urgent vs important - effective time management
TRANSCRIPT
8/13/2019 Urgent vs Important - Effective Time Management
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EFFECTIVE
TIME MANAGEMENT
TRAINING WORKSHOP
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Renew yourself regularly
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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
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Priori tize, and do the most important things f irst.
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Define your mission and goals in l i fe.
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“Change is Universal…
Change is Permanent….
Be ever willing to Change…..
For, change alone leads you
to success and happiness!!!”
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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
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CrisisPressing problemsDeadline-driven projects,meetings, preparations
PreparationPreventionValues clarificationPlanningRelationship buildingTrue re-creationEmpowerment
Interruptions, some
phone callsSome mail, some reportsSome meetingsMany proximate,pressing mattersMany popular activities
Trivia, busywork
Some phone callsTime wasters“Escape” activities Irrelevant mail Excessive TV
I II
III IV
Urgent Not Urgent
I m p o r t a n t
N o t I m p o r
t a n t
Stephen Covey’s Time Management Matrix
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Quadrant I
• Represents things that are both “urgent”and “important” – we need to spend t ime
here
• This is where we manage, we produce,where we bring our experience and
judgment to bear in responding to manyneeds and challenges.
• Many important activities become urgentthrough procrastination, or because wedon’t do enough prevention and planning
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Quadrant II
• Includes activities that are “important, but noturgent”- Quadrant of Quality
• Here’s where we do our long-range planning,anticipate and prevent problems, empowerothers, broaden our minds and increase ourskills
• Ignoring this Quadrant feeds and enlarges
Quadrant I, creating stress, burnout, anddeeper crises for the person consumed by it
• Investing in this Quadrant shrinks Quadrant I
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Quadrant III
• Includes things that are “urgent, but not
important” - Quadrant of Deception.
• The noise of urgency creates the illusionof 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
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Quadrant IV
• Reserved for activities that are “not
urgent, not important”- Quadrant of Waste
• We often “escape” to Quadrant IV forsurvival
• Reading addictive novels, watching
mindless television shows, or gossiping at
office would qualify as Quadrant IV time-
wasters
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Is i t bad to be in Quadran t I?
• Are you in Quadrant I because of the
urgency or the importance?
• If urgency dominates, when importancefades, 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.
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Where do I get t ime to spend in Quadrant II?
• From Quadrant III
• Time spent in Quadrant I is both
urgent and important- we alreadyknow we need to be there
• We know we shouldn’t be there in
Quadrant IV
• But Quadrant III can fool us
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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
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MAJOR TIME WASTERS
• Procrastination
• Afraid to Delegate
• Not Wanting to Say "NO"
• Low Self-Esteem
• Problems With Objectives/Priorities
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WHAT CAN STOP YOU?
• Negative Thoughts
• Negative People
• Low Self-Esteem
• Fear of Failure
• Fear of Rejection / Criticism
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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
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"SMART" GOALS
• S - Specific & Self
• M - Measurable• A - Achievable & Positive
• R - Realistic & Rewarding• T - Time Bound
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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!
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Designed & Created by
Shabbar Suterwala – Director Leaders Workshop
Corporate Soft Skills Trainer – NLP Practitioner