TIME MANAGEMENT, SMART, Urgent Imp. MATRIX.

1. Deepak Mudgil Company Presentation

2. Planning, Prioritizing and Managing
Time

3. At the end of the module you will –
Learn how to plan and prioritize your daily tasks
Understand the importance of time management
Learn to manage self to manage time
Know how organizing your surroundings saves time for you
Understand how to manage others to manage time

4. Plan, Prioritize and Manage
Planning: Sequencing actions and utilizing resources for
achieving goals
Prioritizing: Listing group of actions in order of
precedence or importance
Managing: Achieving your goals without commotion
Plan broadly, prioritize accurately, manage
effectively keeping TIME in mind

5. The PPM Model
TimeTime
You
Prioritizing
Planning
Managing

6. Planning ‘SMART’

7. Planning
Setting goals
Developing an approach
Outlining tasks and schedules
Understanding resources required
Identifying helping/ hindering factors
Accomplishing goals

8. Why is Planning Crucial?
Provides direction
Offers opportunities to analyze alternative courses of
action
Reduces uncertainties
Minimizes impulsive and arbitrary decisions
Facilitates allocation of resources which increases
efficiency
Integrates processes, systems and relevant factors

9. “Failing to plan is
planning to fail”

10. How to Plan?
S M A R T

11. SMART: Specific
What exactly needs to be achieved
Clear and unambiguous
Outputs or outcomes against which successful
completion can be determined
Who, What, Where, When, Which, Why and How
S M A R T

12. SMART: Measurable
An action plan is no good if it can’t be measured
Measuring the results/ output
Quantity and quality of work expected
Milestones to indicate progress
MS A R T

13. SMART: Achievable
Being reasonable – ask yourself is my plan achievable or
I am planning unrealistically?
Pushes and stretches, but does not break
Is realistic and attainable
Don’t make "Can Barely Finish" plans, make completely
achievable plans
Consider your current situation and then plan your
activities
AS M R T

14. SMART: Relevant
Meaningful/ important to you
Fits in the larger scheme of things you have in mind
Can be achieved with available resources, knowledge
and time
You are willing and able to act
Is not unrealistic and unrelated
RS M A T

15. SMART: Time-bound
Anchored on a time frame—otherwise there is no
urgency in accomplishing it
Every activity that you plan must be time-sensitive in
nature
Not too much time, not too little time – enough to
complete the task
Not having a time element attached to your plan breeds
procrastination
Calculate the time to be taken to accomplish a task,
precisely
TS M A R

16. Action Plan Includes
Helping factors
• The enablers
• Ways to leverage those
Hindering factors
• The blocks
• Ways to manage around those
Resources required

17. Activity: Bridging the Towns

18. Prioritize

19. Prioritizing
Is arranging your planned tasks
Is important as time is limited and demands are
unlimited
Is Utilizing your time wisely
Frees you from less important tasks that can be
attended to later
Helps drop useless tasks

20. 80 % of time
spent
20% of the results20% of the results
20% of time spent20% of time spent
Pareto 80:20 Rule

21. Urgent-Important Matrix
Urgent Less Urgent
Less
ImportantImportant
1st
Priority 2nd
Priority
4th
Priority3rd
Priority

22. Urgent-Important Matrix
To determine important-urgent, answer ‘Because’ ‘By’
‘Why’….
• This task is important-urgent because….
• It needs to be done by…
• The reason why it is needed is…
Urgent tasks have inflexible immediate deadlines driven
by others
Important tasks have flexible deadlines and are self
accomplished

23. Urgent-Important Matrix
Important/ Urgent Tasks
• Must be done first
• Unforeseen emergencies and deadlines
• Cushion time for such tasks when planning your day
Important/ Less Urgent Tasks
• Planned and thought through
• Information must be collected to enable performance
• Let it not turn into an ‘urgent’ task and thus a situation
of crisis

24. Urgent-Important Matrix
Less Important/ Urgent Tasks
• Urgent doesn’t mean ‘now’, they mean today at some
point
• Ask questions to help prioritize and position the task
during the day
• Put these tasks into your ‘to do’ list to remind you to do
at an appropriate time
Less Important/ Less Urgent Tasks
• Can be carried over to the next day or to their deadline
date

25. Managing Time

26. Managing time is creatively utilizing time in the most
effective and productive way possible
It is a non-renewable limited resource … you cannot ‘make’
time but surely can ‘find’ time

27. Absence of Time Management
Last minute rushes to meet deadlines
 Days which seem somehow to slip unproductively
Crises which loom unexpectedly from nowhere
Days full with action from dawn till dusk – ‘all time
busy’
Stress and degradation of performance

28. Managing Time Helps in…
Being more in control of what you do
Being more productive
Giving yourself more ‘quality time’
Avoiding stress and last minute pressures
Not being always overloaded

29. A Good Time Manager…
Identifies productivity cycles
Maintains and follows a daily plan
Uses technology to reduce time wastage
Manages interruptions
Increases productivity from meetings
Avoids overloads
Maintains a healthy work-life balance

30. Time Stealers
Interruptions
Procrastination
Acting with incomplete information
Inadequate knowledge
Inability to say ‘No’
Lack of planning
Personal disorganization

31. Exercise: Time Thieves

32. Becoming a Good Time Manager
To manage your time effectively you need to –
Manage self
Manage your surroundings
Manage others

33. Managing Self to Manage Time

34. Managing Self
Take total responsibility of managing time for yourself
Manage time yourself by –
• Beating procrastination
• Managing interruptions
• Learning to say “No”
• Having clarity about your tasks
• Using Planner

35. Beating Procrastination
It is when you put off tasks that should be done in the
present
It is living in the future -- an eternal postponing
“Manyana Syndrome”
Why do you procrastinate?
• Inability to concentrate
• Fear of imperfection
• Priority confusion
• Laziness
• Not motivated enough

36. Beating Procrastination
Accept that you are procrastinating
Visualize the end from the beginning
Find ways to like your task
Breaking the task into smaller parts and doing it one
step at a time
Rewarding yourself at the beginning, in the middle and
at the end of your job
Creative action

37. Managing Interruptions
Recognize office interruptions –
• Boss/ subordinates/ colleagues
• Clients/ customers
• Telephone/ mobile
• E-mails

38. Managing Interruptions
When you’re interrupted, ask yourself : ‘What’s more
important, the interruption or what I’m working on?’
Be assertive
Continue to look busy
Try to keep the interruption short
Plan a quiet hour
Invent a deadline

39. Saying “NO”
Don’t say ‘yes’ to regret it later when you should have
said ‘no’
Refrain from being a people pleaser
Remind yourself “You can’t do everything”
Don’t undertake things you can’t complete
Be direct
Remain calm
Maintain eye contact

40. Task Clarity
Have absolute clarity about the task you need to
complete
Ambiguity is the enemy of time
Develop understanding of your role in the organization
Listen carefully to each instruction given
Ask clarifying questions

41. Using Daily Planner
Block out times on the daily planner for each of the
major activities
Start with recurring activities that occur at a fixed time
Then block out time for activities that you want to do
on a regular basis
Allot ample time for each activity, especially high
priority activities
Take into account when you are most effective
Plan for morning people and night owls

42. Exercise: My Daily Planner

43. Managing the Surroundings to
Manage Time

44. Managing the Surroundings
Work environment may act as a hurdle towards time
management
Unorganized surroundings acts as a time-thief
Managing surroundings efficiently helps save time
Manage your surroundings by
• Organizing your workplace
• Managing workplace communication
• Planning your travel

45. Organizing Your Workplace: Desk
Make sure to have important accessories close at hand
Treat your desk as a platform, not a shelf
Clear your desk of papers you are not currently working
with
Resist the temptation to leave your current work on the
desk
Once you’ve finished a task, put all the papers away in a
drawer, file or folder
Organize your filing

46. Workplace Communication: Phones
If you’re required to hold, ask for how long
Have a system for dealing with all incoming calls
Use voicemail
Know before you make your call, what to say -and get to
the point
Avoid weather reports
Limit social chat to nil

47. Workplace Communication: Email
Develop a routine for replying to your mail
Categorize your Inbox
Scan headers and decide immediately which message
to delete
Avoid reading forwards not relevant to your work
Inform the sender if your are busy and cannot act on an
email immediately
Create templates of frequently sent emails
Use email reminders

48. Workplace Communication: Meetings
Every time you are invited for a meeting, ask these
questions –
• What can you contribute? What can you get from it?
Before going for the meeting, ask these questions -
• Are you well prepared? Are you well informed?
• Is your presence going to make a difference?
Get the best out of your time spent in the meeting
• Prepare on all the points of the agenda that concern you

49. Workplace Travels
Map your travel – prepare a sequential list of to do’s of
your travel
Have clarity about the addresses, person you need to
meet and their contact details
Stipulate the time you will require to reach your
destination, in advance
Start early, be punctual
Utilize your time when on the move
Never assume anything

50. Managing Others to Manage Time

51. Managing Others to Manage time
You don’t work alone all the time
At work, your output is other’s input and vice versa
You need to manage others to save your time and
increase your productivity
Indentify people who steal your time and handle them
efficiently

52. People Who Steal Your Time
The Apocalyptic
The Over-Committers
The Laid-Backs
The Chatter-Boxes
The Perfectionists

53. Your Boss
How bosses can steal your time –
Hard to get hold of
Slow to respond to requests
Vague in their communication
Making unrealistic demands
Not telling you what’s going on
Being inconsistent

54. Your Team
Time wasters in teams –
Conflicts
Unproductive discussions
Ambiguous instructions
Unnecessary meetings
Time politics
Improper delegation

55. Recap
&
Plan of Action

56. Deepak Mudgil 61

57. Thank You