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VISWANADHAM
WHAT ? WHY ?
HOW ?
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IMPRO
VES
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MO
RE
TIME
5
10-Dec-13
ESSENTIALLY . . .
TIME MANAGEMENT IS
st
THINGS
st
TIME IS UNCONTROLLABLE
WE CANNOT MANAGE TIME
TIME MANAGEMENT IS
ESSENTIALLY
SELF MANAGEMENT
~ AN IDEA OF PRIORITISATION, OF CLARIFYING VALUES, & OF COMPARING ~ THE RELATIVE WORTH OF ACTIVITIES, BASED ON THEIR RELATIONSHIP TO THOSE VALUES.
PRODUCTIVE HOURS,
AND PLAN YOUR WORK ACCORDINGLY
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SETTING GOALS
[SPECIFIC LONG-TERM, MEDIUM-TERM & SHORT-TERM GOALS]
AND DIRECTING TIME & ENERGY TOWARDS THE ATTAINMENT OF THESE GOALS, IN HARMONY WITH VALUES.
[ Contd ]
YOUR CHOICES, DECISIONS AND ACTIONS OF TODAY, and EACH SUCCESSIVE DAY, WILL CERTAINLY INFLUENCE YOUR ABILITY TO ACHIEVE YOUR GOALS.
TIME MANAGEMENT IMPLIES APPRECIATING THE VALUE OF TIME & TREATING IT AS A RESOURCE. TIME, SO FAR AS WE ARE CONCERNED,
IS NOT UNLIMITED AND HENCE, OF GREAT VALUE ~ USE TIME VERY VERY VERY CAREFULLY LET IT ADD VALUE TO YOUR LIFE.
HAVING GOALS HELPS IN DEVELOPING SENSITIVITY TO THE VALUE OF TIME ITS A BAD AND UNPLEASANT EXAMPLE BUT LET ME RISK GIVING IT. IMAGINE THAT TODAY IS THE LAST DAY OF YOUR LIFE. I WISH YOU ALL SHATHAMANAMBHAVATHI. BUT LET US TAKE THE EXAMPLE AND DISCUSS FURTHER.
WHAT HAPPENS ? SUDDENLY, EVERY MINUTE, EVERY MOMENT BECOMES VERY PRECIOUS AND CHERISHED.
THUS, IT WOULD BECOME NECESSARY FOR YOU, TO BE CHOOSY, TAKE CAUTIOUS DECISIONS, ETC. QUESTIONS SUCH AS, WHAT IS IMPORTANT ? NOT IMPORTANT ? AND LESS IMPORTANT ? WHAT IS EFFECTIVE ? LESS EFFECTIVE ? WHAT IS EFFICIENT ? LESS EFFICIENT ? WHAT IS URGENT ? LESS URGENT ? NOTE THAT: WHAT IS NOT IMPORTANT NOW, MAY OR MAY NOT BECOME IMPORTANT LATER, BUT, WHAT IS NOT URGENT NOW, WILL SURELY BECOME URGENT, LATER.
I M P O R T A N C E
I M P O R T A N T
1.
2. 3.
N O T
I M P
1. 2. 3. 4.
3.
NOT URGENT
URGENT
URGENCY ~
[ Contd ]
5. DO NOT ENGAGE YOURSELF IN ACTIVITIES THAT HAVE NOTHING AT ALL TO DO WITH YOUR GOALS. 6. DO NOT FALL A VICTIM TO THE UNFORTUNATE TENDENCY OF
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PRACTICE USING TIME-TRACKING TOOLS: MONTHLY PLANNER, WEEKLY OBJECTIVES LIST WEEKLY PLANNER, TIME-LOG, ETC. 1. LIST THINGS TO BE DONE 2. TRACK THINGS ALREADY COMPLETED / PARTLY FINISHED/ TO BE FOLLOWED UP, ETC. 3. COMPARE THE TIME ACTUALLY SPENT, WITH TIME THAT WAS PLANNED TO BE SPENT, AND DRAW USEFUL LESSONS FOR THE FUTURE. ~ NOTE YOUR TENDENCIES AND DISTRACTIONS. 4. ANALYSE TIME WASTERS AND SEE WHAT YOU CAN REALLY DO ABOUT THEM.
GUIDING PRINCIPLES:
1. A SENSE OF PURPOSE 2. A SENSE OF PROPRIETY 3. A SENSE OF PROPORTION
SOME OF THE MOST COMMON TIME WASTERS, AND SOME SUGGESTIONS AS TO HOW TO DEAL WITH THEM: 1. PERSONAL TELEPHONE CALLS MADE OR RECEIVED DURING THE WORKING HOURS ~ BE SELECTIVE IN GIVING YOUR PHONE / CELL NUMBER ~ KEEP THE DURATION OF THE CALL SHORT BUSINESS LIKE ~ TAKE THE NUMBER AND CALL BACK WHEN YOU ARE FREE ~ INFORM YOUR FAMILY AND FRIENDS TO MINIMISE THE CALLS 2. INTERRUPTIONS FROM OFFICIAL VISITORS AND PERSONAL VISITORS WITHOUT A PRIOR APPOINTMENT ~ TRY AND KEEP FIXED VISITING HOURS ~ SUGGEST AN ALTERNATE DATE AND TIME ~ ABSTAIN FROM OFFERING COFFEE / TEA
[ Contd ]
3. MEETINGS THAT ARE UNSCHEDULED, WITHOUT CLEAR AGENDA AND WITHOUT CLEARLY DEFINED ROLES FOR THE PARTICIPANTS ~ REQUEST FOR AN AGENDA ~ VERIFY YOUR ROLE FOR THE MEETING ~ ASK THAT THE MEETING DURATION BE DEFINED ~ VERIFY AND ENSURE THAT THE REQUIRED REPORTS/ DOCUMENTS ARE PREPARED AND CARRIED ~ DEPENDING ON THE OTHER IMPORTANT AND URGENT WORK ON HAND, YOU MIGHT REQUEST PERMISSION TO ABSTAIN FROM THE MEETING 4. PARTICIPANTS REACHING LATE FOR THEIR MEETINGS OR APPOINTMENTS ~ YOU MUST YOURSELF BE PUNCTUAL ~ MAKE CLEAR YOUR AVAILABILITY TIME LIMITS ~ MAKE OTHERS RESPECT YOUR PRIORITIES & DO NOT FORGET RESPECTING OTHERS PRIOPITIES [ Contd ]
5. NOT PLANNING PRIOR TO STARTING THE WORK ~ PRACTICE THE HABIT OF THINKING ON PAPER 6. DUPLICATION OF WORK EVEN SMALL ACTIVITIES LIKE READING A MAIL OR E-MAIL, MORE THAN ONCE IS A WASTE UNLESS IT CANNOT BE TAKEN CARE OF IN THE FIRST READING ~ AS FAR AS POSSIBLE, DISPOSE OF THE PAPER IN ONE ATTEMPT; KEEP TRACK, IF IT REQUIRES YOUR FURTHER ATTENTION 7. LACK OF CLARITY IN COMMUNICATION ONE OF THE MAJOR TIME WASTERS ~ BE CLEAR, MAKE A WRITTEN NOTE, REQUEST THE OTHER PERSON TO NOTE DOWN THE IMPORTANT POINTS, IF NEED BE, YOU GIVE HIM A WRITTEN NOTE. [ Contd ]
8. STRESS AND FATIGUE ~ BETTER STRESS MANAGEMENT PRACTICES ~ BETTER PLANNING INCLUDING PROPER PRIORITISATION ~ IMPROVING YOUR SKILLS AND GETTING BETTER PREPARED 9. THE INABILITY TO SAY NO
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LISTING TASKS
ENABLES YOU TO STAY ON TOP OF PRIORITIES AND REMAIN FLEXIBLE TO CHANGING PRIORITIES. THIS SHOULD BE DONE FOR BOTH PERSONAL AND PROFESSIONAL GOALS.
[ Contd . . . ]
[ Contd. . . ]
[ Contd ]
[ Contd ]
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8. PHONE CALLS:
1) IF SOMEONE IS UNAVAILABLE FIND OUT THE BEST TIME TO CALL BACK, OR LEAVE YOUR NUMBER. 2) IF YOU NEED TO MAKE REGULAR CALLS, IT WOULD BE BETTER TO AGREE UPON A MUTUALLY BENEFICIAL TIME. 3) LEARN TO LEAVE CLEAR MESSAGES ON OTHER PEOPLES ANSWER PHONES. ALWAYS LEAVE YOUR NAME AND PHONE NUMBER, IF YOU WANT THEM TO RING YOU BACK. 4) ORGANISE YOUR THOUGHTS, BEFORE YOU MAKE THE CALL; KEEP BRIEF NOTES OF CALLS MADE & RECEIVED.
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9. UNEXPECTED VISITORS:
- FIND OUT THE REASON, URGENCY, ETC. - SET TIME LIMITS TO YOUR DISCUSSION, POLITELY REVEALING YOUR WORK PRESSURE.
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SUMMARY: WE NEED TO MANAGE OURSELVES EFFECTIVELY, IN ORDER FOR US TO MEET OUR GOALS IN LIFE. BY REMOVING THE TIME WASTERS FROM OUR LIFE, WE CREATE TIME, WHICH CAN THEN BE USED FOR DOING IMPORTANT TASKS THAT WOULD GIVE US BETTER RESULTS.
KNOWING ONES PRIORITIES IS ONE THING, BUT IMPLEMENTING THE SAME IS ANOTHER. [ Contd]
SUMMARY: [ Contd]
WITHOUT AN AIM IN LIFE OR WITHOUT A PLAN BEFORE UNDERTAKING A TASK, WE WILL BE LIKE A SHIP IN THE OCEAN WITHOUT A CHARTERED PATH. WE WILL CERTAINLY REACH SOME PLACE, BUT IT MAY NOT BE THE ACTUAL DISTANCE THAT WE COULD HAVE COVERED. DISCIPLINE AND DESIRE ARE THE MOST DIFFICULT AND THE MOST IMPORTANT INGREDIENTS FOR SUCCESS IN IMPROVING YOUR UTILISATION OF TIME.
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Control Procrastination Make a Task List Plan Effectively Set Goals Make Schedules Meet Deadlines Be Decisive Set Priorities
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Do Not Try to be Perfect Keep Desk Organized Stay Focused Learn to Say No Control Interruptions Concentrate on Results Stay Motivated Write Down Ideas 50
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