Effective Time ManagementManoj D Shah

Effective Time Management

Why Is Time Management Important?

• Time is limited • Time is scarce • You need time to get what you want

out of life • You can accomplish more with less

effort • Too many choices

Objective of the Training

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

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

Effective Time Management

•Develop a more clear understanding of strategies for effective time management

•Develop a greater self-awareness of how you currently use your time

•Understand how learning styles impacts•effective time management

The "Three Ps" of Effective Time Management

1. Planning. 2. Priorities. 3. Procrastination.

Ten Myths about Time

1. Myth: Time can be managed. 2. Myth: The longer or harder you work

the more you accomplish. 3. Myth: If you want something done

right, do it yourself. 4. Myth: You aren’t supposed to enjoy

work. 5. Myth: We should take pride in

working hard.

Ten Myths about Time

5. Myth: You should try to do the most in the least amount of time.

6. Myth: Technology will help you do it better, faster.

7. Myth: Do one thing at a time. 8. Myth: Handle paper only once. 9. Myth: Get more done and you’ll be

happier.

Making the Best Use of Time

• Decide that you don’t have to please everyone. • Let go–don’t be a perfectionist.• Resist the temptation to do small, insignificant

tasks too well. • Outsource what you can.

Why do we procrastinate?• Don’t know where to start.• To avoid an unpleasant task.• We’re afraid to fail. • Waiting for more information.• You may think if you put it off someone

else will do it. • You’re over-committed.

We All Do IT!

Putting off tasks for a later time is normal, but if it becomes a stressor, we end up wasting a lot of valuable time and energy!

How to Beat Procrastination

1. Recognize when you are Procrastinating Become aware of your favorite procrastination

tactics and learn to catch yourself as soon as you start to wander off.

2. Break Inertia Do small things to get yourself started! (e.g., write the first sentence of your term paper). *the freight train

How to Beat Procrastination

3. Divide project into small manageable piecesTake one step at a time. Mae use of small chunks

of time. Writing a few lines now may inspire you to do more later

4. Set reachable sub-goals that are specific Saying “read 20 pages of Chapter 5 by 8pm”

sounds better than saying “do some studying later.” This helps to gain a sense of accomplishment.

How to Beat Procrastination

5.Don’t sabotage yourself Set up your environment with as few distractions aspossible. Arrange your work space the way you likeit and work at times when you have peak energy.6. Reward non-procrastinating behaviorYou’ve finally made a dent in that paper you have

been putting off. Give yourself a little reward.7. Enjoy Your FREEDOMWhen you complete an unpleasant task, take time and

feel how nice it is to have it over and done with

Renew yourself regularlyRenew yourself regularly

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.

Concentrate onResults

not on being busy

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!!!”

Advantages of Time Management

• Gain Time• Motivates and Initiates• Reduces Avoidance• Promotes Review• Eliminates Cramming• Reduces Anxiety• Dartmouth College Academic

Pareto’s Principle (80/20 Rule)

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

• One Rs.500/- v/s Hundred Rs.5/- • Effective v/s Efficient• Smart 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

Stephen Covey’s Time Management Matrix

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

“important” – we need to spend time here• This is where we manage, we produce, where

we bring our experience and judgment to bear in responding to many needs and challenges.

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

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

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

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

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

• Investing in this Quadrant shrinks Quadrant I

Quadrant III

• Includes things that are “urgent, but not important” - Quadrant of Deception.

• The noise of urgency creates the illusion of importance.

• Actual activities, if they’re important at all, are important to someone else.

• Many phone calls, meetings and drop-in visitors fall into this category

Quadrant IV

• Reserved for activities that are “not urgent, not important”- Quadrant of Waste

• We often “escape” to Quadrant IV for survival

• Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters

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

or the importance? • If urgency dominates, when importance

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

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

What is the problem with urgency?

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

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

urgent things

Where do I get time to spend in Quadrant II?

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

and important- we already know we need to be there

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

• But Quadrant III can fool us

MINOR TIME WASTERS

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

MAJOR TIME WASTERS

• Procrastination• Afraid to Delegate• Not Wanting to Say "NO"• Low Self-Esteem• Problems With Objectives/Priorities

WHAT CAN STOP YOU?

• Negative Thoughts• Negative People• Low Self-Esteem• Fear of Failure • Fear of Rejection / Criticism

ACTION PLAN

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

ACTION PLAN

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

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

"SMART" GOALS

• S - Specific & Self• M - Measurable• A - Achievable & Positive• R - Realistic & Rewarding• T - Time Bound

PANCH AMRUT

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