This document discusses time management and stress management. It defines time management as a range of skills used to accomplish tasks and goals through planning, organizing, prioritizing, and scheduling. Effective time management is important to achieve personal and professional objectives while reducing stress levels. The document also introduces Stephen Covey's time management matrix which divides time into quadrants of urgent/important and not urgent/important to prioritize tasks. Managing stress involves identifying stressors, maintaining a schedule, seeking help, and spending more time on important non-urgent tasks to balance life.

1. TIME AND STRESS MANAGEMENT

2. TIME MANAGEMENT
Time management refers to a range of skills,
tools, and techniques used to manage time when
accomplishing specific tasks, projects and goals. This
set encompasses a wide scope of activities, and these
include planning, allocating, setting goals, delegation,
analysis of time spent, monitoring, organizing,
scheduling, and prioritizing.

3. TIME MANAGEMENT : WHAT IS IT?
1. Doing the Right things and not setting
Things right .
2. Being in control of Life and not driven
by Circumstances.
3. Enjoying JOURNEY of life: every day of
it, not waiting for a perfect day in
future.
4. Having right balance in wheel of life.

4. WHY TIME MANAGEMENT ?
To utilise the available time in optimum
manner to achieve one’s personal and
professional goals

5. 1. Prioritize effectively with multi tasks
2. Manage and control crisis
3. Increase productivity
4. Reduce stress level
5. Balance work and personal priorities
6. Be clear about your mission and goals in life
OBJECTIVES OF TIME MANAGEMENT

6. TIME IS MONEY
You can make money; you can’t make time.
An inch of gold cannot buy an inch of time (Chinese
proverb).
While we can’t change this, what we can change,
is the way we use this
To effectively utilize this time, we need to understand
what is the most important for us and for our organization
Higher the focus on important things, better will be
the result

7. MANAGING YOUR TIME
Things to do list
Identify Priority
Making it happen
Evaluate deviations

8. “SMART” GOALS FOR TIME MANAGEMENT
S – Specific
M – Measurable
A – Achievable
R – Realistic
T – Time bound

9. TIME MANAGEMENT – YESTERDAY
based on reminders
simple notes and checklists
carry lists with you and refer to them in
order to remember
incomplete tasks put on tomorrow’s list

10. TIME MANAGEMENT - TODAY
Planning and preparation
calendars and appointment books
efficiency in goal setting and planning ahead
make appointments, write down Commitments,
identify deadlines
may keep information on computer or network

11. 80/20 RULE
Critical few and the trivial many
Having the courage of your convictions
Good judgment comes from experience
Experiences comes from bad judgment

12. Examine your schedule. Be realistic
about what you can accomplish. Don’t
try to juggle too many things. Don’t set
yourself up for failure.
BE REALISTIC

13. PRIORITIZE
Do
Delegate
Delay
Delete
Address the urgent
Accomplish what you can early
Attach deadlines to things you delay

14. USE YOUR WAITING TIME
On public transportation
At the doctor’s office
When you are early for an appointment

15. PLANNING THE DAY
Prepare a list of priorities for the day based on
urgency and importance.
Get the timing right.
Morning is the time for hard work.
Interesting work, meetings and social events
can take place in off-peak time.
Have work-breaks to over come fatigue.
Living 100% in the present improves your work
output.

16. COMMUNICATE TO SAVE TIME
Communication is the art of getting your message
effectively through
Spoken words
Body Language
Written words
Visuals

17. GOOD COMMUNICATION IS…
Develop good body language –
facial expression, gesture, posture –
( avoid clearing the throat, covering
the mouth, playing with keys, not
making eye contact…..)
While speaking over phone, speak
slowly, politely, monitor your time and
confirm content
While writing, use simple language,
visualize the receiver (write Rs.10 crores
instead of Rs.100000000/-)
WORDS
7%
STYLE
38%
BODY
LANGUAGE
55%

18. BAD COMMUNICATION LEADS
TO WASTED TIME
The content of the message may not fit the situation
or it may be inadequate or inconsistent
Complex jargon filled messages
Not following up, or closing the loop.
Not returning telephone calls or email messages.
Foregoing basic courtesy.
Not listening.
Spewing chronic negativity

19. Time Wasters
Major
Disorganization
Procrastination
Fear to delegate
Not wanting to say
“No”
Not knowing the
priorities
Minor
Telephone calls
Unexpected visitors
Needless reports/
 junk mail/Browsing
Meetings without
 agenda

20. It is rightly said, time is life.
“If your are wasting time
– you are wasting life.”

21. WHAT IS STRESS?
Stress is an emotionally disruptive or unsettling
Condition of our mind that occurs as a result of
adverse external influences.
Body’s uncertain response to the demand
made on it.”
DEFINITION:
Researchers define stress as a physical, mental,
or emotional response to events that causes bodily or
mental tension. Simply put, stress is any outside force
or event that has an effect on our body or mind.
MEANING:

22. MANIFESTATIONS OF STRESS
Sources
Personal Pressure to Succeed
Financial Problems
Relationship Problems
Holidays
Manifestations
Increased Heart Rate,
Sleeplessness,
Anxiety,
Variable Appetite

23. LONG TERM STRESS
1. Being in Panic Mode all the time
2. Learned Helplessness
3. Can lead to numerous health
problems
4. Can lead to Burnout

24. Managing Stress
Redirect it into your work.
Exercise.
Keep a Regular Schedule (Eating, Sleeping, etc.)
Eliminate or Reduce the Sources of Stress Most
things aren’t THAT important.
Seek help / advice from others.

25. FACTORS WHICH WASTE TIME AND CAUSES STRESS?
1. Procrastination – No action now, I will do it tomorrow
2. Guilt- was happened in the past
3. Worry- what will happen in future
4. Not able to say “no”
5. Not organized – personal & Professional
6. No Goals – So – No Plans – So- No results

26. HOW TIME AND STRESS ARE RELATED
Stephen Covey’s – Time Management Matrix
I
III IV
II
Urgent Not Urgent
ImportantNotImportant

27. Quadrant I – Represents both Important and Urgent
I
 Crisis
Pressing Problem
Deadline –
Driven Projects
Meetings,
preparation
III IV
II
Urgent Not UrgentImportantNotImportant

28. I. Quadrant of Urgency
II. We Need to Spend time here
This where
1. We manage,
2. We produce,
3. We bring our experience
and judgment
4. We respond to many
needs and challenges
III. Many important activities become
urgent due to procrastination

29. Quadrant II includes Activities Important but Not Urgent
I
III IV
II
Preparation
Prevention
Values clarification
Planning
Relationship Building
True re-creation
Empowerment
Urgent Not UrgentImportantNotImportant

30. I. Quadrant of Quality
II. This is where
1.We do our long-range planning,
2.Anticipate and prevent problems,
3.Empower others,
4.Broaden our minds and
increase our skills
III. Ignoring Quadrant II
1.Enlarge Quadrant I.
2.Creates stress, burnout, and
deeper crises
IV. Investing in this Quadrant
shrinks Quadrant I

31. Quadrant III includes Things Urgent but not important
I
III
Interruptions,
some phone calls
Some reports
Some meeting
Many proximate,
Pressing matters
Many popular activities
IV
II
Urgent Not Urgent
ImportantNotImportant

32. I. Quadrant of Deception
II. The Noise of Urgency creates the illusion of
importance.
III. This is where
We are taken for granted
Difficulty saying “No”
We live other people’s life
IV. Actual Activities if they are important at all, are
important to someone else.
V. When you spend time here you are living other
people’s life

33. Quadrant IV- Reserved for Not urgent- Not Important
I
III IV
Trivia Busy Work
Some phone calls
Time wasters
“Escape” Activities
Irrelevant mail
Excessive TV
II
Urgent Not UrgentImportantNotImportant

34. I. Quadrant of waste:
II. When we are tossed around in Q! and Q3
we often “Escape” to Quadrant IV for Survival
III. It is not recreational things because
true recreational is quadrant II activity
IV. Quadrant IV is not survival but deterioration.

35. How to manage time and Stress?
I. Spend More time in QII
II. Quadrant of Quality
III. This is Where
1.We do our long-range planning,
2. Anticipate and prevent problems,
3. Empowers others,
4. Broaden our minds and increase our
skills
IV. Ignoring Quadrant II
V. Enlarge Quadrant I
VI. Creates Stress, Burnout, and deeper
crises
Investing in this Quadrant shrinks

36. BALANCE YOUR LIFE
• Balance in Life is important
• Recognize each aspect of life
• I am not getting enough time for
family/personal life because of Work
• 80% of day is spent at work