Study Materials on EFFECTIVE TIME MANAGEMENT.ppt

Time Management effectively for everyone.

1. Renew yourself regularlyRenew yourself regularly

2. 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

3. Prioritize, and do the most important things first.Prioritize, and do the most important things first.

4. Define your mission and goals in life.Define your mission and goals in life.

5. ““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!!!”

6. 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

7. .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 Urgent
I
m
p
o
r
t
a
n
t
I
m
p
o
r
t
a
n
t
N
o
t

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

8. 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

9. 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

10. 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

11. 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

12. 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.

13. 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

14. 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

15. 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

16. MAJOR TIME WASTERS
•Procrastination
•Afraid to Delegate
•Not Wanting to Say "NO"
•Low Self-Esteem
•Problems With Objectives/Priorities

17. WHAT CAN STOP YOU?
•Negative Thoughts
•Negative People
•Low Self-Esteem
•Fear of Failure
•Fear of Rejection / Criticism

18. 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

19. 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

20. "SMART" GOALS
•S - Specific & Self
•M - Measurable
•A - Achievable & Positive
•R - Realistic & Rewarding
•T - Time Bound

21. 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!