AGENDA Meaning and Advantages of Time Management Myths about time How we waste our time Time Generations Smart Goals Pareto’s Principle Time Management Matrix What can stop you Action Plan
SELF MANAGEMENT = TIME MANAGEMENT
What is TIME MANAGEMENT ? We all have time to either spend constructively or waste and it is our decision what to do with it. But once passed, it is GONE FOREVER Time Management refers to the development of processes and tools that increases Efficiency and Productivity ( for an individual, for a business and for an organization).
TIME = LIFE “TO WASTE YOUR TIME IS TO WASTE YOUR LIFE, BUT TO MASTER YOUR TIME IS TO MASTER YOUR LIFE AND MAKE THE MOST OF IT” ALAN LAKEIN
60 minutes per hour 1,440 minutes per day 525,600 minutes per year Meaning and Advantages of Time Management Basic meaning of TIME Planning Setting GOALS Organizing Scheduling Prioritizing Delegation Monitoring Analysis
Meaning and Advantages of Time Management The Value of
The Advantages of Confidence Reduction of Stress Sense of Achievement Increased Energy Increased Productivity
Myths about The longer and harder you work the More you Accomplish If you want done something right, Do it Yourself We should take Pride in working Hard You should try to do the Most in the Least amount of Time Get More done and You will be Happier
How we waste Minor Time Wastes : Interruptions we face during the day Being a Slave on the Telephone Unexpected / Unwanted Visitors Needless Reports / Junk Mails Meetings without Agenda
How we waste Major Time Wastes Procrastination Afraid to Delegate Not wanting to Say “NO” Low Self Esteem Problems with Priorities
Procrastination Forms of Procrastination : Ignoring the task, hoping it will go away Underestimating how long it will take Overestimating your abilities and resources Telling yourself that poor performance is OK Doing something else that isn’t very important Believing that repeated “minor”delays won’t hurt you Talking about a hard job rather than doing it.
Procrastination Enemy of Time Management It delays completion of an important task It also brings : Anxiety Reduces sleep Illness Lower grades Poor quality of work Less learning as a result of being rushed A personal sense of disappointment In the end, it hurts you more than it helps you.
How to overcome Procrastination Win the Mental battle by committing to being on time Set and keep deadlines Organize, schedule and plan Divide a Big job into smaller ones Find a way to enjoy your work Reward yourself when your done Tell your friends n peers to remind you of your priorities and deadlines Learn to say “NO” to time wasters.
Time Generations There are three generations of Time Management After using these generations we noticed that, we do what is very Urgent, not doing what is Important So the fourth generation appeared
SMART GOALS S = SPECIFIC AND SELF M = MEASURABLE A = ACHIEVABLE AND POSITIVE R = REALISTIC AND REWARDING T = TIME BOUND
80% of the Work gives 20% Results & 20% of the Work gives 80% Results Effective v/s Efficient Smart Work v/s Hard work Small changes can produce very big results
Quadrants – Values and Importance QQuadrant I represents that are both “Important” and “Urgent” – we need to spend time here. HHere we manage, produce, bring our experience and judgement to bear in responding to many needs and challenges. Quadrant II includes activities that are “Important” but not “Urgent”- it is a quadrant of Quality. Here we do long range planning, anticipate and prevent problems, empower others, broaden our minds and increase skills.
Quadrants – Values and Importance Quadrant III includes things that are “Urgent” but “Not Important”-Quadrant of Deception The noise of Urgency creates illusion of Importance Quadrant IV reserved for activities that are “not urgent, not important”- Quadrant of Waste. We often escape to Quadrant IV for survival.
Is it bad to be in Quadrant I? Are you in quadrant because of Urgency or the Importance? If urgency dominates, when importance fades, you will slip in quadrant III But if you are in quadrant I because of importance, when urgency fades, you will move in quadrant II. Urgency itself is not a problem, when it is the dominant factor in our lives, importance isn’t. Where do I get to spend time in quadrant II? From quadrant III Time spent in quadrant I is both Urgent and Important and we have to be there. We know we shouldn’t be in quadrant IV But quadrant III can Fool Us.
What can STOP you? Negative Thoughts Negative People Low Self-Esteem Fear of Failure Fear of Rejection Counter Procrastination
Action Plan to Manage TIME Well Set Goals :Be realistic in your Planning Prioritize work “Develop and defeat Deadlines” - Activity Work Life Balance Beat Procrastination Manage/Utilize time Well : Work Smartly Get things done :Achieve with more focus Enter the RISK zone
Action Plan to Manage TIME Well AAnalyze your Use of Time :Make sure to have a Check List for Schedules and Priorities DDo not “React” to Urgency LLearn to say the Two later word “NO” Keep everything in Place and have a Place for everything Manage Visitors – Apply KISS theory Keep it Short and Sweet To manage extra workload than available time span apply 3D option :Dump, Delay and Delegate
Time, once lost is lost forever and cannot be brought back even if one has to beg So manage time the Best way to achieve important and not trivial goals Look Out!
Don’t count every hour in the day, make every hour in the day count.. Time is PRICELESS. Time is Money You can make Money you can’t make TIME An inch of Gold cannot buy an Inch of TIME