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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
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
Time Management Principles
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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:
Time Management Principles
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
Transition to Time Management