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Effective Time Management Manoj D Shah

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Effective Time Management <ul><li>Why Is Time Management Important? </li></ul><ul><li>Time is limited </li></ul><ul><li>Time is scarce </li></ul><ul><li>You need time to get what you want out of life </li></ul><ul><li>You can accomplish more with less effort </li></ul><ul><li>Too many choices </li></ul>

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Objective of the Training <ul><li>Prioritize Effectively with Multitasks </li></ul><ul><li>Manage and Control Crises </li></ul><ul><li>Values Clarification with Superiors and Subordinates </li></ul><ul><li>Increase Productivity </li></ul><ul><li>Reduce your Stress Levels </li></ul><ul><li>Balance Work and Personal Priorities </li></ul>

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Effective Time Management <ul><li>Develop a more clear understanding of strategies for effective time management </li></ul><ul><li>Develop a greater self-awareness of how you currently use your time </li></ul><ul><li>Understand how learning styles impacts </li></ul><ul><li>effective time management </li></ul>

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The &quot;Three Ps&quot; of Effective Time Management <ul><li>Planning. </li></ul><ul><li>Priorities. </li></ul><ul><li>Procrastination. </li></ul>

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Ten Myths about Time <ul><li>Myth: Time can be managed. </li></ul><ul><li>Myth: The longer or harder you work the more you accomplish. </li></ul><ul><li>Myth: If you want something done right, do it yourself. </li></ul><ul><li>Myth: You aren’t supposed to enjoy work. </li></ul><ul><li>Myth: We should take pride in working hard. </li></ul>

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Ten Myths about Time <ul><li>5. Myth: You should try to do the most in the least amount of time. </li></ul><ul><li>6. Myth: Technology will help you do it better, faster. </li></ul><ul><li>7. Myth: Do one thing at a time. </li></ul><ul><li>8. Myth: Handle paper only once. </li></ul><ul><li>9. Myth: Get more done and you’ll be happier. </li></ul>

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Making the Best Use of Time <ul><li>Decide that you don’t have to please everyone. </li></ul><ul><li>Let go–don’t be a perfectionist. </li></ul><ul><li>Resist the temptation to do small, insignificant tasks too well. </li></ul><ul><li>Outsource what you can. </li></ul>

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Why do we procrastinate? <ul><li>Don’t know where to start. </li></ul><ul><li>To avoid an unpleasant task. </li></ul><ul><li>We’re afraid to fail. </li></ul><ul><li>Waiting for more information. </li></ul><ul><li>You may think if you put it off someone else will do it. </li></ul><ul><li>You’re over-committed. </li></ul>

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We All Do IT ! <ul><li>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! </li></ul>

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How to Beat Procrastination <ul><li>1 . Recognize when you are Procrastinating </li></ul><ul><li>Become aware of your favorite procrastination tactics and learn to catch yourself as soon as you start to wander off. </li></ul><ul><li>2. Break Inertia Do small things to get yourself started! (e.g., write the first sentence of your term paper). *the freight train </li></ul>

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How to Beat Procrastination <ul><li>3. Divide project into small manageable pieces </li></ul><ul><li>Take one step at a time. Mae use of small chunks of time. Writing a few lines now may inspire you to do more later </li></ul><ul><li>4. Set reachable sub-goals that are specific </li></ul><ul><li>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 . </li></ul>

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How to Beat Procrastination <ul><li>5.Don’t sabotage yourself </li></ul><ul><li>Set up your environment with as few distractions as </li></ul><ul><li>possible. Arrange your work space the way you like </li></ul><ul><li>it and work at times when you have peak energy. </li></ul><ul><li>6. Reward non-procrastinating behavior </li></ul><ul><li>You’ve finally made a dent in that paper you have been putting off. Give yourself a little reward. </li></ul><ul><li>7. Enjoy Your FREEDOM </li></ul><ul><li>When you complete an unpleasant task, take time and feel how nice it is to have it over and done with </li></ul>

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Renew yourself regularly

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Prioritize, and do the most important things first.

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Define your mission and goals in life. Concentrate on Results not on being busy

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Prioritize, and do the most important things first.

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Define your mission and goals in life.

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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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Advantages of Time Management <ul><li>Gain Time </li></ul><ul><li>Motivates and Initiates </li></ul><ul><li>Reduces Avoidance </li></ul><ul><li>Promotes Review </li></ul><ul><li>Eliminates Cramming </li></ul><ul><li>Reduces Anxiety </li></ul><ul><li>Dartmouth College Academic </li></ul>

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Pareto’s Principle (80/20 Rule) <ul><li>80% of Work gives 20% Results & 20% of Work gives 80% Results </li></ul><ul><li>One Rs.500/- v/s Hundred Rs.5/- </li></ul><ul><li>Effective v/s Efficient </li></ul><ul><li>Smart work v/s Hard work </li></ul>

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. 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 I II III IV Urgent Not Urgent Important Not Important Stephen Covey’s Time Management Matrix

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Quadrant I <ul><li>Represents things that are both “urgent” and “important” – we need to spend time here </li></ul><ul><li>This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges. </li></ul><ul><li>Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning </li></ul>

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Quadrant II <ul><li>Includes activities that are “important, but not urgent”- Quadrant of Quality </li></ul><ul><li>Here’s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills </li></ul><ul><li>Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it </li></ul><ul><li>Investing in this Quadrant shrinks Quadrant I </li></ul>

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Quadrant III <ul><li>Includes things that are “urgent, but not important” - Quadrant of Deception. </li></ul><ul><li>The noise of urgency creates the illusion of importance. </li></ul><ul><li>Actual activities, if they’re important at all, are important to someone else. </li></ul><ul><li>Many phone calls, meetings and drop-in visitors fall into this category </li></ul>

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Quadrant IV <ul><li>Reserved for activities that are “not urgent, not important”- Quadrant of Waste </li></ul><ul><li>We often “escape” to Quadrant IV for survival </li></ul><ul><li>Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters </li></ul>

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Is it bad to be in Quadrant I? <ul><li>Are you in Quadrant I because of the urgency or the importance? </li></ul><ul><li>If urgency dominates, when importance fades, you’ll slip into Quadrant III. </li></ul><ul><li>But if you’re in Quadrant I because of importance, when urgency fades you’ll move to Quadrant II. </li></ul>

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What is the problem with urgency? <ul><li>Urgency itself is not the problem… </li></ul><ul><li>When urgency is the dominant factor in our lives, importance isn’t </li></ul><ul><li>What we regard as “first things” are urgent things </li></ul>

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Where do I get time to spend in Quadrant II? <ul><li>From Quadrant III </li></ul><ul><li>Time spent in Quadrant I is both urgent and important- we already know we need to be there </li></ul><ul><li>We know we shouldn’t be there in Quadrant IV </li></ul><ul><li>But Quadrant III can fool us </li></ul>

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MINOR TIME WASTERS <ul><li>Interruptions we face during the day </li></ul><ul><li>Being a slave on the telephone </li></ul><ul><li>Unexpected/Unwanted visitors </li></ul><ul><li>Needless reports/Junk mail </li></ul><ul><li>Meetings without agenda </li></ul>

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MAJOR TIME WASTERS <ul><li>Procrastination </li></ul><ul><li>Afraid to Delegate </li></ul><ul><li>Not Wanting to Say &quot;NO&quot; </li></ul><ul><li>Low Self-Esteem </li></ul><ul><li>Problems With Objectives/Priorities </li></ul>

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WHAT CAN STOP YOU? <ul><li>Negative Thoughts </li></ul><ul><li>Negative People </li></ul><ul><li>Low Self-Esteem </li></ul><ul><li>Fear of Failure </li></ul><ul><li>Fear of Rejection / Criticism </li></ul>

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ACTION PLAN <ul><li>Enter the RISK ZONE </li></ul><ul><li>Communicate & Clarify Values </li></ul><ul><li>Analyse your use of TIME - &quot;80/20“ </li></ul><ul><li>Do not “REACT” to Urgency </li></ul><ul><li>Deal with One Paper only Once </li></ul>

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ACTION PLAN <ul><li>Allocate time according to Priorities (Quiet Hour, Session I,II,III,IV) </li></ul><ul><li>&quot;TO DO LIST“ (Top 3 Priorities today) </li></ul><ul><li>Have a Follow through </li></ul><ul><li>Learn to say two letter word - &quot;NO&quot; </li></ul><ul><li>Visualization and Auto-Suggestion </li></ul><ul><li>Delegate low Priority Item </li></ul>

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&quot;SMART&quot; GOALS <ul><li>S - Specific & Self </li></ul><ul><li>M - Measurable </li></ul><ul><li>A - Achievable & Positive </li></ul><ul><li>R - Realistic & Rewarding </li></ul><ul><li>T - Time Bound </li></ul>

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