First Things First

UGC - ASC

Dr.V.P.Rajkumar

Vice President – HR & HR Business Services

eNoah iSolution India Pvt. Ltd.

THE SCIENCE OF TIME(Atharva Veda XIX.23.1-4)

• Time is a horse that moves with seven rays,with a thousand eyes,undecaying,who projects a manifold seed.Him the seers mount,illuminated in mind.His wheels are all the worlds.

• He gathered all the worlds together.He encompasses all the universe.As their father,he became their son,apart from whom there is no other light.

TIME - A UNIQUE RESOURCE

• It is irretrievable

• What is lost cannot come back

What is lost is a part of our life

Parade

IT IS IMPOSSIBLE TO MANAGE TIME

4 SQUARES

BENEFITS FROM EFFECTIVE TIME MANAGEMENT

• We have more time to do things we want to do………rather than do things what we have to do

• We get control over our life - dealing with internal & external time hindrances

• We are free of stress and tension• We can achieve our goals in life

Belt up

“I do not have

to do”

MYPRIORITIES

AREDIFFERENT

IF YOU REALLY WANT TO DO A THINGYOU WILL FIND TIME TO DO IT

WE WILL!!• Learn that time management is

a habit•How to develop this habit

• Understand how we spend our time

• Create awareness about the four quadrants of time mgmt

• Share tips on how to manage our time better

Habits are powerful factors in our lives. Because they

are consistent, often unconscious patterns, they constantly, daily, express our character and produce

our Effectiveness or Ineffectiveness

Mahatma Gandhi

Keep your thoughts positive because your thoughts become your words.

Keep your words positive because your words become your behavior.

Keep your behavior positive because your behavior becomes your habits.

Keep your habits positive because your habits become your values.

Keep your values positive because your values become your destiny.

MANAGING TIME IS A HABIT

NOT MANAGING TIMEIS ALSO A HABIT

HOW TO DEVELOP A HABIT OF MANAGING TIME

• Recognise the need • Believe improvement is possible• Plan the activity – small

improvements lead the way• Reinforce good behaviour

Cute Security

HOW DO WE SPEND OUR

TIME?

QUADRANTS OF TIME MANAGEMENT

URGENT & NOT IMPORTANT

II

NOT URGENT &NOT IMPORTANT

IV

URGENT &IMPORTANT

IIMPORTANT &NOT URGENT

III

. Crisis

. Pressing problems

. Deadline-driven projects, meetings, preparations

. Preparation

. Prevention

. Values clarification

. Planning

. Relationship building

. True re-creation

. Empowerment

. Boss pressure▪ 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 UrgentIm

port

ant

Import

ant

Not

Import

ant

Not

Import

ant

• I - THEY ACT ON US

• II - WE MUST ACT ON THEM

• III - WE ARE MEETING OTHER PEOPLE’S PRIORITIES &

EXPECTATION

• IV - MOSTLY WASTE OF TIME

URGENT &IMPORTANT

URGENT & NOT IMPORTANT

IMPORTANT &NOT URGENT

NOT URGENT &NOT IMPORTANT

II

IV

I

III

The Story of Appusamy

PROCRASTINATION

DISORGANISATION

INABILITYTO SAY

“NO”

INABILITYTO

DELEGATE

GOSSIP

PHONECALLWE

MAKE

Internal time wasters

PAPER WORK

TRAVEL TIMEWAITING

FORSOMEONE

CRISISMANAGEMENT

VISITORS

PHONECALL

OTHERSMAKE

External time wasters

HOW TO DEAL WITH TIME

HINDERANCE

?ELIMINATE

THEM

SHORTEN THETIME SPENT

ON THEM

Why don’t we delegate

“I can do it better” “I can do it faster” “I am insecure” “I do not want to give it up” “It is a dirty job” “I want to keep control”

Delegation

• The points to be considered before delegation– How much of responsibility, authority

& accountability will I delegate– How closely will I monitor– How much will I participate– How often will I need an update &

progress informationCute Security

PROCRASTINATION is aPROCRASTINATION is avicious circle where…..vicious circle where…..

we never do we never do today today whatwhatwe can postpone to we can postpone to tomorrowtomorrow

• Why do we procrastinate?– Lack of motivation– Laziness– Lack of dead line– Personal disorganisation– Anxiety about the future– Fear of failure

Procrastination

Procrastination

• Do not fear failure

• Set a deadline

• Break it into small easy to do pieces– start with the easiest parts first

• Set a reward system

• Do not allow perfectionismperfectionism as a reason for procrastination

Why do we say “Yes” when we want to say “No”

• Wanting to be in the thick of things• “I’m the only one who can do it

well”• Fear of being disliked• Fear that our “NO” has to be

justified• Being flattered to be asked

How to say “No”

• Be polite - explain to reason for refusal

• Respect yours & other people’s time

• Keep your promises of calling back, etc.

• Train others to do the jobs which can be delegated

Disorganisation

• PHYSICAL DISORGANISATION

• Keep your work place in such a way that things are easy to reach

– Label everything like trays, files

– Use color coded files as per priority

– Do not clutter your work place

Disorganisation

• MENTAL DISORGANISATION(e.g. out of fuel, delayed proposal, missed appointments)

• How to overcome

– Recognise the symtoms

– Believe

– Plan for improvement

Tips on how to manage our time better

• Examine our time management habits

• Plan our day

• Work smart rather than hard

• Concentrate on one job at a time

• Discover the benefits of delegation

IF YOU WRITE DOWNTHINGS TO DO

YOU WILL HAVE MORETIME TO DO THINGS

Tips on how to prepare ‘To Do’ list

• Prepare it daily

• Do three things

– List the tasks to be done

– Assign priorities

– Tick the tasks completed

• Be realistic and aware of your time• Make a provision for emergencies• Add jobs as and when required• Review your list every morning

Tips on how to prepare ‘To Do’ list

PRIME TIME

EnergyLevel

• Energy and Enthusiasm is infectious – makes the work place vibrant and enjoyable.

• Work happens faster in a energetic environment

Handling paper work

• Handle each paper only once• Write on the same paper and send it back• Use the F-WAD approach File if needed for future reference Waste basket if read & nothing to be done Action folder if needs detailed study Delegate to others in the team

SUMMARY

•We control our time

• Time management is a habit we can develop

• Analyse how you spend your time

• Concentrate on your IInd quadrant

• Follow the tips given

POSITIVE THINKING

Who moved my cheese ??!!

Positive Thinking

A TO Z A TO Z

Positive thinking - clipping

THE BEST WAY TO BEGIN,

IS TO BEGIN !!TAKE THE FIRST STEP TODAY