Benefits of Time Management

Helps you prioritize Helps you avoid time traps Helps you anticipate opportunities Gives you freedom and control Helps you avoid time conflicts Helps you avoid guilt Helps you evaluate your progress Helps you to see the big picture Helps you improve your work

REALLY THINK ABOUT HOW YOU ARE SPENDING YOUR TIME? TIME-LOG

What one thing could you do (you arent doing now) that if you did on a regular basis, would make a tremendous positive difference in your personal life? What one thing in your professional life would bring similar results?

TIME MANAGEMENT MATRIX

STEPHEN COVEYS ACTIVITY MATRIX from The 7 Habits of Highly Effective People (1989, Simon & Schuster)
URGENT
I

NOT URGENT
II Preparation Prevention Planning Relationship Building

IMPORTANT
III

Crises Pressing Problems Deadlines

IMPORTANT

IV Interruptions Some mail/reports Some meetings Some pressing matters Busywork Time wasters Escape activities

NOT

If we dont focus on Quadrant 2 Activities we are easily diverted into responding to the urgent i.e. Quadrant 3 Activities. Quadrant 3 Quadrant 2

PICKLE JAR THEORY

Large Pickle Jar Big Rocks (Priorities) Small Peebles (Things which we enjoy doing) Sand (Other Things we have to do) Water (Things which simply clutter up and get in)

4 Kinds of People

First who focus on Quadrant 1: They spend 90%

of their time in responding to activities which are urgent and important and most of remaining 10% in Quadrant 4 , with only negligible attention paid to Quadrants 2 and 3

Results:

Stress Burnout Crisis Management

IInd Type of People

Those who spend a great deal of time in urgent but not important activities i.e. Quad. 3, thinking theyre in Quad. 1.They spend most of time reacting to things that are urgent, assuming they are also important.

Results:

Short term focus Crisis Management Reputation-Chameleon Character See goals and plans as worthless

IIIrd Type of People

Those who spend time almost exclusively in Quad.3 and 4 basically lead irresponsible lives.

Results

Total irresponsibility Fired from jobs Dependent on others

IVth Type People: Effective People

They focus on Quadrant 2. They are not problem minded ; they are opportunity minded.They think preventively.They have genuine Quad. 1 crisis and emergencies that require their immediate attention but the no. is comparatively small.They keep the balance by focussing on Quad. 2 activities.

With T.M.M. in mind, think about the answers to the earlier questions. 1. What quadrant do they fit in? 2. Are they important? 3. Are they urgent?

Most Probable answers: Fit into Quad. 2. They are deeply important. They are not urgent. Because they are not urgent, we dont do them.

80:20 PRINCIPLE

Where the Time for Quad 2 will come from ?

The only place to get time for Quad 2 in the beginning: From Quad 3 & 4 As you spend more time in Quad. 2 , Quad 1 will decrease. Learn to say no to some urgent things which are not important.

Remember That you are always saying no to something . If it isnt to the apparent , urgent things in your life, it is probably to the more fundamental , highly important things.

First generation managers: They make notes and to do lists that we can cross off, and they feel a temporary sense of accomplishment every time we check something off, but no priority is attached to items on the list. They feel fun to go with the flow. No correlation between whats on the list and our ultimate values and purposes in life.

Second Generation Managers

Plan and Schedule in advance. Again, the activities they schedule have no priority attached. No correlation between the activities and the deeper values and goals. Tools used: Appointment books and Calendersprovide a place to record our future commitments so that we can be where we have agreed to be at the appropriate time.

Third Generation Managers

Clarify their values and set goals. Plan each day and prioritize their activities Critical limitation: Daily Planning often misses important things that can only be seen from a larger perspective. Daily planning approach basically prioritizes the Quad. 1 & 3 problems.

Also, third generation makes no provision for managing roles in a balanced way. It 1. Lacks Realism 2. Creating tendency to over-schedule the day. 3. Resulting in frustration and desire to occasionaly throw away the plan and escape to Quad. 4.

EFFECTIVE TIME MANAGEMENT

Effective Time Management should meet six important criteria: 1. COHERENCE 2. BALANCE 3. FOCUS 4. PEOPLE DIMENSION 5. FLEXIBILITY 6. PORTABILITY

Coherence

Harmony, unity and integrity between your vision and mission, your roles and goals, your priorities and plans, and your desires and discipline. Place for your Personal mission statement and for your short and long term goals in your planner.

BALANCE

Keep balance in your life To identify your various roles and keep them right in front of you so that you dont neglect important areas such as your health, your family, professional preparation or personal development.

Most people think that success in one area can compensate for failure in other areas of life. BUT CAN IT REALLY! Can success in your profession compensate for a broken marriage, ruined health, or weakness in personal character? TRUE EFFECTIVENESS REQUIRES BALANCE

FOCUS

Deal with prevention rather than prioritizing crisis. Best way to focus is to organize your life on a weekly basis. Key is not to prioritize whats on your schedule, but to schedule your priorities.

PEOPLE DIMENSION
Effectiveness in dealing with people. Help in cases when you require subordination of schedules to people.

FLEXIBILITY Your Planning tool should be your servant, never your master. It should be tailored to your Style, your Needs, your particular ways. PORTABILITY Tool should be portable so that you can carry it with you most of the time.

Organizing Quad. 2
1) 2) 3) 4)

It involves 4 key activities: Identifying Roles Selecting Goals Scheduling Daily Adapting

IDENTIFYING ROLES

Write down your key roles Write your role as an individual, as a family member- a husband or wife, mother or father, son or daughter, as a friend etc. You may have roles in some association or community affairs. Write your roles for the next 7 days in all areas.

Individual Husband/Father Manager New Products Manager Administration Member of some society

SELECTING GOALS
Think of two or three important results you feel you would accomplish in each role during the next 7 days. At least some of these goals should reflect Quad. 2 activities.

Individual

Register for Seminar Visit some place

Husband/Father

Rahuls Science Project Preetis Mobile

Manager-New Products

Test market parameters

Interview Candidates Study Consumer Survey

Manager-Administration report Member-ISKCON

MIS Report Salary

Prepare Lecture Visit Temple

SCHEDULING

Look at the week ahead with your goals in mind and schedule time to achieve them. There are some goals for which you want to spend time on weekends and some goals on which you want to spend time every day. Check your annual or monthly calendar for any appointments you may have previously made and evaluate their importance in the context of your goals, transferring those you decide to keep to your schedule and making plans to reschedule or cancel others.

WEEKLY WORKSHEET PLANNER

High Priority Task Quadrant 1 Medium Priority Tasks Quadrant 2 Low Priority Tasks Quadrant 4

TIME MANAGEMENT TIPS

AVOID MULTITASKING: Do not start lots of jobs at the same time - even if you can handle different tasks at the same time it's not the most efficient way of dealing with them, so don't kid yourself that this sort of multi-tasking is good - it's not.

CONTROL YOURSELF

Be firm and diplomatic in dealing with time allocated for meetings, paperwork, telephone, and visitors, etc. When you keep your time log you will see how much time is wasted. Take control. Provided you explain why you are managing your time in this way, people will generally understand and respect you for it.

DELEGATION
Delegate as much as possible to others. You don't need to be a manager to delegate. Just asking nicely is sometimes all that's required to turn one of your difficult tasks into an easy one for somebody else better able to do it. 1.Gofer Delegation 2. Stewardship Delegation

STOP INTERRUPTIONS

If you can't stop interruptions when you need a quiet space for planned concentration time-slots, then find somewhere else in the building to work, and if necessary work and at home or another site, and fight for the right to do this - it's important for you and the organization that you be able to work uninterrupted when you need to .

BREAKING

Break big tasks down into stages and plan time-slots for them

The Zen of Time Usage

When You Wash The Dishes, Wash the Dishes.

Questions?

Well, TIME IS UP!!!