THE INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN (ICAP) WORKSHOP ON ‘TIME MANAGEMENT’ Muhammad Basheer Juma EY Afghanistan M. Basheer Juma Partner-EY Afghanistan (Ernst & Young Ford Rhodes Sidat Hyder)-Kabul-Afghanistan E-mail [email protected] and [email protected] 0093 (0) 778 59 36 27

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Work shop on Self and TIME MANAGEMENT BY BASHEER JUMA

Introduction THE PRESENTER Muhammad Basheer Juma is a Chartered Accountant by profession. He did his CA from the Institute of Chartered Accountants, Pakistan, in 1980. Now he is one of the partners in the firm Ford Rhodes Sidat Hyder & Co. (member firm of Ernst & Young) with which he has been associated since 1986. Muhammad Basheer Juma has been an auditor and during his work in accounting firms he has had the opportunity to observe closely the working of numerous large and small public, private and multinational organizations. He started writing for Daily Jang in 1989 for its Friday edition. Later, those articles were broadcast as brief talks in Radio Pakistan’s national network programme, Subh-e-Pakistan, for about a year. In 2005, under the auspices of ARY he conducted 15 e-classes which were aired by the channel three times. He has also delivered lectures based on these articles, at various institutions and organizations. Writing work Basheer Juma is author of following books Shahrah e Zindgai per Kamyabi ka Safar (Translation: Highway to Success), Shahrah e Aafiat, Moasser Shakhsiat, Aaj nahi to kabhi nahi, Waqt ka behter Istimal, My Personal Planner

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Highway to Success is about time and self-management and improvement Time is an invisible reality of life. It overshadows everything in one’s life; in fact, ‘Time is life’. One, who utilizes time properly, traverses his journey on the path of success swiftly provided that other factors are in his favor and Allah is making things easier for him. The main subject of this book is man and his proper utilization of time. This book guides the reader in making a better use of time, avoiding wastage of time and lethargy, planning, development of personality and conversation skills, maintaining good relationship with co-workers, teamwork, delegation of assignments and in development of personal capabilities. In the end, charts and forms have been given that are helpful in making one’s personality disciplined. A number of prayers (dua) have also been reproduced for success in life in this world and in the life hereafter. This book is helpful to all those who might be desirous of making life disciplined, balanced, effective, active and purposeful. Perhaps, it is people having such longings whom success looks for. Look out, may be success is waiting at your door! The soft copy of this book is freely available on internet. Otherwise you can contact the author on the given email address for having a soft copy.

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THE INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN Table of Contents

Contents SURAH ASR ................................................................................................................................................................................................................................................ 5 COMMITMENT ........................................................................................................................................................................................................................................... 7 BENEFITS OBJECTIVE OF TIME MANAGEMENT .................................................................................................................................................................................. 8 SYMPTOMS OF POOR TIME MANAGEMENT ......................................................................................................................................................................................... 9 HOW TIME PASSES – A SURVEY ........................................................................................................................................................................................................... 10 WHAT ARE OUR ACTIVITIES................................................................................................................................................................................................................. 12 AREAS OF TIME MANAGEMENT/ACTIVITIES/JOBS ........................................................................................................................................................................... 13 OUR TIME WASTERS .............................................................................................................................................................................................................................. 14 PINPOINT YOUR TIME WASTERS.......................................................................................................................................................................................................... 16 ACTION PLAN .......................................................................................................................................................................................................................................... 22 SUGGESTIONS FOR EFFECTIVE USE OF TIME .................................................................................................................................................................................... 26 AVOID NEGATIVE TRAITS ..................................................................................................................................................................................................................... 30 ENSURING OPTIMUM UTILIZATION OF TIME .................................................................................................................................................................................... 32 PRAYERS .................................................................................................................................................................................................................................................. 34

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SURAH ASR

‫بسم اهلل الرمحن الرحيم‬ ِ‫وَالْعَصْر‬ ٍ‫إِنَّ الْإِنسَانَ لَفِي خُسْر‬ ِ‫َق وَتَوَاصَوْا بِالصَّبْر‬ ِّ ‫ت وَتَوَاصَوْا بِا ْلح‬ ِ ‫إِلَّا الَّذِينَ آمَنُوا وَعَمِلُوا الصَّاِلحَا‬

In the name of Allah, the Most Beneficent, the Most Merciful By “Al-Asr” (the Time). Verily! Man is in loss. Except those who believe and do righteous good deeds, and

recommend one another to the truth, and

recommend one another to patience. (Al-Quran-Al-Asr)

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HADITH

70 Gainer

60 50 40 30

Loser

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He whose two days are equal (in accomplishment) is a sure loser. (Hadith)

10 0 Mon

Tue

Wed

Thu

Fri

Sat

Sun

Mon

Tue

Wed

If you are as good as you were Yesterday, you will not be good for Tomorrow.

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COMMITMENT

This work book belongs to -------------------------------------------------------------

My Commitment “I proceed to make a commitment with myself to utilize my time and life in the most effective manner from today”

Name

: _________________________________________________________________

Signature : _________________________________________________________________ Date

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: _________________________________________________________________

Work shop on Self and TIME MANAGEMENT BY BASHEER JUMA

BENEFITS OBJECTIVE OF TIME MANAGEMENT Benefits objective of time management

Would you like to take this Benefit (Please give ranking). It will set your objectives and Goals.

Achieve control over your activities and increase the efficiency of your work. Achieve a good balance between work, rest and play. Become proactive rather than reactive in your management style. Deal with problems as they arise rather than letting them grow. Build in time for constructive personal development. Complete important tasks on time and avoid wasting time on unimportant tasks. Be well-perceived by others and differentiated from less well-organized colleagues. Improve our future by being able to devote ourselves adequately to important and worthwhile things. Better able to determine our priorities in life which is really the secret of success in achieving, not just the difficult, but also the impossible. Improve our future by being able to devote ourselves adequately to important and worthwhile things. Enhance efficiency, increases effectiveness. Increase our chances of success in our endeavors as we are better able to utilize and control ourselves, our time and our resources. Better able to influence our household, our comrades and team members. Increase in efficiency and effectiveness. Save money by increasing efficiency and achieving more. Have time to listen to others. Relieve pressure and stress. Leads directly to reduction of stress. Go home from the office on time.

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SYMPTOMS OF POOR TIME MANAGEMENT Symptoms of poor time management

What is your position

Not finding the time to take one's family members to the Doctor when their illness warrants it. Never finding the time to attend to important matters. Finding the bulk of one's time taken up with attending to tasks of an urgent and immediate nature. Sitting late unnecessarily. Taking work home. Not taking the paperwork in stride, waiting for the right `mood’ for getting on with written work. Being involved with helping others in their work at the expense of one's own assignments. Considering oneself to be indispensable for the organization worked for. Attending too many meetings and conferences and wanting to be a super PR man. Finding it difficult to say `no’ even though circumstances warrant. Being generally under pressure, being upset, being pressed for time as a rule rather than as an exception. Not being able to complete a task at the appropriate time. Not paying the utilities' (gas, electricity, telephone) bills on time. Running out of petrol when driving a car or riding a scooter.

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HOW TIME PASSES – A SURVEY This chart shows what you might be doing with your time in a life of average length.

What is your position Per day Tying one’s shoes

Per week

Per month

Per year

8 days

Waiting for traffic lights to change

1 month

Time spent at the barber shop

1 month

Dialing the telephone

1 month

Riding elevators (in big cities)

3 months

Brushing one teeth

3 months

Waiting for the bus (in cities)

5 months

Time spent in the shower or bathroom

6 months

Reading books

2 years

Eating

4 years

Earning a living

9 years

Watching television

10 years

Sleeping

20 years

Source: Training Manual Published by IIIT (USA).

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WHERE OUR TIME PASSES

12

9

3

6

6

3

9

12

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WHAT ARE OUR ACTIVITIES Activity

Mon

Tue

Wed

Thurs

Fri

Sat

Sun

Total

Prayers Sleeping Earning Eating Reading Family Exercise Social TV

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AREAS OF TIME MANAGEMENT/ACTIVITIES/JOBS ECONOMIC                       

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Dealing with correspondence. Counseling, training, personnel matters. Meetings-staff, suppliers, clients, etc. Unscheduled meetings. Trouble shooting. Planning Making and receiving telephone calls Reading. Writing reports. Traveling Visiting customers Visiting suppliers Queries from staff over technical matters Customer complaints Planning and control work Training Supervision Reading mail Chasing overdue accounts Checking stocks and reordering Management meetings Recruiting Personal

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FAMILY

       

SOCIAL       PERSONAL        

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OUR TIME WASTERS What are our time wasters

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Personal Economic Family

Social

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OUR TIME WASTERS

What are our time wasters

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Personal Economic Family

Social

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PINPOINT YOUR TIME WASTERS The first step in effective time management is to recognize that we are the ones primarily responsible for own time problems - not the other people. By managing ourselves more effectively with respect to time, we can greatly increase our accomplishments within a given time frame. If you are not satisfied with what you are now able to accomplish in the time available, determine which of the following time wasters are applicable to yourself. Most of them are within you control. Once you have pinpointed those time wasters which seem to apply to your situation, set up a plan (see Plan “L” Page 20, 21, 22, 23) to systematically reduce their effect. S.No.

Our Time Wasters

Category Responsibility

1. Having to explain thinking to superiors

Boss

2. Waiting for answers 3. Thinking in Urdu and trying to write in English

Boss

4. Late start of social activities

Cultural

5. Not to be on time

Cultural

6. Too much social gathering

Cultural

7. Ineffective delegation

Delegation

8. Attempting too much

Discipline

9. Conflicting priorities

Discipline

10. Impromptu tasks

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Any plan Your Do you Action Plan (Please refer L) to Marking/ find it in overcome Ranking yourself Social Give Nos Personal Economic Family

Communication

Discipline

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PINPOINT YOUR TIME WASTERS S.No.

Our Time Wasters

Category Responsibility

11. Inability to say ‘no’

Discipline

12. Unclear/in adequate planning

Discipline

13. Junk mail

Discipline

14. Lack of objectives., priorities and deadlines

Discipline

15. Lack of proper priorities

Discipline

16. Lack of self discipline

Discipline

17. Leaving tasks unfinished

Discipline

18. Managing by crisis

Discipline

19. Meetings both scheduled and unscheduled

Discipline

20. Shifting priorities

Discipline

21. Spending too much time in answering

Discipline

questions 22. Spreading yourself too thin

Discipline

23. Telephone interruptions

Discipline

24. Travel

Discipline

25. Ineffective delegation. Too little delegation

Discipline

26. Visitors dropping in without appointments

Discipline

27. Poor retrieval system

Filing

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Any plan Your Do you Action Plan (Please refer L) to Marking/ find it in overcome Ranking yourself Social Give Nos Personal Economic Family

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PINPOINT YOUR TIME WASTERS S.No.

28. 29. 30. 31. 32. 33. 34. 35.

Our Time Wasters

Lack of coordination in civic activities

Governmental

Power breakdown or load-shedding

Governmental

Too much public holidays

Governmental

Transportation problem

Governmental

Too much watching of TV programs

Habits

Fatigue

Health

Day to day administration

Management

Failure to set clear line of responsibility and authority 36. Inadequate control and progress report 37. Inadequate staff

38. 39. 40. 41. 42. 43. 44. 45. 46.

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Category Responsibility

Management Management Management

Lack of sufficient clerical support

Management

Management bottlenecks

Management

Too many levels to review

Management

Too many people in a small area

Management

Union grievances

Management

Cluttered desk and personal disorganization

Organization

Too much paperwork

Paperwork

Always speaking and not listening

Personality

Distraction. Diversion

Personality

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Any plan Your Do you Action Plan (Please refer L) to Marking/ find it in overcome Ranking yourself Social Give Nos Personal Economic Family

Work shop on Self and TIME MANAGEMENT BY BASHEER JUMA

PINPOINT YOUR TIME WASTERS S.No.

47. 48. 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64.

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Our Time Wasters

Any plan Your Do you Action Plan (Please refer L) Category to Marking/ find it in Responsibility overcome Ranking yourself Social Give Nos Personal Economic Family

Doing it myself and in my own way

Personality

Failure to listen

Personality

In decision

Personality

Lack of concentration

Personality

Lack of cooperation

Personality

Lack of motivation

Personality

Negative attitude

Personality

Over involvement in routine and detail work

Personality

Perfectionism

Personality

Personal disorganization

Personality

Procrastination

Personality

Crisis situations for which no plan were possible Planning Unreal time estimates

Planning

Lack of coordination

Skills

Poor communication

Skills

Cricket match with India

Social/Cultural

Emotional nation

Social/Cultural

Casual office conversation

Social

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PINPOINT YOUR TIME WASTERS S.No.

Our Time Wasters

Any plan Your Do you Action Plan (Please refer L) Category to Marking/ find it in Responsibility overcome Ranking yourself Social Give Nos Personal Economic Family

65. Late appointments

Social

66. Outside activities

Social

67. Political system

Social

68. Bad office timings 9-5 with lunch break

System

69. Confused responsibility or authority

System

70. Corrupt police, officials and politician

System

71. Equipment failure

System

72. Excessive paper work

System

73. Inadequate staff

System

74. Inadequate, delayed information from others

System

75. Lack of standard and progress reports

System

76. Late appointments

System

77. Low company morale

System

78. Outside activities

System

79. Red tape

System

80. Routine tasks

System

81. Security arrangement for dignitaries

System

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PINPOINT YOUR TIME WASTERS S.No.

Our Time Wasters

82. 83. 84. 85. 86. 87. 88. 89. 90. 91. 92. 93. 94. 95. 96. 97. 98. 99. 100.

Socializing Status Consciousness Unorganized / too many meetings Unplanned in visitors Untrained and unskilled staff Employees with problems In complete information Mistakes of others Personal mistakes Peer demands

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Any plan Your Do you Action Plan (Please refer L) Category to Marking/ find it in Responsibility overcome Ranking yourself Social Give Nos Personal Economic Family

System System System System System Training Training Training Training Training

Work shop on Self and TIME MANAGEMENT BY BASHEER JUMA

ACTION PLAN (Action plan, things to do, suggestions, ideas) STEPS TO BE TAKEN

Time Wasters Personal (Refer “J & K”)

Target Date

Status on

A. B. C. D. E. F. G. H. I. J. K. L.

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ACTION PLAN

(Action plan, things to do, suggestions, ideas) STEPS TO BE TAKEN

Time Wasters Economic (Refer “J & K”)

Target Date

Status on

A. B. C. D. E. F. G. H. I. J. K. L.

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ACTION PLAN

(Action plan, things to do, suggestions, ideas) STEPS TO BE TAKEN

Time Wasters Family (Refer “J & K”)

Target Date

Status on

A. B. C. D. E. F. G. H. I. J. K. L.

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ACTION PLAN

(Action plan, things to do, suggestions, ideas) STEPS TO BE TAKEN

Time Wasters Social (Refer “J & K”)

Target Date

Status on

A. B. C. D. E. F. G. H. I. J. K. L.

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SUGGESTIONS FOR EFFECTIVE USE OF TIME An Arabic saying goes "one who knocks at the door manages to enter". Why not knock at the door to a successful life by learning to manage your time more effectively? Start putting just a few of the following ideas into practice and find the door, leading to a better life, opening wide for you. Ar-Rahman the Kind will value as pearls, the sweat that would flow in the process.  Be aware of the importance of time.  Become aware of your aim in life, the very purpose of your existence.  You should have short term and long term plans for achieving these objectives, as this would make for more effective utilization of your time.  Without further delay jot down the list of things which cause your time to be wasted.  Ponder for a while on things you routinely do and among these, identify tasks which others can do instead, if only you would allow them to.  Make a complete list of tasks you started at one time or another but have not taken to a conclusion yet.  Try to be more effective at the psychological level; try to understand and realize the difference between being just present and being effective and try to improve your potential accordingly.  Try to achieve more and be more effective in less time through employment of superior methods.  Be moderate in all your activities irrespective of whether they concern worship, socializing, business, politics, food or planning for the future. Learn to plan your work.

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SUGGESTIONS FOR EFFECTIVE USE OF TIME

 Work with full involvement. Take a break whenever needed.  Rest for a while after lunch.  Smile when you talk to people. Don't react seriously to everything people say.  Don't allow work or a task to become an obsession.  Use your leisure hours more effectively. Find time to read books, newspapers and magazines.  Get involved with healthy pursuits such as adult education, religious education, games and sports.  Self development must also be given of your time and attention.

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HOW TO BETTER MANAGE OUR TIME

 Start by making a few simple charts. You could make them on pieces of thick plain paper or on the back of wedding cards and the like. Use a separate card to list all the different types of activities described and numbered above. Make another list of tasks you plan to do within the week. Make yet another list of things which are to be completed within the month and a fourth list of tasks which must be completed during the year.  Make a list of your targeted daily activities keeping in view your basic aim in life. Arrange them priority-wise.  Keep reviewing the list from time to time. Do not hesitate to make changes warranted by actual experience.  Organize your team. Try to inculcate a sense of responsibility among your comrades. Define their individual duties and responsibilities. Assign tasks. Keep reviewing progress and provide guidance, help and encouragement as required.  In order to identify causes of time wasters, hold discussions with your colleagues on traits, habits and attitudes which waste time.  Identify your Prime Time, the time of the day at which you are generally at the peak of your efficiency and try to carry out your most important tasks at that time.  Try to differentiate between immediate tasks and important tasks. Important tasks require more attention. The merely `immediate’ can often be delegated with necessary guidance for carrying them out.  Get into the habit of taking all your tasks to a conclusion. This may require you to cut down your list of tasks, some of which will thus need to be passed on to others. 

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Plan to put the time spent in travel and in waiting to best possible use.

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HOW TO BETTER MANAGE OUR TIME

 Learn to use the telephone effectively by starting with the minimum salutation.  When you leave office, it should actually be left behind. Other areas now require your full attention.  Try to organize your meetings by giving a time frame. As a rule set aside specific times for appointments. Your acquaintances should be made aware of those times. Try to use mealtimes for worthwhile talk rather than waste it in superfluity.  Use of message slips is a time saver. Where a message will serve, why waste time in visiting or inviting others to see you.  Be punctual. If office hours are 9:00 AM to 5:00 PM, what this means is that work should actually start at 9:00 AM and continue till 5:00 PM. People generally mistake these times as referring merely to the time of arrival and departure!

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AVOID NEGATIVE TRAITS Procrastination (or delaying things repeatedly and without reason) is to progress what cancer and TB are to health. The symptoms of procrastination are: sitting on tasks, avoiding taking decisions, thinking idly and not acting. To overcome the tendency to procrastinate, it is essential:  That we recognize it for what it is: a thing of great harm and enemy number one of progress,  That we make a list of our habits or attitudes that predispose us to procrastinate and start fighting them on a psychological level,  That we set our priorities and tackle tasks accordingly,  That we ration out time for different tasks and try to complete them in the allotted time,  That we do not put aside difficult tasks for a later date, but take them up as a challenge.

The last Prophet (Peace Be Upon Him) asked of Hazrat Abu Amamah: How is that I see you in the Mosque at times other than those of the Prayers also. Replied Hazrat Abu Amamah: I have worries and owe money which I have not been able to repay for a long time now. Said the Prophet (Peace Be Upon Him): Might I not inform you of a Prayer which will remove your worries and ease the financial burden from your shoulders? Said Hazrat Abu Amamah eagerly: Why, yes O Prophet of Allah, yes! Said the Prophet (Peace Be Upon Him): Say thus mornings and evenings: "O, Allah I ask for thy protection from worry and sorrow; I ask for thy protection from helplessness and laziness, from miserliness, cowardice and indebtedness and from domination by other men".

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AVOID NEGATIVE TRAITS

Says Hazrat Abu Amamah: “when I did as the Prophet (Peace Be Upon Him) had advised, Allah removed my worries and eased my burdens.” It is often seen that indebted persons delay return of loans despite being in a position to pay back. This very psychological trait of character is also responsible for delay in completion of tasks. Despite having the time, the ability and the resources to carry out tasks, we put off completing them. Thus, in addition to reciting the above prayer regularly, we should develop the will to act and to take the work in hand to a conclusion.  Force yourself to act; Adopt the "here and now attitude".  Don't go for perfection. Try meeting all the requirements that a task demands for its completion but do not try to be a perfectionist.  Some have a habit of trying to appear very busy even when no real work is at hand. In an office environment, such persons have the entire desk covered with files to create an illusion of being awfully busy. They should get rid of this attitude. They should, in fact derive happiness from taking tasks to conclusion. Be a clean table man. Let only those papers be on the table which pertain to work actually in hand.  Be not rushed in your reactions to developments and situations. Avoid rage. In fact learn the right way of being angry, at the right things and at the right time. Getting red in the face is no big deal; any one can do it!

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ENSURING OPTIMUM UTILIZATION OF TIME Obligations of organizations, managements and the government.

 Different organizations situated in the same locality should observe different time schedules in order to reduce traffic congestion.  Organizations should educate employees about their responsibilities and powers. The employees should be provided with formal job descriptions. There should be an individual annual counseling session with each of them.  Organizations should improve communication between employees and between the employee and the management.  It is the management's responsibility to ensure that "political activities" in which unproductive employees tend to indulge, get short shrift and is not allowed to take root. Management should provide a mechanism for interpersonal contacts among employees. This would lead, among other things, to team work and higher efficiency. The Government must carry out necessary research to identify the period of day during which employee efficiency is highest. Our own observation is that in Government and non-Government offices, the afternoon is the period characterized by low productivity and waste of time. If the timings, on the pattern of those now observed during Ramazan, are introduced for the entire year, say 7 AM to 2 PM, the throughput can be substantially increased. The following additional advantages can be expected to accrue thereby:  Employees will not lunch out, thus avoiding a hazard to health while eliminating the extra expense.  Organizations will save on free or subsidized lunches. Thus the Government will receive more tax. 32

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ENSURING OPTIMUM UTILIZATION OF TIME

Obligations of organizations, managements and the government.  Employees reaching home early would be able to devote time to their children's education. Education will become easier and expenses on private tuition would be saved.  People would devote their evenings towards solution of civic problems. Time will be available for healthy entertainment. Improvement of one's job prospects through higher education would be possible. If permitted to do so, people could take up part time work to improve their standard of living.  People would get up early. They would need to go to sleep early. TV schedules would need to be changed accordingly and programs will need to be confined to afternoons and evenings. There will be no night TV. To that extent load shedding would be reduced.  In this scenario, the Government would need to provide opportunity for alternative activities like additional parks, greater sports facilities, an educational channel on TV and Radio, more open Universities and so on. This in turn would lead to higher literacy and rapid economic progress in the country.

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PRAYERS Masnoon prayers are quoted below from Al-Hizbul Azam. Reciting these prayers in the morning should lead to the day passing off well.

“Allah is free of all imperfections. He is the high, the most exalted, the great giver. I seek the protection of these words of His (which are all embracing and have no harm in them) from any mischief of any of His creatures. I seek protection by Allah's name which will prevent harm by any one in heaven or on earth. He hears all and knows all. We start the day with the knowledge that all power belongs to Allah and all praise is due to Him and there is no God but Allah. There is none to claim a share in His power. He rules alone. All praise is His. His power is absolute. O Allah, I seek from thee the good in this day and in the hereafter and thy protection from the evil of this day and of the hereafter. O Allah, I seek thy protection from laziness and dotage. O Allah I seek thy protection from the punishment of hell and of the grave.”

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