Urgent vs Important - Effective Time Management

8/13/2019 Urgent vs Important - Effective Time Management

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EFFECTIVE

TIME MANAGEMENT

TRAINING WORKSHOP



Renew yourself regularly



Objective of the Training

• 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



Priori tize, and do the most important things f irst.



Define your mission and goals in l i fe.



“Change is Universal…

Change is Permanent….

Be ever willing to Change…..

For, change alone leads you

to success and happiness!!!”



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



CrisisPressing problemsDeadline-driven projects,meetings, preparations

PreparationPreventionValues clarificationPlanningRelationship buildingTrue re-creationEmpowerment

Interruptions, some

phone callsSome mail, some reportsSome meetingsMany proximate,pressing mattersMany popular activities

Trivia, busywork

Some phone callsTime wasters“Escape” activities Irrelevant mail Excessive TV

I II

III IV

Urgent Not Urgent

I m p o r t a n t

N o t I m p o r

t a n t

Stephen Covey’s Time Management Matrix



Quadrant I

• Represents things that are both “urgent”and “important” – we need to spend t ime

here

• This is where we manage, we produce,where we bring our experience and

judgment to bear in responding to manyneeds and challenges.

• Many important activities become urgentthrough procrastination, or because wedon’t do enough prevention and planning



Quadrant II

• Includes activities that are “important, but noturgent”- Quadrant of Quality

• Here’s where we do our long-range planning,anticipate and prevent problems, empowerothers, broaden our minds and increase ourskills

• Ignoring this Quadrant feeds and enlarges

Quadrant I, creating stress, burnout, anddeeper crises for the person consumed by it

• Investing in this Quadrant shrinks Quadrant I



Quadrant III

• Includes things that are “urgent, but not

important” - Quadrant of Deception.

• The noise of urgency creates the illusionof 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



Quadrant IV

• Reserved for activities that are “not

urgent, not important”- Quadrant of Waste

• We often “escape” to Quadrant IV forsurvival

• Reading addictive novels, watching

mindless television shows, or gossiping at

office would qualify as Quadrant IV time-

wasters



Is i t bad to be in Quadran t I?

• Are you in Quadrant I because of the

urgency or the importance?

• If urgency dominates, when importancefades, 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.



Where do I get t ime to spend in Quadrant II?

• From Quadrant III

• Time spent in Quadrant I is both

urgent and important- we alreadyknow we need to be there

• We know we shouldn’t be there in

Quadrant IV

• But Quadrant III can fool us



MINOR TIME WASTERS

• Interruptions we face during the day

• Being a slave on the telephone

• Unexpected/Unwanted visitors

• Needless reports/Junk mail

• Meetings without agenda



MAJOR TIME WASTERS

• Procrastination

• Afraid to Delegate

• Not Wanting to Say "NO"

• Low Self-Esteem

• Problems With Objectives/Priorities



WHAT CAN STOP YOU?

• Negative Thoughts

• Negative People

• Low Self-Esteem

• Fear of Failure

• Fear of Rejection / Criticism



ACTION PLAN

• Allocate time 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



"SMART" GOALS

• S - Specific & Self

• M - Measurable• A - Achievable & Positive

• R - Realistic & Rewarding• T - Time Bound



PANCH AMRUT

• Step 1 – 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!



For CD of Soft Skills Presentations contact

Email: [email protected]

Or Call: +91-989 222 5864

Designed & Created by

Shabbar Suterwala – Director Leaders Workshop

Corporate Soft Skills Trainer – NLP Practitioner

mailto:[email protected]

mailto:[email protected]

Urgent vs Important - Effective Time Management

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