Time and Stress Management


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Time and Stress Management

  2. 2. 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.
  3. 3. TIME MANAGEMENT : WHAT IS IT? 1. Doing the Right things and not setting Things right . 2. Being in control of Life and not driven by Circumstances. 3. Enjoying JOURNEY of life: every day of it, not waiting for a perfect day in future. 4. Having right balance in wheel of life.
  4. 4. WHY TIME MANAGEMENT ? To utilise the available time in optimum manner to achieve one’s personal and professional goals
  5. 5. 1. Prioritize effectively with multi tasks 2. Manage and control crisis 3. Increase productivity 4. Reduce stress level 5. Balance work and personal priorities 6. Be clear about your mission and goals in life OBJECTIVES OF TIME MANAGEMENT
  6. 6. TIME IS MONEY You can make money; you can’t make time. An inch of gold cannot buy an inch of time (Chinese proverb). 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 the result
  7. 7. MANAGING YOUR TIME Things to do list Identify Priority Making it happen Evaluate deviations
  8. 8. “SMART” GOALS FOR TIME MANAGEMENT S – Specific M – Measurable A – Achievable R – Realistic T – Time bound
  9. 9. 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
  10. 10. TIME MANAGEMENT - TODAY Planning and preparation calendars and appointment books efficiency in goal setting and planning ahead make appointments, write down Commitments, identify deadlines may keep information on computer or network
  11. 11. 80/20 RULE Critical few and the trivial many Having the courage of your convictions Good judgment comes from experience Experiences comes from bad judgment
  12. 12. 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
  13. 13. PRIORITIZE Do Delegate Delay Delete Address the urgent Accomplish what you can early Attach deadlines to things you delay
  14. 14. USE YOUR WAITING TIME On public transportation At the doctor’s office When you are early for an appointment
  15. 15. 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 output.
  16. 16. COMMUNICATE TO SAVE TIME Communication is the art of getting your message effectively through Spoken words Body Language Written words Visuals
  17. 17. 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/-) WORDS 7% STYLE 38% BODY LANGUAGE 55%
  18. 18. 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. Not listening. Spewing chronic negativity
  19. 19. Time Wasters Major Disorganization Procrastination Fear to delegate Not wanting to say “No” Not knowing the priorities Minor Telephone calls Unexpected visitors Needless reports/  junk mail/Browsing Meetings without  agenda
  20. 20. It is rightly said, time is life. “If your are wasting time – you are wasting life.”
  21. 21. 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:
  22. 22. MANIFESTATIONS OF STRESS Sources Personal Pressure to Succeed Financial Problems Relationship Problems Holidays Manifestations Increased Heart Rate, Sleeplessness, Anxiety, Variable Appetite
  23. 23. LONG TERM STRESS 1. Being in Panic Mode all the time 2. Learned Helplessness 3. Can lead to numerous health problems 4. Can lead to Burnout
  24. 24. Managing Stress Redirect it into your work. Exercise. 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.
  25. 25. FACTORS WHICH WASTE TIME AND CAUSES STRESS? 1. Procrastination – No action now, I will do it tomorrow 2. Guilt- was happened in the past 3. Worry- what will happen in future 4. Not able to say “no” 5. Not organized – personal & Professional 6. No Goals – So – No Plans – So- No results
  26. 26. HOW TIME AND STRESS ARE RELATED Stephen Covey’s – Time Management Matrix I III IV II Urgent Not Urgent ImportantNotImportant
  27. 27. Quadrant I – Represents both Important and Urgent I  Crisis Pressing Problem Deadline – Driven Projects Meetings, preparation III IV II Urgent Not UrgentImportantNotImportant
  28. 28. 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
  29. 29. Quadrant II includes Activities Important but Not Urgent I III IV II Preparation Prevention Values clarification Planning Relationship Building True re-creation Empowerment Urgent Not UrgentImportantNotImportant
  30. 30. 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
  31. 31. Quadrant III includes Things Urgent but not important I III Interruptions, some phone calls Some reports Some meeting Many proximate, Pressing matters Many popular activities IV II Urgent Not Urgent ImportantNotImportant
  32. 32. 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
  33. 33. Quadrant IV- Reserved for Not urgent- Not Important I III IV Trivia Busy Work Some phone calls Time wasters “Escape” Activities Irrelevant mail Excessive TV II Urgent Not UrgentImportantNotImportant
  34. 34. 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.
  35. 35. 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
  36. 36. 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 • 80% of day is spent at work