TIME MANAGEMENT

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 Meaning
• Planning
• Setting Goals
• Organizing
• Scheduling
• Prioritizing
• Delegation
• Monitoring
• Analysis
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Maslow – Hierarchy of
Needs

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 Advantages

• Control
• Reduction of Stress
• Sense of Achievement
• Increased Energy
• Increased Productivity

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 To be considered while
doing Time Management

• Avoid Multitasking
• Don’t Overwork
• Take lot of micro breaks

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

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 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

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 Time Management Matrix
Urgent Not Urgent

Important I. II.
•Crisis •Preparation
•Pressing Problems •Prevention
•Dead-line driven projects, •Values Clarification
meetings, preparations •Planning
•Relationship building
•True re-creation
•Empowerment
Not III. IV.
Important •Interruptions, some phone calls •Trivia, busy work
•Some mail, some report •Some phone calls
•Some meetings •Time wasters
•Many proximate, pressing •“Escape” activities
matters •Irrelevant mail
•Many popular activities •Excessive TV
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 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

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 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

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 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.

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 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
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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.

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 What’s 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

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 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

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 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

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

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

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 Why Scheduling?
• Understand what you can realistically
achieve with your time
• Plan to make the best use of the time
available
• Leave enough time for things you
absolutely must do
• Preserve contingency time to handle
'the unexpected'
• Minimize stress by avoiding over-
commitment to others
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 Counter Procrastination
• Recognize that you are
Procrastinating
• Why you are Procrastinating?
• Make up your own rewards
• Ask someone else to check up on you
• Identify the unpleasant
consequences

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

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 7 Habits of Highly Effective
People
• Habit 1: Be Proactive
• Habit 2: Begin with the End in Mind
• Habit 3: Put First Things First
• Habit 4: Think Win-Win
• Habit 5: Seek First to Understand,
Then to be understood
• Habit 6: Synergize
• Habit 7: "Sharpen the Saw"
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Thanks For Your Valuable
Time

Created by: SVARNJEIT SINGH –

created by SVARNJEIT SINGH
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