Effective Time Management


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Presentation Effective Time Management, Understand Important and Urgent and taking Action

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Effective Time Management

  2. 2. Renew yourself regularly
  3. 3. Objective of the Training <ul><li>Prioritize Effectively with Multitasks </li></ul><ul><li>Manage and Control Crises </li></ul><ul><li>Values Clarification with Superiors and Subordinates </li></ul><ul><li>Increase Productivity </li></ul><ul><li>Reduce your Stress Levels </li></ul><ul><li>Balance Work and Personal Priorities </li></ul>
  4. 4. Prioritize, and do the most important things first.
  5. 5. Define your mission and goals in life.
  6. 6. “ Change is Universal… Change is Permanent…. Be ever willing to Change….. For, change alone leads you to success and happiness!!!”
  7. 7. Pareto’s Principle (80/20 Rule) <ul><li>80% of Work gives 20% Results & 20% of Work gives 80% Results </li></ul><ul><li>One Rs.500/- v/s Hundred Rs.5/- </li></ul><ul><li>Effective v/s Efficient </li></ul><ul><li>Smart work v/s Hard work </li></ul>
  8. 8. . 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
  9. 9. Quadrant I <ul><li>Represents things that are both “urgent” and “important” – we need to spend time here </li></ul><ul><li>This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges. </li></ul><ul><li>Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning </li></ul>
  10. 10. Quadrant II <ul><li>Includes activities that are “important, but not urgent”- Quadrant of Quality </li></ul><ul><li>Here’s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills </li></ul><ul><li>Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it </li></ul><ul><li>Investing in this Quadrant shrinks Quadrant I </li></ul>
  11. 11. Quadrant III <ul><li>Includes things that are “urgent, but not important” - Quadrant of Deception. </li></ul><ul><li>The noise of urgency creates the illusion of importance. </li></ul><ul><li>Actual activities, if they’re important at all, are important to someone else. </li></ul><ul><li>Many phone calls, meetings and drop-in visitors fall into this category </li></ul>
  12. 12. Quadrant IV <ul><li>Reserved for activities that are “not urgent, not important”- Quadrant of Waste </li></ul><ul><li>We often “escape” to Quadrant IV for survival </li></ul><ul><li>Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters </li></ul>
  13. 13. Is it bad to be in Quadrant I? <ul><li>Are you in Quadrant I because of the urgency or the importance? </li></ul><ul><li>If urgency dominates, when importance fades, you’ll slip into Quadrant III. </li></ul><ul><li>But if you’re in Quadrant I because of importance, when urgency fades you’ll move to Quadrant II. </li></ul>
  14. 14. What is the problem with urgency? <ul><li>Urgency itself is not the problem… </li></ul><ul><li>When urgency is the dominant factor in our lives, importance isn’t </li></ul><ul><li>What we regard as “first things” are urgent things </li></ul>
  15. 15. Where do I get time to spend in Quadrant II? <ul><li>From Quadrant III </li></ul><ul><li>Time spent in Quadrant I is both urgent and important- we already know we need to be there </li></ul><ul><li>We know we shouldn’t be there in Quadrant IV </li></ul><ul><li>But Quadrant III can fool us </li></ul>
  16. 16. MINOR TIME WASTERS <ul><li>Interruptions we face during the day </li></ul><ul><li>Being a slave on the telephone </li></ul><ul><li>Unexpected/Unwanted visitors </li></ul><ul><li>Needless reports/Junk mail </li></ul><ul><li>Meetings without agenda </li></ul>
  17. 17. MAJOR TIME WASTERS <ul><li>Procrastination </li></ul><ul><li>Afraid to Delegate </li></ul><ul><li>Not Wanting to Say &quot;NO&quot; </li></ul><ul><li>Low Self-Esteem </li></ul><ul><li>Problems With Objectives/Priorities </li></ul>
  18. 18. WHAT CAN STOP YOU? <ul><li>Negative Thoughts </li></ul><ul><li>Negative People </li></ul><ul><li>Low Self-Esteem </li></ul><ul><li>Fear of Failure </li></ul><ul><li>Fear of Rejection / Criticism </li></ul>
  19. 19. ACTION PLAN <ul><li>Enter the RISK ZONE </li></ul><ul><li>Communicate & Clarify Values </li></ul><ul><li>Analyse your use of TIME - &quot;80/20“ </li></ul><ul><li>Do not “REACT” to Urgency </li></ul><ul><li>Deal with One Paper only Once </li></ul>
  20. 20. ACTION PLAN <ul><li>Allocate time according to Priorities (Quiet Hour, Session I,II,III,IV) </li></ul><ul><li>&quot;TO DO LIST“ (Top 3 Priorities today) </li></ul><ul><li>Have a Follow through </li></ul><ul><li>Learn to say two letter word - &quot;NO&quot; </li></ul><ul><li>Visualization and Auto-Suggestion </li></ul><ul><li>Delegate low Priority Item </li></ul>
  21. 21. &quot;SMART&quot; GOALS <ul><li>S - Specific & Self </li></ul><ul><li>M - Measurable </li></ul><ul><li>A - Achievable & Positive </li></ul><ul><li>R - Realistic & Rewarding </li></ul><ul><li>T - Time Bound </li></ul>
  22. 22. PANCH AMRUT <ul><li>Step 1 – Define your Role </li></ul><ul><li>Step 2 – Set your Monthly Goal </li></ul><ul><li>Step 3 – Schedule your Weekly Time </li></ul><ul><li>Step 4 – Adopt it Daily - 80/20 </li></ul><ul><li>Step 5 – Act on it, Now! </li></ul>
  23. 23. For CD of Soft Skills Presentations contact Email: [email_address] Or Call: +91-989 222 5864 Designed & Created by Shabbar Suterwala – Director Leaders Workshop Corporate Soft Skills Trainer – NLP Practitioner