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, 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!!!

Paretos 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

Stephen Coveys Time Management Matrix

Urgent

Not Important

Important

I
.
.
.

II
Crisis
Pressing problems
Deadline-driven projects,
meetings, preparations

III
.
.
.
.
.

Not Urgent

Interruptions, some
phone calls
Some mail, some reports
Some meetings
Many proximate,
pressing matters
Many popular activities

.
.
.
.
.
.
.

Preparation
Prevention
Values clarification
Planning
Relationship building
True re-creation
Empowerment

IV
.
.
.
.
.
.

Trivia, busywork
Some phone calls
Time wasters
Escape activities
Irrelevant mail
Excessive TV

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.
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 timewasters

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

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

MAJOR TIME WASTERS

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

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

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

"SMART" GOALS
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!