Effective time-management

1. EFFECTIVEEFFECTIVE
TIME MANAGEMENTTIME MANAGEMENT
TRAINING WORKSHOPTRAINING WORKSHOP

2. Renew yourself regularlyRenew yourself regularly

3. Objective of the TrainingObjective of the Training
• Prioritize Effectively with MultitasksPrioritize Effectively with Multitasks
• Manage and Control CrisesManage and Control Crises
• Values Clarification with SuperiorsValues Clarification with Superiors
and Subordinatesand Subordinates
• Increase ProductivityIncrease Productivity
• Reduce your Stress LevelsReduce your Stress Levels
• Balance Work and Personal PrioritiesBalance Work and Personal Priorities

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

5. Define your mission and goals in life.Define your mission and goals in life.

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

7. Pareto’s PrinciplePareto’s Principle (80/20 Rule)(80/20 Rule)
• 80% of Work gives 20% Results &80% of Work gives 20% Results &
20% of Work gives 80% Results20% of Work gives 80% Results
• One Rs.500/- v/s Hundred Rs.5/-One Rs.500/- v/s Hundred Rs.5/-
• Effective v/s EfficientEffective v/s Efficient
• Smart work v/s Hard workSmart work v/s Hard work

8. . 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
II IIII
IIIIII IVIV
UrgentUrgent Not UrgentNot Urgent
ImportantImportantNotImportantNotImportant
Stephen Covey’s Time Management Matrix

9. Quadrant IQuadrant I
• Represents things that are both “urgent”Represents things that are both “urgent”
and “important” –and “important” – we need to spend timewe need to spend time
herehere
• This is where we manage, we produce,This is where we manage, we produce,
where we bring our experience andwhere we bring our experience and
judgment to bear in responding to manyjudgment to bear in responding to many
needs and challenges.needs and challenges.
• Many important activities become urgentMany important activities become urgent
through procrastination, or because wethrough procrastination, or because we
don’t do enough prevention and planningdon’t do enough prevention and planning

10. Quadrant IIQuadrant II
• Includes activities that are “important, but notIncludes activities that are “important, but not
urgent”- Quadrant of Qualityurgent”- Quadrant of Quality
• Here’s where we do our long-range planning,Here’s where we do our long-range planning,
anticipate and prevent problems, empoweranticipate and prevent problems, empower
others, broaden our minds and increase ourothers, broaden our minds and increase our
skillsskills
• Ignoring this Quadrant feeds and enlargesIgnoring this Quadrant feeds and enlarges
Quadrant I, creating stress, burnout, andQuadrant I, creating stress, burnout, and
deeper crises for the person consumed by itdeeper crises for the person consumed by it
• Investing in this Quadrant shrinks Quadrant IInvesting in this Quadrant shrinks Quadrant I

11. Quadrant IIIQuadrant III
• Includes things that are “urgent, but notIncludes things that are “urgent, but not
important” - Quadrant of Deception.important” - Quadrant of Deception.
• The noise of urgency creates the illusionThe noise of urgency creates the illusion
of importance.of importance.
• Actual activities, if they’re important at all,Actual activities, if they’re important at all,
are important to someone else.are important to someone else.
• Many phone calls, meetings and drop-inMany phone calls, meetings and drop-in
visitors fall into this categoryvisitors fall into this category

12. Quadrant IVQuadrant IV
• Reserved for activities that are “notReserved for activities that are “not
urgent, not important”- Quadrant of Wasteurgent, not important”- Quadrant of Waste
• We often “escape” to Quadrant IV forWe often “escape” to Quadrant IV for
survivalsurvival
• Reading addictive novels, watchingReading addictive novels, watching
mindless television shows, or gossiping atmindless television shows, or gossiping at
office would qualify as Quadrant IV time-office would qualify as Quadrant IV time-
wasterswasters

13. Is it bad to be in Quadrant I?Is it bad to be in Quadrant I?
• Are you in Quadrant I because of theAre you in Quadrant I because of the
urgency or the importance?urgency or the importance?
• If urgency dominates, when importanceIf urgency dominates, when importance
fades, you’ll slip into Quadrant III.fades, you’ll slip into Quadrant III.
• But if you’re in Quadrant I because ofBut if you’re in Quadrant I because of
importance, when urgency fades you’llimportance, when urgency fades you’ll
move to Quadrant II.move to Quadrant II.

14. What is the problem with urgency?What is the problem with urgency?
• Urgency itself is not the problem…Urgency itself is not the problem…
• When urgency is the dominant factorWhen urgency is the dominant factor
in our lives, importance isn’tin our lives, importance isn’t
• What we regard as “first things” areWhat we regard as “first things” are
urgent thingsurgent things

15. Where do I get time to spend in Quadrant II?Where do I get time to spend in Quadrant II?
• From Quadrant IIIFrom Quadrant III
• Time spent in Quadrant I is bothTime spent in Quadrant I is both
urgent and important- we alreadyurgent and important- we already
know we need to be thereknow we need to be there
• We know we shouldn’t be there inWe know we shouldn’t be there in
Quadrant IVQuadrant IV
• But Quadrant III can fool usBut Quadrant III can fool us

16. MINOR TIME WASTERSMINOR TIME WASTERS
• Interruptions we face during the dayInterruptions we face during the day
• Being a slave on the telephoneBeing a slave on the telephone
• Unexpected/Unwanted visitorsUnexpected/Unwanted visitors
• Needless reports/Junk mailNeedless reports/Junk mail
• Meetings without agendaMeetings without agenda

17. MAJORMAJOR TIME WASTERSTIME WASTERS
• ProcrastinationProcrastination
• Afraid to DelegateAfraid to Delegate
• Not Wanting to Say "NO"Not Wanting to Say "NO"
• Low Self-EsteemLow Self-Esteem
• Problems With Objectives/PrioritiesProblems With Objectives/Priorities

18. WHAT CAN STOP YOU?WHAT CAN STOP YOU?
• Negative ThoughtsNegative Thoughts
• Negative PeopleNegative People
• Low Self-EsteemLow Self-Esteem
• Fear of FailureFear of Failure
• Fear of Rejection / CriticismFear of Rejection / Criticism

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

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

21. "SMART" GOALS"SMART" GOALS
• S - Specific & SelfS - Specific & Self
• M - MeasurableM - Measurable
• A - Achievable & PositiveA - Achievable & Positive
• R - Realistic & RewardingR - Realistic & Rewarding
• T - Time BoundT - Time Bound

22. PANCH AMRUTPANCH AMRUT
• Step 1 – Define your RoleStep 1 – Define your Role
• Step 2 – Set your Monthly GoalStep 2 – Set your Monthly Goal
• Step 3 – Schedule your Weekly TimeStep 3 – Schedule your Weekly Time
• Step 4 – Adopt it Daily - 80/20Step 4 – Adopt it Daily - 80/20
• Step 5 – Act on it, Now!Step 5 – Act on it, Now!

23. For CD of Soft Skills Presentations contact
Email:Email: shabbarsuterwala@hotmail.comshabbarsuterwala@hotmail.com
Or Call: +91-989 222 5864Or Call: +91-989 222 5864
Designed & Created by
Shabbar Suterwala – Director Leaders WorkshopShabbar Suterwala – Director Leaders Workshop
Corporate Soft Skills Trainer – NLP PractitionerCorporate Soft Skills Trainer – NLP Practitioner