1. Time Management Dr. P. UDHAYA KUMAR Associate Professor
Department of Mechanical Engineering
K.L.N. College of Engineering
Pottapalayam –

2. Time Management
It is managing ourselves in relation to time. It is setting priorities and taking charge of your situation and time utilization.

3. SYNOPSIS Time Management will help you:
 To develop the personal feeling of time.
To think about the future time, set goals and work out new proposals and plans.
To analyze how you spend time – where, how and why you spend time now.
To reduce the influence of time deficit.
To get rid of hurry.
To avoid excessive time spending.

4. SYNOPSIS To learn how to save your time through delegating
To redistribute your time for achieving the best results.
To study the techniques that would allow you to save your time during the meetings, reading, writing the documents, business trips, telephone calls etc.
To use more time for creative thinking. 
To make time your ally, not the enemy.

5. The Present

6. 1. The Present The Present Yesterday is History Tomorrow’s a Mystery
But Today is a Gift
That’s Why They Call it
The Present 3

7. Time is a Non Renewable Resource
Once it is gone, it is gone.
You will never see this moment again.

8. To Realize the Value of:
ONE YEAR, ask a student who failed a grade.
ONE MONTH, ask a mother who gave birth to a premature baby.
ONE WEEK, ask the editor of a weekly newspaper.
ONE DAY, ask a daily wage laborer with kids to feed.
ONE HOUR, ask the lovers who are waiting to meet.
ONE MINUTE, ask a person who missed the train.
ONE SECOND, ask a person who just avoided an accident.
ONE MILLISECOND, ask the person who won a silver medal in the Olympics.

9. Benefits of time management
Efficient
Successful
Healthy
If you can manage your time more effectively, you will be rewarded in a variety of ways:
You will be more efficient in serving your district and will be able to support your clubs better
You will achieve greater success in your very important, and highly visible, role as a Lions Leader
On a personal level, you will certainly feel healthier, more energetic, and in a generally better mood

10. Obstacles to effective time management
Unclear objectives
Disorganization
Note: You may wish to add personal experiences as examples of one or more of the obstacles to enhance the presentation.
There are a lot of things that make it difficult for us to manage our time effectively. Let’s consider some of the most common ones, and see if they apply to us:
Unclear objectives – It’s hard to hit a target with your eyes closed, and it’s just as hard to accomplish something when you aren’t exactly clear about what you want to achieve
Disorganization – It’s easy to see when your desk is too messy, but sometimes you have to step back and ask yourself if you are taking an organized approach in completing all of your tasks
Inability to say “no” – We all want to be as helpful as we can when others need us, but this can mean taking time away from other priorities to do something we may not have planned
Inability to say “no”

11. Obstacles to effective time management
Interruptions
More interruptions
Interruptions – Many times we are in the middle of accomplishing something really important and the telephone rings. These calls can not only take you away from your task, but sometimes they interrupt your train of thought and you can’t return to where you were without retracing your steps
More interruptions – We all like to visit with others, but conversations at inappropriate times can cost us time when we have to stop what we are doing and redirect ourselves from our plans
Periods of inactivity – As much as we think we are busy, there are times in our day when we are not really doing anything. Recognizing and making use of these times can have a positive effect on our efforts
Periods of inactivity

12. Obstacles to effective time management
Too many things at once
Stress and fatigue
Too many things at once – Many of our tasks are not routines. They require concentration to detail. When we are attempting to do too many different things at one time, each individual task suffers as a result
Stress and fatigue – Everyone experiences stress from time to time, and sometimes we actually operate a little better when there is some level of stress. Too much stress, on the other hand, causes our work to suffer and wears us down physically and mentally. Dealing with stress is an important part of time management
All work and no play – Most successful people know how to balance work and play. When work takes over your life, you not only give your body little time to re-energize, but you may end up sacrificing the really important things in life like family and friends
All work and no play

13. Employ strategies to overcome
What can we do?
Recognize that obstacles exist
The obstacles that we face are not insurmountable. Sometimes, the hardest thing to do is to identify that these obstacles exist and are affecting your ability to manage your time
When you have identified your obstacles you can begin to overcome them
Here are some strategies you can use to overcome the obstacles we just examined:
Identify them
Employ strategies to overcome

14. Set goals Specific Measurable
The first, and most important strategy you can employ to manage your time is to set clear goals for yourself. As a Lions leader, you will want to accomplish many things in your time of office. The best favor you can do for yourself is to determine what those goals are and make sure your efforts are always directed toward their achievement.
Effective goals share a number of characteristics in common. Effective goals are:
Specific – When a goal is too vague, you may never know how to reach it or even when you have reached it. Make sure that you know exactly what you hope to achieve
Measurable – When you have a goal that is measurable, you will know how far you have to go to reach the goal, and when you get there
Note: You may wish to provide an example of a vague, unmeasurable goal, and then a specific, measurable goal here. For instance, “I will support extension in my district” is a vague goal, while “I will establish five new clubs in my district is both specific (new clubs) and measurable (five).

15. Set goals Specific Measurable Achievable Realistic Time-based
Achievable – It is commendable to set your sights high, but sometimes we try to accomplish more than we can actually do. Training and certifying ten Certified Guiding Lions in your district in one year may or may not be achievable at this time for a number of reasons. Your goals should be such that, if you “extend yourself” you can just reach them.
Realistic – Can you establish a program in your district to help everyone with vision problems? It is certainly a worthwhile goal, but it may not be realistic at this time. It might be better to work on setting up a program with schools to provide vision testing and eyeglasses for disadvantaged children.
Note: You may wish to provide an example of an achievable, realistic goal that you have achieved or observed in your own club or district.
Time-based – Most of the goals that you establish in your position as a Lions leader will not be long-term. It is important to set time guidelines for your goals, so that you can keep track of your progress as you are going along and can be alert to when you are falling behind schedule.
Note: You may wish to state a goal that meets the five characteristics, and ask participants to explain how each characteristic is met. For example, “We will increase retention of current members in my district by reducing the dropout rate to X % by the end of the fiscal year.”
Further, you may wish to provide a non-example and ask participants to restate it to meet the five characteristics. For example, “We will improve the service we provide to our community.”

16. Prioritize Do Delegate Delay Delete
As a leader in your club or district, you will be faced with many tasks. It is safe to say that you will not be able to do everything, so it is wise to periodically make a list of the tasks that confront you and prioritize them. The following technique may be helpful in prioritizing:
Note: You may wish to provide examples of tasks that you have placed in each of the four categories that follow. Explain why you made the decision, and how it positively impacted your time management.
Do – Determine from the list the things you think are most important to accomplish, and are things you should do yourself.
Delegate – Remember that there many Lions within your district with skills, experience, and motivation to carry out a wide variety of tasks. A truly effective district governor understands that real leaders do not try to accomplish everything themselves and recognizes that some things are better handled by others. Delegating not only frees up your time for other things, it ensures that resources are used wisely and that Lions who want to help are motivated and involved.
Delay until another time – Some things can wait. The danger is delaying too many things until deadlines are near. The best policy here is to consider when things are due, how long it will take to accomplish them, and what your current workload will allow. For instance, registrations and request forms that are not yet due could be sent to LCI earlier if you have time. It makes sense to delay things that are not due when your are “overburdened” and to accomplish them ahead of time when you can.
Delete – If you have set goals using the guidelines we mentioned earlier, you may recognize that some of them are not achievable or realistic, or that they are just not important. A good leader knows when to concentrate on the important and eliminate the rest.
Note: As time allows, you may wish to:
Ask selected participants to share tasks that they will prioritize into the four categories
Break participants into small groups and ask them to create a list of DG tasks that could be prioritized using the four categories

17. Prioritize Address the urgent Accomplish what you can early
Attach deadlines to things you delay
It is important when you have prioritized your tasks that you:
Address the urgent – Take care of things with short-term consequences as soon as possible.
Accomplish what you can early – Reports, registrations, requests that can be handled early should come next. Don’t put off until tomorrow what you can do today.
Attach deadlines to things you delay – When you have determined that something can definitely wait, don’t just toss it aside until later. Establish a deadline for the task in your schedule, and make a note to remind you to begin working on it.
Note: You may wish to emphasize the 80/20 rule here. (20% of your tasks can take 80% of your time.) This is a good point to keep in mind as you prioritize tasks.

18. Organize
As you prioritize tasks and set deadlines, you will want to organize your plans and actions. Some of you may be more comfortable using paper and pencil, so I urge you to make use of a planner with a calendar and plenty of space to make notes. Many planners contain not only calendar space, but also room for daily activities, contact information, and “to do” lists. Find a planner that fits your needs and use it. You will find this to be an indispensable tool for managing your time.
Maybe you use, or would consider using, a computer to help in organizing your time. Today’s computers often come equipped with software programs that include calendars, task lists, reminders, and contact information. If your computer does not have such a function, software is readily available that you can install.
You may also consider a small personal digital assistant, or PDA. These devices are small enough to fit in your hand, and use the same software your home computer uses. PDAs are helpful tools when you are away from your computer during the day or are traveling on business.
Note: This would be a good opportunity to share whatever tools you use to stay organized. If you use a planner, bring it out and show how you use it. If you use computer software, explain the program and how it helps you. You may also ask participants if they have any other organizational ideas, like reminder files for each week or month.
Whatever method you choose, make sure you organize your tasks so that you can stay on track.

19. Learn when to say “NO” You can’t do everything
Don’t undertake things you can’t complete
Remain consistent to your goals
The strategies we have mentioned so far have all concerned common business practices. Now I would like to address some more “personal” strategies that you can apply to your life. These also have a great impact on how effectively you manage your time.
The first of these strategies is being able to say “NO” when it is appropriate. Your life in Lions has always been about giving all that you can to serve your community. That doesn’t change, but as your duties expand as a Lions leader you will find you are called on to do much more than you have ever been asked to do before.
When you learn to say “NO” you are not closing the door on your responsibilities, but rather you are making sure that you can meet your commitments and accomplish the maximum possible in the time available to you.
To be able to say “NO” you will have to accept these three principles:
I realize that I can’t do everything
I won’t agree to undertake a task or project that I know I will not be able to complete in the timeframe required
I will not make commitments that are not consistent with the goals and objectives I have set for myself
If you keep these principles in mind, you will find it easier to justify (and explain) why some requests must be turned down. You will also find that you are better able to accomplish the things that you have prioritized as “must do.”

20. Use your waiting time On public transportation At the doctor’s office
Waiting for your plane
On hold
When you are early
Another personal time management skill is to make good use of your “waiting time.”
Have you ever thought about how much time you spend doing nothing during an average day? Usually this is not a situation where you planned to do nothing…it just happened. Think about all of the things you could accomplish if you could make use of this time. For instance:
Time you spend commuting on a train or bus
Time you wait at the doctor or dentist office for your appointment
Time you spend on a plane, waiting for your plane, or the time you spend waiting for your baggage
Time you spend “on hold” on the telephone
Time you spend when you arrive at work or at a meeting earlier than you had anticipated
Note: You may include other examples or ask participants for their own ideas.
There are two ways to look at these periods of time. You can either consider them as “wastes of time” or as “gifts of time.” If you choose to think of them as gifts of time, you can use them as opportunities to accomplish routine tasks that are necessary, but don’t require large periods of time.
Most successful people have already found that there are a number of things that they can accomplish while they wait.

21. Use your waiting time Correspondence Letters or memos Books or tapes
The trick to making use of your waiting time is to always make sure you have something with you that you can accomplish in the event that you are kept waiting. For instance:
Reading correspondence – Take your mail with you and read it while you are waiting or traveling. Some PDAs have capability, so you can read your on a train or plane or at the doctor’s office
Writing letters or memos – While you wait, you can take out a notepad or use a PDA to write letters or memos. This could also be a good time to update your planner
Reading or listening to tapes – Carry a book or magazine or a tape with you. You can also download books and articles to your PDA. There is often no time in your schedule to keep current on books or articles related to your business or to self-improvement. Instead of being impatient when you are delayed, this could be a perfect time to advance your own knowledge and skills.
Note: This would be a good time to describe some ways you personally fill the “waiting times” in your schedule, and how you feel it has helped you manage your time overall.
Books or tapes

22. Concentrate on the task at hand
Focus on your goal
Tune out interruptions
You will be juggling many tasks while you serve as a Lions leader. There is no way around this fact. But one important strategy to keep in mind is to concentrate completely on the current task. Concentration can be difficult when you have a lot on your mind. Your time will be better spent if you are able to:
Focus on your goal – You may have many commitments and many concerns, but you will accomplish more when you keep focused on the one task you are performing at the moment
Tune out interruptions – You will find your concentration is at its highest level when you can set aside times during the day when you will not answer the phone or schedule visitors. You can’t isolate yourself all of the time, but by avoiding interruptions for specific periods of time, you may find you can accomplish tasks successfully in far less time than you anticipated. When you must respond to phone calls, be assertive in minimizing interruptions by asking if you can call back at another time or meet another day.

23. Consider your personal prime time
Morning?
Evening?
Late night?
Are you one of those people who gets up before the sun rises and starts working? Is the early evening, after the evening meal, your time to work? Or are you someone who prefers to wait until the quiet of the late night hours to do the really hard tasks?
Everyone is different. Most research shows that tasks that take the most mental concentration are most effectively accomplished early in the day, but even these studies acknowledge that this is not always true, and that everyone has a “personal prime time.”
When you plan your tasks, think about your own “prime time.” If you do your best work early, plan to do the routine tasks later in the day and concentrate on the more challenging tasks when you are at your best. If you don’t really get going until later, handle the routines in the morning and save the more difficult tasks for later.

24. How to plan your day Visualise your long term goal
Try to do your planning at the same time every day.
Use only one planner to keep track of your appointments
Write out a To do list every day
Don’t jam your day full of activities.
Do it now.
Always plan time for balance; include family, fitness, recreation, Social and spiritual activities.

25. Problems and Solutions for Proper Time Management
Personal:
ü     Know priorities of doing things
ü     Be organized
ü     Spend some time as leisure time
Psychological:
ü     Have self discipline
ü     Learn to say “No” if it demands
ü     Believe in team work
ü     Have a watch on the work entrusted

26. Problems and Solutions for Proper Time Management
External:
ü     Maintain proper relationship with friends and colleagues
ü     Never attempt indirect interactions
Social:
ü     Allot some time to spend with nature with parents, to love, to listen, to dream to and to think
ü     Morning 4.00am to 9.00am is the best time for work

27. Problems and Solutions for Proper Time Management
Postponement: Postponement or procrastination is mainly due to a lack of interest or pleasantness in work and the complexity of work.
ü     Unpleasant tasks
ü     Complex projects
ü     Fear of failure
ü     Lack of interest
ü     Perfectionism
ü     Distraction, lack of focus

28. TIME MANAGEMENT: AVOIDING TIME WASTERS
PROCRASTINATION IS THE THIEF OF TIME
No one is perfect. Everyone wastes some time. The three activities that waste the most time are long meetings, interruptions, and telephone calls. Here is how you can reduce each dramatically.
MEETINGS
Avoid setting or attending unnecessary meetings.
Prepare a detailed agenda.
Always get agreement the budget of time for the meeting, and try to adhere it, if it is possible.
Put into operation the habit to ask yourself questions about forthcoming meeting.
Here are seven key questions:
-What does happen if we won’t meet?
-Why do we meet?
-What is the result of this meeting?
-How long will continue this meeting?
-Who does attend this meeting?
-What is the best order for carrying out of the meetings?
-When does you need to hold a meeting? Is this time is right for you?
Until you will give satisfactory answers on these questions, don’t hold meeting. The meetings have to save your time. As a chairman or participant of a meeting you have to check the beginning and the completion of the meeting, and the effectiveness of this meeting.

29. MEETINGS
Get someone to monitor time and inform the participants if they are falling behind the schedule.
At the start of meeting obtain agreement on the objective(s) to keep a focus and avoid time-consuming discussions on unrelated topics.
Record ideas on a flipchart to reduce repetition.
People receive biggest part of the information through the eyes, not through the ears. The Chinese say: «The picture is worth a thousand words». Therefore, visual aids(Slides,diagrams, charts) can save your time if they are simple and easy to understand.

30. MEETINGS
Avoid dealing with items that are not on the agenda. If someone goes off on a tangent:
Politely ask what the matter has to do with the agreed-upon objective.
Ask if the item can be dealt with later or outside the meeting.
PREPARATION TO THE MEETING
-Goals determination
-Topic study
-Discussion Scheme
-Final preparation

31. MEETINGS Goals Determination
For example, to involve consultants of the company.
Improvement of the production process.
Topic study
Collection of the facts and information.
Determination of the main discussion subjects
Discussion of the different view points.

32. MEETINGS Discussion scheme Setting of the ultimate goal.
Consideration of the intermediate goals.
Discussion questions.
Planning of introductory speech before the beginning of discussion.
Making the meeting agenda.

33. MEETINGS Final preparation
Printing and distribution of the invitations.
Preparation of the conference hall.
Preparation of the handouts, slides, transparencies etc. These materials should be distributed before the meeting starts. Clear questions should be set at the beginning and at the end of agenda. This way the meeting will be started and finished on a high note. The most important issues should be discussed at the beginning when the minds of participants are not yet overload..

34. OFFICE INTERRUPTIONS
Stand when people come in to chat. This will prevent them from getting comfortable.
Ask them if it’s important.
Ask them if you can talk later in their office, a place where you can control the length of the conversation.
Walk out long enough to get them out of your office and then sneak back to continue your work.
Close your door.
Set Aside Uninterrupted Time
Every week you should make up a detailed time plan, which you modify each day as needed. Except in times of crisis, try to make sure day-to-day issues don’t push your strategic time priorities off your schedule.
Generally your major strategic time priorities will involve such activities as planning, thinking, and developing ideas. More so than day-to-day issues, such activities require big blocks of uninterrupted time.
Constant interruption kills any hope of effective time management. One way to avoid interruption is to make it clear that when your door is closed you are not to be disturbed. Another is to have regular meetings, such as every week, with the people that you interact with the most and insist on saving nonpressing issues for these meetings.
Avoid My Time Traps!
These are some “time traps”, all of which have plagued person, that you should guard against:
-Spending a disproportionately high amount of time in the offices where the most congenial people are, as opposed to where the most important issues are.
-Wasting too much time getting daily updates on routine activities as opposed to waiting for a more meaningful weekly summary.
-Jumping too eagerly into routine, more straightforward work and putting off the more complex and difficult work.
-Not starting the more important work first thing in the morning.
-Not bothering to make up a schedule for each day.
-Overscheduling – scheduling each day so tightly that it is impossible to stay on track and the schedule quickly becomes meaningless.

35. TELEPHONE
Leave complete messages for people who are not available so they won’t have to call back.
Install a voic system.
Return calls to people’s voice mail after business hours.
Train your associates to deal with routine issues on your behalf and to screen your calls when you are under pressure.

36. TELEPHONE
Avoid unnecessary chitchat by answering with your name followed by a question such as “How may I help you?”
Increase your chances of speaking to someone after you are told that the person is “away from the desk” or “in a meeting” by asking: “Could you find her for me?”
“Can he be interrupted?”
“I’m returning her call, which was important”.

37. PAPER WORK
Keep your desk clean. Put things where you can find them. Don’t put documents in temporary places.
Deal with each piece of paper once. File it, respond to it, or dump it.
Reduce time by responding to correspondence in writing on the letter. Fax it back, or photocopy it and send it back.
With the invention of the copy machines you entered to the war for survival and fight with the paper flow. You can be saved only with the politics of the spending minimum of time for every piece of paper; You can take them in your hand only one time; it prevent you from absolute ineffectiveness of your work.
Your secretary, if you have him, has to be enough competent for organization of the administrative side of the work in your office. He has to open mail and classify it according appointed priority system. He has to defend you from the incoming calls and visitors for saving your time.
The muddle adds the work and steal your time. Try to maintain the order in your office. Organize the system of work with predicted and main business. Then you see, you will have more time for work with unpredicted business – it can be problems, crisises or new opportunities for your business.

38. The Big Rocks of Life
Note: You can either perform the demonstration described or discuss the short story below to conclude the session.
One day an expert in time management was speaking to a group of business students and, to make a point, he used this illustration. As he stood in front of the group he pulled out a large wide-mouthed Mason jar and set it on the table in front of him. Then he produced about a dozen rocks and placed them, one at a time, into the jar. When the jar was filled to the top and no more rocks would fit inside, he asked, "Is this jar full?" Everyone in the class said, "Yes." Then he said, "Really?" 
He reached under the table and pulled out a bucket of gravel. He dumped some gravel in and shook the jar causing pieces of gravel to work themselves down into the space between the rocks. Then he asked the group once more, "Is the jar full?" By this time the class began to understand. "Probably not," one of them answered. "Good!" he replied.
He reached under the table and brought out a bucket of sand. He started dumping the sand in the jar and it went into all of the spaces left between the rocks and the gravel. Once more he asked the question, "Is this jar full?" No!" the class shouted. Once again he said, "Good." Then he grabbed a pitcher of water and began to pour it in until the jar was filled to the brim. Then he looked at the class and asked, "What is the point of this illustration?“ One student raised his hand and said, “No matter how full your schedule is, if you try really hard you can always fit some more things in it!" "No," the speaker replied, "that's not the point. The truth this illustration teaches us is: If you don't put the big rocks in first, you'll never get them in at all." What are the 'big rocks' in your life? Your children; Your loved ones; Your education; Your dreams; A worthy cause; Teaching or mentoring others; Doing things that you love; Time for yourself; Your health; Your mate (or significant other). Remember to put these BIG ROCKS in first or you'll never get them in at all. If you sweat about the little stuff (the gravel, sand, and water) then you'll fill your life with little things you worry about that don't really matter, and you'll never have the time you need to spend on the big, important stuff (the big rocks).
So, tonight, or in the morning, when you are reflecting on this short story, ask yourself this question: What are the 'big rocks' in my life? Then, put those in your jar first.

39. Is The Jar Full?
Stephen Covey in his book, First Things First, shares the following story experienced by one of his associates: I attended a seminar once where the instructor was lecturing on time. At one point, he said, "Okay, time for a quiz." He reached under the table and pulled out a wide-mouthed gallon jar. He set it on the table next to a platter with some fist-sized rocks on it. "How many of these rocks do you think we can get in the jar?" he asked.

40. After we made our guess, he said, "Okay. Let's find out
After we made our guess, he said, "Okay. Let's find out." He set one rock in the jar then another then another.  I don't remember how many he got in, but he got the jar full. Then he asked, "Is this jar full?"  Everyone looked at the rocks and said, "Yes."

41. Then he said, "Ahhh" He reached under the table and pulled out a bucket of gravel. Then he dumped some gravel in and shook the jar and the gravel went in all the little spaces left by the big rocks. Then he grinned and said once more, "Is the jar full?"

42. By this time the class was on to him. "Probably not," we said. "Good
By this time the class was on to him. "Probably not," we said.  "Good!" he replied. He reached under the table and brought out a bucket of sand. He started dumping the sand in and it went into all of the little spaces left by the rocks and the gravel. Once more he looked and said, "Is this jar full?"  "No!" we roared. 

43. He said, "Good!" and he grabbed a pitcher of water and began to pour it in. He got something like a quart of water in that jar. Then he said, " Well, what's the point?"  Somebody said, "Well, there are gaps, and if you work really hard you can always fit some more things into your life."

44. "No," he said, "that's not really the point.
The point is this:
Put the
Big Rocks
in First

45. Celebrate your success
Celebrate the achievement of your goals to maintain a healthy balance in life between work and play. Reward yourself when you complete a task or finish a project.
If you worked in a team setting, or delegated some tasks to others, reward the efforts of all involved.
Celebration is a vital part of all project management. No matter how tight your schedule looks, this is TIME WELL SPENT!

46. Tips for Successful Time Management
Doing things with concentration, dedication conflicts and commitment and not in a careless manner.
Trust others and distribute works to others
Never think about unnecessary things and never interfere in others matters
Postponement of planned events is an avoidable bad habit
Breakdown your goals into smaller task with manageable steps
Be punctual
Hurrying up is to always the best way of doing a thing faster
Don’t forget or misplace things
Use a calendar/ Get organized

47. Imagine the luxury of having more time:- To spend with your family To go on that “special” vacation To take up a new hobby To read that latest, popular book Or just to relax and live a little. Yes, all of this is possible but you must use time management techniques to organize your personal and business activities.

48. Thank You