Time Management

Jagmohan Singh Rishi

Section 1

Effective Time Management

Effective Time Management Time Management Principles

What is Time Management? Time Management Principles

Essential Habits Spent Time Matrix
Types of Time Quadrant 2

Productive Work

Busy versus Productive

Urgency versus Importance
Prioritization
Key Concepts
 Identify the main obstacles to effective Time
Management in your daily role.
 Understand the nature of Time Management.
 Understand a range of tools, techniques and concepts
for Time Management.
 Use these techniques to build an effective Time
Management process that will enhance your
productivity and lower your stress.
 Explain the benefits of having an effective Time
Management process.
Some simple concepts …
 What is Time Management?
 Time as a Commodity
 Essential Habits
 Types of Time
Time is what we want most,
but what we use worst.
William Penn
What is Time Management?

Time management has five main aspects:

 Planning & Goal Setting
 Managing Yourself
 Dealing With Other People
 Your Time
 Getting Results
Time as a Commodity

The following simple statements will assist you frame

the importance of time in everything that you do.
 Time is the most precious thing we have
 Time is ultimately the most valuable resource
 Time and how we spend it within the organization
must be managed effectively
 Time is totally perishable
 Time cannot be stored up for use later
Essential Habits
Research and experience have consistently shown
that there are essential habits that drive
excellent time management. These include:
 Know where the hours are going
 Keep focused on the end result
 Work to defined priorities
 Schedule time for important issues
 Delegate routine tasks and responsibility for
them
 Confront your own indecision and delay
 Take the stress out of work
Section 2

Time Management Principles

Inside the cage, hang a banana on a string
and place a set of stairs under it.
Before long, a monkey will go to the stairs
and start to climb towards the banana.
As soon as he touches the stairs, spray all of
the monkeys with cold water.
Individuals and organizations are paying
increased attention to time management
as a route to maximizing the return on
activities undertaken.

There are four basic principles to consider:

 Time Management Principles
 Spent Time Matrix
 Quadrant 2
 Time Based Management
 Time = life;
 therefore, waste your time and waste of your
life,
 or
 master your time and master your life.
Spent Time Matrix

The Spent Time Matrix is an important tool that

will help you make better use of time.

By understanding what are the implications of

being within any one of the quadrants you will be
able to avoid the pitfalls of inefficient use of time
and will assist you in prioritizing your time.
 Spent Time Matrix

Urgent Not Urgent

Q1 Crises Q2 Prevention
Important Deadlines Relationship building
Planning
Recreation

Q3 Interruptions Q4 Pleasant Activities

Not Some Meetings Busy Work
Important Popular Activities Time wasters
Trivia
Quadrant 1 brings
 Stress & Burnout
 Crises management
 Fire-fighting
 Focus on the immediate

Quadrant 3 brings
 Short term focus
 Crises management
 Low value on goals
 Feeling of victimization / lack of control
 Shallow relationships
Quadrants 3 & 4
 Cycling between Quadrants 3 & 4 brings:
 Total irresponsibility
 High dependency on others for basics
 Dissatisfaction in Long run

Quadrant 2
Being in Quadrant 2 brings:
 Vision
 Perspective
 Balance
 Discipline
 Control
 Exercise:
Identify which quadrant you are
currently in.
Is it the most productive?
What factors cause you to be in this
particular quadrant?
 In most organizations, when this matrix was applied it
was found that most people tend to occupy quadrant 4
because these tasks usually do not cause stress and
create sometimes secure, a comfort zone.

 To illustrate,
I am busy so I must be doing well.

 Moving between quadrant 4 and 3 can also represent a

form of safe procrastination where the individual believes
that if they got around to things that all would be fine!
The Time Quadrants - Your College days
Characteristics of a Quadrant 2
Person

 From the above descriptions, it is clear

that the most efficient quadrant to be in is
Quadrant 2.
 Individuals that consistently occupy this
space tend to share particular
characteristics.
 There are five basic criteria to allow a
person to successfully function in
Quadrant 2:
 Coherence
 Balance and Flexibility
 Focus
 An ability to get on with people
Quadrant 2 Requirements
The basic requirements to reach Quadrant 2 are:
 Clear definition of organizational roles and specifically your own
role
 Selection of and focus on SMART goals
 Development and utilization of schedules
 The practice of daily adapting in work role

‘Saying No’ and Quadrant 2

To stay within Quadrant 2, there is a requirement that you
must say no:
 In a professional manner
 When items are associated with Quadrant 3 or Quadrant 4
activities
 Not important not urgent
 Will not deliver competitive advantage
Don’t be fooled by the calendar. There are
only as many days in the year as you
make use of. One man gets only a week’s
value out of a year while another man gets
a full year’s value out of a week.
Charles Richards
 Urgency V Importance
 Have you ever noticed that everything at
work is always urgent these days? But
have you ever considered that everything
urgent may not be important?
The Big Rocks
 Each week, you have priority
tasks that MUST/SHOULD
get done; These can be
classed as your “Big Rocks”.

 There are also the non-

important things that usually
are not a priority; these are
known as the “Small Rocks”.

 These big rocks are the most

important things that need to
be done and are linked to
your mission statement and
goals. Big Rocks
DVD1
 Once you have mastered time, you will
understand how true it is that most people
overestimate what they can accomplish in
a year - and underestimate what they can
achieve in a decade!
Anthony Robbins
 • L&D- goal setting
• Meet friends for Movie Sunday 6.00 – 7.30 Gym
• Gym Training Mon,Wed, Fri Morning 8.30 – 11.30 L&D Goals Setting
• Computer Training Tues, Thurs, Sat 7 AM
• Dinner Sat night with Sharmas
• Finish Novel Due this Friday
•Attend CRM training
• Set aside time for Health check up
• Set weekly goals

6.30 – 7.00 Set my weekly training and life goals

8.00 – 9.00 Gurudwara
5.00 – 7.30 Computer training
6.00 – 7.30 Gym

9.30 – 10.00 Practice my CRM sheet.

6.30 – 7.30 Work on Competency mapping
Assignment 6.30 – 8.30 Gym Training

before 11.30 Attend CRM training

\
6.30 – 9. Movie
10.30 Finish Novel
5.00 – 7.30 Computer training- Adv. Excel
Post Lunch : Shopping with Family
5.00 – 7.30 Computer training
7.30 – 9.00 Work on CRM Project
9.30 – 10.00 Listen to relaxation CD 6.00 – 8.30 Dinner with Sharmas

37
©2009 Franklin Covey Co.
End of Part 1

Transition to Time Management…