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+ Time Management ACE Seminar 16 September 2011. + Why manage your time?

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Presentation on theme: "+ Time Management ACE Seminar 16 September 2011. + Why manage your time?"— Presentation transcript:

1 + Time Management ACE Seminar 16 September 2011

2 + Why manage your time?

3 + You can make money, but you cannot make time You can buy an inch of gold, you cannot buy an inch of time - Chinese proverb Swahili proverbs about time?

4 + Pareto s Principle (80/20 Rule) 80% of Work gives 20% Results & 20% of Work gives 80% Results Effective v/s Efficient: Often worst performers are those who seem to be working hardest and longest. They are very busy but not necessarily effective. Smart work v/s Hard work

5 + Things that get in the way of getting things done…

6 + Phone calls Internet Visitors Mental distractions Meetings without an agenda Others??

7 + Tools for better time management

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 III IIIIV UrgentNot Urgent Important Not Important Stephen Covey s Time Management Matrix

9 + Quadrant I Represents things that are both urgent and important – we need to spend time here This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges. Many important activities become urgent through procrastination, or because we don t do enough prevention and planning

10 + Quadrant II Includes activities that are important, but not urgent - Quadrant of Quality Here s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it Investing in this Quadrant shrinks Quadrant I

11 + Quadrant III Includes things that are urgent, but not important - Quadrant of Deception. The noise of urgency creates the illusion of importance. Actual activities, if they re important at all, are important to someone else. Many phone calls, meetings and drop-in visitors fall into this category

12 + Quadrant IV Reserved for activities that are not urgent, not important - Quadrant of Waste We often escape to Quadrant IV for survival Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters

13 + Is it bad to be in Quadrant I? Are you in Quadrant I because of the urgency or the importance? If urgency dominates, when importance fades, you ll slip into Quadrant III. But if you re in Quadrant I because of importance, when urgency fades you ll move to Quadrant II.

14 + What is the problem with urgency? Urgency itself is not the problem… When urgency is the dominant factor in our lives, importance isn t What we regard as first things are urgent things

15 + Where do I get time to spend in Quadrant II? From Quadrant III Time spent in Quadrant I is both urgent and important- we already know we need to be there We know we shouldn t be there in Quadrant IV But Quadrant III can fool us

16 + Time Management should be Self Management Use a planner Make a to do list Do priority mapping Ideal Week tool, Goal Achievement tool Time tracking - Peter Drucker: know where your time goes Bottom line- find what works for you!

17 + Time Management should be Self Management Use the phone Write clearly and concisely, use an outline- strive for letters of no more than one page Always create an agenda for meetings Manage the paper on your desk Manage your emails Respect the time of others

18 + Finding the balance

19 + Resources Time Management workbook on K4Health ACE toolkit Other internet resources….

20 + Final thoughts- on the big picture Living your life without a plan is like watching television with someone else holding the remote control. - Peter Turla

21 + TIME FOR EVERYTHING Take time to work, it is the price of success Take time to think, it is the source of power Take time to play, it is the source of youth Take time to read, it is the source of wisdom Take time to serve, it is the purpose of life Take time to laugh, it is the music of soul

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