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Effective time management mds
The document discusses strategies for effective time management. It outlines techniques for prioritizing tasks, overcoming procrastination, and spending time on important versus urgent activities. Key aspects of effective time management include planning, setting priorities, breaking large tasks into smaller pieces, rewarding non-procrastinating behavior, and focusing on important tasks rather than getting distracted by less critical urgent matters.
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Effective time management mds
- 1. Effective Time ManagementManoj D Shah
- 2. Effective Time ManagementWhy Is Time Management Important? Time is limited Time is scarce You need time to get what you want out of life You can accomplish more with less effort Too many choices
- 3. Objective of theTraining Prioritize Effectively with Multitasks Manage and Control Crises Values Clarification with Superiors and Subordinates Increase Productivity Reduce your Stress Levels Balance Work and Personal Priorities
- 4. Effective Time ManagementDevelop a more clear understanding of strategies for effective time management Develop a greater self-awareness of how you currently use your time Understand how learning styles impacts effective time management
- 5. The "Three Ps"of Effective Time Management Planning. Priorities. Procrastination.
- 6. TenMyths about Time Myth: Time can be managed. Myth: The longer or harder you work the more you accomplish. Myth: If you want something done right, do it yourself. Myth: You aren’t supposed to enjoy work. Myth: We should take pride in working hard.
- 7. TenMyths about Time 5. Myth: You should try to do the most in the least amount of time. 6. Myth: Technology will help you do it better, faster. 7. Myth: Do one thing at a time. 8. Myth: Handle paper only once. 9. Myth: Get more done and you’ll be happier.
- 8. Making the BestUse of Time Decide that you don’t have to please everyone. Let go–don’t be a perfectionist. Resist the temptation to do small, insignificant tasks too well. Outsource what you can.
- 9. Why do weprocrastinate? Don’t know where to start. To avoid an unpleasant task. We’re afraid to fail. Waiting for more information. You may think if you put it off someone else will do it. You’re over-committed.
- 10. We All DoIT ! Putting off tasks for a later time is normal, but if it becomes a stressor, we end up wasting a lot of valuable time and energy!
- 11. How to BeatProcrastination 1 . Recognize when you are Procrastinating Become aware of your favorite procrastination tactics and learn to catch yourself as soon as you start to wander off. 2. Break Inertia Do small things to get yourself started! (e.g., write the first sentence of your term paper). *the freight train
- 12. How to BeatProcrastination 3. Divide project into small manageable pieces Take one step at a time. Mae use of small chunks of time. Writing a few lines now may inspire you to do more later 4. Set reachable sub-goals that are specific Saying “read 20 pages of Chapter 5 by 8pm” sounds better than saying “do some studying later.” This helps to gain a sense of accomplishment .
- 13. How to BeatProcrastination 5.Don’t sabotage yourself Set up your environment with as few distractions as possible. Arrange your work space the way you like it and work at times when you have peak energy. 6. Reward non-procrastinating behavior You’ve finally made a dent in that paper you have been putting off. Give yourself a little reward. 7. Enjoy Your FREEDOM When you complete an unpleasant task, take time and feel how nice it is to have it over and done with
- 14.
- 15. Prioritize, and dothe most important things first.
- 16. Define your missionand goals in life. Concentrate on Results not on being busy
- 17. Prioritize, and dothe most important things first.
- 18. Define your missionand goals in life.
- 19. “ Change isUniversal… Change is Permanent…. Be ever willing to Change….. For, change alone leads you to success and happiness!!!”
- 20. Advantages of TimeManagement Gain Time Motivates and Initiates Reduces Avoidance Promotes Review Eliminates Cramming Reduces Anxiety Dartmouth College Academic
- 21. 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
- 22. . Crisis . Pressing problems . Deadline-driven projects, meetings, preparations . Preparation . Prevention . Values clarification . Planning . Relationship building . True re-creation . Empowerment . Interruptions, some phone calls . Some mail, some reports . Some meetings . Many proximate, pressing matters . Many popular activities . Trivia, busywork . Some phone calls . Time wasters . “Escape” activities . Irrelevant mail . Excessive TV I II III IV Urgent Not Urgent Important Not Important Stephen Covey’s Time Management Matrix
- 23. Quadrant I Representsthings 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
- 24. Quadrant II Includesactivities 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
- 25. Quadrant III Includesthings 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
- 26. Quadrant IV Reservedfor 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
- 27. Is it badto 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.
- 28. What is theproblem 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
- 29. Where do Iget 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
- 30. MINOR TIME WASTERSInterruptions we face during the day Being a slave on the telephone Unexpected/Unwanted visitors Needless reports/Junk mail Meetings without agenda
- 31. MAJOR TIME WASTERS Procrastination Afraid to Delegate Not Wanting to Say "NO" Low Self-Esteem Problems With Objectives/Priorities
- 32. WHAT CAN STOPYOU? Negative Thoughts Negative People Low Self-Esteem Fear of Failure Fear of Rejection / Criticism
- 33. ACTION PLAN Enterthe RISK ZONE Communicate & Clarify Values Analyse your use of TIME - "80/20“ Do not “REACT” to Urgency Deal with One Paper only Once
- 34. ACTION PLAN Allocatetime 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
- 35. "SMART" GOALS S- Specific & Self M - Measurable A - Achievable & Positive R - Realistic & Rewarding T - Time Bound
- 36. PANCH AMRUT Step1 – 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!