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Effective time management mds
 

Effective time management mds

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Time mamagement is a challenge. We can work on it if we understand the crux of the same.

Time mamagement is a challenge. We can work on it if we understand the crux of the same.

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    Effective time management mds Effective time management mds Presentation Transcript

    • Effective Time Management Manoj D Shah
    • Effective Time Management
      • Why Is Time Management Important?
      • Time is limited
      • Time is scarce
      • You need time to get what you want out of life
      • You can accomplish more with less effort
      • Too many choices
    • 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
    • Effective Time Management
      • Develop a more clear understanding of strategies for effective time management
      • Develop a greater self-awareness of how you currently use your time
      • Understand how learning styles impacts
      • effective time management
    • The "Three Ps" of Effective Time Management
      • Planning.
      • Priorities.
      • Procrastination.
    • Ten Myths about Time
      • Myth: Time can be managed.
      • Myth: The longer or harder you work the more you accomplish.
      • Myth: If you want something done right, do it yourself.
      • Myth: You aren’t supposed to enjoy work.
      • Myth: We should take pride in working hard.
    • Ten Myths about Time
      • 5. Myth: You should try to do the most in the least amount of time.
      • 6. Myth: Technology will help you do it better, faster.
      • 7. Myth: Do one thing at a time.
      • 8. Myth: Handle paper only once.
      • 9. Myth: Get more done and you’ll be happier.
    • Making the Best Use of Time
      • Decide that you don’t have to please everyone.
      • Let go–don’t be a perfectionist.
      • Resist the temptation to do small, insignificant tasks too well.
      • Outsource what you can.
    • Why do we procrastinate?
      • Don’t know where to start.
      • To avoid an unpleasant task.
      • We’re afraid to fail.
      • Waiting for more information.
      • You may think if you put it off someone else will do it.
      • You’re over-committed.
    • We All Do IT !
      • Putting off tasks for a later time is normal, but if it becomes a stressor, we end up wasting a lot of valuable time and energy!
    • How to Beat Procrastination
      • 1 . Recognize when you are Procrastinating
      • Become aware of your favorite procrastination tactics and learn to catch yourself as soon as you start to wander off.
      • 2. Break Inertia Do small things to get yourself started! (e.g., write the first sentence of your term paper). *the freight train
    • How to Beat Procrastination
      • 3. Divide project into small manageable pieces
      • Take one step at a time. Mae use of small chunks of time. Writing a few lines now may inspire you to do more later
      • 4. Set reachable sub-goals that are specific
      • Saying “read 20 pages of Chapter 5 by 8pm” sounds better than saying “do some studying later.” This helps to gain a sense of accomplishment .
    • How to Beat Procrastination
      • 5.Don’t sabotage yourself
      • Set up your environment with as few distractions as
      • possible. Arrange your work space the way you like
      • it and work at times when you have peak energy.
      • 6. Reward non-procrastinating behavior
      • You’ve finally made a dent in that paper you have been putting off. Give yourself a little reward.
      • 7. Enjoy Your FREEDOM
      • When you complete an unpleasant task, take time and feel how nice it is to have it over and done with
    • Renew yourself regularly
    • Prioritize, and do the most important things first.
    • Define your mission and goals in life. Concentrate on Results not on being busy
    • Prioritize, and do the most important things first.
    • Define your mission and goals in life.
    • “ Change is Universal… Change is Permanent…. Be ever willing to Change….. For, change alone leads you to success and happiness!!!”
    • Advantages of Time Management
      • Gain Time
      • Motivates and Initiates
      • Reduces Avoidance
      • Promotes Review
      • Eliminates Cramming
      • Reduces Anxiety
      • Dartmouth College Academic
    • 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
    • . 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 I II III IV Urgent Not Urgent Important Not Important Stephen Covey’s Time Management Matrix
    • 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
    • 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
    • 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
    • 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
    • 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.
    • 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
    • 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
    • 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
    • MAJOR TIME WASTERS
      • Procrastination
      • Afraid to Delegate
      • Not Wanting to Say "NO"
      • Low Self-Esteem
      • Problems With Objectives/Priorities
    • WHAT CAN STOP YOU?
      • Negative Thoughts
      • Negative People
      • Low Self-Esteem
      • Fear of Failure
      • Fear of Rejection / Criticism
    • 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
    • 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
    • "SMART" GOALS
      • S - Specific & Self
      • M - Measurable
      • A - Achievable & Positive
      • R - Realistic & Rewarding
      • T - Time Bound
    • 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!