TIME MANAGEMENT

created by SVARNJEIT SINGH

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

created by SVARNJEIT SINGH

 Advantages

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

created by SVARNJEIT SINGH

To be considered while doing Time
Management

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

created by SVARNJEIT SINGH

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

created by SVARNJEIT SINGH

 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

created by SVARNJEIT SINGH

 Time Management Matrix
Urgent Not Urgent

Important I. II.
•Crisis •Preparation
•Pressing Problems •Prevention
•Dead-line driven projects, meetings, •Values Clarification
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 matters •“Escape” activities
•Many popular activities •Irrelevant mail
created by SVARNJEIT SINGH •Excessive TV
 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

created by SVARNJEIT SINGH

 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
created by SVARNJEIT SINGH
 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.

created by SVARNJEIT SINGH

 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

created by SVARNJEIT SINGH

 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.

created by SVARNJEIT SINGH

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

created by SVARNJEIT SINGH

 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

created by SVARNJEIT SINGH

 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

created by SVARNJEIT SINGH

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

created by SVARNJEIT SINGH

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

created by SVARNJEIT SINGH

 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
created by SVARNJEIT SINGH
 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

created by SVARNJEIT SINGH

 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
created by SVARNJEIT SINGH
 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!

created by SVARNJEIT SINGH

 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"
created by SVARNJEIT SINGH
Thanks For Your Valuable Time

Created by: SVARNJEIT SINGH – 81103109038

created by SVARNJEIT SINGH
Email : svarnjeitsingh@gmail.com