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 businessand 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

Quadrant I represents that are both “Important” and “Urgent” – we need to spend time here.

Here 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 Analyze your Use of Time :Make sure to

have a Check List for Schedules and Priorities

Do not “React” to Urgency Learn 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 lostforever and cannot be brought back even if one has to beg

So manage time theBest 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