State Bank Staff College Time Management Handout Screen No: 1.

0 Title for Screen: The Pickle Jar theory Screen Text: Text for simulation events Text Bullet points 1. If you were given an empty pickle jar, some rocks, pebbles, sand and water, how would you go about placing them in the jar? 2. Take the empty pickle jar. Place as many rocks as you can in it. When you think it is full, place a few more. You now have a jar that you can’t fit anything else into. 3. Now, put some pebbles in it, till you can’t fill in anymore. The jar cannot take any more pebbles 4. Now pour some sand into it. 5. Once you can’t load it anymore with sand, pour some water in. 6. The large rocks in the exercise signify the large priorities in your day. There are other things that we enjoy doing, which are the pebbles. There are other things that we have to do, like the sand. Finally, we have water, which takes its own space. The Pickle Jar theory is all about getting a clarity of long-term goals of life. It empowers you to decide bigger goals first, so you can let your priorities revolve around them.

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2.0 Learning Objectives On completion of this module, you will be able to: • Understand the concepts and importance of Time Management.

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3.0 Introduction to Time Management Managing time effectively is the key to success. All other things being constant, better time management skills helps keep stress in check while giving career a competitive edge, besides improving the quality of personal life. Time management can be a paradox since it seems as if no one has enough time and yet everyone has all there is. What actually needs to be understood is whether time is the problem or is it organising and execution. Managing time means determining what to do and when to do it. It also is the underlying difference between accomplishment and failure. This module discusses time management skills that are essential for effectiveness. The crux of the methods discussed in the slides to come shifts the emphasis from being busy to achieving results.

Prayathna P


the value of this principle is that of the things you do during the day. make sure it is not a part of that 20 percent. these four points tell us how time and its management have evolved. only 20 percent really matters. If you need to skip something on your schedule.State Bank Staff College Time Management Handout Screen No: Title for Screen: Screen Text: 4. It states that 80 percent of effectiveness comes from completing only 20% of your tasks. where the last generation emphasises that it all just boils down to self-management. They are: • Notes and Checklists: this enables one to recognise the demands on time and energy • Calendars and Appointment books: this permits scheduling with some focus on the future • Prioritising: it facilitates comparison of the relative worth of activities • Self-management: the realisation that time cannot be managed. or there is something that is not going to be done. Screen No: Title for Screen: Screen Text: 6. These are considered the four generations of time management. Screen No: Title for Screen: Screen Text: 5. It is this 20 percent that produces 80 percent of your results.0 Why Time Management? By using Time Management skills you can learn to: • • • • • Determine which of the things you do are important.0 Key to Time Management In The Seven Habits of Highly Effective People.0 Aspects of Time Management Time management has five main aspects: • • Planning and goal setting Managing yourself Prayathna P 2 . you can see that apart from the classification. Also called the Pareto is the self that needs to be managed! On observation. and which can be dropped Use your time in the most effective way possible Increase the time in which you can work Control the distractions that waste your time and break your flow Increase your effectiveness and reduce stress Each of the points listed above become all the more important when we realise that time is a resource that we can never get back. Stephen Covey identified four important areas in Time Management. The 80-20 Rule Another Principle of Time Management is the 80-20 Rule.

such as: • Having too much to do • Unrealistic deadlines • Frequent interruptions: being wanted on the phone. the problems that you encounter and their solutions. and take fewer. forgetting to do important tasks. • Meetings that take longer than expected • Not having enough time. One way out is to analyse how you use time. disorganisation. clients etc. it becomes clear that they can be classified into two broad categories: personal and organisational. there are certain things most professionals complain about. The list of grievances can be a long one with lots of variety. colleagues. When you look at all of the listed problems. Prayathna P 3 . if not nonexistent breaks. it is evident that the first four points are interconnected and lead to the fifth. and the awareness that it is but fleeting. When you look at this scheme of things.0 What do Professionals Complain most about? No matter which part of the globe one holds office in. it is not difficult to realise how this way of life becomes a vicious circle. The busier you are. and others that you can think of or face. Screen No: Title for Screen: Screen Text: 9.the results. the less likely it is for you to smell the proverbial roses. be it for finishing a project.State Bank Staff College Time Management Handout • • • Dealing with other people Your time Getting results After examining all the points carefully. Instead you accelerate your pace. It lies anywhere between stress. Screen No: Title for Screen: Screen Text: 7. work longer hours. or even looking for resources. or meet someone • Unclear communication from peers. and to a certain extent even irrespective of the position held. doing the groundwork for another one. constant time pressure etc. the more overworked and anxious you get.0 Why are there problems? There are a number of problems one may encounter while trying to manage time and turning it into a resource that is valued and handled well.0 Personal Problems What most people lack in this aspect is the value of time. Screen No: Title for Screen: Screen Text: 8. anxiety.

you have also decided not to spend the time on what? Everything else. don’t blink an eye when all sorts of culprits sneak into their lives and steal their time. Time is just like money. You would be very upset if someone gained access to your bank account and stole your money.0 Time Robbers At workplace there are innumerable elements that throw a spanner into effective time management.State Bank Staff College Time Management Handout Screen No: Title for Screen: Screen Text: 10. These are called time robbers.0 Organisational Problems The ineffective organisation of work schedule arises from: • • • Unclear objectives Changing priorities Unclear responsibilities Screen No: Title for Screen: Screen Text: 11. though. Time Robbers Time Robbers Imposed on Us Interruptions Waiting for answers Unclear job definition Unnecessary meetings Too much work Poor Communication Shifting priorities Equipment failure Disorganized boss Red tape " Conflicting priorities low company morale Untrained staff Peer/staff demands lack of authority Interoffice travel Mistakes of others Revised deadlines Meetings Prayathna P 4 . When you decide to spend one hour watching TV. Most people.

The Aquarian The Aquarian is laid-back especially when it comes to finishing tasks or returning phone calls. The Over-Committer Their problem is that they can't say 'No'. They are so busy putting out fires that they have no time to deal with anything else .State Bank Staff College Time Management Handout Time Robbers that are Self-inflicted Failure to delegate Poor attitude Personal disorganization Absentmindedness Failure to listen Indecision Socializing Fatigue lack of self-discipline leaving tasks unfinished Paper shuffling Procrastination Outside activities Cluttered workspace Unclear personal goals Perfectionism Poor planning Preoccupation Attempting too much Screen No: Title for Screen: Screen Text: 12. every event is a crisis. Are you any of these types? While intended as fun. They are so committed that they don't even have time to write down all the things that they have to do. this is an effective time management exercise that may provide you with some clues. All anyone has to do is ask. Tasks pile up around them while they rush from fire to fire all day. The Fireman For these people. discretion in attending tasks may have Prayathna P 5 .0 Understand Your Personality There are few personality types to describe patterns of behaviour that sabotage many people’s attempts at time management. mundane things such as time management.especially the boring. or organize yet another community event. They work only when they think it is necessary. and they will chair another committee. For them. take on another project. and avoid work all together if they feel like it.

Screen No: Title for Screen: Screen Text: 14. the best way is Selfmanagement.0 Self-Management How do I begin with Time Management? Different time management principles have different answers to this question. and that is supposed to give you a return on energy that is worth five times your investment.0 Can Time be Saved? Do you know how many hours a day you waste on the four R’s: Repairing. Just a little time saved here and there makes a lot of difference. and unexpected crises that come up from just about nowhere. It is about discipline. The Perfectionist They have a compulsion to cross all the "t's" and dot all the "i's". Screen No: Title for Screen: Screen Text: 15.especially if there's an unpleasant task dawning that they would like to put off. Every interaction becomes a long drawn out conversation . Prayathna P 6 . If you find yourself lacking discipline.0 Managing your behaviour Time is the most valuable but most undervalued resource. unproductive meetings and so on. that is why we need to be good planners. A plan shows you the route to your destination. Time management is really self-management. to move a mountain. Screen No: Title for Screen: Screen Text: 13. meetings that seem to take forever. The absence of managing it is marked by rushes to meet deadlines. Exactitude is their watchword. and Ranting? (Ranting is to speak or write in an angry manner. talking to people for information. and they feel that no rushed job can be a good job. Repeating. Finishing tasks to one's satisfaction is such a problem that one needs more time zones. The Chatty Kathy Born to socialize.) There is so much time lost looking for documents. not just more time. they have astounding oral communication skills and can't resist exercising them at every opportunity. After all. However. then it is advised that you look for accountability so that you get down to doing things that you should be doing. you start with the little rocks. which often seem to lack an objective as well. Time management is about planning. Reacting.State Bank Staff College Time Management Handout little or nothing to do with its actual importance.

One of the reasons why bad time management practices seem to loom on so many people is because it does not form a part of an appraisal or a performance review. you must have the best map. Your list should include just about everything from the mundane to important things and is spread over a period of time. which in itself is a bit of a challenge for many concerned. The next step entails prioritising this list according to your goals. Making an inventory of how time is used 2. the key to manage our time is to know ourselves. Prayathna P 7 . However. By making an inventory. Creating your ideal week schedule according to your goals. This can be highlighted by the simple fact that many of us claim that time management is a priority and that we just need to get a little more organised. Screen No: Title for Screen: Screen Text: 16. Once you have taken the time to identify your top goals. Screen No: Title for Screen: Screen Text: 17. you can allocate your time. This is the most important part of the exercise. Screen No: Title for Screen: Screen Text: 18. thereby moving towards your goal at accelerated pace. it is a symptom of over-confidence. say a week. money and resources to them. This makes the following possible: • Be clear about what you want. money and resources on these goals.0 Prioritising your goals Once you have worked on step one of the process. those words are rarely matched with actions.0 Three Steps in Time Management Time Management System has three fundamental steps: 1. Thus. You need to identify how you use your time. and what makes a difference to you • Create a plan for getting there and achieving them • Assess and spend your time.State Bank Staff College Time Management Handout These are all the visible problems that stem from poor time management. Creating your “To Do” list makes you focus. your inventory tells all that you spend time on.0 Making an Inventory This is the first step in the Time Management System. For you to find the best route to get to your destination. Often. you document each task that takes your time up during the day. Prioritising according to your goals 3. We can manage our behaviour.

or even tasks that can be delegated. All the while when you are doing this.State Bank Staff College Time Management Handout Screen No: Title for Screen: Screen Text: 19. • Controlling procrastination This is one of the prime causes of poor time management skills. You will realise that Time Management is nothing but a systematic application of common sense strategies. since it perpetually leaves one feeling dissatisfied with the work they have done. once the urgent is dealt with.0 Simple Tools in Time Management There are ten simple tools that form the crux of Time Management. working on it and following the plan through. • Prioritising Once you have decided the things you need to do. • Learning to say no Though this might be a little difficult when you are starting off. it also gives you more time to focus on other things that are important. The third step involves making a schedule of your activities. They are as follows: • Planning and organising Planning and organising helps put things in perspective. • Using task lists Task lists not only make planning and prioritising easier. and overall efficiency. prioritising amongst them will take you closer to getting things done. task list. it is a Prayathna P 8 . as well as during reviewing once the task is done. but highlights them and provides a composition to implement your plan. and help because of the clarity they offer while planning. • Avoiding perfectionism Being a perfectionist in this day and age is a no win situation and should be strictly avoided. and also scrutinises solutions. more disciplined and focussed. but also make your objectives measurable. Learning to control this aspect will be the best thing that will happen to your schedule. • Handling the urgent It ensures that apart from handling the urgent task. irrespective of its quality.0 Creating a Schedule Following the first two steps of Time Management System implies that you now have a list of your goals and have decided your priorities. Screen No: Title for Screen: Screen Text: 20. • Practising the art of intelligent neglect This means to be able to decide what tasks you will take up and what is not important for the time being. • Setting goals Any project is said to be successful only if it has met all the goals that are set. It does not solve your problems. you will realise that you are now stronger. • Being flexible This also means making room for interruptions and other things that might unexpectedly take up your time. Setting these goals is the first step towards making time management a success. so you know what needs to be done and by what time.

30. The four R’s that time is often wasted on are Repairing. The first horse gets twice the money of the second. This can be because: • • • • They They They They lack awareness are too lazy to plan enjoy the rush of meeting tight deadlines enjoy crisis management. discipline and planning. even though it did not have to run twice the distance or twice as fast. Reacting. Prayathna P 9 . let us summarise all that you learnt: o o o o o o o It is necessary to manage time effectively to increase your effectiveness and reduce stress The 80-20 Rule states that 80 percent of effectiveness generally comes from completing only 20 percent of your tasks. Screen No: Title for Screen: Screen Text: 22. not harder. Time management has five main aspects.State Bank Staff College Time Management Handout skill that will be of enormous help. many people do not use it. prioritising and creating a schedule. planning and goal setting. tiredness and. The horse that comes first may earn Rs. Screen No: Title for Screen: Screen Text: 21.000 and the runner up Rs. Time management is about self-management. and Ranting.0 Summary Now that you have completed this module. dealing with other people. and to work smarter. Organisational problems arise due to problems like unclear objectives. it was only a nose ahead. The problem with crisis management and tight deadlines is that while they can be fun. The Time Management System has three fundamental steps: making an inventory. often they can lead to high levels of stress. to failure of projects. your time and getting results.0 Working Smarter While talking about time management. Repeating. To think of it. changing priorities and unclear responsibilities. many gurus of the subject refer to an example of a horse race.0 Realising the Benefits Inspite of the benefits of time management. Screen No: Title for Screen: Screen Text: Text Bullet points 23. managing yourself. a disrupted private life. 60. This is precisely what time management is all about .000. remain a nose ahead.

using task lists and learning to say no. Time Management is about working smarter.State Bank Staff College Time Management Handout o o There are ten simple tools that form the crux of Time Management including organising. setting goals. not just harder. Prayathna P 10 .

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