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TIME MANAGEMENT: Using Time Effectively AND Efficiently Prof.Dr.Aung Tun Thet
Heart of Time Management Shift in focus Concentrate on results Not on being busy
TIME MANAGEMENT Task yourself three questions: What do I want to do? When do I want to do it? How well do I want to do it?
TIME MANAGEMENT Common thread throughout three questions? "...do I want to do...?” Making, organizing and executing choices
What Do I Do? When Do I Do It? How Well Do I Do It? TIMEMANGEMENT
CHOICE Cannot manage time Manage use of time
CHOICE Making decisions about: What to do When to do it How well to do it
What do I want to do? What to say 'yes' to What to refuse, decline or let go
What do I want to do? Depends on three things: Basic needs met - for e.g., quality (and quantity) of sleep How well to meet current commitments - how well to do what you ‘have’ to do How much time to give to unstructured activities
TIME MANAGEMENT Important series of questions: How congruent tasks, actions and habits with roles, goals, values and beliefs? Do beliefs define roles and goals? Do actions support them?
TIME MANAGEMENT Deciding what to do comes from within Do you believe in what you’re doing? Do you know what matters most to you? Every role, goal, commitment, task, habit or action make more sense and have more meaning
When do I want to do it? Organizing time -- choosing when to do something Hard - best time to do it Willpower and self discipline keys to delaying gratification of Doing It Now
DOING IT NOW Bad habit Reacting to things - other things pushed aside Things control you rather than you controlling them
When do I want to do it? Time management systems - Planners, diaries and schedules Work on getting better at knowing when to do it No formula Takes practice
How well do I want to do it? Decide how long and how well you are prepared to do Pareto Principle (80/20)
80:20 PRINCIPLE 80% of unfocussed effort generates only 20% of results Remaining 80% of results achieved with only 20% of effort Small proportion of activity generating big returns
importance of accuracy Quality of time management depends on accuracy of: Decisions about what to do? Decisions about when to do things Decisions about how to do things?
"Urgent" and "Important" Activities
It's urgent But is it really important?
TIME STRESSORS Important presentation for meeting Workload high “Urgent" tasks on To-Do List Anxious Can't concentrate Distracted
TIME STRESSORS Source of pressure and stress Too much to do, in too little time How to beat this stress?
URGENT/IMPORTANT MATRIX Think about priorities Determine which activities important Which are distractions Manage time effectively
Great Time Management Effective and Efficient Spending time on things important not just urgent
Distinction Important activities leads to achievement of goals - professional or personal Urgent activities demand immediate attention - associated with achievement of someone else's goals
Distinction Urgent activities demand attention Consequences of not dealing with them immediate
"What is important is seldom urgent, and what is urgent is seldom important.“
How to Use the Tool
Urgent/Important Matrix Overcome natural tendency to focus on urgent activities Focus on what's really important Not “Firefighting”
Figure 1 – Urgent/Important Matrix DISTRACTIONS INTERRUPTIONS IMPORTANTGOALS CRITICAL ACTIVITIES
Steps List all activities to do Include everything however unimportant Use To-Do List or Action Program
STEPS On scale of 1 to 5, assign importance to each activity Measure of how important activity in helping meet goals and objectives Do not worry about urgency
STEPS After assigning importance value to each activity Evaluate urgency
STEPS Study matrix using strategies described below to schedule priorities
Strategies for Different Quadrants of the Matrix
Urgent and Important Two distinct types of urgent and important activities: Could not foresee Left to last minute Avoid last-minute activities by planning ahead and avoiding procrastination
Urgent and Important Issues and crises cannot be foreseen or avoided Leave time to handle unexpected issues and unplanned important activities If major crisis arises, reschedule other events
Urgent and Important If lot of urgent and important activities Identify which could be foreseen Schedule activities ahead of time, so they don't become urgent
Urgent and Not Important Stop you achieving your goals Prevent you from completing your work Can they be rescheduled? Can you delegate them?
Urgent and Not Important Interruptions from other people Say "No" to people politely Encourage them to solve problem themselves
Urgent and Not Important Scheduling time when you are available Schedule regular meetings - all issues dealt with at same time Concentrate on important activities for longer periods of time
Not Urgent, but Important Achieve personal and professional goals, and complete important work Time to do these things properly
Not Urgent, but Important Leave enough time to deal with unforeseen problems Keeping on schedule Avoid stress becoming more urgent than necessary
Not Urgent and Not Important Distractions Avoided if possible Ignored or cancelled Say "No" politely
Key Points Urgent/Important Matrix look at task list Identify activities to focus on Prioritizing using Matrix Deal with truly urgent issues Keep on working towards important goals
TIME MANGEMENT MATRIX
MATRIX I II III VI
MATRIX I Crisis Deadlines Critical Meetings II Strategic Planning Empoering Others Creative Activities Recreation III Interruptions Strategic Planning Emails Meetings IV Gossips Trivial Issues Wasting Time Coffee Breaks
Prioritization:Making Best Use of Time and Resources
PRIORITIZATION Essential skill Make best use of own efforts Skill to create calmness and space Focus energy and attention on things that really matter
PRIORITIZATION Bring order to chaos Reduce stress
SIMPLE PRIORITIZATION Based on: Time constraints Potential benefits Pressure to complete job
PRIORITIZATION Based on value and rational basis Time constraints important
TIME MANAGEMENT SKILLS
TIME MANAGEMENT Work under control Stress minimize Work smarter on highest priority tasks Focused and effective way Achieving goals, dreams and ambitions Five areas
1. Goal Setting Know where you're going What needs to be done What order Without goal setting confusion or conflicting priorities
1. Goal Setting Requires time and effort Saves enormous amount of time, effort and frustration
2. PRIORITIZATION What needs to be done “To-do" list Work on most important, highest value tasks
3. Managing Interruptions Interruption natural and necessary Minimize interruptions Phone calls, emails, information requests, questions from employees, etc.
4. Procrastination "I'll do it later" Tempting Deadly Recognize you procrastinate Why?
4. Procrastination Plan to get out of habit Reward yourself for getting jobs done Remind of horrible consequences of not doing boring tasks!
5. SCHEDULING Effective Keeps you on track Protects from stress
5. SCHEDULING Schedule priority tasks Leave room for interruptions
5. SCHEDULING Contingency time for unexpected events Reflect priorities and support personal goals Control time Keep life in balance
Don’t Manage Time Manage Yourself!