirit).

By analyzing your activity you will be able to identify and eliminate time-wasting or low-yield jobs. You will also know the times of day at which you are most effective, so that you can carry out your most important tasks during these times.


Make a Action plan


An Action Plan is a simple list of all of the tasks that you need to carry out to achieve an objective. It differs focuses on the achievement of a single goal.

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How to use Action plan :

Wherever you want to achieve something significant, draw up an Action Plan. This helps you think about what you need to do to achieve that thing, so that you can get help where you need it and monitor your progress.

To draw up an Action Plan, simply list the tasks that you need to carry out to achieve your goal, in the order that you need to complete them. This is very simple, but is still very useful!

Keep the Action Plan by you as you carry out the work and update it as you go along with any additional activities that come up.

Tip:

Action Plans are great for small projects, where deadlines are not particularly important or strenuous, and where you don't need to co-ordinate other people.

As your projects grow, however, you'll need to develop project management skills. This is particularly the case if you need to schedule other people's time, or complete projects to tight deadlines

Key point:

An Action Plan is a list of things that you need to do to achieve a goal. To use it, simply carry out each task in the list!


How to reduce work overload


Do you feel overwhelmed by the amount of work you have to do? Do you face a constant barrage of looming deadlines? And do you sometimes just forget to do something important, so that people have to chase you to get work done?

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All of these are symptoms of not keeping a proper "To-Do List". To-Do Lists are prioritized lists of all the tasks that you need to carry out. They list everything that you have to do, with the most important tasks at the top of the list, and the least important tasks at the bottom.

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Once you have done this, run through these jobs allocating priorities from A (very important) to F (unimportant). If too many tasks have a high priority, run through the list again and demote the less important ones. Once you have done this, rewrite the list in priority order.

You will then have a precise plan that you can use to eliminate the problems you face. You will be able to tackle these in order of importance. This allows you to separate important jobs from the many time-consuming trivial ones.

Key points:

Prioritized To-Do Lists are fundamentally important to efficient work. If you use To-Do Lists, you will ensure that:

• You remember to carry out all necessary tasks.

• You tackle the most important jobs first, and do not waste time on trivial tasks.

• You do not get stressed by a large number of unimportant jobs.


Find Direction by Goal Setting


The process of setting goals helps you choose where you want to go in life. By knowing precisely what you want to achieve, you know where you have to concentrate your efforts. You'll also quickly spot the distractions that would otherwise lure you from your course.

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By setting sharp, clearly defined goals, you can measure and take pride in the achievement of those goals. You can see forward progress in what might previously have seemed a long pointless grind. By setting goals, you will also raise your self-confidence, as you recognize your ability and competence in achieving the goals that you have set.

Goal setting is an important method of:

• Deciding what is important for you to achieve in your life;

• Separating what is important from what is irrelevant, or a distraction;

• Motivating yourself; and

• Building your self-confidence, based on successful achievement of goals.

If you don't already set goals, do so, starting now. As you make this technique part of your life, you'll find your career accelerating, and you'll wonder how you did without it!


Schedule your Time Effectively


Scheduling is the process by which you look at the time available to you, and plan how you will use it to achieve the goals you have identified.

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By using a schedule properly, you can:

• Understand what you can realisticaly achieve with your time;

• Plan to make the best use of the time available;

• Leave enough time for things you absolutely must do;

• Preserve contingency time to handle 'the unexpected'; and

• Minimize stress by avoiding over-commitment to yourself and others.

Before you can schedule efficiently, you need an effective scheduling system. This can be a diary, calendar, paper-based organizer, PDA or a software package like MS Outlook. The best solution depends entirely on your circumstances.

Scheduling is a five-step process:

1. Identify the time you have available.

2. Block in the essential tasks you must carry out to succeed in your job.

3. Schedule in high priority urgent tasks and vital "house-keeping" activities.

4. Block in appropriate contingency time to handle unpredictable interruptions.

5. In the time that remains, schedule the activities that address your priorities and personal goals.

If you have little or no discretionary time left by the time you reach step five, then revisit the assumptions you have made in steps one to four.



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