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EFFECTIVE

TIME MANAGEMENT
Renew yourself regularly
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
Prioritize, and do the most important things first.
Define your mission and goals in life.
“Change is Universal…
Change is Permanent….
Be ever willing to Change…..
For, change alone leads you
to success and happiness!!!”
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
Urgent Not Urgent

I II
. Crisis . Preparation
Important

. Pressing problems . Prevention


. Deadline-driven . Values
projects, clarification
meetings, . Planning
preparations . Relationship
building
. True re-creation
. Empowerment
II I IV
Not Important

. Interruptions, . Trivia, busywork


some . Some phone calls
phone calls . Time wasters
. Some mail, some . “Escape”
reports activities
. Some meetings . Irrelevant mail
. Many proximate, . Excessive TV
pressing matters
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!