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Effective Time Management

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Information about Effective Time Management
Business & Mgmt

Published on June 2, 2008

Author: shabbarsuterwala

Source: slideshare.net

Description

Presentation Effective Time Management, Understand Important and Urgent and taking Action
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EFFECTIVE TIME MANAGEMENT TRAINING WORKSHOP

Renew yourself regularly

Objective of the Training Prioritize Effectively with Multitasks Manage and Control Crises Values Clarification with Superiors and Subordinates Increase Productivity Reduce your Stress Levels Balance Work and Personal Priorities

Prioritize Effectively with Multitasks

Manage and Control Crises

Values Clarification with Superiors and Subordinates

Increase Productivity

Reduce your Stress Levels

Balance Work and Personal Priorities

Prioritize, and do the most important things first.

Define your mission and goals in life.

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

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

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

. 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 I II III IV Urgent Not Urgent Important Not Important Stephen Covey’s Time Management Matrix

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

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

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

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

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

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

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

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

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.

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.

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

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

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

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

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

Interruptions we face during the day

Being a slave on the telephone

Unexpected/Unwanted visitors

Needless reports/Junk mail

Meetings without agenda

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

Procrastination

Afraid to Delegate

Not Wanting to Say "NO"

Low Self-Esteem

Problems With Objectives/Priorities

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

Negative Thoughts

Negative People

Low Self-Esteem

Fear of Failure

Fear of Rejection / Criticism

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

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

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

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

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

S - Specific & Self

M - Measurable

A - Achievable & Positive

R - Realistic & Rewarding

T - Time Bound

PANCH AMRUT 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!

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!

For CD of Soft Skills Presentations contact Email: [email_address] Or Call: +91-989 222 5864 Designed & Created by Shabbar Suterwala – Director Leaders Workshop Corporate Soft Skills Trainer – NLP Practitioner

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