Time Management by Chandan

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timemanagement

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objectives I will learn techniques that will help me to direct

my work life instead of merely managing my time.

I will learn a framework for developing a mission and vision that gives purpose and direction to my work.

I will learn how to prioritize my highest-leveraged activities, leading to significant increases in productivity.

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the complete six-step processconnect to mission

review roles

identify goals

organize weekly

exercise integrity

evaluate

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the clock and the compassthe clock

commitments

appointments

schedules

goals

activities

What we do and how we manage our time.

the compass

vision

values

principles

conscience

direction

What we feel is important and how we

lead our lives.

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traditional time management first generation—notes and checklists

second generation—planning and preparation

third generation—planning, prioritizing and controlling

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first generationgo with the flow

based on reminders

attempt to keep track of things you do with your time

simple notes and checklists

carry lists with you and refer to them in order to remember

incomplete tasks put on tomorrow’s list

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first generationstrengths

flexible responsive to people not over-structured less stress tracks to-do’s

weaknesses no real structure things fall through cracks commitments suffer little accomplished crisis to crisis first things— things right

in front of you

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second generationplanning and preparation

calendars and appointment books

efficiency in goal setting and planning ahead

make appointments, write down commitments, identify deadlines

may keep information on computer or network

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second generationstrengths

tracks commitments and appointments

more accomplished through planning and goal setting

more effective meetings and presentations due to preparation

weaknesses puts schedule over

people accomplish more of what

you want—not necessarily what is needed or fulfilling

independent thinking —see people as means or barriers

first things– those that are on the schedule

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third generationplanning, prioritizing and controlling

have spent time clarifying values and priorities

set long, medium, and short-term goals to attain values, prioritizes on a daily basis

uses wide variety of planners and organizers, with detailed forms for daily planning

gets more done in less time-- but still feels frustrated

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third generationstrengths

assumes responsibility for results

connects with values taps into the power of

long, medium, and short-term goals

translates values into goals and actions

gives structure and order to life

weaknesses can lead to false sense of

control, pride power of vision untapped can lead to guilt,

imbalance of roles less flexibility/spontaneity first things set by urgency

and values

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fourth generationlife leadership

puts people ahead of schedules, compasses ahead of clocks

uses the best of generations 1, 2, and 3

you want to lead a life of meaning and contribution, with balance

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fourth generationelements

effectiveness principles leadership relationships puts first things first

Why is there a need for the fourth

generation of time management?

Well, one definition of insanity is to “keep

doing the same things and

expecting different results.”

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understanding time“A no uttered from the deepest conviction is

better than a yes merely uttered to please, or what is worse, to avoid trouble.”

Mahatma Gandhi

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understanding time“Why have a time log?

memory

energy

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understanding time

I.

Quadrant of__________

II.


III.


IV.


Urgent Not Urgent

imp

ortan

tn

ot im

po

rtant

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understanding timemove into quadrant II

quadrant I—manage: the quadrant of necessity; things are both urgent and important

quadrant II—leadership and quality: the quadrant of focus; things are important but not urgent

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understanding timemove into quadrant II

quadrant III—(AVOID): the quadrant of deception; things are urgent but not important

quadrant IV—(AVOID): the quadrant of waste; things are neither important nor urgent

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move into quadrant II

connect to mission

review roles

identify goals

organize weekly

exercise integrity

evaluate

How do I get there? The six step process

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What is most important?

What gives your life meaning?

What do you want to be and do in your life?

Consider the big picture. The key to this connection lies in the clarity of your vision around such

questions as:

step 1: connect with vision & mission

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step 2: identify your roles we have important roles at work, in the family,

in the community, or other areas of our lives

Roles represent responsibilities, relationships, and areas of contribution

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step 3: select quad II goals for each role

what is the most important thing I could do for each role this week that would have the greatest positive impact?

consider the relationships for each role

review a “perhaps” list for ideas

identify the steps that need to be taken to achieve long-term goals

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step 4: organize weekly translating high leverage quad II goals

requires a framework

most people are always trying to find time in their overflowing quad I/III schedules

They move, delegate, cancel, and postpone—all in hopes of “putting first things first”

the key is in scheduling your priorities, not prioritizing your schedule

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step 4: organize weeklyDistinctive Elements of Effective Weekly Goals

they can be either an area of focus or a specific activity

they are usually quad II goals rather than typical “to-do’s” or daily action items

they are driven by conscience

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tips to start your dayTip #1

preview your schedule—get your bearings:

review your compass

Look at the day in the context of the week

renew your power to respond to changes in a meaningful way

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prioritize: identify activities as QI or QII—keeps QIII and IV out of your schedule

emphasizes the importance paradigm

keeps you aware of choices you make

must understand that prioritization includes only items that you’ve put in the framework

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T planning: time sensitive activities on the right, any time activities on the left

makes for effective schedule decisions

Helps you remain sensitive to commitments

Best use of your time: remember importance rather than urgency!

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step 5: exercise integrity in the moment

Should I carry out my plan or make conscience directed changes?

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What goals did I achieve?

What challenges did I encounter?

What decisions did I make?

Did I keep “first things first?”

To be successful, you must make

successes of one week the foundation for the next. At the

end of the week, ask yourself some

questions:

step 6: evaluate

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step 6: evaluatedifferent ways to evaluate

mark accomplished goals on weekly compass

keep a journal or daily log and review

review past weekly compasses

ask specific questions about your performance and actions

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step 6: evaluateweekly evaluation

What did I learn from the week as a whole?

Am I setting goals that are realistic but challenging?

Have I been effective in work related communications?

Have I been successful in maintaining a Quad II perspective?

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closing thought

A journey of a thousand miles must begin with a single step.

Lao-Tzu

Time Management by Chandan

Education

Transcript of Time Management by Chandan