Campus Learning Programme

Time Management
Facilitator Manual

1
Copyright ©2010 by Shriram Value Services. All rights reserved. Document Version:

Learning & Development Solutions
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Campus Learning Programme

Symbol Description
Symbol Description
Learning

Speak

Ask

Instructions

Activity

Note

Duration

Tools

Story

Discussion

2
Copyright ©2010 by Shriram Value Services. All rights reserved. Document Version:

Learning & Development Solutions
Release Date:

Campus Learning Programme

Show

Video

Transition

Conclude

Scenario

3
Copyright ©2010 by Shriram Value Services. All rights reserved. Document Version:

Learning & Development Solutions
Release Date:

Campus Learning Programme

Agenda
S.No
1

Session
Time Management - Introduction How good am I at managing my Time?

Page No.

Duration

5

5 minutes

2

Everyone has 24 hours a day - Activity 2.1 Self Assessment

8

10 minutes

10

15 minutes

2.2

Video on Importance of Time

14

5 minutes

3

Why Time Management is important

16

10 minutes 10 minutes

4

How to Organize ourselves in Stipulated Time

19

4.1

Planning – Boat Making Activity

21

15 minutes

4.1a

Plan - Activity

27

10 minutes

4.2

Prioritizing - Scavenger Hunt Activity

30

15 minutes

4.2a

Four Quadrants - Activity

36

15 minutes

4.3

Scheduling

39

10 minutes

5

Tips to Effective Time Management

42

10 minutes

5.1

Multitask - Activity

46

10 minutes

Total Duration
3 hours 30 minutes

140 minutes

4
Copyright ©2010 by Shriram Value Services. All rights reserved. Document Version:

Learning & Development Solutions
Release Date:

the facilitator will refer to that booklet & conduct the desired ice breaker. Setting Up Ground Rules: The facilitator will set up the following ground rules for the entire workshop:        Arrive and start on time. 4. Document Version: Learning & Development Solutions Release Date: . Participants must adhere to the timelines. All rights reserved. 5. Workshop Introduction: There needs to be a brief introduction about the Campus Learning Programme & the topic of the workshop i.e.respect others when they are talking. Mobile phones of the participants should be switched off or in silent mode. All the doubts should be raised to the facilitator. Facilitator’s Introduction: The facilitator will welcome the participants and will give a brief introduction about him. The ice breaker will be taken from the booklet given to the facilitator containing all the icebreakers. 3. Time Management. then everybody has to be in the training room within those 15 minutes. Participant’s Introduction: Set a platform where in the participants get to introduce each other. They should not talk among themselves. and avoid withholding information and/or sharing partial truths.Campus Learning Programme 1 Introduction & Expectation Mapping Introduction. Then the other aspects of Time management will be brought into picture. 5 Copyright ©2010 by Shriram Value Services. Expectation & Ground-rules Setting Workshop Flow 1. If the break given to the participants is of 15 minutes. 2. The facilitator will start the workshop with an activity to make connect with the topic of the workshop “Time Management”. Listen actively -. All members are expected to participate in all phases of the workshop. As per the need & requirement. Expectation Mapping: The facilitator will ask the participants about their expectations from the workshop & will write it down on the board or flipchart. The facilitator will conduct an icebreaker to facilitate the same. Facilitator will say this workshop will help the participants to understand the importance of “Time Management” as it is one of the most important skills that every individual must possess in order to successfully climb the career ladder. Participants must share what they know.

When an organization hires you. it does not hire you as a person. commitment and job satisfaction when you manage time effectively. Document Version: Learning & Development Solutions Release Date: . Time Management is a basic skill which you must have as a new employee in the organisation. Ltd. the ways to organize Copyright © of Shriram Value Services P. All rights reserved.1 Time Management Organizations consider Time Management as core function in all the activities. 1.Campus Learning Programme Focus Point Participants The facilitator should focus on creating a learning ambiance and establish good connect with the participants. it hires your time. How much of efficient outcome you can produce in the work hours is what matters to the organization. From this workshop you will understand the importance of time management at workplace. 6 Copyright ©2010 by Shriram Value Services. As an employee you will get self-esteem.

for its employees & for every individual on a personal front Three strategies of time management: o o o  Planning Prioritizing Organizing Tips to effectively utilize time First let us understand how you are managing your time currently. 7 Copyright ©2010 by Shriram Value Services. Copyright © of Shriram Value Services P.Planning .Prioritizing . We will discuss • • Importance of Time Management Time Management Strategies .Campus Learning Programme yourself effectively and efficiently in stipulated time and the tips or ideas that you can apply and see the improvement both at work life and personal life. All rights reserved. Ltd. Document Version: Learning & Development Solutions Release Date: .   Why Time Management is important for an organization.Organizing • Effective Time Management Tips We are here to discuss about.

 Tell them that they have to mention each and every trivial task in order to analyze their day-to-day life better. in this case 7:00 am. So their personal details can also be mentioned. For example: o o o o o o Wake up .7:00am Brushing – 5 min Bathing – 15 min …………………… …………………… …………………… And so on till next day same time i. For example. Ensure that they do not discuss the tasks with anyone. It should be a one day cycle. All rights reserved. Space is given below for reference.Campus Learning Programme 2 How good am I at managing my Time? Everyone Has 24 Hours A Day 10 Minutes     Take your participant‟s manual (pg no 21) and write down what all did you do yesterday (starting from the minute you woke up) in the given space.00 am.    Write down an Example list on the whiteboard. 8 Copyright ©2010 by Shriram Value Services. Document Version: Learning & Development Solutions Release Date: . had you waken up at 6‟o clock in the morning. note down all the activities that you did till the next day‟s 6.e. Ask them to complete it within 10 minutes and go to self assessment part. Mention the activities/tasks you performed along with the time taken for each activity/tasks.

All rights reserved.Campus Learning Programme Tasks I performed Yesterday Time I had spent 9 Copyright ©2010 by Shriram Value Services. Document Version: Learning & Development Solutions Release Date: .

All rights reserved. Copyright © of Shriram Value Services P. Ltd. Document Version: Learning & Development Solutions Release Date: .Campus Learning Programme 2.1 Self Assessment Self Assessment 20 Minutes TO ASSESS THE CURRENT TIME MANAGEMENT SKILLS OF THE PARTICIPANTS Ask the participants to do the assessment in their Participant‟s manual (pg no 22). How good am I at managing my Time? 10 Copyright ©2010 by Shriram Value Services.

6.Campus Learning Programme               There are two parts of exercise. Document Version: Learning & Development Solutions Release Date: . 11 Copyright ©2010 by Shriram Value Services. I use self-stick note papers to remind me of the things I have to do. 10. 11. 9. I am not afraid to ask people for information that I need. so that I work faster on the things I don't like to do in order to get to the tasks I enjoy doing. 13. 7. 2. I have stacks of papers which represent things I have to do. I have all of things in known place. go forward to do part two exercise Part two exercise contains 10 statements Circle statements which best describe your habits Make your choice as spontaneously as possible Do not discuss with others to choose options There are no wrong or right answers to the exercise You have 15 minutes to complete it Part One: How Well Do I Save Time? 1. Part One & Part Two First do part one exercise then do the part two Part one exercise contains 18 statements Circle statements which best describe your habits Make your choice as spontaneously as possible Do not discuss with others to choose options There are no wrong or right answers to the exercise After completing part one. I take a few minutes to figure out the things I have to do throughout the day. 5. I choose to do my work at times when I'm most alert. 12. Any time I feel that there are too many things I have to do. I take advantage of my learning style. so I can do math faster. I know the strategies that help me to learn best and I use them. I have a monthly calendar to help me keep track of my activities and obligations. 4. 3. I have a weekly calendar to help me keep track of my activities and obligations. All rights reserved. I do two tasks at the same time when one of them requires waiting. I schedule the tasks I don't like to do between the tasks that I like. 8. 14. When I first get to work. Every morning I write down a list of the things I have to do. I take a few minutes to sit down and organize myself. I carry a calculator.

it occupies my mind. 10. I get enough sleep. only to find out later that I am busy at that time. I know how much money to put in the bank and what bills to pay off right when I get paid. (If you smoke or drink coffee) I usually spend a good five minutes relaxing with my cigarette or cup of coffee every time I get a chance. Part Two: Do I Throw Time Away? 1. 4. I often review my future goals and obligations. I'm more of a night owl than a morning person. 12 Copyright ©2010 by Shriram Value Services. 7. I am often sleepy at college. I don't have time to think of my daily obligations or to plan ahead. I'm not the most organized person in the world. I take a rest. PART ONE: _____   Ask the participants to give 2 marks for each statement which they have selected. My drawers are a disaster area and it seems that I spend a lot of time hunting around for things.Campus Learning Programme 15. I am in good health. Ask the participants to total the points and mention it in the given space at the end of part one. When the laundry is going. I can spend hours worrying about something. 9. TOTAL POINTS. 2. All rights reserved. When I have a personal problem. I get to work and get busy. 5. I like to do just one thing at a time. 8. PART TWO: _____   Ask the participants to give themselves 2 marks for each statement which they have selected. 16. 18. Then I have to call up and reschedule. I often agree. When someone assigns me a work at particular time. TOTAL POINTS. exercise and eat good food. Total the points and mention it in the given space at the end of part two. I make a budget to manage my money. I just can't keep it all in my head. I spend more time in chat. I know my environmental preferences and make sure I work under those conditions whenever possible. Document Version: Learning & Development Solutions Release Date: . I don't use a calendar to schedule my time. 6. 3. I watch TV at least 3 hours a day. 17.

Document Version: Learning & Development Solutions Release Date: . Feel free to offer suggestions to others! You have the fundamental knowledge time management but you need to improve on tour skills to manage time efficiently.   If you score between 30 and 36 you are excellent at managing your time. Avoid or overcome the traits that you have marked in Part Two. Interpretation Between 30 and 36 Between 22 and 28 Below 20 We are excellent at managing your time. You have a tremendous scope for improvement in time management. 13 Copyright ©2010 by Shriram Value Services. Look at the suggestions in part one to improve your time management skills. Feel free to offer suggestions to others! If you score between 22 and 28 you are like most people. Look at the suggestions in Part One to improve your Time Management skills. Ltd.Campus Learning Programme FINAL SCORE: Part One Points: _____ Part Two Points: _____ Total: _____ (Subtract Part Two Points from Part One Points) Get the final score of the participants and explain how good they are at managing their time using score interpretation given below. Copyright © of Shriram Value Services P. Use this opportunity to develop your time management skills. All rights reserved.

Being disorganized can really work against you on a job and in many other situations Now you know how good you are at managing your time. Video on importance of time Total Duration Copyright © of Shriram Value Services P.17 minutes video 1. Let us discuss why it is important to manage our time. Document Version: Learning & Development Solutions Release Date: . You seem to waste a lot of time. Ltd. Chances are that you are not as organized as you could be. 5 Minutes 3. All rights reserved.Campus Learning Programme  If you score below 20 you really need to concentrate on improving your time management skills.83 minutes for discussion Objective Tools To understand how time is money and also the importance of time Laptop Projector Speakers White Board 14 Copyright ©2010 by Shriram Value Services.

400 seconds in our lives every day and how we can plan our time within those seconds available to everyone. It also talks about the importance of time. how the value of time can be learnt from different people‟s experience. 15 Copyright ©2010 by Shriram Value Services. It describes how we have 86. All rights reserved. Gather the response from the participants The video describes the true meaning of a popular statement “Time is money”.Campus Learning Programme Ask the participants what did they observe & understand from this video. Document Version: Learning & Development Solutions Release Date: .

Ltd. o o o o Decreases absenteeism Increases job performance and productivity Improves accountability Increases employee engagement 16 Copyright ©2010 by Shriram Value Services. Time Management in Organizations.Campus Learning Programme 3 Why is Time Management important? IMPORTANCE OF MANAGING WORK WITHIN TIMELINE THAT INCREASES EFFICIENCY OF THE EMPLOYEE AND ORGANIZATION Copyright © of Shriram Value Services P. All rights reserved. Document Version: Learning & Development Solutions Release Date: . Importance of Time Management • For Organizations For Employees For Individuals • •  Every organisation follows time management in work/project/business as a process or model to remain as competitive and viable business unit.

An employee. Notice that for most of them it will be less than 24 hours.  Employees have to manage their time effectively at workplace to complete their targets successfully. Time Management is important because the time that you have with you is the life that you live (Time = Life) and therefore if you waste your time. Now go to the first activity (Everyone has 24 hours a day) and calculate the total time you had spent in a day. All rights reserved. o o o o o Promotes commitment towards all activities/task Improves job (and overall life) satisfaction Can easily handle on-the-job stress Improves self esteem Assists the work management and family responsibilities An employee. Managing time is the art of arranging. who is efficient in time management. Document Version: Learning & Development Solutions Release Date: . if you are mastering your time. It is the vehicle that can carries you from wherever you are to wherever you want to go in a planned and organized way. who is not at all efficient in Time Management. So learning to manage time becomes very important for a worthier living.Campus Learning Programme Time equals productivity. Otherwise. your life is mastered.   Are you satisfied with the work you did. organizing and scheduling one‟s time for the purpose of generating more effective results. you are wasting your life. This makes time management as basic aspects of a successful business. o o  Looses credibility Becomes a liability to the company and hence will be asked to improve or leave the organizations In the personal front. and productivity equals money. at the end of the day? Anyone has got the total which is exact 24 hours? 17 Copyright ©2010 by Shriram Value Services.

reduce stress and finally complete your task within the timeframe. Similarly if you organize your time in workplace you can manage your workload. there are always demands on your time. getting down at the place with its map in hand. Since. Now let us understand how to organize ourselves in stipulated time. appreciate them for using their time efficiently. Obviously you will understand the 2nd travel is better and far safer because it is an organized travel. Document Version: Learning & Development Solutions Release Date: . If their responses are “yes”. ask them why? Now as you can see that most of you are not satisfied with your work and have not utilized your time efficiently because you have not organized your day. it may be helpful to think about how you will effectively manage time. 2. Thus efficiency is not to complete the task or work on time but before the time. eliminate low priority tasks. complete his/her work and reach back home on time. If their responses are “no”. A person traveling with a reserved ticket. 1. getting ticket for all the money that he/she has and getting down somewhere without knowing the name of the place and not having money to come back to the starting place. know who he/she is going to meet. 18 Copyright ©2010 by Shriram Value Services. All rights reserved.Campus Learning Programme    Gather the responses from the participants. Imagine the following two examples. A person boarding a bus. Now you understand that time management leads to the development of self processes that increase your efficiency and productivity.

and it‟s just as hard to accomplish something when you aren‟t exactly clear about what you want to achieve so you should be clear of what you want to achieve. Whether you have a department meeting to attend that you didn‟t know about or you somehow fall sick. PRIORITIZING AND SCHEDULING. To Organize Yourself in Stipulated Time • • • • • Be clear on what you want to achieve Don‟t over commit Have a flexible schedule Be confident Deal with some level of stress It‟s hard to hit a target with your eyes closed. Ltd. 19 Copyright ©2010 by Shriram Value Services. like tea break. All rights reserved. Give yourself a little relaxation time in between your busy schedule at workplace. you must make sure you have flexible schedule that allows life‟s little surprises. Do not over commit yourself on anything that you cannot do. Even the best schedules can be upset by an unexpected event. Document Version: Learning & Development Solutions Release Date: .Campus Learning Programme 4 How to organize ourselves in Stipulated Time ORGANIZING TIME INVOLVES PLANNING. Copyright © of Shriram Value Services P.

Dealing with stress is an important part of managing time. Everyone experiences stress from time to time. and sometimes you actually operate a little better when there is some level of stress. You‟ll never know how much you can do unless you test yourselves. on the other hand. so give yourself opportunities to shine. Document Version: Learning & Development Solutions Release Date: . even under pressure. Ltd. causes your work to suffer and wears you down physically and mentally. However.Campus Learning Programme Sometimes your schedule will seem almost impossible. you know what you 20 Copyright ©2010 by Shriram Value Services. and you may surprise yourselves when you truly step up to the challenge. Copyright © of Shriram Value Services P. taking the time to organize makes your work more effective because the quality of your work improves. All rights reserved. Time Management Strategies • Planning Prioritizing • • Scheduling To strategize your time you need to follow three steps. Too much stress.    Planning Prioritizing Scheduling Sitting down to plan your work in detail may seem like a waste of time. Have confidence that you can do things.

or leaving everything until the last minute. Draw a table which has the columns Team Name. Document Version: Learning & Development Solutions Release Date: .Activity   Divide the participants into 6 teams. Number of boats proposed and achieved as shown below.1 Planning Boat Making 20 Minutes News papers Copyright © of Shriram Value Services P. You understood organizing the tasks is to take control of the things you have to do i.e. You must very wisely organize and allocate time to the tasks yet to be accomplished. you don't panic about "falling behind". aim to organize your time by making things happen rather have things happen to you. Let us discuss each step of organizing the tasks in detail. Organizing helps you to take control of time. 4.Campus Learning Programme have done. 21 Copyright ©2010 by Shriram Value Services. Planning Boat Making . Ltd. and what you still have to do. All rights reserved.

You. If the team has achieved what they proposed. Last 3 points are the learning inputs for the participants. the team is not competitive enough in achieving. Facilitator will get exact number and make a note in the column “proposed”. they would have achieved it. After taking the number. Track the time and stop exactly at two minutes. If the number in the proposed column is too low compared to other teams. count down the time. TEAM NAME A B C D E F NUMBER OF BOATS PROPOSED ACHIEVED          I will give you one side of a newspaper. After two minutes facilitator will get the number of boats every team has achieved and write it down in column “achieved” Compare the numbers in the proposed and achieved columns. Document Version: Learning & Development Solutions Release Date: . there might be a possibility that if they had set a higher count. If the team has proposed a high target and was not able to achieve it. To add more interest. 22 Copyright ©2010 by Shriram Value Services. as a team discuss and propose how many boats you can make within 2 minutes. give the paper to the teams and ask them to start making the boats.Campus Learning Programme  Do not give paper to the team before proper instruction. All rights reserved. they did not analyze the competency of the team which might lead to stress and fatigue.

. There is nothing as sensible as a plan before you are going to do something. Planning at workplace. A list of plan has the advantage of allowing you to see all of your obligations on the page. where to stay and who to take help to visit the tourist areas etc. 23 Copyright ©2010 by Shriram Value Services. similarly if you take a task or new project plan how to go about it. Some people tend to jump into the tasks and projects immediately. which reduces the stress of being over-obligated. Interruptions or unexpected situations are common difficulties to perform a task. Planning motivates you to go forward and reach an ideal future. Document Version: Learning & Development Solutions Release Date: . this helps you to complete the task easily and effectively. how to do. improves quality of production and thus the competitive strength of the enterprise is improved As you start making a plan you bring the order in your thoughts and future action & work over the solutions of possible problems and find the ways to accomplish your task perfectly. o o o o o Facilitates management by objectives Reduce uncertainties of future Helps in finding out problems of work performance and rectifying the same Employees know in advance what is expected of them and therefore conformity can be achieved easily Best utilization of possible resources. Imagine that you are going for a trip to a new place. All rights reserved. This steals your time from the schedule. it is better to spend some time before you start doing something and thereby save the time and energy in future. Thus planning is important. You may meet unexpected and unplanned problems that you are not ready to solve in order to accomplish your goal and that may result in long procrastination. had you analyzed what to do. this is a universal truth. Problems may be personal or environmental. what problems you might face and planned according to it. So.Campus Learning Programme Before starting the activity. you will plan in advance how to reach that particular place. but how often you forget about it. you might have achieve the proposed count.

 Doing too many things at a time: Multitasking may seem like a good idea. so provide sufficient information to complete the task successfully within the time. Most of you will be entering into an organisation in future. this will be annoying to your co-workers and you are losing a lot of your precious time at workplace. This could happen if your boss does not give you the required information and you work without any clarity. so that it makes your work easy. Always make it a point to get clear communication. but really you‟ll get more done by focusing your energy on one task at a time. if you are on personal calls very often.  Poor Communication: Poor communication at workplace is a lack of information to accomplish a task. Ltd.Campus Learning Programme Copyright © of Shriram Value Services P. Document Version: Learning & Development Solutions Release Date: . A long hour over the telephone chatting with your friends is an interruption. Remember to limit your personal calls and keep the conversation short and clear. All rights reserved. 24 Copyright ©2010 by Shriram Value Services. Planning Time stealers are: • Telephone Interruptions Doing too many things at a time Poor Communication Procrastination • • • Some of the Time stealers are  Telephone Interruptions: You love talking to your friends.

Keep up to the list of tasks you wrote down for the day. and to really be effective at managing your time you have to find a way to ignore them when it counts. All rights reserved. However. Copyright © of Shriram Value Services P. Document Version: Learning & Development Solutions Release Date: . It is not necessary to say no always. it is very difficult to say 'no' on certain occasions. but you end up feeling guilty for under-achieving. It is the easiest thing in the world to put off a job until tomorrow. so sometimes. 25 Copyright ©2010 by Shriram Value Services. If you want to conquer this Time Stealer. but make sure you say no politely. This would be counter-productive. it will be very important for you to say no. then you must have courage to say „no‟ whenever required. and you remain focused. as you become more efficient. you will get more work put upon you. and get you the reputation as someone who is obstructive. The world is full of distractions. Give yourself little breaks as rewards for not putting off tasks. co-worker or your friend. In this way your day remains planned.Campus Learning Programme  Procrastination: Everyone knows how hard it is to want to stay in and work to hit the target when it‟s perfect outside or there is a cricket match. The immediate pressure to complete the task might be relieved. Planning Time stealers are: • Can't Say No! • • • Emails and Internet Looking for Things Gossiping  Can't Say No! Be it your boss. Ltd.

bosses. Gossip is one of the greatest causes of distrust and consequently under-performance in any business. bookmarks or even ideas for further work. To significantly save your time. and often it can be very time-consuming and frustrating. All rights reserved.Campus Learning Programme  Emails and Internet: At workplace usually you start your day by opening emails and scanning through the ones from customers. you have already piled up lots of things and tasks for the day.. you should make note of useful programs. colleagues and friends. programs. So avoid checking personal mails and accessing unimportant links in the office. website addresses. especially about the personal or private affairs of others. Then you open letters with interesting links and news. If your workplace is filled with gossip. If someone starts to gossip to you about someone (individual or group) then bring the conversation to a halt by saying something like "I'm little busy on work.. Let us consider an example and plan the same.  Looking for Things: Most of them at workplace spend time looking for some files. and are taking away from work to the black hole of Internet. website address and files whenever you find. Moreover it is waste of time and leads to violence. so can we talk after sometime . 26 Copyright ©2010 by Shriram Value Services.  Gossiping: Gossip is idle talk or rumor." Often spending time in restroom at workplace is also one of the time stealers. you can almost guarantee that it is under-performing. Document Version: Learning & Development Solutions Release Date: . By the time you realize this.

Ask the participants to refer the following template in the participant manual pg no. Document Version: Learning & Development Solutions Release Date: . 26 27 Copyright ©2010 by Shriram Value Services.1a Plan .Activity PLAN 10 Minutes Ask the participants to assume that they are working in the organisation and do the following task You are assigned to complete the project within 1 week and also to organize a monthly outing for the department in the same week. Ltd. Planning Plan .   Ask the participants to take their mini projects as examples here. All rights reserved.Activity Copyright © of Shriram Value Services P. Plan for the same and write down in the given space.Campus Learning Programme 4.

Document Version: Learning & Development Solutions Release Date: . 3. All rights reserved. What are the resources required? 2. How will you complete all the tasks assigned? List the tasks to do.Campus Learning Programme 1. What problems/obstacles do you anticipate? Personal Environmental 28 Copyright ©2010 by Shriram Value Services.

All rights reserved. But what is the point if you do not know for which task you must give high priority? Let us understand why prioritizing is important.Campus Learning Programme 4. 29 Copyright ©2010 by Shriram Value Services. What are the possible solutions to overcome the above problems? You have a plan and you are confident enough to go towards it. Document Version: Learning & Development Solutions Release Date: .

Activity 30 Copyright ©2010 by Shriram Value Services. Document Version: Learning & Development Solutions Release Date: .Campus Learning Programme 4. Ltd. All rights reserved.2 Prioritizing Scavenger Hunts 15 Minutes TO UNDERSTAND WHY PRIORITIZING IS IMPORTANT IN ORGANIZING OUR TIME List down the items mentioned below along with the points on the whiteboard Copyright © of Shriram Value Services P. Prioritizing .

Document Version: Learning & Development Solutions Release Date: . For example if you collect one umbrella your will get 2 points. Every team member must get a chance to participate.   Stop exactly after 10 minutes and Calculate score for all the teams. if you plan about the items you need to collect and prioritize according to which item you can get easier. you can achieve your target in specified time. You will get points according to the items you collect. as a team. 31 Copyright ©2010 by Shriram Value Services. once the first person comes back. You need not gather all items in the list. Here your target is 35 points.Campus Learning Programme Things 10 Rupees coin 1000 rupees note 10 Chocolate Wrapper Umbrella 30 ID cards Grey hair Spoon 5 Cell phone pouches 5 bike keys 5 Water bottle Signature from principal Points 5 10 2 2 5 10 2 5 1 1 5         Look at the list of things. each item has specific points. the second person can go out of the class to get another item. One person in the team will go at once for 1 item only. Other team members will not move out of the room when one member is out. You have exactly 10 minutes time. All rights reserved. Facilitator will discuss with the team about their experience and how they organized themselves during the activity. Your objective is to reach the highest target. In this activity. Game will stop after 10 minutes and will not be counted if anybody brings items after 10 minutes.

1. Allocate a few tasks to others who you think will be able to complete it. To prioritize effectively you need to recognize what is important. 3. and things you should do yourselves. Delegate: Delegating not only frees up your time for other things. The danger is delaying too many things until deadlines are near. 2. Prioritizing contains four steps. All rights reserved. it also ensures that resources are used wisely. The best policy here is to consider when things are due. energy.Campus Learning Programme Copyright © of Shriram Value Services P. Prioritizing • Do • Delegate Delay • • Delete Prioritizing is to see what tasks are more important at each moment and give those tasks more of your attention. 32 Copyright ©2010 by Shriram Value Services. Delay: A few things can wait. and what your current workload will allow. what is to be done soon & what can wait. Document Version: Learning & Development Solutions Release Date: . Ltd. Do: Determine from the list of things you think are most important to accomplish. and time. how long it will take to accomplish them.

Not Urgent”. A good organizer knows when to concentrate on the important and eliminate the unwanted tasks.Here you place those tasks which are urgent but are not important to do. or that they are just not important. Delete: You may recognize that some of the tasks are not achievable or realistic. Ask the participants to refer to the quadrant in the Participant Manual pg no.Here you place those tasks which are not urgent for you to do neither are those important for you to do. For example. Quadrant 3: “Urgent.Campus Learning Programme 4.Sometimes your co-workers or friends ask you to come along with them outside for coffee but even if it is not important you still go just to accompany them. You should be able to say NO to them and explain them that you have to do some 33 Copyright ©2010 by Shriram Value Services. You can prioritize the task using four quadrants. Not Important”. These are tasks where you can say „NO‟. Document Version: Learning & Development Solutions Release Date: . These are the tasks which are the time stealers and you should avoid these types of tasks. All rights reserved. 8 I Do II Delay Delegate Delete IV III Quadrant 4: “Not Important.

For example.you all have noticed that when you prepare at the last time you are unable to give your best performance and also you feel stress. You can‟t give your best performance to tasks under this activity because the time is less and you have to complete your task as it is very important. All rights reserved. Quadrant 2: “Not Urgent. not important. 34 Copyright ©2010 by Shriram Value Services. Let us take a situations at workplace. If they are really your good friends they will definitely understand you. how will you know which task is important. it is not urgent but still it is important and if you start preparing from the beginning you can give your best instead of preparing at the last moment. Important”. Quadrant 1: “Urgent. not urgent.Here you place those tasks which are not urgent but are important for you to perform. Important”. urgent. Document Version: Learning & Development Solutions Release Date: . For example you have enough time to prepare before the final project presentation. Refer your Participant manual page number 9. Tasks which are under this quadrant are the best outcome of your efforts as you have more time to do it and hence you can give your best.Here you place those tasks which are urgent as well as important for you to do.Campus Learning Programme important task and you will go some other time.

fixes Not urgent 2 – PLAN TO DO       Planning. preparation. etc. Nonproductive. Embellishment and over-production Scrutinize and probe demands. 3 – REJECT AND EXPLAIN     Not important    Trivial requests from others Apparent emergencies Unplanned interruptions and distractions Misunderstandings appearing as complaints Pointless routines or activities Accumulated unresolved trivia Boss's whims or tantrums 4 – RESIST AND CEASE       'Comfort' activities. net surfing. excessive cigarette breaks Chat. Habitual 'comforters' not true tasks. strategic Subject to confirming the importance and thinking. computer games. over-long breaks Reading nonsense or irrelevant material Unnecessary adjusting equipment etc. the urgency of these tasks. Help originators to re-assess. you see that if you avoid the tasks in Quadrant 4 and if you will say “NO” to tasks in Quadrant 3 you get enough time to complete your tasks properly and efficiently. doodling. complaints and crisis issues Demands from superiors or customers Planned tasks or project work now due Meetings and appointments Reports and other submissions Staff issues or needs Problem resolution. do these tasks Plan time-slots and personal space for now. designing Systems and process development Anticipation and prevention Developing change. deciding direction and aims. de-motivational. So from this Task Prioritization. social communications Daydreaming. 35 Copyright ©2010 by Shriram Value Services. Document Version: Learning & Development Solutions Release Date: .Campus Learning Programme Urgent 1 – DO NOW    Important     Emergencies. fire-fighting. Minimize or cease altogether. urgency. strategy Critical to success: planning. gossip. scheduling Networking relationship building Thinking. All rights reserved. direction. Wherever possible reject and avoid these tasks sensitively and immediately. creating. Plan to avoid them. Prioritise according to their relative these tasks.

Segregate the activities into four quadrants and write down in the space given in your manual. All rights reserved.Activity Time Management Copyright © of Shriram Value Services P.2(a) Four Quadrants .Campus Learning Programme 4. Important & Urgent Important but Not Urgent Four Quadrant Theory Not Important but Urgent Not Important & Not Urgent Four Quadrants 10 Minutes PRIORITIZING TASK IS SIMPLE WHEN YOU FOLLOW THE PROCESS. Document Version: Learning & Development Solutions Release Date: . You have 10 minutes to complete this.    Go through 12 activities that are given in your manual page no 30. 36 Copyright ©2010 by Shriram Value Services. Ltd.

Search for inspirational quotes to place in my desk. Document Version: Learning & Development Solutions Release Date: . 7. Order for lunch because I didn‟t bring from home.Campus Learning Programme 12 activities are given below for facilitator reference. 4. Prepare for my project delivery which is scheduled 7 days from today. 1. 12. 11. 8. Prepare for meeting with boss which is scheduled in the afternoon. 2. 9. 6. Pay logistic vendor deadline being 2 days from today. 10. Book the hall for a team party this weekend. Classify the following activities in the 4 quadrants: I start my work and I find that I need to get a lot of things done today. 37 Copyright ©2010 by Shriram Value Services. Have a debate of activities with all the participants and write the result on the whiteboard.   After 10 minutes call one representative to read out the activities placed in four quadrants. 5. Send the mail to all team members regarding the party. All rights reserved. Get files to keep important reports. Clean my desk. Pay my mobile bill since it is past 3 days of due date. Prepare a report to submit to boss in the following day. 3. Organize my mail inbox.

3. 5. 28. 10. 27. 17. 11. 9. 2. 10. All rights reserved. 4. 23. 7. 8. 8. 12. Quadrant 4 Not Urgent Not Important 38 Copyright ©2010 by Shriram Value Services. 1. 7. 12. 3. 21. 22. 4. 6. Quadrant 3 11. 9. 6. 5. 26. Quadrant 3 Not Urgent Important 1. 12. 10. 4. 8. 14. 20. 2.Campus Learning Programme 13. 6. 25. 11. Document Version: Learning & Development Solutions Release Date: . 4. 16. 5. 11. 9. 10. 12. Quadrant 4 9. 7. 2. 15. Quadrant 4 Quadrant 3 Urgent Not Important 1. 7. 19. 2. 24. Quadrant 1 Quadrant 2 Urgent Important 1. 3. 5. 6. 8. 3. 18.

and reserve time to deal with unexpected situations. Document Version: Learning & Development Solutions Release Date: . it will also keep you from taking on more than you can handle.  Intensity of activity: The intensity of activity refers to the urgency or significance of the work to be performed. 4. In addition to these things.Campus Learning Programme You understood how to prioritize the tasks and now you sorted out the important tasks. Scheduling Estimation of time based on • • • Intensity of activity Level of brain function Length of relaxation between working hours • • Fear or ecstasy Effects of Estimation of Time Scheduling is the process of deciding how to allocate time to complete all the important tasks. You should estimate how much time it would take for you to finish it approximately. 39 Copyright ©2010 by Shriram Value Services. Estimation of time based on. It allows you to know what you can do in a certain period of time. give you enough time to complete the most important tasks. Ltd. All rights reserved. let us also discuss how to complete those tasks within a given time by scheduling them.3 Scheduling Copyright © of Shriram Value Services P.

For each task mention the available time and fix a target time yourself. and similarly. Document Version: Learning & Development Solutions Release Date: . deadlines set may not match actually what is required You should list the important tasks to do and think of how much time you have available to achieve the target while scheduling. In this template write down the important tasks you got after the prioritization. You can use the following template for scheduling. you become lethargic and tend to commit mistakes o When you under-estimate time. therefore under-estimates the time. it also depends on the level of your brain function.Campus Learning Programme  Level of brain function: Everybody has different capabilities.  Effects of Estimation of Time: o When you have too many tasks and when you under-estimate time to accomplish the task. being over confident to do a particular task leads to over joy and over-estimates the time. So. Not being confident enough may lead to fear of not performing well. All rights reserved. 32 40 Copyright ©2010 by Shriram Value Services. Ask the participants to refer the „Scheduling template‟ in their participant‟s manual pg no.  Fear or ecstasy: You tend to over-estimate or under-estimate your time due to fear or ecstasy. it will lead to stress o You would not be able to produce quality results because you will run short of time and similarly when you have over-estimated time.  Length of relaxation between working hours: You should also take care of how much time you are allotting for refreshments and enjoyment in order to relax. deadlines may not be met and when you over-estimate.

Document Version: Learning & Development Solutions Release Date: . Let us have a look at some more tips to effectively utilize the time.Campus Learning Programme Scheduling Template: Task / Activities Available Time Target Time Keep focusing on it you can complete the task and achieve the target within the time. All rights reserved. 41 Copyright ©2010 by Shriram Value Services.

42 Copyright ©2010 by Shriram Value Services. Document Version: Learning & Development Solutions Release Date: . Ltd.Campus Learning Programme 5 Tips to Effective Time Management TIPS TO UTILIZE TIME MORE EFFECTIVELY Copyright © of Shriram Value Services P. 32 Some of the Effective Time Management tips are. Tips to Effective Time Management • Apply the 80/20 principle • Control over one‟s surroundings Learn what works for us • • Don‟t wait until the last minute Ask the participants to refer the tips in their participant‟s manual pg no. All rights reserved.

All rights reserved. waiting until the last minute to complete a task is not only stressful but it can mean that you get a lot less out of the work that you put in Give yourself enough leeway with time to ensure you won‟t have to rush around to get things done 43 Copyright ©2010 by Shriram Value Services. Work out where you're getting your best results. try something else You may find it takes you less time and that you get a lot more out of it by making a simple change Don’t wait until the last minute:   While for most people this is easier said than done. spend more time doing that and less time doing unproductive things.Campus Learning Programme Apply the 80/20 principle: Typically 80% of your results come from 20% of your time and effort. Document Version: Learning & Development Solutions Release Date: . you can do your best to create an environment that is most conducive to getting work done Switch off your mobile phones or whatever it takes to keep you from stray off task Learn what works for you:    Different methods work better for different people If you‟re struggling with a certain task. Control over one’s surroundings:   While you can‟t always make your environment distraction free.

if a task is not fully completed within the time limit. either online or off. you can finish it later Pushing yourself to complete a task may end up with imperfections. fear and anxiety. Eventually you‟ll forget something and it might be something pretty important Keep track of your assignments and engagement on a calendar.Campus Learning Programme Copyright © of Shriram Value Services P. Tips to Effective Time Management (Contd…) Set mini deadlines • • Use a calendar or planner Keep track of how our time is spent • Set mini deadlines:   The reason for a deadline is to meet your goal. so you can‟t forget things easily 44 Copyright ©2010 by Shriram Value Services. So divide your task into small pieces and set mini deadlines Use a calendar or planner:   Don‟t try to keep your schedule in your head. You will feel proud when accomplishing each task based on your plan. All rights reserved. Ltd. Document Version: Learning & Development Solutions Release Date: . But.

Conference planning 4. Clear up outstanding issues   This is a sample weekly task schedule calendar of a sales manager. Plan next week's schedule 3. Weekly report 3. 2. Thursday Check emails My appraisal Staff appraisal Staff appraisal Check emails Friday 1. Phone calls and corresponde nce 1. All rights reserved. 2. Major phone calls 4. 45 Copyright ©2010 by Shriram Value Services. Project time-slot 5. Check emails. Check emails  Tuesday 1. Check emails 5. Customer visit 3. Chase figures for weekly report 3. Spare timeslot for staff issues 4. Phone calls 6. Check emails and initial responses 1. Monday AM 1. Check emails 2. Customer visit 2. Document Version: Learning & Development Solutions Release Date: . Check emails. Check emails 1. 2. Supplier visit 1 2. and initial response. Reading monthly reports 4. Check emails etc. Supplier visit 2 3. Unresolved non-urgent issues 5.Campus Learning Programme   Provide the „Time Management Task Scheduler at Office‟ handout to participants for better understanding of use of a calendar or planner. Agency meeting 5. Staff matters arising timeslot 4. post. 4. Check emails 1. Check emails Wednesday 1. 2. Systems and process review time-slot 3. 3. Process review timeslot 5. Time Management Task Scheduler template is given below for facilitator reference. My appraisal preparation 4. Return phone calls 2. Check emails 5. Departmen t meeting 4. Agenda for next week dept meeting 2. Check emails 5. Note that the person scheduled his/her lunch time also effectively. 5. Emergencies time-slot 2. Staff appraisal 1 3. Strategy meeting 4. Emergency situations time-slot 3. Check emails Lunch With agency  Project team working lunch  With customer  With appraisee  With boss PM 1. Thinking time-slot for new strategy project 1. Weekly report preparation 4. Review last week reports 3. Appraisals preparation 5.

1 Multitask Activity Multitask 30 Minutes ORGANIZE THE TIME EFFECTIVELY BY MAKING SMART PLAN. All rights reserved.Activity 46 Copyright ©2010 by Shriram Value Services. Document Version: Learning & Development Solutions Release Date: . Let us play an activity to implement all the time management strategies. Ltd.Campus Learning Programme  Keep track of how your time is spent: One thing that can help you to make a better schedule for ourselves is to see how long it really takes you to get certain tasks done. Keep a record of the time you spend on each. 5. AND SCHEDULE Copyright © of Shriram Value Services P. PRIORITIZATION. Multitask .

    You have 20 minutes time. Inform the participants that they themselves should collect all the resources that they require for this activity. prioritizing and scheduling you can complete the task successfully and within the timeframe. After 20 minutes. All rights reserved. ask one person from the every team to explain how they organized the allotted time. Prioritize & Schedule Note that you can decide in which order the tasks can be done. Collect your team members favourite color. Document Version: Learning & Development Solutions Release Date: .  You as a team are to do the following tasks. dish and movie in a tabular format Collect materials of different colors (10 materials). Use all the aspects of time management to win the game Plan. When you go with planning. o o o Design a coin logo and write down the reasons in a paper for selecting the theme.Campus Learning Programme   Divide the participants into 6 teams. 47 Copyright ©2010 by Shriram Value Services.

also gives you a feeling of satisfaction that you made productive use of time at workplace. but you can spend it. Unless you have a definite. you will be able to do the same in an organization also as it would have became a practice. You can't own it. . You can't keep it. 48 Copyright ©2010 by Shriram Value Services. but it's priceless. – Plan 3. This not only gives you an ample amount of time for your personal life. Document Version: Learning & Development Solutions Release Date: . If you are able to organize your time effectively now. Time is free. If you don't know where you are going. – Use Time 2. precise. . Ask Participants to jot down their thoughts as to what did they learn from this module and how are they going to implement it. you will probably end up somewhere else. clearly set goals. you are not going to realize the maximum potential that lies within you – Organize and Succeed 4. Ltd. All rights reserved. .Campus Learning Programme What did you learn and how are you going to implement it? Copyright © of Shriram Value Services P. Remember the key factors of Success 1. but you can use it. Once you've lost it you can never get it back.