Facilitator: Anuradha Srivastava
WIIFM
 Plan and prioritize each day‘s activities in a more
efficient, productive manner
 Overcome procrastination quickly and easily
Today’s Agenda
 What is Time Management
 Planning:
 Job Analysis
 Pareto’s Principle
 Prioritization
 Time Robbers
 Tips for Effective Time Management
Picture this……….
 Each day your bank
deposits Rs.86,400 in
your bank account.
 There’s just one catch.
 You have to spend it all
in one day.
 You can’t carry over any
money to the next day.
What would you do?
DUH?
You’d spend it all,
Right?
Just Think…..
24 hours per day
X
60 minutes per hour
X
60 seconds per minute
=
86,400
Seconds
“Time is a Non Renewable Resource
Once it is gone, it is gone.
You will never see that moment again.”
Activity-Quiz
It’s about managing behaviors…..
Time management is not about managing time It’s
about managing yourself and those around you.
You cannot create more time you need to manage
your behavior.
Skills Required
 Planning
 Organizing
 Controlling
Your activity log: How do you spend your day?
Ask Yourself
 Do you make yourself a to-do list?
 How often do you accomplish what you plan?
 How often are your plans hindered by
interruptions?
If you could only work 2 hours a day, what
would you do?
“To Do” lists are not Shopping lists
 A list of tasks that we have no chance of
completing
 An unstructured list of tasks
 A weapon of mass de-motivation
“Concentrate on results, not being busy”
Setting Goals
Would you set out on a major
journey with no real idea of
your destination?
 TRACK-how you *currently* spend your time ,categorise
e.g. professional development, reading emails,
telecommuting, breaks etc.
 ANALYZE - calculate the amount of time spent on each
category.
 SET GOALS -re-evaluate your schedule and set goals to
better plan your time.
Goals, Priorities, and Planning
Why am I doing this?
What is the goal?
Why will I succeed?
What happens if I
chose not to do it?
Urgent Vs. Urgent and Important
A Time Management Game
Count the number of dots
and the exact time
taken by you for the
measurement
A Time Management Game
Count the number of dots
and the exact time
taken by you for the
measurement
What’s the difference?
 What is the number of dots in slide 1?
 What is the number of dots in slide 2?
 How much was the time taken to count in slide 1?
 How much was the time taken to count dots in slide 2?
WHY THE DIFFERENCE?
Organizing
 Create schedules – when you will do email, return
phone calls, or “get work done”
 Keep track of how long things take so you can plan
accordingly.
 Prioritize – every morning ask, “What is the most
important thing to do today?”
 Distinguish “want to” from “have to”
 Create time-logs so you know where your time is going
 Track progress daily
Ask Yourself
At what time do you feel more energetic in a day?
List & Priorities
List of Tasks
1. Do a lap around the room (5 points)
2. Create something for the instructor to wear, such as a hat or a tie (10
points ; bonus 5 points if the instructor actually wears it)
3. Find out something unique about each person on the team (5 points)
4. Sing a song together (15 points)
5. Make a paper airplane and throw it from one end of the room to
another (10 points)
6. Get everyone in the room to sign a single piece of paper (5 points)
7. Count the number of pets owned by your group (20 points)
8. Assign a nickname to each member of the team (5 points)
9. Create name cards for each team member (10 points, bonus 5 points
if you use your team nicknames)
10.Make a tower out of the materials owned by your group (10 points)
11.Convince a member of another team to join you (20 points)
12.Name your team and come up with a slogan (10 points)
13.Make a list of what your team wants out of the workshop (15 points)
Learning Points:
 How did teams decide what tasks they wanted to do?
 Are any decisions based on task dependencies?
 What group dynamics came into play?
The 80/20 Rule
 Critical few and the trivial many
Time Management Matrix
Urgent
Important Crises
Problems
Production
Deadlines
Not urgent
Planning,
Prevention
Production capacity
Relations, opportunities
Interruptions
Trivia
Not
important Calls, mails, Reports, Time wasters
Meetings, Pressing
matters,
Popular activities
Phone, mail
leisure
Pleasant works
Improper time management results:
 Time spent on Quadrant I: Burnouts,
Stress, Always putting out fires
 Time spent on Quadrant III: Short term Focus, See
Goals and plans as worthless, things always out of
control, Shallow or broken relationship
 Time spent on Quadrant IV: Total irresponsibility,
Dependent on others for basics, Others will not
respect you
Quadrant II the all positive quadrant
 When we spend most of our time in Quadrant II,
we don’t have to waste time on crisis management
and we never have to rush
 Advance preparation always gives excellent results
 One can always enjoy working in this quadrant
since there is no pressure of time
 Excellence can be achieved by working in this
quadrant!!
Time spent in Quadrant II results:
 Vision
 Balance
 Relationship
 Full control
 Excellence
“It is not about managing your time, but about
managing priorities; we don’t lack time, we lack
direction. The key is to distinguish the ‘vital
few’ tasks from the ‘trivial many’ tasks.”
(Matthew Moxon)
Case Study
Time Wasters
 Internal (Easy to control)
 Inability to concentrate
 Indecision
 Frustration
 Procrastination
 Lack of overall objective
Procrastination
 No Deadline
 No passion
 Don’t know
where to start
 Need help
Procrastination
• Overwhelming
Tasks
• Unclear Task
Flow
• Unclear Goals
• Tendency to
Over commit
• Fear of Failure
• Fear of Change
• Unpleasant
Task
Overcoming Procrastination
Delete
Delegate
Do it now
Ask for
advice
Obey the 15
minutes rule!
Have a clear
deadline!
Give yourself
a reward!
Remove
distractions!
“Eat the Frog”"If you have to eat two frogs,
eat the ugliest one first!"
"If you have to eat a live frog, it
does not pay to sit and look at it
for a very long time!"
Follow the S.T.I.N.G Strategy:
 Select one task to do at a time.
 Time yourself using a clock for no more
than one hour.
 Ignore everything else during that time.
 No breaks or interruptions should be
permitted.
 Give yourself a reward when the time is up.
External Time Wasters
Walk-up interruptions
Telephone interruptions
Internet Surfing
Extended breaks
Poor planning
Cluttered work space
Poorly run meetings
Conversations
Misfiled information
Last minute changes
Waiting/Delays
Duplication of Effort
Spam Mail
Being Assertive and Saying NO
The fact is: you cannot do everything. So, Don‘t
undertake things you cannot complete. Remain
consistent to your goals
How to Say No
 Give a reason
 Be diplomatic
 Suggest a trade-off
 Don‘t put off your decision
Is The Jar Full?
 Stephen Covey in his book,
First Things First, shares the
following story experienced
by one of his associates:
I attended a seminar once
where the instructor was
lecturing on time. At one
point, he said, "Okay, time
for a quiz." He reached under
the table and pulled out a
wide-mouthed gallon jar. He
set it on the table next to a
platter with some fist-sized
rocks on it. "How many of
these rocks do you think we
can get in the jar?" he asked.
After we made our guess,
he said, "Okay. Let's find
out." He set one rock in
the jar . . . then another . . .
then another. I don't
remember how many he
got in, but he got the jar
full. Then he asked, "Is this
jar full?" Everyone looked
at the rocks and said,
"Yes."
Then he said, "Ahhh" He
reached under the table
and pulled out a bucket of
gravel. Then he dumped
some gravel in and shook
the jar and the gravel went
in all the little spaces left
by the big rocks. Then he
grinned and said once
more, "Is the jar full?"
By this time the class was
on to him. "Probably not,"
we said. "Good!" he
replied. He reached under
the table and brought out
a bucket of sand. He
started dumping the sand
in and it went into all of
the little spaces left by the
rocks and the gravel. Once
more he looked and said,
"Is this jar full?" "No!" we
roared.
By this time the class was
on to him. "Probably
not," we said. "Good!" he
replied. He reached
under the table and
brought out a bucket of
sand. He started
dumping the sand in and
it went into all of the
little spaces left by the
rocks and the gravel.
Once more he looked
and said, "Is this jar
full?" "No!" we roared.
He said, "Good!" and he
grabbed a pitcher of
water and began to pour
it in. He got something
like a quart of water in
that jar. Then he said, "
Well, what's the
point?" Somebody said,
"Well, there are gaps, and
if you work really hard
you can always fit some
more things into your
life."
"No," he said, "that's not really
the point.
The point is this:
Put the
Big Rocks
in First
Put your daily activities in four
quadrants:
Daily to do list
Great things are not done by impulse, but by
a series of small things brought together.
Vincent Van Gogh
General Tips
1. Keep it Clean: A clean workspace is key to maximum
productivity
2. Keep it Organized: A fixed commitment schedule
helps you get everything done
3. Keep it Goal Oriented: Even setting short term goals
helps keep you motivated
4. Keep it Quiet: A quiet room is the best to keep
concentration
5. Keep it Active: A lazy body can result in a lazy brain
General Tips
1) Have a financial goal (e.g., I will earn Rs.____/- per
2)
3)
4)
5)
6)
month)
Do most important work first
Learn and perform multitasking at one time
Learn and practice delegation
Understand and follow Pareto’s 80-20 rule (Our 80%
time is spent in achieving only 20% output)
Understand and follow Parkinson’s Rule (If we plan to
work more in less time, the time will expand and you
can finish off the work in that time slot)
7) Work in your prime time
8) Become self disciplined, controlled, regular and
organized
9) Prepare and set your time table
10) Just start working
Take out time for fun…..
“Living your life without a plan is like
watching television with someone else
holding the remote control.”
– Peter Turla
Traffic Light Review
What will you do differently when you return to your
work:
 Red – STOP DOING
 Amber – IMPROVE/DO MORE OF
 Green – START DOING, your own personal action
plan!
Extended Learning
Enlist five steps you have taken to get rid of External
Time Robbers.
2. Mention three things you are doing to overcome
procrastination?
3. Give two examples of how assertiveness has improved
your daily schedule?
1.
Mail your assignments to
Email: anuradhas.srivastava@gmail.com
Mob: 9891555253