TIME MANAGEMENT

WHERE DO WE NEED TO
SPEND OUR TIME?
 Reading Books/Magazines
 Physical Exercise
 Active Hobbies
 Children/Family
 Writing Letters to Relatives/Friends
 Socialising & Social Work
SETTING GOALS & PRIORITIES
 Career
 Status / respect
 Material possessions
 Relationships
 Leisure
 Learning
 Spiritual Growth
 THE REQUIREMENTS
1. Decide on Importance
2. Check Attainment
3. Minimise Conflict
4. Review Priority
5. Ensure ‘S M A R T’ Criteria
6. Enlist Support from Others
7. Plenty of Self-Confidence
WRITING “SMART” GOALS

Specific
Measurable
Attainable
Realistic
Time bound
 THE PROCESS
1. Formulate Vision
2. Identify Strengths & Weaknesses
3. Research Opportunities & Threats
4. Select Key Goals
5. Make Action Plans
6. Have Contingency Plan
7. Determination to Implement
 HOW EXECUTIVES SPEND TIME

• Reading, Writing, Dictating

• Discussions with boss, subordinates, colleagues
• Customers/Visitors with or without appointment
• Incoming/Outgoing telephone calls
• Meetings
• Travel & movement time
• Waiting time
• Searching for papers
HANDLING TELEPHONES
 Educate callers
 Plan / Consolidate Calls
 May I help you?
 Take notes while talking
 Avoid ping-pong
 Use e-mail or call-back
 Screen appointments
 Have phone discussion meets
 Learn to terminate calls
HANDLING VISITORS

 Quiet Hour
 Schedule Appointments
 Go to Them/Stand up
 Change environment (ODP)
 Be candid with “gottaminits”
 Say ‘no’ tactfully and firmly
 Use verbal/non-verbal cues
 Meet at reception/special room
 Make office optionally comfortable
HANDLING PAPERWORK/MAIL

 Action, Information, Reading

 Do, delegate, delay, dump
 Read - Swap, Speed, Selective
 Write - Think, Condense, Summary
 Standardise Letters & Reports
 Manage by Exception
 Use Technology & Trust
 Telephone, Personal Contact
 Stop Irrelevant Mail/Subscriptions
MANAGING MEETINGS
 Decide Objectives
 Circulate Agenda
 Select Participants
 Be on Time
 Conducive Environment
 Prepare Thoroughly
 Professional Chairmanship
 Action every Item
 Distribute “Minutes”
IMPORTANT Vs URGENT MATRIX

1 I. URGENT 2 II. NOT URGENT

& BUT
IMPORTANT IMPORTANT

III. URGENT IV. NOT URGENT

3 4
BUT NOT
IMPORTANT NOT IMPORTANT
Things which matter most must
never be at the mercy of things
which matter least

Goethe
PutPut first
First things First
Things first!!!
Organizing Yourself
Organizing Yourself

Start with a Yearly Calendar

Don’t forget to schedule in time
to satisfy all roles
Consistently Develop Weekly
and Daily Plans
ORGANISE YOURSELF
 Have a daily ‘To-do’ List
 Focus on ‘A’ not ‘C’ priorities
 Understand boss’s/organisation’s priorities
 Consult goals for allocation for time/energy
 Schedule for week/month – advance planning
 Look for “Do” instead of “Due” date
 Prepare ‘PERT’ for large assignments
 Manage relationships/network for support
 Decide priority based on need, not sycophancy
MANAGING BOTTLE-NECKS
 Be a squeaking wheel
 Bypass the system
 Announce that you will take action
 Make it a matter of honour
 Use positive reinforcement
AVOIDING CRISES
 Start early enough
 Clear communication – no misunderstandings
 Periodic status reports for early warning
 Follow-through after delegating
 Make a contingency plan
ENDING YOUR WORK-DAY
 Tidyup
 Evaluate your day
Was I proactive or reactive?
Did I establish & accomplish my major goal?
Did others intrude unduly on my time?
Was I guilty of wheel spinning activities?
If I were to live this day over, what would I do?
 Plan the next day’s activities
ASSERTIVENESS
 Assertiveness is
the ability to
communicate your
needs, feelings,
opinions, and
beliefs in an open
and honest manner
without violating the
rights of others
ASSERTIVENESS
1. Is not the same as aggressive
behaviour
2. Aggressive behaviour enhances
self at the expense of others
3. Assertiveness produces positive
outcomes for all; Aggressive acts
result in negative outcomes
WHAT WILL IT DO
1. Increases self-confidence
2. Elevates self-esteem
3. Gain respect of others
4. Improves communication
5. Enhances decision-
making ability
Examples of Passive Behaviour
 Avoiding eye contact
 Quiet, strained voice
 Sentences not finished
 Nervous movements - fiddling with objects
 Physically backing away
 Apologising a lot
 Agreeing without questioning
Examples of Aggressive behaviours
 Glaring/staring
 Loud voice
 Lots of interruptions
 Finger wagging
 Hands on hips
 Physically moving towards the other person
 Blaming
 Stating opinions as facts
HOW TO BE ASSERTIVE
1. Be honest & direct about your needs & feelings
2. Express yourself firmly & directly
3. Be reasonable in your requests
4. State your viewpoint without being apologetic
5. Be honest when giving or receiving feedback
6. Learn to say “no” to unreasonable expectations
7. Paraphrase what others have stated to you
HOW TO BE ASSERTIVE
8. Recognise & respect the rights of those around you
9. Use appropriate tome of voice
10. Be aware of body posture and body language
11. Maintain eye contact
12. Use “I” statements to express self
13. Don’t let others impose their values/ideas on you
14. Encourage others to be clear and direct
15. Take ownership
What Is Stress?
 Stress
 Psychological,Emotional,
Physiological Response
 Stressors
 Threatening Environmental
Conditions
Why Is Stress
Management Important?

 Organizational
Costs
 Individual Costs
 Health Impairment
 Job Burnout

 Performance
Decline
Exhibit 6.1: Relationship Between
Stress and Job Performance
Experiencing stress

STRESSORS REACTIONS
Anticipatory, Physiological,
Encounter,Time, Psychological
Situational

RESILIENCY
Physical
Psychological
Social
Exhibit 6.2: Model of the Stress Management Process
Potential Stressors Experienced Stress Consequences
Personal Factors (SYMPTOM AWARENESS)
Psychological
Family problems Heart Disease
Financial problems Stress Management
Ulcers
Health problems Headaches
Individual
Organizational Factors Seek help
Time management Emotional
High stress occupation Anxiety
Job role Change jobs
Build resiliency Depression
Overload Burnout
Under-utilization Personality
Role ambiguity Companionship
Experience Behavioral
Role conflict Aggression
Responsibility for others Health (Exercise, diet)
Relaxation Productivity
Recreation Avoidance
Job Environment
Poor working conditions Successful Coping
Organizational politics Organizational
Job Design High self esteem
Poor work relationships Goal accomplishment
Selection & Placement
Training & Mentoring Feeling of well being
Environmental Factors
Economic Uncertainty Team Building
Technological Change Employee Assistance
Politics Communicating
Wellness Promotion
Managing Stress: Objectives
 Becoming Aware of Negative Stress
Symptoms
 Determining the Sources
 Determining the Cause
 And then…
 Cope temporarily with the stress
 Eliminate stressors
 Develop resiliency
How Can Awareness of Stress
Symptoms Be Enhanced?
 PhysicalSymptoms
 Psychological Substitutes

Never Rarely Sometimes Often Always

Constant fatigue [] [] [] [] []
Low energy level [] [] [] [] []
Recurring headaches [] [] [] [] []
Gastrointestinal disorders [] [] [] [] []
Bad breath [] [] [] [] []
Sweaty hands or feet [] [] [] [] []
Dizziness [] [] [] [] []
High blood pressure [] [] [] [] []
Pounding heart [] [] [] [] []
Types of Stressors: Causes
 Time
 Encounter
 Situational
 Anticipatory
Managing Stress

Eliminate Develop Temporary

Stressors Resiliency coping
mechanisms
Permanent Long term Short term
effects
Enactive Proactive Reactive
approach approach approach
Long time Moderate time Immediate
required required
Resiliency:
 Physiological
 Cardiovascular
Psychological
conditioning
 Proper diet –Balanced lifestyle
 Social –Hardy personality
 Supportive relations –Small wins strategy
 Mentors –Relaxation techniques
 teamwork
Short term strategies
 Reframing
 Imagery
Types of stressors and what
we can do about them
 Time Stressors
 Work overload
 Lack of control

 Elimination Strategies
 Principlesof time management
 Delegation
Eliminating time stressors:
Time management
 “Effective
time management can enable
managers to gain control over their time
and organize their fragmented, chaotic
environment.”
Effective time management
means…
 Spending time on important, not just
urgent matters
 Distinguishing clearly between
importance and urgency
 Focusing on results not methods
 Not feeling guilty when saying no
Effective time management

URGENCY
High Low
IMPORTANCE

High

Low
80/20 Rule

Activities Time Spent Results

Trivial 80% 20%

Vital 20% 80%

Efficient time management
 Toolittle time; too much to do
 How do I get more done?
Schedule
 Schedule Activities
• Horizontal Scheduling
• Vertical Scheduling
• Directing and Controlling
Rules
 Read selectively
 Make lists
 Everything in its place  Don’t procrastinate
 Prioritize  Keep track of time
 Multitask the routine  Set deadlines
 Discretionary task jar  Use waiting time
 Divide up the big jobs  Designate time for busy
 Critical 20% work
 Best time for important jobs  Closure on one thing a day
 Arrange non-interrupted time Schedule personal time
 Limit worry time
 Long term objectives
 Continuous improvement
 Tips for managers

 Hold routine meetings at end of day

 Set time limit
 Hold meetings only if needed
 Agendas, minutes
 Start on time
 Paper work decisions
 Organize
 Limit interruptions
 Delegate
 Empowerment: allow for initiative
 Give credit to those who deserve it
Types of stressors and what
we can do about them
 Encounter Stressors:
 Role Conflicts
 Issue
 Interaction
 Elimination Strategies:
 Delegation
 Interpersonal skills
 Conflict resolution
 Resilience
 Social support; Collaboration
 Self awareness
 EQ
Types of stressors and what
we can do about them
 Situational Stressors:
 Unfavourable working conditions
 Rapid change
 Elimination Strategies:
 Workredesign
 Changing jobs

 Short term Strategies

 resiliency
Work redesign
 Level of task demand
 Level of autonomy (individual control &
discretion)
 Level of interest
 Feedback
Types of stressors and what
we can do about them
 Anticipatory Stressors:
 Unpleasant expectations
 Fear

 Elimination Strategies:
 Time management
 Priorities; planning
 Short term strategies
 Resiliency
Stress and Self awareness
 Values
 Attitudetowards change
 Cognitive style
 Interpersonal orientation
 “There is more to life than
increasing its speed.”

Mahatma Gandhi
Thank you