1. Effective Time Management

2. Effective Time Management
Why Is Time Management Important?
Time is limited
You need time to get what you want out of life
You can accomplish more with less effort
Too many choices

3. Effective Time Management
Develop a more clear understanding of strategies for effective time management
Develop a greater self-awareness of how you currently use your time
Understand how learning styles impacts
effective time management

4. The "Three Ps" of Effective Time Management
Planning.
Priorities.
Procrastination.

5. Myth: Time can be managed.
Ten Myths about Time
Myth: Time can be managed.
Myth: The longer or harder you work the more you accomplish.
Myth: If you want something done right, do it yourself.
Myth: You aren’t supposed to enjoy work.
Myth: We should take pride in working hard.

6. Ten Myths about Time
5. Myth: You should try to do the most in the least amount of time.
6. Myth: Technology will help you do it better, faster.
7. Myth: Do one thing at a time.
8. Myth: Handle paper only once.
9. Myth: Get more done and you’ll be happier.

7. Making the Best Use of Time
Decide that you don’t have to please everyone.
Let go–don’t be a perfectionist.
Resist the temptation to do small, insignificant tasks too well.
Outsource what you can.

8. Why do we procrastinate?
Don’t know where to start.
To avoid an unpleasant task.
We’re afraid to fail.
Waiting for more information.
You may think if you put it off someone else will do it.
You’re over-committed.

9. We All Do IT!
Putting off tasks for a later time is normal, but if it becomes a stressor, we end up wasting a lot of valuable time and energy!

10. How to Beat Procrastination
1. Recognize when you are Procrastinating
Become aware of your favorite procrastination tactics and learn to catch yourself as soon as you start to wander off.
2. Break Inertia Do small things to get yourself started! (e.g., write the first sentence of your term paper). *the freight train

11. How to Beat Procrastination
3. Divide project into small manageable pieces
Take one step at a time. Mae use of small chunks of time. Writing a few lines now may inspire you to do more later
4. Set reachable sub-goals that are specific
Saying “read 20 pages of Chapter 5 by 8pm” sounds better than saying “do some studying later.” This helps to gain a sense of accomplishment.

12. How to Beat Procrastination
5.Don’t sabotage yourself
Set up your environment with as few distractions as
possible. Arrange your work space the way you like
it and work at times when you have peak energy.
6. Reward non-procrastinating behavior
You’ve finally made a dent in that paper you have been putting off. Give yourself a little reward.
7. Enjoy Your FREEDOM
When you complete an unpleasant task, take time and feel how nice it is to have it over and done with

13. Renew yourself regularly

14. Prioritize, and do the most important things first.

15. Define your mission and goals in life.
Concentrate on
Results
not on being busy
Define your mission and goals in life.

16. Prioritize, and do the most important things first.

17. Define your mission and goals in life.

18. “Change is Universal… Change is Permanent…. Be ever willing to Change…
“Change is Universal… Change is Permanent…. Be ever willing to Change….. For, change alone leads you to success and happiness!!!”

19. Advantages of Time Management
Gain Time
Motivates and Initiates
Reduces Avoidance
Promotes Review
Eliminates Cramming
Reduces Anxiety
Dartmouth College Academic

20. Pareto’s Principle (80/20 Rule)
80% of Work gives 20% Results & 20% of Work gives 80% Results
One Rs.500/- v/s Hundred Rs.5/-
Effective v/s Efficient
Smart work v/s Hard work

21. I II III IV Stephen Covey’s Time Management Matrix Urgent Not Urgent
. Crisis
. Pressing problems
. Deadline-driven projects, meetings, preparations
. Preparation
. Prevention
. Values clarification
. Planning
. Relationship building
. True re-creation
. Empowerment
Important
III IV
. 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
Not Important

22. 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

23. 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

24. 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

25. 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

26. 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.

27. 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

28. 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

29. MINOR TIME WASTERS Interruptions we face during the day
Being a slave on the telephone
Unexpected/Unwanted visitors
Needless reports/Junk mail
Meetings without agenda

30. MAJOR TIME WASTERS Procrastination Afraid to Delegate
Not Wanting to Say "NO"
Low Self-Esteem
Problems With Objectives/Priorities

31. WHAT CAN STOP YOU? Negative Thoughts Negative People Low Self-Esteem
Fear of Failure
Fear of Rejection / Criticism

32. ACTION PLAN Enter the RISK ZONE Communicate & Clarify Values
Analyse your use of TIME - "80/20“
Do not “REACT” to Urgency
Deal with One Paper only Once

33. ACTION PLAN
Allocate time according to Priorities (Quiet Hour, Session I,II,III,IV)
"TO DO LIST“ (Top 3 Priorities today)
Have a Follow through
Learn to say two letter word - "NO"
Visualization and Auto-Suggestion
Delegate low Priority Item

34. "SMART" GOALS
S - Specific & Self
M - Measurable
A - Achievable & Positive
R - Realistic & Rewarding
T - Time Bound

35. Step 1 – Define your Role
Step 2 – Set your Monthly Goal
Step 3 – Schedule your Weekly Time
Step 4 – Adopt it Daily - 80/20
Step 5 – Act on it, Now!