time management28.11.08

8/7/2019 Time Management28.11.08

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Managing time

Dr Sanjay Gupta


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Kaal kare so aaj kar, aaj kare so abPal mein parlay hogi, bahuri karega kab

Aaj kare so kal kar. Kal kare to parson

Itni jaldi kaahe ki, abhi to jeena barson!


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Time Management

Why is managing time important?

Everybody has 24 hours

Non-renewable, cannot be stored

Manage your time as you manage your money


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Relativity of time

Time flies when .

Time drags along when ..


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What do we spend time on?

Sleeping

Rituals tea break!

Actual work

Comparing

Complaining

Day dreaming Entertainment/pastimes (timepass!)

Games- physical, psychological!


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Uncontrollable EventsThere are events that are uncontrollable. These are

events over which we have literally no control.

Examples of events like this are:

Weather conditions

Acts of God

Traffic jams

List three more events that are completely beyond yourcontrol


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Indirectly Controllable Events

There are events that involve other peoples behaviour. These are eventsover which we have indirect control.

If we are to have some control over events that involve other peoples

behaviour we need to influence others.

Some examples are:

The ringing telephone

People coming into your office

List three more events that can be controlled by influencing other round us!


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Directly Controllable Events

There are events that involve our own behaviour. These are eventsover which have direct control.

Examples of events that involve our own behaviour and thereforeare controllable are:

Getting ready for work on time

Doing things when they need to be done

Being more assertive

List three more events that can be controlled by changingour behaviour!


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YOU CANT CHANGEYOU CANT CHANGE

ANYONE.ANYONE.

YOU CANT CHANGE YOURYOU CANT CHANGE YOURFATHER, YOUR MOTHER,FATHER, YOUR MOTHER,YOUR WIFE, YOURYOUR WIFE, YOURBROTHER, YOUR SISTER BROTHER, YOUR SISTER

NOT EVEN YOUR BOSS!NOT EVEN YOUR BOSS!

CHANGE YOURSELFCHANGE YOURSELFFIRST!!FIRST!!

YOU CANT CHANGEYOU CANT CHANGE

ANYONE.ANYONE.

YOU CANT CHANGE YOURYOU CANT CHANGE YOURFATHER, YOUR MOTHER,FATHER, YOUR MOTHER,YOUR WIFE, YOURYOUR WIFE, YOUR

BROTHER, YOUR SISTER BROTHER, YOUR SISTER

NOT EVEN YOUR BOSS!NOT EVEN YOUR BOSS!

CHANGE YOURSELFCHANGE YOURSELFFIRST!!FIRST!!


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Common Time wasters

Lack of clear objectives, purpose

Lack of technical knowledge & planning

Defective or incomplete communication

Ineffective delegation

Interruptions- telephone, visitors, meetings Crisis management

Inability to say No


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Important vs Urgent

Internal vs External

Our response

Try to put things in proper perspective


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CrisesCrises Pressing problemsPressing problems Deadline-driven projects,Deadline-driven projects,

meetings, preparationsmeetings, preparations

Coveys QuadrantsCoveys QuadrantsUrgentUrgent Not UrgentNot Urgent

Impor

tant

Important

NotIm

port a

nt

NotImport a

nt

PreparationsPreparations PreventionPrevention Values clarificationValues clarification PlanningPlanning

Relationship buildingRelationship building True re-creationTrue re-creation EmploymentEmployment

Interruptions, someInterruptions, somephone callsphone calls

Some mail, some reportsSome mail, some reports Some meetingsSome meetings Many proximate,Many proximate,

pressing matterspressing matters Many popular activitiesMany popular activities

Trivia, busyworkTrivia, busywork Some phone callsSome phone calls Time wastersTime wasters Escape activitiesEscape activities Irrelevant mailIrrelevant mail Excessive TVExcessive TV

II

IIII

IIIIII IVIV


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The more important an item, the

less likely it is urgent, and the

more urgent an item, the lesslikely it is important.

Dwight Eisenhower


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Urgent vs Important

Non-urgent, not important Ineffectiveput on hold, delegate, ignore

Urgent, not important Actiondo now, do quickly

Non-urgent, important Plan

plan, block time

Urgent, important Crisisavoid!


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What to do?

Prioritise and avoid crisis management

Dont attempt too much at one time

Regulate visitors, phone calls

Delegate effectively

Avoid the habit of procrastination Say no when needed


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Workaholics

Never say No

Never say Yes to offers of help

Are poor delegators (no one can do it as

well as me)

Have a reputation for delivering - so get

more work

Dont value training and development


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Have To Do lists

Tackle the most difficult task first

Do everything once

Clear your mind


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Tips

Dont make unwelcome visitors welcome- dont letthem sit down!

Learn to say NO- develop assertiveness Dont volunteer ALWAYS(monkeys)

Dont do what you do BEST

Have a Not to be disturbed time- either early or

late ORGANISE YOURSELF- do a Rethink

time management28.11.08

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