Time is ticking

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Time is ticking learn to manage it well!
Freeda Wilson Acusis Training Team
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Time Management
Time is money, spend your time wisely.
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What Is Time Management ?

• Time management is the act or process of planning
  and exercising conscious control over the amount
  of time spent on specific activities, especially
  to increase effectiveness, efficiency or
  quantity.

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Why Time Management?

• Good time management paves the road to success.
• Helps you to be highly effective.
• It helps maximize your efforts.
• Brings about a sense of fulfillment at work.
• Helps you experience greater peace and less
  stress.
• Work gets done on time, every time!

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Bad Time Management

• Results in missed deadlines.
• Poor quality work.
• Not able to balance professional and personal
  life.
• A lot of stress.
• Lack of concentration.

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How Can I Manage My Time Better?

• Set Goals (long term and short term).
• Break down goals into small manageable tasks.
• Create a to-do list to achieve those tasks.
• Schedule tasks well.
• Prioritize your tasks.
• Manage distractions.
• Concentrate on results.
• Self-Motivation.

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• To-Do List

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Create a To-Do List

• Take time to write down a to-do list.
• This can be done effectively through Microsoft
  Outlook.
• To-Do list helps you list down activities you
  need to complete for the day/week etc
• It helps you collect your thoughts.
• It serves as a reminder.
• Before you call it a day, check your to-do list
  and check mark the activities that you have
  completed and follow up on the ones you need to
  complete.

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• Scheduling Tasks

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Scheduling Tasks

• Scheduling Tasks is an important component of
  time management.
• All of us have different rhythms, different times
  during the day when we feel most productive and
  energetic.
• Example
• You can make best use of your time by scheduling
  the high-value work during your peak time and
  low-energy work towards the end of the day.

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• Prioritizing Tasks

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Prioritize your tasks

• When you are faced with too many tasks in a day
• and with too less time to complete them, what
• would you do?
• Prioritization helps in these scenarios.
• Identify the important and urgent tasks.
• Important tasks are the ones that provide
  significant value.
• Urgent tasks are the ones which have to be done
  immediately.
• Great time management lies in being effective as
• well as efficient.

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Prioritize your tasks

• To prioritize your tasks,
• divide them into the
• sections displayed
• on the right.

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Prioritize your tasks

• Complete the tasks which are urgent and
  important.
• Secondly, complete the tasks which are important
  but not urgent.
• Thirdly, complete the tasks which are urgent but
  not important.
• Finally, complete the tasks which are not urgent
  and not important.

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• Manage Distractions

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Manage Distractions

• We need to manage our distractions so that they
• dont gnaw into our time.
• The following will help us manage distractions
• well.
• Schedule Breaks.
• Plan for distractions.
• Regulate Inputs.
• Know your productive zone.
• Increase your margins.

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Schedule Breaks

• The moments you spend away from your work are
  just as much a part of your life as those spent
  toiling away.
• Treat them as such!
• Scheduling breaks, especially when youre short
  on time and long on work, can make the difference
  between productive success and burnout.

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Schedule Breaks

• Dont wait until youre frazzled Schedule your
  breaks!
• No matter how brief your breaks are, it is a way
  of topping off your energy reserves instead of
  a way to come back from an empty tank.
• Stay on schedule If you planned to take a
  15-minute break at 1200, youd better be backing
  away from your desk by 1201! The same goes for
  ending your breaks.
• Stay on time and youll find it easier to move in
  and out of your focused work mode without
  losing forward motion.

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Schedule Breaks

• A break should be a restorative action
• Chatting with a friend online about your
  project isnt a break. Its a distraction.
• The idea of a break isnt to derail your train
  of thought but to pause for restoration and
  refueling.

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Plan for Distractions

• The following will help you handle distractions
• Better.
• Acknowledge the interruption The best
  interruptions are the ones we see coming.
• Others come without warning
• For example, someone opens the door to your
  office without knocking on it which causes you to
  spill coffee all over some important papers.
• However big the interruption, its not worth
  your time to get annoyed! Doing so will just make
  it that much harder to return to work once the
  interruption is over.

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Plan for Distractions

• Bookmark your idea During the moments after the
  phone rings for the first time or youve said
  come in to the person knocking on your office
  door, you have a chance to note exactly where you
  were heading with your project.
• Part of planning for interruptions is to have
  sticky notes or a favorite bit of software open
  in order to jot down a quick note before the
  phone rings a third time.

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Plan for Distractions

• Minimize your immediate involvement Many
  interruptions require more than just an answer.
  Clients, partners, spouses, children and friends
  typically want an action and not just a
  conversation.
• The trick to staying productive, in spite of the
  interruption, is to schedule your action for a
  later time.
• If your friend needs to talk to you about a
  family problem, politely inform your friend that
  you are at work and you would call her/him after
  you are done for the day.

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Regulate Inputs

• Silence your cellphone and put it out of sight if
  you receive personal phone calls very frequently.
  
• Schedule phone calls so that you attend to them
  only during breaks or after office hours.
• Attend to only urgent/important phone calls
  during your work hours.
• Limit the number of times you check your email
  each day and batch your replies when possible.
• If you need to use Facebook or Twitter, do so as
  part of your scheduled breaks.

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Know Your Productive Zone

• When do you get your best work done?
• Are you a genius in the morning but slow in the
• afternoon?
• Do you work best late at night when youre alone?
• Most of us only have a few hours each day that we
  can honestly point to as being truly productive
  hours.
• Those hours are what we call a productive zone.
• Do your maximum work during your productive zone.

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Increase Your Margins

• One of the most annoying things about
  interruptions is that we almost never have time
  for them.
• In our rush to get jobs done at the last minute,
  we miss out on numerous fun conversations and
  inspirational moments.
• If you give yourself enough time to complete your
  activities at a high quality and allow for a few
  interruptions and restorative actions (breaks)
  you wont find interruptions as distracting.
• You would have scheduled them after all!!

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• "The bad news is time
• flies. The good news is
• you're the pilot." -Michael Altshuler