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Time Management

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Sudhakar Reddy

on 3 May 2013

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Transcript of Time Management

Welcome to presentation on Time Management Objectives The main objective of this course is to use your time in best and effective way to get the desirable output. This course will help you in the following ways: Importance of Time management

Time as one of the important pillars of the project

Life cycle of a project in terms of time management

3 rules to follow
Learn to say NOThink before you say yes
80/20 rule

Relations between activities in Project Network Diagram (PND).

Tips for effective Time Management

Common Mistakes done by Project Manager

Setting up of goals and Time management

Indirect factors which effect the time management Introduction Every day when we get up or when we reach office, we find that we are loaded with piled up work of last week or last month. We have lots of pending commitment to meet up, we have endless number of emails in our inbox and the list continues to go on and on and above all because of such an elephant size pressure, you forget to wish your wife on her birthday.

You are not the only one who is facing this. There are many like you. The biggest culprit for such a situation is nobody else but you and your incapability to manage your vital asset in the professional world and that is - TIME. Importance of Time Management Time management, in a very simple language can be defined as the proper and productive use of available time.
Time management guides you to take the right decision at the right time

Time management guides you to take the right decision at the right time. There are various other benefits of time management that can be classified as Professional Benefits and personal Benefits Professional Benefits: 1.Time management makes an individual punctual and disciplined
2.It makes you more organized
3.Effective time management keeps your morale high and make you more confident
4.Time management plays an important role to reach the success. Personal Benefits: 1.Make you more productive
2.You are left with more personal time to spend with your family and friends.
3.As you have enough time to manage everything, so you are protected from stressed situation, so are healthier also. Plan for project: Success of any project totally depends upon how keenly and carefully it has been planned. It is the first step for any project to start. There should be a proper planning done at each level. Activity List: The next step is to make the activity list which should be done one after the other or s per the sequence in order to finish the project. PND: After making the list of activities, PND i.e. Project Network Diagram has to be prepared which should clearly mention the step by step growth of the project and order of the processing of those steps. Define Path: PND gives the overall path structure in different ways but one has to find out the best path out of the available options which suits the project best and this is called as defining the path. Calculating possible and unexpected Delays: Inspite of proper planning and calculation there can be unexpected situation which can directly affect the project and it may get delayed. So it is very important for the project manager to identify the extrnal factors and calculate the undesirable delays. Start to start: In this method, similar processes start together at the same time and they don’t depend on each other and does not depend on the finishing time of the projects. Finish to Finish: In this method, different processes are done in such a way that whatever time they start but they end at the same time. Start to Finish: This is the very uncommon method but is sometimes applied where the last process is done first and then it goes back to first process. The PND steps come under four categories: Finish to Start: This is the very basic process in which all the steps in the pipeline are performed one after the other i.e when first ends the second starts in the sequence. 3 Rules to follow Learn to say no: There is always a time when a mail popup in your INBOX and you get some new proposal and it becomes very difficult for you to say NO. But after making the commitment it becomes difficult for manage your time. So, it would always be wise to say NO if you are already loaded. Think twice before you say YES: This rule is complementary to the first rule and as mentioned earlier before saying YES first calculate your time and check the balance between the available time and the time which will be needed for the new task. 80/20 Rule: This is one of the very important rule . According to this rule, in every project, 20% of work is responsible for the 80% of result. So, you have to identify that 20% and focus more on it and you will get your 80% automatically. Important tips for Time Management To Do List: It is very important to make a list of important tasks in advance preferably at the beginning of the week. It helps to unnecessary indulge in the other tasks and help to prevent distractions. Time Blocking: After making the to do list, identify the most important tasks from the list and block the suitable time for them so that they should not be left behind. Weekly Review: Make the habit of taking weekly review instead of daily review as it takes less time and you can save time for some other work. Never do the work yourself: Never do the work on your own. Always delegate them to the team members and have trust on their capability as they have been selected as per the need of the task and their competency. Be punctual while taking Meetings: Taking meeting is very important task for a project manager as he has to discuss so many things with the team members but always make the habit of finishing your meeting within time and don’t waste your time on unnecessary discussion.
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