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Effective time management mds


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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  • 1. Effective Time Management Manoj D Shah
  • 2. 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
  • 3. 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
  • 4. 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
  • 5. The "Three Ps" of Effective Time Management
    • Planning.
    • Priorities.
    • Procrastination.
  • 6. 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.
  • 7. 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.
  • 8. 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.
  • 9. 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.
  • 10. 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!
  • 11. 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
  • 12. 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 .
  • 13. 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
  • 14. Renew yourself regularly
  • 15. Prioritize, and do the most important things first.
  • 16. Define your mission and goals in life. Concentrate on Results not on being busy
  • 17. Prioritize, and do the most important things first.
  • 18. Define your mission and goals in life.
  • 19. “ Change is Universal… Change is Permanent…. Be ever willing to Change….. For, change alone leads you to success and happiness!!!”
  • 20. Advantages of Time Management
    • Gain Time
    • Motivates and Initiates
    • Reduces Avoidance
    • Promotes Review
    • Eliminates Cramming
    • Reduces Anxiety
    • Dartmouth College Academic
  • 21. 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
  • 22. . 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
  • 23. 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
  • 24. 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
  • 25. 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
  • 26. 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
  • 27. 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.
  • 28. 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
  • 29. 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
    • Interruptions we face during the day
    • Being a slave on the telephone
    • Unexpected/Unwanted visitors
    • Needless reports/Junk mail
    • Meetings without agenda
    • Procrastination
    • Afraid to Delegate
    • Not Wanting to Say "NO"
    • Low Self-Esteem
    • Problems With Objectives/Priorities
    • Negative Thoughts
    • Negative People
    • Low Self-Esteem
    • Fear of Failure
    • Fear of Rejection / Criticism
    • 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
    • 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
  • 35. "SMART" GOALS
    • S - Specific & Self
    • M - Measurable
    • A - Achievable & Positive
    • R - Realistic & Rewarding
    • T - Time Bound
    • 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!