1. EFFECTIVE
TIME MANAGEMENT
TRAINING WORKSHOP

2. What is Time Management
• Definition:
Time management is a set of
principles, practices, skills, tools, and
systems that work together to help you
get more value out of your time with
the aim of improving the quality of
your life.

3. Renew yourself regularly

4. 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

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

6. Define your mission and goals in life.

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

8. 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

9. Urgent Not Urgent
I II
. Crisis . Preparation
Important
. Pressing problems . Prevention
. Deadline-driven projects, . Values clarification
meetings, preparations . Planning
. Relationship building
. True re-creation
. Empowerment
III IV
Not Important
. Interruptions, some . Trivia, busywork
phone calls . Some phone calls
. Some mail, some reports . Time wasters
. Some meetings . “Escape” activities
. Many proximate, . Irrelevant mail
pressing matters . Excessive TV
. Many popular activities

10. 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

11. 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

12. 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

13. 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

14. 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.

15. 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

16. 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

17. 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

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

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

20. 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

21. 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

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

23. 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!