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Time management refers to the creation of procedures and implements that increase productivity and output. It is managing our time to waste less time on doing the things we have to do so we have more time to do the things we want to do. In reality, time management has adapted into everything from practices such as ERP through consultant services such as Professional Organizers.
Factors of Time Management:
Be Regular and Be Organized
Organizing our works is an important fact of Time Management. Planning works so as to fulfil our daily commitments are been a pivotal and a effective Time management skill. Regular commitments in the work should be carried out only then the organized word can be scheduled
Be Prioritize in working
Prioritizing your work is critical to your success. Failing to which will lead to work load in our daily schedules. Planning works according to our daily schedules by the below mentioned ways will help to prioritize the works
As Said by Stephen Covey, Work Can be divided in to Four Types
Important and urgent
Important but not urgent
Not Important but urgent
Not Important and not urgent
Important and urgent:
The works falls under this type has deadlines to finish the works. We do these works because of the deadlines attached to them
Not important and not urgent:
The works falls under this type also has a deadline but those are not important and can be done in a period of time
Not important not urgent:
These are the works we have plenty of time to be a part and spend with like watching TV, playing games etcâ€¦
Important but not urgent:
This is a prominent work type, it creates a biggest difference in achieving goals and they don't have a deadline.
Tips for Prioritizing:
Make a note and an outline for your work
Consider public limits
Remove items that are not crucial
Don't include everything inside your work
Always rework and avoid time consuming methodologies
Be Creative: The Sisyphus effect
Always be creative in what you do.
Remember the Visual Basic concept "WYSIWIG = what you see is what you get"
Similar way if you do repetitive job without any sort of new ideas or methodologies in it, then over a period of time ,the creativity in your inner self will never be estimated.
The Sisyphus effect is "Ancient Greek punishment for his earthly crimes, Sisyphus was famously laboured by a never-ending task. He was sentenced to roll a giant rock up a hill - only to watch it roll back down and have to start all over again."
Identify the type and purpose of meetings
Knowledge base of the key participant
Features of Meetings
Established rules and procedures
Written records of previous meetings
Usually a specified membership who are invited to participate.
Types of Meetings
Briefing: To Deliver Information
A wide scenario about market share, financial results, investment analysis
Investigatory: To gather Information
About Expenditure, Internal Accounts Audit, Following Six Sigma Practices
Advisory: To provide information
Panel of Experts advise government department on new legislation
Consultative: To voice opinions
Manager asks her staff how they feel about a proposed promo-sharing scheme
Executive: To make decisions
Board of trustees agrees a new strategic plan for hospital trust
Advantages of meetings
Offer chance for Prompt feedback and serious flows of verbal and non-verbal communication.
Rapid conversation of ideas and group interactions which can generate better solutions than individuals working alone or interactive through less concentrated channels.
Potential difficulties of meetings
Communications criss-cross around the meeting room and are highly susceptible to noise and improper de-coding.
Each attendee arrives with his or her own information, pre-conceived ideas, spirits and biases.
Limited attention spans and selective insight of each individual can lead to different clarifications.
Points for Preparing Agenda of Meeting
Precise and Logical sequence of the meeting
Simple items first are to be gathered first
Consent items first
Late arrivals and early departures
Points for Minutes of Meeting
Exact minutes - word for word
Narrative minutes - summary of discussion, decision taken and action point arising
Purpose minutes - stating only what was agreed
Helps an organization to achieve:
Bringing satisfied repeat customers
To develop well-motivated employees
To develop a positive reputation in the wider community
To create innovative and creative strategies
Simple Way for an Effective Communication
Key dimensions for an Effective Communication
It should be coded in the form of words, Spoken, Written, New hybrids, Diction, Translation
Kinesics (body language): Kinesics or body language is the language of gestures, expressions, and postures. Â
The real meaning of some signs, such as a smile, may be the same throughout the world. However, the meaning of others may be different.
Proxemics means physical distance between people
The Visual media of pictures and signs and the study of interaction distances and other traditionally defined uses of space that affect communication.
Features of an Organizational Communications
Organizational communication is a complex phenomenon
It is not open to simple book of solutions. The communicators require an open and analytical mind that can draw on multiple viewpoints in addition to their own immediate experiences
Bests of organizations are to face up to their own communication barriers; they need to be responsive to changing environments and willing to abandon long-established practices and assumptions in response to evidence and informed advice.
The prominent is achieved using existing knowledge, effective communicators also need to be advanced, asking new questions and testing with innovative approaches.
This type of listening enables us to understand and retain the message and no sort of interaction is involved
This type of listening is to understand and evaluate the meaning of the message
This type of listening is to understand speaker's feelings and needs of it
This type of listening is to understand the content as well as the feeling
Outcomes of Active Listening:
Signaling interest in the person speaking
Being aware of feelings
Avoiding pauses and distractions
Clarifying and summarising
Practice convincing communication techniques and the information should be concise and persuasive.
Effective voice projection
Body language, eye contact, and gestures.
Focus on key audience members.
Overcome nervousness, anxiety, and distracting mannerisms.
Show confidence through delivery skills.
Structure presentations to gain maximum effect.
Tips for Effective Presentations:
1 word costs £1000
Each word inside a presentation will cost much more that what you earn a day. This is a famous concept used by skilful participants. They avoid too many slides in a presentation
Plan Ahead of Time
Plan the timing of the presentation & it should never go beyond the fixed timing
Understand the audience
Understand the gathering and then start your presentation will help you to deliver the key deliverables to the people listening to the meeting
Fewer words, more pictures
Usage fewer words and screen more pictorial representation and concepts is an effective way of a good presentation. A graphical view of representation will full fill the thousand words present inside a slide.
Fonts and colours
Always remember to use light colours in a presentation. It shouldn't create a sarcastic effect on the minds of the listener.
Stress is your mind and body's retort or reaction to a real or imagined threat, event or change. The risk, event or changes are commonly called stressors. Stressors can be internal (thoughts, beliefs, attitudes or external (loss, tragedy, change).
Types of Stress:
It is otherwise called as positive stress. It occurs when your level of stress is high enough to inspire you to move into action to get things accomplished.
It is otherwise called as negative stress. It occurs when your level of stress is either too high or too low and your body and mind begin to respond adversely to the stressors.
What causes stress?
The work load present in the work causes 90 % of the stress to a person.
People that you don't like
Inner mind illusions
The health conditions also affect a major proportion of the stress.
Stress Reduction methods
Group or Social Support
Social Moving in to the society after the work schedule will decrease the stress level to great extent.
Creative Involving in works
Creative involving in greater part of the daily works , which gives extra ability to mind power and increases brain to work more effectively than the normal activity of work carried out.
Meditation clears the mind & refills the energy into it.It create a new combined energy to body as well as the mind
Breathing and Regular Exercises
Regular Exercises in morning helps mind & body to relive from a repulsive action n energizes the body to overcome any kind of stress.
Nutritious & hygienic foods also provides stress free environment.
Self-hypnosis or self-suggestion is an illusionary way of decreasing the stress. Listening to pre-recorded audio or a media relieves the stress. It is extensively used in hypnotherapy.
Receiving or enduring with active sympathy is a good way of stress relieving.
Feature of stress management
Stress management training creates an impact on improving job satisfaction
Health promotion activities creates impact on lifestyle and health habits
Personal skills audits
Communication and Literacy Skills
The word power is a prominent skill among the self-evaluation and group representation
Group and Interpersonal Skills - Working with Others
The Team Building Exercises are brought in picture by the Group and Interpersonal Skills
Organisation and Personal Skills - Independent Learning and Working
Organizing seminars & team building exercises will help to audit the personal skills.
Analysing the word power within us will help us to self-estimate the vocabulary power with in us.
Research and Problem solving
Analytical solving or puzzles & verbal reasoning are an essential factor that influences the personal skills.
Finding, exploring, developing and presenting information
Application of Numerical Techniques
The hydrodynamics is also an important factor on the personal skill audit.
Personal development Plan
Identify your passions
Identify the passions present inside the inner mind are the important facts that provokes the personal development plan.
Draft a personal mission statement
Define specific goals/objectives as it relates to your career development
The self-goals are to created and we should strive towards to achieve it
Create a measurable action plan to accomplish your goals/objectives
Action Plans on the works to be done are to be formulated
Visual Control System
The Visual Control System (VCS) is graphical view of the work status.
Through which a person can be self-evaluated as we as evaluated by the company. This has important feature called Traffic Signal.
Traffic Signal is nothing but the status of the project.It shows the colorful view of the job done vs task in progress.
Objectives to discover your inspiration:
Epiphany - This is a life-changing practice can create a rapid and intense awareness of an original passion.
Change - A key life change that changes one's view on life and causes closer introspection as to the way one lives it. This inspection challenges one to learn things about self that were previously unknown.
Intuition - One must be sense hunger in order to classify it. Passion must be embraced fully, with fearlessness and strong conviction.
Experience - Most unearth passion progressively as a result of day-to-day experiences. One gets glimpses of it--courtesy of intuition--but may not understand its significance or heed its influence. Unless attention is paid to those experiences, one is likely to disregard them. One must listen to and construe life's signals and translate them into action.
Goals and objectives should be S.M.A.R.T.
Specific & Focused
Measurable - Course of action
Aggressive - Determined
Realistic - Practical
Short-term (six months or less) and
Long term (more than six months)
Time Management Presentation Randy Pausch Carnegie Mellon University
Stress Management by Ernst and Young
MANAGEMENT AND ORGANISATIONAL BEHAVIOUR by Laurie J Mullins