MANAGEMENT

Stephen Covey
1st generation of Time Management
Use notes and checklists.

2nd generation
Use of calendars and planning books- looking ahead, planning scheduling.

3rd generation
Clarifying values, then goal setting, prioritizing weekly and daily projects and tasks.

4th generation
Not a matter of managing time, rather

Qualities of a poor time manager

Inability to meet deadlines

Working in excess of 50 to 60 hours per week

Loosing sight of individual objectives and priorities Making hasty decisions Stress Insufficient time spent with family Inability to prioritize Inherent fear of delegation

Messy desk

Qualities of a good time manager

Clarity of thinking

Decisiveness

Single mindedness Good memory Determination A methodical approach Punctuality Calmness objectivity

Rationality

Well begun is half done

Understand what hinders your our performance A. Multi tasking Email, black berry, phone
Each interruption costs us 20 minutes to recover. On average we waste 2 hours each day on interruptions at work.

B. Distractions and interruptions

C. Annoying factors : Emotional , environmental resources

D. Taming the monkey

IF YOU FAIL TO PLAN YOU PLAN TO FAIL

Heres how to do it
1. Have a clear focus. Focus on one thing at a time. 2. Be persistent from day to day 3. Be clear about your goals 4. Create routine- same thing same time every day 5. Work in time blocks (1-2 Hours minimum) 6. Set aside time for renewal

7. Create projects rather than tasks

Have 5 or 6 projects (maximum) at a time. There may be several tasks within each. Examples of projects: Do shopping, spend time with friends/ family, study etc. Examples of tasks : Go to Reliance fresh, Attend meeting etc.

Planner

11

How to prioritize between important and urgent tasks

Due Soon Important Not Important Not Due Soon

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12

Tips for effective time management

Spend time in planning and organising.
Think and plan Organise in a sensible way

Set Goals
Decide what you want to do Set SMART goals

Prioritize
Prioritize and identify what you value Flagging / Highlighting can be helpful Focus on those items that add value

Tips Contd..
Use To Do List
Differentiate between urgent and important Put them in order of preference Once complete delete them from list

Be flexible
Allow time for interruption and distractions Set out large blocks of time for priorities If distracted, ask yourself questions and get back to your goals

Tips Contd..
Get to know your biological clock
Find out which is the best time for you to be productive
Are you a morning person A night owl A late afternoon person?

Then schedule tough tasks for the time you are more productive

Do First things First

Doing things right is effectiveness Doing things in proper order increases efficiency

Tips Contd..
Eliminate the urgent
Urgent tasks have short term consequences Important tasks are long term and goal oriented Flagging or highlighting items are important Attach deadline to each of the item

Conquer Procrastination
Learn to say NO to every interruption Renew and reward yourself to inspire greater accomplishments

Quarterly Planning Grid

Date Week 1st 2nd Monday Tuesday Wednesday Thursday Friday Saturday

3rd
4th 5th 6th

Daily Time Management

Project to do list:
Monday Date: __ /__ /__ ______________ High Medium Low Tuesday Date: __ /__ /__ 2. ______________ High Medium Low