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
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
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
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
If you are having trouble staying on task there are several techniques available: Do the thing you loathe first. Sometimes by getting your most dreaded task out of the way you will enjoy the rest of your day. Break down a big job into sections and attack each section at a time. Each day set a timer for 10 minutes and perform as many repetitive tasks as you can in those 10 minutes. Reward yourself whenever you complete a task – talk to a co-worker briefly, get a cup of tea, treat yourself to chocolate at lunch or take a short walk. Try all four methods to find out which method works for you.
Keep articles and stories you would like to read for pleasure or business readings in a separate folder and read them while waiting at the doctor’s office or riding the exercise bike at the gym. This will keep you focused on the articles that you need to read so that you are not side-tracked.
The average person spends over 6 months of their life just sitting at stop lights. Take back some of that life that disappears into the abyss and give your-self the luxury of reading through listening to books while driving. You can listen to audio books for enjoyment or better yourself by learning a new skill.
A full lunch hour can seem like a waste of time but if you take care of tasks such as online banking, going to the gym, and grocery shopping on your lunch break you free up time for your family and other activities after office hours.
There are many things you can automate that will help you save time. Try setting up automatic bill payments on your credit card so that there is only one lump sum withdrawal from your checking account and you do not need to check your bank balance incessantly. Also look at setting up macros for programs at work for tasks that you have to repeat.
By setting out the goals that need to be accomplished each day and by assigning a time limit to each task you are more likely to stay on target. This will also help ensure that the most important items are accomplished that day. The least important items can usually be left for the next day.
Find out what your time wasters are and limit them. It may seem juvenile to write such a list but it will remind you of the things that rob you of time. Some items that my find themselves on the “do not list” are phone calls, emails and Facebook that can consume an entire day if you let them. Try turning off your phone for a set time so that you can accomplish a goal. If Facebook is your weakness then do NOT log in to your profile. These online time management skills will help stop the constant electronic interruptions.
• Delegation is entrusting of authority power
and responsibility to another
Makes work easier
delegating the jobs makes work easier as the
manager wont feel overloaded with work. this
will in fact reduce the workload of the manager
and therefore the latter can concentrate on
more strategic issues.
More tasks manager delegates, the more
opportunities they can seek and more time
they will get for other responsibilities from
high level managers
Improves self efficiency
• Improves self confidence of employees and
efficiency. The employees will be more willing
to take initiative
• Skill development of team members
• You develop your employees and make them
more valuable. causes employees to accept
better decisions are taken as subordinates are
nearer to problems; to where the action is and
are likely to have a clearer view about the
Speed up decision making. valuable time is
lost when employee must check with their
managers before making a decision. This delay
can be eliminated when employees are
authorized to make necessary decision on the
Better distribution of workload from top to
bottom level. You can respond faster to
changes in your business when you can rely
on nimble employees to take charge
Barriers to delegation
• They could do the task in a much better way.
• Employees aren't capable enough.
• It takes too much time to explain about what
has to be done.
• Ultimate accountability lies with the manager
• It reduces the power of manager
Steps for successful delegation
• Define the task- it should be in mind whether
the particular task can be delegated or not.
• Select the individual or team- identification of
a suitable person for the required job.
Whether he is competent enough or not. Or
the person has enough time to do the
• Explain the reasons- you must be able to tell
that why that job is being delegated and that
too to that particular person. What is its
importance and relevance.
• State required results- what must be achieved.
Tell them how you intend to decide that the
job is successfully done
• Agree deadlines- the deadlines should be agreed.
When the job needs to be finished. Methods of
checking and reviewing should also be agreed
with the other person. Failing to agree in advance
will cause this monitoring as interference or lack
• Support and communicate- Provide adequate
support, and be available to answer questions.
Ensure the project’s success through ongoing
• Consider resources required- the person
should have necessary authority to do the job
properly. Match the amount of responsibility
with the amount of authority.
• Feedback on results- it is essential to let the
person know how they are doing, and
whether they have achieved their aims or not
What tasks we shouldn’t delegate
• Don't delegate what you, yourself is not able
• you can't delegate: performance reviews,
• An emergency or short-term task where
there's no time to explain or train.
Delegation should always be for the all round
development of everyone associated with the
company. A successful supervisor should
therefore know how to delegate efficiently.
Managers delegate work not to just relieve
their workload, but to allow the employees
they supervise to grow professionally.