effective-time-mangement 212

EFFECTIVE EFFECTIVE TIME MANAGEMENTTIME MANAGEMENT

TRAINING WORKSHOPTRAINING WORKSHOP

Renew yourself regularlyRenew yourself regularly

Objective of the TrainingObjective of the Training

• Prioritize Effectively with MultitasksPrioritize Effectively with Multitasks• Manage and Control CrisesManage and Control Crises• Values Clarification with Superiors Values Clarification with Superiors

and Subordinatesand Subordinates• Increase Productivity Increase Productivity • Reduce your Stress LevelsReduce your Stress Levels• Balance Work and Personal PrioritiesBalance Work and Personal Priorities

Prioritize, and do the most important things first.Prioritize, and do the most important things first.

Define your mission and goals in life.Define your mission and goals in life.

““Change is Universal… Change is Universal… Change is Permanent…. Change is Permanent….

Be ever willing to Change….. Be ever willing to Change….. For, change alone leads you For, change alone leads you to success and happiness!!!”to success and happiness!!!”

Pareto’s PrinciplePareto’s Principle (80/20 Rule) (80/20 Rule)

• 80% of Work gives 20% Results & 80% of Work gives 20% Results & 20% of Work gives 80% Results20% of Work gives 80% Results

• One Rs.500/- v/s Hundred Rs.5/- One Rs.500/- v/s Hundred Rs.5/- • Effective v/s EfficientEffective v/s Efficient• Smart work v/s Hard workSmart work v/s Hard work

. Crisis

. Pressing problems

. Deadline-driven projects, meetings, preparations

. Preparation

. Prevention

. Values clarification

. Planning

. Relationship building

. True re-creation

. Empowerment

. Interruptions, some phone calls

. Some mail, some reports

. Some meetings

. Many proximate,pressing matters

. Many popular activities

. Trivia, busywork

. Some phone calls

. Time wasters

. “Escape” activities

. Irrelevant mail

. Excessive TV

II IIII

IIIIII IVIV

UrgentUrgent Not UrgentNot UrgentIm

porta

ntIm

porta

ntNo

t Im

porta

ntNo

t Im

porta

nt

Quadrant IQuadrant I• Represents things that are both “urgent” Represents things that are both “urgent”

and “important” – and “important” – we need to spend time we need to spend time herehere

• This is where we manage, we produce, This is where we manage, we produce, where we bring our experience and where we bring our experience and judgment to bear in responding to many judgment to bear in responding to many needs and challenges. needs and challenges.

• Many important activities become urgent Many important activities become urgent through procrastination, or because we through procrastination, or because we don’t do enough prevention and planningdon’t do enough prevention and planning

Quadrant IIQuadrant II• Includes activities that are “important, but not Includes activities that are “important, but not

urgent”- Quadrant of Qualityurgent”- Quadrant of Quality• Here’s where we do our long-range planning, Here’s where we do our long-range planning,

anticipate and prevent problems, empower anticipate and prevent problems, empower others, broaden our minds and increase our others, broaden our minds and increase our skillsskills

• Ignoring this Quadrant feeds and enlarges Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and Quadrant I, creating stress, burnout, and deeper crises for the person consumed by itdeeper crises for the person consumed by it

• Investing in this Quadrant shrinks Quadrant IInvesting in this Quadrant shrinks Quadrant I

Quadrant IIIQuadrant III• Includes things that are “urgent, but not Includes things that are “urgent, but not

important” - Quadrant of Deception. important” - Quadrant of Deception. • The noise of urgency creates the illusion The noise of urgency creates the illusion

of importance. of importance. • Actual activities, if they’re important at all, Actual activities, if they’re important at all,

are important to someone else. are important to someone else. • Many phone calls, meetings and drop-in Many phone calls, meetings and drop-in

visitors fall into this category visitors fall into this category

Quadrant IVQuadrant IV• Reserved for activities that are “not Reserved for activities that are “not

urgent, not important”- Quadrant of Wasteurgent, not important”- Quadrant of Waste• We often “escape” to Quadrant IV for We often “escape” to Quadrant IV for

survival survival • Reading addictive novels, watching Reading addictive novels, watching

mindless television shows, or gossiping at mindless television shows, or gossiping at office would qualify as Quadrant IV time-office would qualify as Quadrant IV time-wasterswasters

Is it bad to be in Quadrant I? Is it bad to be in Quadrant I? • Are you in Quadrant I because of the Are you in Quadrant I because of the

urgency or the importance? urgency or the importance? • If urgency dominates, when importance If urgency dominates, when importance

fades, you’ll slip into Quadrant III. fades, you’ll slip into Quadrant III. • But if you’re in Quadrant I because of But if you’re in Quadrant I because of

importance, when urgency fades you’ll importance, when urgency fades you’ll move to Quadrant II.move to Quadrant II.

What is the problem with urgency?What is the problem with urgency?

• Urgency itself is not the problem…Urgency itself is not the problem…• When urgency is the dominant factor When urgency is the dominant factor

in our lives, importance isn’t in our lives, importance isn’t • What we regard as “first things” are What we regard as “first things” are

urgent thingsurgent things

Where do I get time to spend in Quadrant II?Where do I get time to spend in Quadrant II?

• From Quadrant III From Quadrant III • Time spent in Quadrant I is both Time spent in Quadrant I is both

urgent and important- we already urgent and important- we already know we need to be there know we need to be there

• We know we shouldn’t be there in We know we shouldn’t be there in Quadrant IV Quadrant IV

• But Quadrant III can fool usBut Quadrant III can fool us

MINOR TIME WASTERSMINOR TIME WASTERS

• Interruptions we face during the dayInterruptions we face during the day• Being a slave on the telephoneBeing a slave on the telephone• Unexpected/Unwanted visitorsUnexpected/Unwanted visitors• Needless reports/Junk mailNeedless reports/Junk mail• Meetings without agendaMeetings without agenda

MAJORMAJOR TIME WASTERSTIME WASTERS

• ProcrastinationProcrastination• Afraid to DelegateAfraid to Delegate• Not Wanting to Say "NO"Not Wanting to Say "NO"• Low Self-EsteemLow Self-Esteem• Problems With Objectives/PrioritiesProblems With Objectives/Priorities

WHAT CAN STOP YOU?WHAT CAN STOP YOU?

• Negative ThoughtsNegative Thoughts• Negative PeopleNegative People• Low Self-EsteemLow Self-Esteem• Fear of Failure Fear of Failure • Fear of Rejection / CriticismFear of Rejection / Criticism

ACTION PLANACTION PLAN

• Enter the RISK ZONEEnter the RISK ZONE• Communicate & Clarify ValuesCommunicate & Clarify Values• Analyse your use of TIME - "80/20“Analyse your use of TIME - "80/20“• Do not “REACT” to Urgency Do not “REACT” to Urgency • Deal with One Paper only OnceDeal with One Paper only Once

ACTION PLANACTION PLAN

• Allocate time according to Priorities Allocate time according to Priorities (Quiet Hour, Session I,II,III,IV)(Quiet Hour, Session I,II,III,IV)

• "TO DO LIST“ (Top 3 Priorities today)"TO DO LIST“ (Top 3 Priorities today)• Have a Follow throughHave a Follow through• Learn to say two letter word - "NO"Learn to say two letter word - "NO"• Visualization and Auto-SuggestionVisualization and Auto-Suggestion• Delegate low Priority Item Delegate low Priority Item

"SMART" GOALS"SMART" GOALS

• S - Specific & SelfS - Specific & Self• M - MeasurableM - Measurable• A - Achievable & PositiveA - Achievable & Positive• R - Realistic & RewardingR - Realistic & Rewarding• T - Time BoundT - Time Bound

PANCH AMRUTPANCH AMRUT

• Step 1 – Define your RoleStep 1 – Define your Role• Step 2 – Set your Monthly GoalStep 2 – Set your Monthly Goal• Step 3 – Schedule your Weekly Time Step 3 – Schedule your Weekly Time • Step 4 – Adopt it Daily - 80/20Step 4 – Adopt it Daily - 80/20• Step 5 – Act on it, Now!Step 5 – Act on it, Now!