Showing posts with label Time Management Tip. Show all posts
Showing posts with label Time Management Tip. Show all posts

Best Motivational Quotes for Time Management

9 Tips to Time Management

1. Get Started - This is one of the all time classic time wasters. Often, as much time is wasted avoiding a project, as actually accomplishing the project. A survey showed that the main difference between good students and average students was the ability to start their homework quickly.
2. Get into a routine - Mindless routines may curb your creativity, but when used properly, they can release time and energy. Choose a time to get certain task accomplished, such as answering email, working on a project, completing paper work; and then sticking to it every day. Use a day planning calendar. There are a variety of formats on the market. Find one that fits your needs.
3. Do not say yes to too many things - Saying yes can lead to unexpected treasures, but the mistake we often make is to say yes to too many things. This causes us to live to the priorities of others, rather than according to our own. Every time you agree to do something else, something else will not get done. Learn how to say no.
4. Do not commit yourself to unimportant activities, no matter how far ahead they are - Even if a commitment is a year ahead, it is still a commitment. Often we agree to do something that is far ahead, when we would not normally do it if it was in the near future. No matter how far ahead it is, it will still take the same amount of your time.
5. Divide large tasks - Large tasks should be broken up into a series of small tasks. By creating small manageable tasks, the entire task will eventually be accomplished. Also, by using a piecemeal approach, you will be able to fit it into your hectic schedule.
6. Do not put unneeded effort into a project - There is a place for perfectionism, but for most activities, there comes a stage when there is not much to be gained from putting extra effort into it. Save perfectionism for the tasks that need it.
7. Deal with it for once and for all - We often start a task, think about it, and then lay it aside. This gets repeated over and over. Either deal with the task right away or decide when to deal with it.
8. Set start and stop times - When arranging start times, also arrange stop times. This will call for some estimating, but your estimates will improve with practice. This will allow you and others to better schedule activities. Also, challenge the theory, "Work expands to fill the allotted time." See if you can shave some time off your deadlines to make it more efficient.
9. Plan your activities - Schedule a regular time to plan your activities. If time management is important to you, then allow the time to plan it wisely.

Time Management Tip: Eat that Frog


There's an old saying that says..."If the first thing you do when you wake up in the morning is eat a live frog, then nothing worse can happen for the rest of the day!" Well, I don't know about you, but I think that's a pretty safe assumption.


Brian Tracy, in his book Eat That Frog! says that your "frog" should be the most difficult item on your things to do list, the one where you're most likely to procrastinate; because, if you eat that first, it'll give you energy and momentum for the rest of the day. But, if you don't...and let him sit there on the plate and stare at you while you do a hundred unimportant things, it can drain your energy and you won't even know it.


So, here's your assignment: for the next 30 days take a look at your list, circle the frog, and eat that first.

Important is to keep the important - important.

Ten Time Wasters, Causes and Solutions

TIME WASTER
CAUSES
SOLUTIONS
1. Attempting too much
· Over ambition and inordinate need to achieve
· Over response
· Over desire to appear cooperative
Ask your self what you are trying to prove. Be realistic. Keep perspective. Stop idling yourself.
Limit your response to the real demands of the situation
Stay uninvolved if other can handle it. Stop saying yes just because you want to be appreciated.
2. Confused responsibility of authority
· Failure to clarify precise responsibilities
· Job overlap
· Responsibility without authority
Prepare list of responsibilities for approval
Identify area of duplication. Eliminate
Insist on commensurate authority (equal to responsibility)
3. Drop-in-visitors
· No plans for unavailability
· Expecting subordinates to check with you excessively
· Inability to terminate visits
Recognize that “open door” does not mean physically open, but open to those who need assistance. Implement quiet hour; screening; hideaway
Manage by exception
Meet others outside your office. Stand upon entry and keep standing
4. Inability to say “No”
· Possess capabilities in demand
· Not knowing how to refuse
· Can’t say no to boss
Refuse to spread yourself too thin. Concentrate your efforts
Count to 10 before saying “yes”. When saying “no” give reasons, suggest alternatives.
Say no by showing list of agreed-upon priorities. If boss insists, agree, but advise what you fear will not get done.
5. Inadequate controls & progress reports
· Unaware of importance
· Lack of enforcement of controls
Recognize that controls monitor progress and correct variance, thus guaranteeing satisfactory performance.
Recognize this means you might as well not have controls.
6. Inadequate planning
· Unaware of importance
· Assumption that since few days are ”typical”, it is futile to plan
· Have plan in mind but believe it is not important enough to write it down
Recognize that every hour in effective planning saves four in execution and gets better results.
Recognize that most managers tend to waste time in the same ways everyday.
Recognize that no memory is infallible, and that no to-do list is complete until priorities and deadlines are met.
7. Inadequate Staff
· Lack training
· Limited finances
Recognize that without competent staff, effective delegation is impossible. Make staff training a priority.
Conduct cost-benefit analysis. Demonstrate what additional staff would do at what cost.
8. Incomplete information
· Lack system
· Lack of authority to require information needed
· Indecision or delay by others in providing needed information
Determine what information is needed. Then ensure its availability, reliability and timeliness.
Clarify authority. Use response deadlines. Take problem to boss if unsuccessful.
“Unless I hear” memo. Meet to explain importance of information.
9. Ineffective delegation
· Can do the job better and faster
· Over control
· More comfortable “doing” than “managing”
Lower standards to what is acceptable, not your own level of performance. Avoid perfectionism.
Relax. Emphasize goal-accomplishment, not methods. Measure results, not activities.
Remember the job of the manager is managing, not doing.
10. Lack of self-discipline
· Lack objective or standards
· Not following up
· Leaving tasks unfinished
Set objectives in key results area. Develop standards (conditions that will exist when the job is done well)
Recognize that people do what you inspect-not what you expect-and the same goes for you.
Complete tasks before putting them down. Handle it once. Get done the first time.

Short Story to teach Time Management

Dear Friends,

Greetings from Shabbar Suterwala.

A Beautiful Story I came across on Time Management and Setting Priorities.

A professor stood before his class and had some items in front of him. When class began, wordlessly he picked up a large empty jar and proceeded to fill it with rocks right to the top, rocks about 2" diameter.

He then asked the students if the jar was full? They agreed that it was.

So the professor then picked up a box of pebbles and poured them in to the jar. He shook the jar lightly. The pebbles, of course, rolled into the open areas between the rocks. The students laughed.

He asked his students again if the jar was full? They agreed that yes,it was.
The professor then picked up a box of sand and poured it into the jar. Of course, the sand filled up everything else.

"Now," said the professor, "I want you to recognize that this is your life.

The rocks are the important things - your family, your partner, your health, your children -anything that is so important to you that if it were lost, you would be nearly destroyed.

The pebbles are the other things in life that matter, but on a smaller scale. The pebbles represent things like your job, house, or car.

The sand is everything else, the "small stuff."

"If you put the sand or the pebbles into the jar first, there is no room for the rocks.

The same goes for your life. If you spend all your energy and time on the small stuff, material things, you will never have room for the things that are truly most important.

Pay attention to the things that are Important in your life and spend time on the Important.

Some of the Important's are:
Spend time with your Family.
Spend time with your People.
Spend time for your Customers.
Play with your children.
Take time to get medical checkups.
Take your partner out once a while.
Take time to renew yourself.
Find time for maintainance.
Spend time on Preventing than on Solving Problems
***** Take care of the rocks first - the things that really matter.****

Set your priorities, the rest is just pebbles and sand.
Believe in yourself, know what you want, and make it happen!

Best Regards
Shabbar Suterwala

TIPS - OVERCOMING PROCRASTINATION

Hello Friends,

Greetings from Shabbar Suterwala,

There's a Popular saying in Hindi Language which goes as:

"Aaj karo so kal karo,
Kal karo so parso,
itni bi jaldi kya hai janab,
jab jina hai barso."

Yes, friends we are all in trapped in this habit of Procrastination.

I too was entangled into this habit, and that is the reason why you are see this article of mine after such a long gap .. I kept on telling my self, today evening, tommrow morning, ok after going to the office, today just before sleeping and so on. And yes the greatest problem why procrastination is, I thought, I must find a good topic first and should think of what points to write and then when I have every thing perfect and ready , then I will start.

And believe me friends and it never worked and I have spent atleast a forthnight since my last article.

Are'nt many of us in the same rut, let me first get all the details, my english has to improve first, first let me complete my course, I still need to practice more, oh, I have'nt got the complete data yet.... and so on is the endless list of excuses.

So here is what I did, to overcome this deadly devil - PROCRASTINATION.

Today morning, I just opened my note pad and started writing .. Hello Friends and things just went on and you are seeing the result. So what I learnt is rather than Procrastinating if I really plung into action however small the step, I have done the task.

When you find yourself procrastinating on a particular project, or just delaying in general, it is always a good idea to ask why. If a task is difficult, it's difficult for a reason; you need to know what that reason is, even if it's just a nagging habit you've developed.

Procrastination may be for contract people when the fear of finishing one contract without having another which may mean that you would get laid off. Procrastination may show up if you fear being blamed, ridiculed or intimidated for negative results.

Yes, procrastination can be just a HABIT, It's not always a bad thing to look before you leap -- no one wants to make a poorly thought out decision -- but if delaying is causing problems in your life, the reason could be due to anger, fear, or denial.

The next time you find yourself procrastinating on a particular project, ask yourself these questions.

1. DO I FIND IT HARD TO JUST GET STARTED?
2. DO I FEEL QUALIFIED TO PERFORM THE TASK? AM I IN OVER MY HEAD?
3. IS THIS SOMETHING I REALLY WANT?
4. DOES THE TASK SEEM HUGE, EVEN OVERWHELMING?
5. ARE THERE TOO MANY THINGS DEMANDING MY ATTENTION SO THAT NOTHING OF REAL VALUE GET DONE?
6. IS THIS REALLY MY GOAL, OR IS IT SOMEONE ELSE'S? ARE YOU DOING IT TO PLEASE SOMEONE?
7. AM I AFRAID OF THE OUTCOME?

So, lets take the baby steps today to over come this giant PROCRATINATION.

Please share your feedback for the same. Also you could add further tips on OVERCOMING PROCRASTINATION.

With Best Regards
Shabbar Suterwala
Corporate Trainer & Psychological Counsellor
Ph: +91 989 222 5864
Off: 022 28053851
email: shabbarsuterwala@hotmail.com