Time Management- Rishi

8/7/2019 Time Management- Rishi

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Time Management

Jagmohan Singh Rishi


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Section 1

Effective Time Management


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Time Management Principles


Spent Time Matrix

Quadrant 2

Effective Time Management

What is Time Management?

Essential Habits

Types of Time

Productive Work

Busy versus Productive

Urgency versus Importance

Prioritization


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Key Concepts Identify the main obstacles to effective Time

Management in your daily role.

Understand the nature of Time Management. Understand a range of tools, techniques and

concepts for Time Management.

Use these techniques to build an effective Time

Management process that will enhance yourproductivity and lower your stress.

Explain the benefits of having an effective TimeManagement process.


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Some simple concepts What is Time Management?

Time as a Commodity

Essential Habits

Types of Time


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Time is what we want most,but what we use worst.

William Penn


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What is Time Management?

Time management has five main aspects:

Planning & Goal Setting

Managing Yourself

Dealing With Other People

Your Time Getting Results


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Time as a Commodity

The following simple statements will assist you

frame the importance of time in everything thatyou do.

Time is the most precious thing we have

Time is ultimately the most valuable resource

Time and how we spend it within theorganization must be managed effectively

Time is totally perishable

Time cannot be stored up for use later


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Essential Habits

Research and experience have consistently shownthat there are essential habits that driveexcellent time management. These include:

Know where the hours are going

Keep focused on the end result

Work to defined priorities

Schedule time for important issues

Delegate routine tasks and responsibility for

them Confront your own indecision and delay

Take the stress out of work


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Section 2



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Inside the cage, hang a banana on a stringand place a set of stairs under it.

Before long, a monkey will go to the stairs

and start to climb towards the banana.

As soon as he touches the stairs, spray all ofthe monkeys with cold water.


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Individuals and organizations are payingincreased attention to time managementas a route to maximizing the return onactivities undertaken.

There are four basic principles to consider:


Spent Time Matrix

Quadrant 2

Time Based Management


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Time = life;

therefore, waste your time and

waste of your life,

or

master your time and master your

life.


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Spent i e t i

Q

Q3

Q2

Q4

i es

Deadlines

Preventi n

Relati nship ildingPlanning

Recreati n

Interrupti ns

Some eetings

Popular ctivities

Pleasant ctivities

Busy Work

Time asters

Trivia

Urgent Not Urgent

Important

Not

Important


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Quadrant 1 brings

Stress & Burnout Crises management

Fire-fighting

Focus on the immediate

Quadrant brings

Short term focus

Crises management Low value on goals

Feeling of victimization / lack of control

Shallow relationships


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Quadrants & Cycling between Quadrants & brings:

Total irresponsibility

High dependency on others for basics

Dissatisfaction in Long run

Quadrant

Being in Quadrant brings:

Vision

Perspective Balance

Discipline

Control


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Exercise:

Identify which quadrant you are

currently in.

Is it the most productive?

What factors cause you to be in this

particular quadrant?


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In most organizations, when this matrix was applied it

was found that most people tend to occupy quadrantbecause these tasks usually do not cause stress andcreate sometimes secure, a comfort zone.

To illustrate,

I am busy so I must be doing well.

Moving between quadrant and can also represent aform of safe procrastination where the individual believesthat if they got around to things that all would be fine!


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The Time Quadrants - Your College days


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Characteristics of a Quadrant 2

Person

From the above descriptions, it is clear

that the most efficient quadrant to be in is

Quadrant .

Individuals that consistently occupy this

space tend to share particularcharacteristics.


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There are five basic criteria to allow a

person to successfully function in

Quadrant :

Coherence

Balance and Flexibility

Focus An ability to get on with people


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Quadrant 2 Requirements

The basic requirements to reach Quadrant are: Clear definition of organizational roles and specifically your own

role

Selection of and focus on SMART goals

Development and utilization of schedules

The practice of daily adapting in work role

Saying No and Quadrant 2

To stay within Quadrant , there is a requirement that youmust say no: In a professional manner

When items are associated with Quadrant orQuadrantactivities

Not important not urgent

Will not deliver competitive advantage


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Dont be fooled by the calendar. There are

only as many days in the year as you

make use of. One man gets only a weeksvalue out of a year while another man gets

a full years value out of a week.

Charles Richards


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Urgency V Importance

Have you ever noticed that everything at

work is always urgent these days? But

have you ever considered that everything

urgent may not be important?


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The Big Rocks

Each week, you have priority

tasks that MUST/SHOULDget done; These can be

classed as your Big Rocks.

There are also the non-important things that usually

are not a priority; these are

known as the Small Rocks.

These big rocks are the most

important things that need to

be done and are linked to

your mission statement and

goals. Big RocksDVD1


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Once you have mastered time, you will

understand how true it is that most people

overestimate what they can accomplish ina year - and underestimate what they can

achieve in a decade!

Anthony Robbins


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Pre-Analysis Of Performance Pre-Analysis Of Performance

The ability to learn from past experience allowstime management to improve performance aswell as the discipline of reviewing pastperformance allows the organization to:

Define critical points in processes that need tohave particular attention paid to them

Improve the overall utilization of resources bycapturing and implementing best practice


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Analysis of Goals and Objectives

By setting goals that relate to business

performance and conform to SMART criteria the

organization will improve productivity: S -- Specific and well defined objectives

M -- Measurable outputs and inputs.

A-- Achievable in terms of resources availableand expectations

R -- Relevant to the overall business strategy

T -- Time bound with an operational schedule


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Problem No.

Setting unchallenging objectives is another

problem that many busy, but unproductive,individuals face.

Objectives need to be set that challenge

you in a realistic manner and take heed ofresource availability. Otherwise you arebusy without any possibility of success.


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Overwork

We all at times believe that we are

overworked but are we really?

Overwork can have effects that may be

classified as:

Psychological

Physiological


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We all have probably expressed that we

are overworked at one stage or another in

our career. However, people areoverloaded for two primary reasons:

The person or team does too much

The person or team has too much to do


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To deal with over-work, try the following.

Understand your pressures Dont get worked up or panicked

Dont blame everything on yourself

Estimate time as well as possible

Agree priorities and keep them

Remind yourself that there is a limited amount of time availableto you

The last approach and probably the most important Breathe and manage your time as you are in control of how you

utilize your own time


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Urgency V Importance

Have you ever noticed that everything at

work is always urgent these days? But

have you ever considered that everything

urgent may not be important?


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Prioritization Grid

Im a ce

e cy

P i i y 1P i i y 2

P i i y 3P i i y 4


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Wrap up:

T: What was hard about listening to the directions?

T: Where is the computer room/board room/TEC room?

T: What was hard about listening to the directions?

T: Is it my left or your left?

Contingency Plan:

If Ss get bored, make the maze impossible/give directions outside of

the classroom/ into another classroom/ to front desk


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2009 Franklin Covey Co.37

L&D- goal setting Meet friends for Movie Sunday Gym Training Mon,Wed, Fri Morning Computer Training Tues, Thurs, Sat 7 AM Dinner Sat night with Sharmas Finish Novel Due this FridayAttend CRM training Set aside time for Health check up Set weekly goals

6.30 7.30 Work on Competency mappingAssignment

6.00 8.30 Dinner with Sharmas

8.30 11.30 L&D Goals Setting

PostLunch : Shopping with Family5.00 7.30 Computer training

6.00 7.30 Gym

before 11.30 Attend CRM training

6.00 7.30 Gym

7.30 9.00 Work on CRM Project9.30 10.00 Listen to relaxation CD

9.30 10.00 Practice my CRM sheet.

6.30 8.30 Gym Training

6.30 7.00 Set my weekly training and life goals8.00 9.00 Gurudwara

5.00 7.30 Computer training- Adv. Excel

5.00 7.30 Computer training

\6.30 9. Movie

10.30 Finish Novel


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End of Part 1

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Time Management- Rishi

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