Time Management


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Time Management

  1. 1. Time Management.<br />Planning, Prioritizing ><br />>Improved Achievement. <br />
  2. 2. “Change is Universal… Change is Permanent…. Be ever willing to Change….. Change alone leads you to success and happiness!!!”<br />
  3. 3. Objective of the Training<br /><ul><li>Prioritize Effectively with Multitasks
  4. 4. Manage and Control Crises
  5. 5. Values Clarification with Superiors and Subordinates
  6. 6. Increase Productivity
  7. 7. Reduce your Stress Levels
  8. 8. Balance Work and Personal Priorities</li></li></ul><li>Planning Objectives.<br /><ul><li> Strategic Plan for the year.
  9. 9. Monthly / Quarterly Objectives.
  10. 10. Weekly Objectives.
  11. 11. Schedule Daily work time</li></li></ul><li>
  12. 12. Strategic Plan for the year.<br />The main goals that to be achieved during the year<br /><ul><li> The achievement of these strategic goals should be accumulative and distributed over the year, and these are the frame lines that direct you during the year.
  13. 13. Examples of strategic goals:</li></ul>- Cost saving.<br />- Learning.<br />- Customer satisfaction index.<br />- Operational improvement.<br />
  14. 14. Quarterly/ Monthly Objectives.<br />A more detailed action plans to achieve the strategic objectives<br />A strategic plan should be divided into short term plans to simplify the control and the achievement.<br />As the period gets shorter the objective it self gets more realistic and achievable.<br />
  15. 15.
  16. 16. Use the "SMART" GOALS..<br />Specific<br />Measurable<br />Achievable<br />Realistic & Rewarding<br />Time Bound<br />S<br />M<br />A<br />R<br />T<br />
  17. 17. Dealing with Daily work load<br /><ul><li> Pareto’s Principle (80/20 Rule).
  18. 18. Stephen Covey’s Time Management Matrix.
  19. 19. To Do Lists.
  20. 20. (Procrastination).</li></li></ul><li>Pareto’s Principle (80/20 Rule).<br /><ul><li> 80% of Work gives 20% Results.
  21. 21. 20% of Work gives 80% Results
  22. 22. Effective v/s Efficient
  23. 23. Smart work v/s Hard work</li></li></ul><li>
  24. 24. Stephen Covey’s Time Management Matrix.<br />Urgent<br />Not Urgent<br />I<br />II<br />. Crisis<br />. Pressing problems<br />. Deadline-driven projects, meetings, preparations<br />. Preparation<br />. Prevention<br />. Values clarification<br />. Planning<br />. Relationship building<br />. True re-creation<br />. Empowerment<br />Important<br />III<br />IV<br />. Interruptions, some <br /> phone calls<br />. Some mail, some reports <br />. Some meetings<br />. Many proximate,<br /> pressing matters<br />. Many popular activities<br />. Trivia, busywork<br />. Some phone calls<br />. Time wasters<br />. “Escape” activities<br />. Irrelevant mail<br />. Excessive TV<br />Not Important<br />
  25. 25. <ul><li> Quadrant I (Productivity)</li></ul>Represents things that are both “urgent” and “important” – we need to spend time here<br />This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges. <br />Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning<br /><ul><li> Quadrant ii (Quality)</li></ul>Includes activities that are “important, but not urgent”- Quadrant of Quality<br />Here’s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills<br />Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it<br />Investing in this Quadrant shrinks Quadrant I<br />
  26. 26. <ul><li> Quadrant iii (Deception)</li></ul>Includes things that are “urgent, but not important” - Quadrant of Deception. <br />The noise of urgency creates the illusion of importance. <br />Actual activities, if they’re important at all, are important to someone else. <br />Many phone calls, meetings and drop-in visitors fall into this category <br /><ul><li> Quadrant iv (waste)</li></ul>Reserved for activities that are “not urgent, not important”- Quadrant of Waste<br />We often “escape” to Quadrant IV for survival <br />Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters<br />
  27. 27. To do lists..<br /><ul><li>Start with the tasks in Quadrant one and assign the priority one to these tasks, then start moving to the other three quadrants.
  28. 28. Allocate approximate time to each task according to Priority
  29. 29. Deal with One Paper only Once.
  30. 30. Do not “REACT” to Urgency .
  31. 31. Communicate & Clarify Values</li></li></ul><li>WHAT CAN STOP YOU?<br />Negative Thoughts<br />Negative People<br />Low Self-Esteem<br />Fear of Failure <br />Fear of Rejection / Criticism<br />
  32. 32. MAJORTIME WASTERS<br />Procrastination<br />Afraid to Delegate<br />Not Wanting to Say "NO"<br />Low Self-Esteem<br />Problems With Objectives/Priorities<br />MinorTIME WASTERS<br />Interruptions we face during the day<br />Being a slave on the telephone<br />Unexpected/Unwanted visitors<br />Needless reports/Junk mail<br />Meetings without agenda<br />
  33. 33.
  34. 34. Step 1 – Define your Role.<br />Step 2 – Set your Monthly Goal.<br />Step 3 – Schedule your Weekly Time.<br />Step 4 – Prioritize tasks.<br />Step 5 – Adopt it Daily - 80/20<br />Step 6 – Act on it, Now!<br />
  35. 35. Thank you guys….<br />Any questions??<br />