Time Management

Minal Jobanputra
Look for me on Twitter @minaljobanputra
Face Book facebook.com/theorangepot
LinkedIn http://in.linkedin.com/in/minalmj
www.theorangepot.com



10/7/2014
Time Management


Strategies to effectively manage your time
Bad news, time is flying
&
Good news is I am the Pilot
Objective
Apply time management techniques
Develop meaningful goals and objective
Plan strategically
Learn to organize workspace for better efficiency and productivity
Pen down priorities
Set daily rituals
Stress management techniques

You have to spend it in one day and you cant bank it
Rs 86400/-
In Average of 70 years
On An average
25 Years in Sleep
8 Years in Study & Education
6 Years in Rest & Illness
7 Years in Holidays & Recreation
5 Years in Commuting
4 Years in Eating
3 Years in Transition in getting ready
to undertake all the above activities.




Whats left?
THIS LEAVES ONLY
12 YEARS FOR EFFECTIVE
WORK.


Short as life is, we make it still
shorter by the careless waste of time ----Victor Hugo.
Prieto's law
I
IV
lll
ll
Prieto's law
Urgent
Not urgent
I
m
p
o
r
t
a
n
t

N
o
t

i
m
p
o
r
t
a
n
t

I
IV
lll
ll
Prieto's law
Crisis
Deadlines driven
Projects
Meetings
Preparation
Preparation
Prevention
Planning
Relationship building
Empowerment
Exercise
Vacation
Few Meetings
Interruptions
Phone calls

Some phone calls
Time wasters
Escape activities
Excessive TV

Urgent
Not urgent
I
m
p
o
r
t
a
n
t

N
o
t

i
m
p
o
r
t
a
n
t

I
IV
lll
ll
Do first Schedule
Delegate Dont do
I II
III IV
Urgent
Not Urgent
I
m
p
o
r
t
a
n
t

N
o
t

I
m
p
o
r
t
a
n
t

Prieto's law
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 dont do enough prevention and planning

Quadrant II
Includes activities that are important, but not urgent- Quadrant of
Quality

Heres 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
Quadrant III
Includes things that are urgent, but not important - Quadrant of
Deception (belief).

The noise of urgency creates the illusion of importance.

Actual activities, if theyre important at all, are important to someone
else.

Many phone calls, meetings and drop-in visitors fall into this category

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
Delegate
Procrastination is the thief of time Edward young
Communicate (in writing)
Give objective not procedure
People rise to the challenges
Delegate until they complain and grant authority
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, youll slip into
Quadrant III.

But if youre in Quadrant I because of importance, when urgency
fades youll move to Quadrant II.

What is the problem with urgency?
Urgency itself is not the problem

When urgency is the dominant factor in our lives, importance isnt

What we regard as first things are urgent things
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 shouldnt be there in Quadrant IV

But Quadrant III can fool us

How we waste time
Lack of discipline
Indecisiveness
Personal disorganization
Procrastination
Inability to say NO
Poor delegation skills
Day dreaming
worry


Time waste caused by other
Telephone interruption
Drop in visitors
Unscheduled meeting
Poor communication
Confused chain of authority
Your time wasters
E mails
Meetings
Phone calls/cell calls
Co-workers
Stress
Family issues

Remember
Good judgment comes from experience
Experience comes from bad judgment
Yourself
Learn to say NO : everything you do is an opportunity cost
You dont find time but make time for important things
Get to know your self : your good and bad

Comfort zone
Identify why you aren't enthusiastic, why you afraid
Sometime all you need to do is ask
Never break promises but re negotiate

WHAT CAN STOP YOU?
Negative Thoughts

Negative People

Low Self-Esteem

Fear of Failure

Fear of Rejection / Criticism
Benefits of time management
Reduce stress and frustrations
Improves performance and job satisfaction
More time to enjoy life
Have control over your life through planning
Get a sense of achievement
Planning
Write down appointments, classes, and meetings on a chronological
log book or chart
First thing in the morning, check what's ahead for the day
If you fail to plan, you plan to fail and you will waste a lot of precious
time while failing

Prioritized To-Do List
Write down all the tasks you need to complete
Break large tasks into their component elements
Allocate priorities from A (very important, or very urgent) to E
(unimportant, or not at all urgent)
You need to differentiate between urgency and importance
Rewrite the list in priority order
Take action immediately and finish them one by one
This helps you to focus on the important jobs first
Procrastination
What is procrastination?
Putting off things that we should be doing
Avoid high priority, challenging tasks
Seek comfort in doing tasks you know you're capable of
completing
Causes of procrastination:
Have doubt on your skills or resources
Do not know where to begin
Waiting for right time or right mood
Underestimate the difficulty of the task
Perfectionism
Overcome Procrastination
Recognize that you are procrastinating
Work out why you are procrastinating
Ways to overcome:
Find a small part of the task you can do right now
Identify the emotion associated with doing it
Finish an incomplete
Delete it and move on
Face your fears and the risks head-on

Get organized
Time is saved if you prepare your work environment and equipment
beforehand
Tidy your desk, make sure your chair is in the correct position and
you have all the information you need close at hand
Having your appointments, tasks and key notes in one place
Helps you find information faster and also helps prevent stress
Utilize Time Gaps
Time gaps are intervals of time free of activities
E.g. between meetings, in a queue, waiting in your car etc,.
Discover where you are likely to experience small, wasted gaps of
time
Utilize them to finish tasks that can fit in
Examples of utilizing them effectively:
Make calls while waiting
Read up something
Prepare for the upcoming activities
Using your time Twice
Doing two activities simultaneously
Productivity and efficiency are not being sacrificed
For example:
Read or study while using public transportation
Listen to the radio while driving
Use home exercise equipment in front of the TV



Learn to say NO
Do not say yes when you don't have the time, motivation, interest or
skills to do the task
Say no to tasks that have little impact on your targets
Prevent stress
Avoid overworking
Delegation
Assign task responsibility and authority to others
Delegate to the right person
You are still responsible for the completion of the task
Give objectives or expected outcome, not procedures
Set goals
Time Management 38
Specific
Measurable
Achievable
Realistic
Time-based

3 Ps of goal
Prioritizing
Planning
Failing to plan is planning to fail
Plan each day, week, year
Establish fake deadlines

Prioritize
Do
Delegate
Delay
Delete
Goals
Why am I doing this what is the objective
How am I going to achieve this
What happens if I choose not to do it
Learn when to say NO
You cant do everything
Dont undertake things you cant
complete
Remain consistent to your goals
Concentrate on the task at hand
Time Management 44
Focus on your goal
Tune out interruptions
Rituals. Set the plan for the day
By developing rituals for managing time the right way in your life,
you free yourself from remembering about the task which you
used to have to remember to do. Now you don't need
to remember it, and instead it happens automatically.
Review Set the plan for the day Re focus
Stress Management
EXTERNAL STRESSORS
Physical Environment
Social Interaction
Organisational
Major Life Events
Daily Hassles
INTERNAL STRESSORS
Lifestyle choices
Negative self - talk
Mind traps
Personality traits
STRESS FEELINGS
Worry
Tense
Tired
Frightened
Elated
Depressed
Anxious
Anger
TYPES OF STRESS

Negative stress

Positive stress
NEGATIVE STRESS
It is a contributory factor in minor conditions, such as headaches,
digestive problems, skin complaints, insomnia and ulcers.
Excessive, prolonged and unrelieved stress can have a harmful effect
on mental, physical and spiritual health.
POSITIVE STRESS
Stress can also have a positive effect, spurring motivation and
awareness, providing the stimulation to cope with challenging
situations.
Stress also provides the sense of urgency and alertness needed for
survival when confronting threatening situations.
STRESS CONTROL
A B C STRATEGY
ABC STRATEGY


A = AWARENESS


What causes you stress?
How do you react?
ABC STRATEGY

B = BALANCE

There is a fine line between positive / negative stress

How much can you cope with before it becomes negative ?
ABC STRATEGY


C = CONTROL

What can you do to help yourself combat the negative effects of stress ?
Stress Management Techniques

Change your thinking

Change your behaviour

Change your lifestyle
Review
Time Management 59
Set goals
Prioritize
Organize
Learn when to say NO
Use your waiting time
Concentrate on the task at hand
Consider your personal prime time
Celebrate success