TIME MANAGEMENT Time management refers to a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals. This set encompasses a wide scope of activities, and these include planning, allocating, setting goals, delegation, analysis of time spent, monitoring, organizing, scheduling, and prioritizing.
TIME MANAGEMENT : WHAT IS IT?
Doing the Right things and not setting Things right .
Being in control of Life and not driven by Circumstances.
Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future.
Having right balance in wheel of life.
WHY TIME MANAGEMENT ? To utilise the available time in optimum manner to achieve one’s personal and professional goals
Prioritize effectively with multi tasks
Manage and control crisis
Reduce stress level
Balance work and personal priorities
Be clear about your mission and goals in life
OBJECTIVES OF TIME MANAGEMENT
TIME IS MONEY
You can make money; you can’t make time.
An inch of gold cannot buy an inch of time (Chinese
While we can’t change this, what we can change,
is the way we use this
To effectively utilize this time, we need to understand
what is the most important for us and for our organization
Higher the focus on important things, better will be
MANAGING YOUR TIME T hings to do list I dentify Priority M aking it happen E valuate deviations
“ SMART” GOALS FOR TIME MANAGEMENT S – Specific M – Measurable A – Achievable R – Realistic T – Time bound
TIME MANAGEMENT – YESTERDAY
based on reminders
simple notes and checklists
carry lists with you and refer to them in
order to remember
incomplete tasks put on tomorrow’s list
TIME MANAGEMENT - TODAY
Planning and preparation
calendars and appointment books
efficiency in goal setting and planning ahead
make appointments, write down Commitments,
may keep information on computer or network
Critical few and the trivial many
Having the courage of your convictions
Good judgment comes from experience
Experiences comes from bad judgment
Examine your schedule. Be realistic about what you can accomplish. Don’t try to juggle too many things. Don’t set yourself up for failure. BE REALISTIC
Address the urgent
Accomplish what you can early
Attach deadlines to things you delay
USE YOUR WAITING TIME
On public transportation
At the doctor’s office
When you are early for an appointment
PLANNING THE DAY
Prepare a list of priorities for the day based on
urgency and importance.
Get the timing right.
Morning is the time for hard work.
Interesting work, meetings and social events
can take place in off-peak time.
Have work-breaks to over come fatigue.
Living 100% in the present improves your work
COMMUNICATE TO SAVE TIME
Communication is the art of getting your message
GOOD COMMUNICATION IS…
Develop good body language – facial expression, gesture, posture – ( avoid clearing the throat, covering the mouth, playing with keys, not making eye contact…..)
While speaking over phone, speak slowly, politely, monitor your time and confirm content
While writing, use simple language, visualize the receiver (write Rs.10 crores instead of Rs.100000000/-)
BAD COMMUNICATION LEADS TO WASTED TIME
The content of the message may not fit the situation
or it may be inadequate or inconsistent
Complex jargon filled messages
Not following up, or closing the loop.
Not returning telephone calls or email messages.
Foregoing basic courtesy.
Spewing chronic negativity
Fear to delegate
Not wanting to say
Not knowing the
It is rightly said, time is life. “ If your are wasting time – you are wasting life.”
WHAT IS STRESS? Stress is an emotionally disruptive or unsettling Condition of our mind that occurs as a result of adverse external influences . Body’s uncertain response to the demand made on it.” DEFINITION: Researchers define stress as a physical, mental, or emotional response to events that causes bodily or mental tension. Simply put, stress is any outside force or event that has an effect on our body or mind. MEANING:
MANIFESTATIONS OF STRESS
Personal Pressure to Succeed
Increased Heart Rate,
LONG TERM STRESS
Being in Panic Mode all the time
Can lead to numerous health problems
Can lead to Burnout
Redirect it into your work.
Keep a Regular Schedule (Eating, Sleeping, etc.)
Eliminate or Reduce the Sources of Stress Most
things aren’t THAT important.
Seek help / advice from others.
FACTORS WHICH WASTE TIME AND CAUSES STRESS?
Procrastination – No action now, I will do it tomorrow
Guilt- was happened in the past
Worry- what will happen in future
Not able to say “no”
Not organized – personal & Professional
No Goals – So – No Plans – So- No results
HOW TIME AND STRESS ARE RELATED Stephen Covey’s – Time Management Matrix I III IV II Urgent Not Urgent Important Not Important
Quadrant I – Represents both Important and Urgent
III IV II Urgent Not Urgent Important Not Important
I. Quadrant of Urgency II. We Need to Spend time here This where 1. We manage, 2. We produce, 3. We bring our experience and judgment 4. We respond to many needs and challenges III. Many important activities become urgent due to procrastination
Quadrant II includes Activities Important but Not Urgent I III IV
Urgent Not Urgent Important Not Important
I. Quadrant of Quality II. This is where 1.We do our long-range planning, 2.Anticipate and prevent problems, 3.Empower others, 4.Broaden our minds and increase our skills III. Ignoring Quadrant II 1.Enlarge Quadrant I. 2.Creates stress, burnout, and deeper crises IV. Investing in this Quadrant shrinks Quadrant I
Quadrant III includes Things Urgent but not important I
some phone calls
Many popular activities
IV II Urgent Not Urgent Important Not Important
I. Quadrant of Deception II. The Noise of Urgency creates the illusion of importance. III. This is where We are taken for granted Difficulty saying “No” We live other people’s life IV. Actual Activities if they are important at all, are important to someone else. V. When you spend time here you are living other people’s life
Quadrant IV- Reserved for Not urgent- Not Important I III
Trivia Busy Work
Some phone calls
“ Escape” Activities
II Urgent Not Urgent Important Not Important
I. Quadrant of waste: II. When we are tossed around in Q! and Q3 we often “Escape” to Quadrant IV for Survival III. It is not recreational things because true recreational is quadrant II activity IV. Quadrant IV is not survival but deterioration.
How to manage time and Stress? I. Spend More time in QII II. Quadrant of Quality III. This is Where 1.We do our long-range planning, 2. Anticipate and prevent problems, 3. Empowers others, 4. Broaden our minds and increase our skills IV. Ignoring Quadrant II V. Enlarge Quadrant I VI. Creates Stress, Burnout, and deeper crises Investing in this Quadrant shrinks Quadrant I
BALANCE YOUR LIFE
Balance in Life is important
Recognize each aspect of life
I am not getting enough time for family/personal life because of Work