Time Management (Final)- Cdr Arshad

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In the Name of Allah the Most Beneficent and Merciful

MANAGING TIME FOR EFFECTIVE TEACHINGBy

Cdr M Arshad Mubarak PNDirector BITT

What challenges do you face in managing Time?

Problem # 1Theres so much to do and theres never enough time. I feel pressured and hassled all day, every day, seven days a week. Ive attended time management seminars and Ive tried half a dozen different planning strategies. They have helped somewhat, but I still dont feel Im living the happy productive and peaceful life I want to live.

Problem # 2Ive set and met my career goals and Im having tremendous professional success. But at the cost of my personal and family life. I dont know my wife/husband and children any more. Im not even sure I know myself and whats really important to me.

A Big Question!!!If so, then what is the reason we feel unsatisfied, unfulfilled, incomplete, frustrated, being wasted.and what not..!!

The ProblemMore things to do in a limited timeNeed to set our PrioritiesLack of Balance in our lifeCuring symptoms instead of causeFocusing on Urgent tasks rather than ImportantTime Wasters

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The Four Domains of Life

SpiritualPhysicalSocialMental

Domains Addiction (Janoon)

Physical

SpiritualDomains Addiction (Janoon)

MentalDomains Addiction (Janoon)

SocialDomains Addiction (Janoon)

SpiritualPhysicalSocialMental

Balance The Real Satisfaction

ActivityList down the tasks you have performed today pertaining to each domain of your life.

Consequences for Addictions of each Domain of Life Imbalance in life Broken relationships Health problems Wastage of time Stress Lack of knowledge Anxiety Depression

BalanceBalance in lifeBalance between all First ThingsCan success in one field compensate for failure in other? Can success in profession compensate for a broken marriage, ruined health ?

BalanceI think the world today is upside-down. It is suffering so much because there is so little love in the home and in family life. We have no time for our children. We have no time for each other. There is no time to enjoy each other, and the lack of love causes so much suffering and unhappiness in the world.(Mother Teresa)

Significance of Time

21What is time to you????Time is the coin of your life. It is the only coin you have, and only you can determine how it will be spent. Be careful lest you let other people spend it for you.(Carl Sandburg)

22Time is a unique resource that cannot be rented, hired or boughtThe supply of time is totally inelasticThere is no price for itTime is totally perishable/consumableIt cannot be storedThere is no substitute for timeEverything requires time to accomplishAll work takes place in time and uses up timeWhat is Time ?

23Why Managing the Time?To increase its availabilityTo achieve targets/deadlinesTo have peace of mind.To be more effective.To bring peace, productivity and happiness.

24Myths of Time ManagementBy doing it yourself, tasks are achieved faster and better.Most executives are overworked.The open door policy improves the managers effectiveness in dealing with his team.No one has enough time.Time flies.Time is against us.

25Enemies of TimePeople without goals.People without a lot to do.Interrupters.People who call you and then put you on hold.Cars that spend a lot of time being repaired.Anyone who does not cherish the value of time. Fueling of cars Others?

26Symptoms of Poor Time ManagementNever having time to do the really important work.Devoting too much time to the urgent rather than the important.Frequently staying late at the office.Taking file work at home.Rarely having time to keep up to date with paperwork.Cont---

27Symptoms of Poor Time ManagementDoing the work of others.Attending too many meetings.Having difficulty in saying No.Letting others dictate how you use your time.Frequently feeling stressed, anxious and time pressured.Rarely completing work on time.

28Where DOES the Time Go?It goes where YOU want it to go!

29What is Time Management?Time Management means the efficient use of our resources, including time, in such a way that we are effective in achieving long term goals.

It is a continuous, ongoing process of analyzing, planning, reanalyzing and re-planning. (Jack D. Ferner)

Why Time Management??

Time Management = Stress Management

=

3180% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the focused effort.Pareto PrincipleThe 80 : 20 Rule

32Please write down the Meaning of the words Important and Urgent

33Top priority work which produces best resultsMost urgentEssentialSomething which should be taken seriously without specifying timeAnything that matters most to me Which cannot be ignoredSomething which has an impactHighlightedSomething critical, if not done will have consequencesWhich needs to be done or recognized at any cost Something that results in high value Needs to be done immediately

Important

34Most important at that moment Something to be implemented immediately Something for which timely action is required To be settled immediately Something which has immediate impact Top priority To be done immediately to remain on track

Urgent

35Important:Anything that takes us towards our desired destination and adds value to our life is called important.

Unimportant:Anything that doesnt take us towards or takes us away from our desired destination and does not add any value to our life is called Unimportant or Not Important.Definition of Important

36 Urgent is defined as anything which if not done in the present, most probably cannot be done later if you are alive and able.Definition of Urgent

37Urgency vs ImportanceUrgent matters are usually VisibleThey insist actionsWe react to urgent mattersThey require immediate attentionImportant matters have to do with ResultsThey contribute to our mission, high priority goalsThey are usually invisible

Important

UrgentTime Management MatrixEisenhower GridOption-1Option-2Option-3Option-4

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40Two steps for determining whether an activity is urgent or not:Clearly define the activity in unambiguous terms: For example, there is a difference between: answering calls and answering a particular call watching cars passing by and watching a particular car coming from the opposite side of the roadgoing to sales or going to a particular sale which is ending today

Once the activity is defined, ask a question in the passive voice: If this activity is not done now, can this activity be most probably done later if I am alive and able? If the answer is no, then this activity is urgent otherwise not urgent.

The Time Quadrant System

UrgentNot UrgentNot ImportantImportantQ1ImportantUrgentQ3Not ImportantUrgentQ2ImportantNot UrgentQ4Not ImportantNot Urgent

41The concept of Time Quadrants has been given by Stephen Covey in his famous book The Seven Habits of Highly Effective People

S. No.ActivityUrgentImportantQuadrants1Sleeping2Watching a live cricket match3Gossip4Exercise5Seeing a particular car coming from the opposite side while driving from one city to another on a divided highway6Seeking forgiveness from your spouse 7Preparing a lecture8Going to a sale which is ending today9Seeking forgiveness from God10Replying to an SMS for a special package

XQ2Q1/ Q3XQ4XQ2 XQ3XQ2XQ2/ XQ1 / Q3XQ2/ XXXXQ4

UrgentNot UrgentNot ImportantImportantQ 1Q 3Q 2Q 4

General checking of emailsP

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Checking an email from a colleague who sent a request that has to be responded within two hoursP

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Responding to an email till 3 pm to get a deal on mobile phone that I do not needP

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Responding to junk emailsP

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PEating healthy food

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PRefreshment in break

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It is not only important to know, What is IMPORTANT to you ?

But

It is also important to know,What is NOT IMPORTANT to you?

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If something is not urgent, it means it is not necessary to do it now!

Misconception

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Time Management Matrix

Q-1CrisisPressing problemsDeadline-driven projects

Q-2PreventionRelationship buildingRecognizing new opportunitiesPlanning, recreationQ-3Interruptions, some callsSome mail, some reportsSome readingPopular activitiesQ-4Remaining Busy , Some mails, Some phone calls, Gossips, Time wastersUrgentNot UrgentImportantNot Important

52Quadrant -1Both Urgent and Important Deals with significant results that need our immediate attentionCrisis managementShallow or broken relationshipsMay consume many people to become crisis managers.May neglect other quadrants.Focus on Q-I makes it bigger and bigger Internal and External Q-1s

53Quadrant -3Urgent but not ImportantShort term focusCrisis managementReact to urgent assuming them importantThink they are in Q-1Shallow or broken relationships

54Quadrant -4Not Urgent, Not ImportantTotal irresponsibility if overdoneDependent on others for basics.An escape zoneProfessional as well as relationship loss Fired from job

Quadrant - 4It's not so important how busy you are, but why you are busy. The bee is praised. The mosquito is swatted.(Mary O'Connor)

56Quadrant -2Things that are Important but not Urgent

Heart of self-management

Building relationships, planning, preventive maintenance, preparation

Recognizing new opportunities

Recreation Prevention rather than prioritizing crisis

Group ActivityList down activities of your job related to each quadrant.

UrgentNot UrgentNot ImportantImportantQ 1Just Do it!Q 3Prevent it!Q 2Focus on it!Q 4Drop it!

Responding to QsIf faced by two Q1s choose the lesser evil.Dont postpone for too longThrough strategic planning.Stay out

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41Handling Q3 SituationsYOUF I L T E R

Disturbance

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The degree of success of a person is directly proportional to the number of hours he / she puts in Q2 activities in a day.

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Choice of Effective PeopleEffective people stay out of Q-4 because the unimportant things which are also not urgent can be ignored.

Effective people shrink Q-1 and Q-3 down to size by spending more time in Q-2

UrgentNot Urgent Not ImportantImportantQ 1

Q 2

Q 3Q 4

Choice of Effective People

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Internal Q-1sQ-1 situations arise because:We have ignored a Q2 activity.We have delayed a Q2 activity.

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A report is due on June 25th which will take 2 days to complete.

June 12thJune 15th June 18th June 22nd June 23rd

June 25th

Q2 ZoneQ1 ZoneQ2Q2Q2Q2Q1

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DisinterestEustress

Stress

June 12thJune 15th June 18th June 23rdJune 25th June 13th

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Hakeem Saeed

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Its not only you!!Q-1

20 25%25 30%Q-2

65 80%15%Q-3

15%50 60%Q-4

Less than 1%2-3%

UrgentNot UrgentImportantNot ImportantEffective People - Ineffective People -

Looking in the MirrorLook into the mirror every morning and ask yourself, If today were the last day of my life, would I want to do what I am about to do today. If the answer is NO, you need to change something.

And the Last Thing..!!!No person on his deathbed wishes he had spent more time at the office!

Time Management (Final)- Cdr Arshad

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