Week 8 Time Management PDF

Objectives: What is time management? Measurement and key finding Benefits, failure of and obstacles to TM Time management process Some concerns Damodar Suar Department of Humanities and Social Sciences...

Objectives: What is time management? Measurement and key finding Benefits, failure of and obstacles to TM Time management process Some concerns Damodar Suar Department of Humanities and Social Sciences IIT Kharagpur E-mail: [email protected] QUIZ 1. Do you meet assignment deadlines? 2. Do you work most of the time in your important projects/assignments? 3. Do you write a daily “to-do” list? 4. Do you assess the relative importance of activities? 5. Do you plan and allocate time for different activities? 6. Do you prevent social activities from interfering with your time? 7. Are your planned activities completed within the stipulated time? 8. Are you able to change the time expenditure on demands? 9. Do you know that time lost cannot be regained? 10. Do you manage your time? For every “Yes” you responded give yourself 1point. Tally the total number of points you received. Results: (1) If you scored 7-9 you are doing well managing your time. May be you need to change one or two things. (2) If you scored 4-6 you are average and have some good time management skills, but clearly need some more help. (3) If you scored 1-3 you should get a plan together for how you want to address these issues. Good thing for you the time resource crunch can help you with that. Please schedule an appointment with an academic coach!  What is time management? Strictly speaking, time cannot be managed, because it is an inaccessible factor. Time management (TM)can be viewed as a way of monitoring and controlling time (e.g. Eilam and Aharon, 2003). In this regard, it would be more appropriate to speak about self-management with regard to the performance of multiple tasks within a certain time period. Self management has different meaning. It is the monitoring and regulating and oneself, therefore, TM. --Lakein (1973), who suggested that TM involves the process of determining needs, setting goals to achieve these needs, prioritising and planning tasks required to achieve these goals. Taking the literature into accounts: -- TM refers to “behaviours that aim at achieving an effective use of time while performing certain goal-directed activities” (1) Self awareness of one’s time use (attitudes, cognitions), which help to accept tasks and responsibilities that fit within the limit of one’s capabilities. (2) Planning behaviours, such as setting goals, planning tasks, prioritising, making to-do lists, grouping tasks which aim at an effective use of time. (3) Monitoring and controlling behaviours, which aim at observing one’s use of time while performing activities, generating a feedback loop that allows a limit to the influence of interruptions by others. TM is the self-awareness of the time, planning how long you spend on specific activities, and monitoring one’s time on different activities. -- Chronotype(refers to the behavioural manifestation of underlying circadian rhythms of myriad physical processes. Morning and evening type), Polychronicity (preference to perform two or more tasks simultaneously), and the monochronic style (preference to perform tasks sequentially), Cultures influence on time.  The TM behaviour scale (TMBS, Macan et al., 1990) --setting goals and priorities, mechanics of time management (e.g. making to- do lists), --preference for organization (e.g. having a preference for an orderly way of working), -- perceived control of time. --TM theory -- (1) setting goals and priorities; --(2) mechanics of time management; and --(3) preference for organization.  Some findings Women and older students better show TM than men and younger. Wives in single- and husbands in dual career families are more polychronic (Patra & Suar, IJSW, 1998). Short range planning and time attitudes were significant predictors of cumulative grade point average and accounted for more variance than did SAT scores. Either you manage time or time will manage you.Students who perceived control of their time reported significantly greater evaluations of their performance, greater work and life satisfaction, less role ambiguity, less role overload, and fewer job-induced and somatic tensions. TM relates to performance (weakest), and stress-related outcomes. TM training programs generally increased participants self-reported time management skills.  --Benefits of TM: Greater productivity and efficiency, a better professional reputation, less stress, increased opportunities for advancement, greater opportunities to achieve life and career goals -- Failing to mange time: missed deadlines, inefficient workflow, poor work quality, lead to feelings of guilt, inadequacy, depression and self-doubt, poor reputation and stalled career, high stress. So…..don’t put things off… -- Obstacles: There are a lot of things that make it difficult for us to manage our time effectively. Unclear objectives/goals Disorganization Inability to say “no” Interruptions Periods of inactivity Too many things at once Stress and fatigue All work and no play  Set Goals Setting time/task goals will help you define how you want to live and what you want to achieve. Define for yourself what will be long term and short term goals  Making Your Schedule Work for Students Identify your best time of the day. Study difficult or boring subjects first. Use the same place to study every time. Use the library or a location with very little distractions. Avoid distractions Use “waiting time” to study Treat profession or school as a full-time job -www.ucc.vt.edu/lynch/TMTips.htm  Adjust Your Schedule Every Day An intricate and novel job can be broken down into components, each component can be handled daily as scheduled. --Clear the desk of all papers except those relating to your immediate job. --List the jobs to be done (to-do list).Delegate responsibilities to others whenever it has been deemed necessary. --Prioritize the job in order of importance and fix the time limit for each. --Organize the resources(computer, peer support, machines, etc.) --Do the first thing first so that tension is released. --After completing a job, relax through conversation, sit coolly, vacate chair, etc. --Attempt the next job and work through the duty hours until all jobs are completed. Confidence, self-discipline, ensures target realization and leave time for other activities. Planning and problem solving approach.  Evaluate Your Schedule Evaluate schedule in the morning Again at the end of the day Re-Assess: Is what I’m doing working? If not what do I need to change?  Some concerns Job autonomy, job crafting, workload, the influence of others, or a planning system (low) TM is not an option. good planners can be poor at managing time while performing their planned work. Overestimating time may be a means of controlling time and avoiding stress because they allow enough time for tasks to be completed self-regulation and self-monitoring, creative people  Time Management Matrix Urgent Not Urgent I II oCrises oPreparation, Prevention oPressing problems oPlanning Important oDeadline-driven oRelationship building projects, meetings, oTrue re-creation preparations oEmpowerment III IV Not oInterruptions, some oTrivia, busywork Important phone calls oSome phone calls oSome mail, some oTime wasters reports o“Escape” activities oSome meetings oIrrelevant mail oMany popular activities oExcessive TV  The Rocks In Bucket Time Management Task Start with a bucket, some big rocks enough to fill it, some small stones, some sand, and water. The bucket is your available time. The rocks, stones, sand and water are your tasks - a few big ones, some more medium-sized ones, and lots of small jobs and continuous demands and interruptions. Put the big rocks in the bucket - is it full? Put the small stones in around the big rocks - is it full? Put the sand in and give it a shake - is it full? Put the water in. Now it's full. The point is: unless you put the big rocks in first, you won't get them in at all. In other words: Plan time-slots for your big issues before anything else, or the inevitable sand and water issues will fill up your days and you won't fit the big issues in. Note that a big 'task' isn't necessarily a work task. - it could be a holiday. Thank you.  Stress Damodar Suar Department of Humanities and Social Sciences IIT Kharagpur E-mai:[email protected] Objectives Define stress Analyze the causes of stress Consequences of stress Management of stress Define stress WHO, stress is the second important cause of death and is the black death in 21st century. Today’s stress is sky- rocketing at an alarming rate and putting strain on individuals, families and communities. Stress is a state of mental tension and worry caused by problems in our life, work, environment, etc. It disturbs the dynamic equilibrium, called homeostasis, and causes physical problems, emotional turmoil and adverse mental health. It leads asthma, blood pressure, heart diseases, cancer, and back problems. The internet and cyberspace continues to move information and commerce that threatens the quality of interpersonal problems. The economic hardships, unemployment, and breakdown of relationship in life causes emotional turmoil. The stimuli that cause stress are stressors such as stressful life events: Death of a close family member, unexpected accident, illness of family members, break-up with friend, appearing for exam, change in eating habits, etc.; Noise, crowding, daily commuting to office through busy road; irregular shift work (nurses, loco-pilots). Stress and performance Performance on Y-axis and stress on X-axis, it is an inverted U- shaped curve. Stress is like an electric current. Eu-stress is the level of stress that is good for you and is a person’s asset for achieving peak performance and managing minor crises. In accordance with the Demand-control model, stress occurs when environmental demands of the job are perceived to exceed the control (D> C) and ability of the individual needed to interact with those demands. Dimensions: Intensity(low vs. high, pain ), Duration( Short- term vs. long-term), complexity (less complex vs. more complex), predictability(unexpected vs. predictable) What causes Stress? Stressors: Environmental factors:Economic uncertainty, political uncertainty, technological uncertainty Organizational Factors: Task demands, Role demands, interpersonal demands, organizational demands, organizational structure, leadership, schedule pressure and time pressure Individual Factors: Family problem, Economic problem, personality  Consequences: Vulnerability Markers of Stress  A tendency to suffer from frequent headaches  The feeling of being constantly under strain  Being excessively tired much of the time  Sensation of pressure in the head  Tremor, perspiration, racing of heart beat  Poor sleep, nightmare  Feelings easily hurt  Something to worry about always  Dwelling on negative aspects of past and future  Overreaction to life’s small problems  Expecting the worst to happen always  Wanting to make sure that everything is all right  Unable to take decision or to concentrate  Taking everything that goes wrong ‘personally’  Experiencing panic reaction at times without reason  Stress in Organizations  Employee layoffs/downsizing  Poor financial condition  Decreased employee motivation  Racial discrimination / negative attitude  Problems in quality con  Technological disaster  Threats involving strik  Sudden change in hierarchical Change in market forces structure in the organizations  On-the-job accidents  Stress has negative impacts on the performance of the job. Som Absenteeism, Turnover, Low commitment and engagement; De Making: Excessive stress distorts perception of managers. This adv effects their capacity to take decision. Life Change Events  Death of a close relative  Divorce  Loss of job  Sexual difficulties  Imprisonment  Change in family condition  Change in financial condition  Responsibility of handling a stressful situation  Change of job  Change of habits (like smoking)  Trouble with co-workers or boss What are the consequences of stress? Physiological symptom: Headache, blood pressure, gastric, asthma, heart disease, cortisal secretion Psychological: anxiety, depression, negative affect/emotion Behavioral: Drinking, smoking, increased alcohol consumption Interpersonal: Relationship conflicts, avoidance of others What Can Control ? Internal control, self efficacy, sense of coherence, optimism, faith, social support Ideas for managing stress… Practice Deep Breathing Exercises, Get Adequate Sleep, Think Positively, Manage Time Wisely, Simplify Your Life, Get Organized, Take Time Out for You, Examples: Take Breaks, Walks, or Listen to Music, Exercise and Eat Healthy, Ask for help. Talk with parents, friends or a counselor.  For Management of Stress Western: Autogenic training, Relaxation response, Biofeedback, Emotional freedom techniques, Creative visualization Fight or Flight, problem-focused or emotion focused Eastern: Relaxation Technique: Lower part to face muscles, sabasan, yoga and meditation; Deep breathing, Listening to relaxing music, Cognitive Behavioral Technique: Replacing negative and irrational thoughts with positive ones; Laughing; Self-- conditioning of mind; Exercise; Assertiveness, time management, improving relationships, Diet, Social support (social network, tangible, informational and emotional support). Stress, in simple terms, is like a fire—more precisely, embers, permanent embers. We can either control them to be harmless embers and enjoy their glow, or fan them into huge fires. Not knowing better, many of us do the latter. Cohen, S., Kamarck, T., and Mermelstein, R. (1983). A global measure of perceived stress. Journal of Health and Social Behavior, 24, 386-396. Perceived stress Scale Instructions: The questions in this scale ask you about your feelings and thoughts during the last month. In each case, you will be asked to indicate by circling how often you felt or thought a certain way. 01. Name _________ 02. Age ________ 03. Gender (Circle): M /F Responses : 0 = Never, 1 = Almost Never, 2 = Sometimes, 3 = Fairly Often, 4 = Very Often 1. In the last month, how often have you felt that you were unable to control the important things in your life? 0 1 2 3 4 2. In the last month, how often have you felt confident about your ability to handle your personal problems? 0 1 2 3 4 3. In the last month, how often have you felt that things were going your way? 0 1 2 3 4 4. In the last month, how often have you felt difficulties were piling up so high that you could not overcome them? 0 1 2 3 4 Total(Short scale, items 2 and 3 are reverse keyed) = (sore of item 1 + (4- sore of item 2) + (4- sore of item 3) +score of item 4). If the total score is more than >=11, you are stressed. Thank you  Resilience Damodar Suar Department of Humanities and Social Sciences IIT Kharagpur E-mail:[email protected]  Resilience is the ability to positively adapt, grow, and thrive no matter what rides into your life. Why do some people respond to stress and hardship with a renewed vigor and forward thinking while others get stuck in a negative spin cycle? Ability to perform effectively under pressure Bounce back from adversities/difficulties Manage heath and well-being Understand how to achieve optimum performance Balance the physical, emotional, and cognitive resources in extreme adversities Is it a trait or process?  Four Foundational Assumptions Social competence is the conditions of possessing social, emotional, and academic skills needed for successful adaptation. Social developmental model asks, why both social and antisocial behavior shown by youths? Social behavior develops through bonding with social institutions. Risk factor: family discord, peer rejection, low academic achievement, low-self-esteem, poor-quality school. Protective factor: Proactive orientation, self regulation, connections and attachment, school achievement and involvement, social support  Resilience core Purpose: one’s own meaning and purpose in life, purpose is the driving force. Perseverance: Determination to keep going despite difficulties, discourage, and set backs. Personality-- hardiness, gritty. Failure in life, overcome it. Equanimity: harmony and balance, optimistic and positivity. Self-reliance is believing on yourself. Comes through practice and experience that leads to confidence in your self. Learning from experience and developing problem-solving skills. Authenticity: Resilient individuals learn to live with themselves. They are their best friend. They “know their self.” Live with courage and conviction. We have much to contribute. Extraordinary possibilties and courage to contribute.  Three strategies for promoting Resilience in Children and Youth Risk-Focused Strategies: Preventing/Reducing Risk and Stressors Asset-Focused Strategies: Improving Number or Quality of Resources or Social Capital Process-Focused Strategies: Mobilizing the power of Human Adaptational Systems  Risk-Focused Strategies: Preventing/Reducing Risk and Stressors Prevent or reduce the likelihood of low birth weight or prematurity through prenatal care Prevent child abuse or neglect through parent education Reduce teenage drinking, smoking, or drug use through community programs Prevent homelessness through housing policy or emergency assistance Reduce neighborhood crime or violence through community policing  Asset-Focused Strategies: Improving Number or Quality of Resources or Social Capital Provide a tutor Organize a Girls or Boys Club Offer parent education classes Build a recreation centre  Process-Focused Strategies: Mobilizing the power of Human Adaptational Systems Build self-efficacy through graduated success model of teaching Teach effective coping strategies for specific threatening situations, such as programs to prepare children for surgery. Foster secure attachment relationships between infants and parents through parental-sensitivity training or home visit program for new parents and their infants  Nurture mentoring relationships for children through a program to match children with potential mentors Encourage friendships of children with prosocial peers in healthy activities, such a extracurricular activities. Support culture traditions that provides children with adaptive rituals and opportunities for bonds with prosocial adults.  Basis Psychological experiences can modify brain structure and functioning. Biological factors in resilience is suggested by neural, neuroendocrine, and immune system functions in relation to stress reactivity. Thank you Work-Life Balance or Integration Damodar Suar Department of Humanities and Social Sciences IIT Kharagpur E-mail:[email protected] What is Work-Family Balance? Work–family conflict is a form of inter-role conflict in which role pressures from the work and family domains are mutually incompatible in some respect -- the bidirectional nature of work–family conflict in terms of work interfering with family; family interfering with work. Traditionally, unpaid family work/concern is a woman’s domain and public sphere paid work is a man’s domain. The reverse of it is work family balance (WFB). Work is paid employment and life is activities outside work. It means giving equal amount of quality time to both work and non-work activities. Otherwise, deterioration in personal/ home and community life. Models 1. Segmentation model 2. Spillover model-one can influence the other in positive and negative ways 3. Compensation model 4. Instrumental model--activities in one sphere facilitate success in other 5. Conflict model--high demands in both spheres individual overload Beyond five models, Border theory- people daily cross borders. Technology, iPod, laptop, cell phones. While going to office, taking children to school, sharing lunch with all family members, retuning home together-work family integration. Sufficient time to integrate the commitments of both home and work. Causes  Longer work hours: More than 48 hrs of work per week throughout the globe, excessive work  physical, mental health problems and occasional death  More female employees are entering to higher education and professional jobs than ever before  Globalized world: Dual carrier family, single parent family, evening and late night jobs for time zone difference, lack of local resources and facilities  Competition: Time target, productivity, innovation,  Individual career ambition; workaholics, achievement-oriented, perfectionist, promotion, pay and perks  Who looks for WLB? Larger organizations, with more female employees, tardiness and work stress, family issues salient to HR and senior managers Organizations Family friendly policies (FFPs) for WLB  Alternate work arrangement  Leave policies, LTC (paid holidays)  Child care facilities  Flexible working hours (Flexi-time)  Recreation facilities  Gymnasium  Legal : Working hour (The factories act 1948-48hrs per week, 9 hrs per day, restrict women employees during 7PM to 6 AM, weekly holidays; crèches >= 30 women employees; Earned, casual, sick leave, compensatory leave, medical leave; Maternity leave and benefits, paternity leave, etc.  In IT and ITEIs --IBM, TATA, Accenture, have flexible work polices to attract and retain talents. Employer branding, let the potential and actual employees feel that the organization is a great place to work. Nature, causes and consequences of WLB Determinants Nature of the balance Consequences/impact Organizational factors Subjective indicators Organizational commitment Demands of work Balance-emphasis equally on Job and work satisfaction home and work Culture of work Life satisfaction Demands of home Balance-home central Mental health/well-being Culture of home Balance-work central Stress/illness Individual Factors Spillover and/or interference of Behavior/performance at work work to home and home Work Orientation Spillover and/or interference of home to work Personality Energy Personal control & coping Impact on others at work Impact on others at home Personal control & coping Impact on others at work Impact on others at home Age Objective indicators Life and career stage Hours of work “Free time” Family roles As a concept, new families describes family systems defined by three characteristics: (a) egalitarian norms of family relationships, (b) equitable distribution of domestic labour, and (c) shared decision-making patterns and gender-free perceptions. Spiritual, Physical, Mental, Leisure, Social-listen deeply, collaborate openly, respect unfailingly, reach out voluntarily for community service, experience the inner joy Satisfaction and good functioning at home and work with minimum role conflict: How to work life balance?  Prioritize regularly  Organize  Don’t get overloaded  Learn how to say NO.  Spend quality time while busy with work, study, friends, etc.  Work and (non-work) life are two silos and one-make, they cannot be separated and can be integrated. Organizations need to have flexible polices and practices to integrate the two. It is not possible to give equal quality time to work and non-work activities. Applying soft skills to workplace Priyadarshi Patnaik Professor MOOC Soft skills Department of Humanities & Social Sciences development Indian Institute of Technology Kharagpur  Overview So what did we cover? Top skills that companies want Job basics Take a survey References Thanks!  So what did we cover? Why? Communicative environment Listening and speaking Conversation skills Presentation skills Group dynamics Nonverbal communication Relationship building Conflict resolution Emotional intelligence Change management  Creativity Critical thinking Problem solving Motivation Persuasion Negotiation Stress management Time management Resilience Work life balance  New areas – Visual communication – Image, text, multimedia – Social network and media – Empathy  Other skills i high de a d… And how to link it to what we have learned Being dependable Coaching coworkers Fitting the company culture Flexible and focused Developing new work processes Taking initiative Critical observation Project management skills  … ut ot overed Computer and technical literacy Research skills Work Ethics Etiquette Meeting skills Self promotion skills Interview skills – Handouts on Job basics – Interview and GD skills  Take a survey What did you like? What can improve? You a e i po ta t, e ause you ake us lea … Check the discussion forum for the link  References The U i ue “oft “kills E ploye s Desi e i Ne Hi es. Entrepreneur India. https://www.entrepreneur.com/article/234864 Buhl, La y. 6 soft skills e e yo e eeds a d e ploye s look fo. Monster. http://www.monster.com/career-advice/article/six-soft- skills-everyone-needs-hot-jobs soft skills o de a d. LiveCareer. https://www.livecareer.com/career-tips/career-advice/soft-skills-in- demand Smith, Jacquelin. Forbes. The People “kills You Need To “u eed At Wo k. http://www.forbes.com/sites/jacquelynsmith/2013/11/15/the-20- people-skills-you-need-to-succeed-at-work/2/#6b87ddaf5ccc Han, Leh. “oft skills list – 28 skills to working smart. https://bemycareercoach.com/soft-skills/list-soft-skills.html Thank you! Priyadarshi Patnaik Vijay Nath Giri Damodar Suar  The Instructors Prof. Priyadarshi Patnaik Prof. Vijay Nath Giri Prof. Damodar Suar  The Team Rashmi Ranjan Behera Chirashree Srabani Rath Pinaki Gayen Gobinda Banik Research Scholar Research Scholar Research Scholar Research Scholar Junmoni Borgohain Sanga Chaki Gouri Ravindra Suchitra Pramanik Raju Mullick Research Scholar Research Scholar Karambelkar Research Scholar Project - Research Scholar Researcher