time management matrix

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How to manage time and set priorities?

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The 4 quadrants of activities

Quadrant I --- URGENT & IMPORTANT

Quadrant II --- NOT URGENT BUT IMPORTANT

Quadrant III --- UN-IMPORTANT THAT BECOMES URGENT

Quadrant IV --- NOT IMPORTANT – NOT URGENT

(Worthless – Waste of time)

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IMPROPER TIME MANAGEMENT RESULTS…• Time spent on Quadrant I: Burnouts,

Stress, Always putting out fires

• Time spent on Quadrant III: Short term Focus, See Goals and plans as worthless, things always out of control, Shallow or broken relationship

• Time spent on Quadrant IV: Total irresponsibility, Dependant on others for basics, Others will not respect you

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PROPER TIME MANAGEMENT

• Time spent in QUADRANT II: RESULTS:

Vision

Balance

Relationship

Full control

Excellence

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Quadrant II, the all positive quadrant

• When we spend most of our time in Quadrant II, we don’t have to waste time on crisis management and we never have to rush

• Advance preparation always gives excellent results• One can always enjoy working in this quadrant since there

is no pressure of time• Excellence can be achieved by working in this quadrant!!

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A Time Management Game Slide 1……

The DOT Theory Measure the number of dots and the exact time taken by you for the measure-ment

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A Time Management Game Slide 2

The DOT Theory contd… Measure the number of dots and the exact time taken by you for the measure-ment

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What’s the difference?

• What is the number of dots in slide 1?• What is the number of dots in slide 2?

• How much was the time taken to measure dots in slide 1?• How much was the time taken to measure dots in slide 2?

WHY THE DIFFERENCE?

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ADVANTAGES IN ORGANIZED AND SYSTEMATIC WORK:• Time required to complete the work is less• The work is more accurate• The work can be done with ease & comfort• The work is stress free• The work of better quality• You get better rewards• You derive more satisfaction

SO…..

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TIME MANAGEMENT concepts to note

• Set the work priorities• Focus on advance preparation• Finish the work before it reaches the urgent zone• Avoid 11th hour hassle• Organize your things in their proper places• Develop a habit of systematic and methodical working

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FOUR TIME OBSTACLES

1. Don't let TIME lock you in—Delegate certain tasks to others

2. Don't let TIME overpower you—Calm down by reminding yourself that you have a schedule. Remember: make time your friend... not the enemy!

3. Don't let TIME carry the bad moments forward

4. Don't let TIME be a stressor—Time Is a Blessing. take a deep breath and put my recommended success techniques to work!

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10 Principles of Best Use of Time (From TIME MANAGEMENT booklet by Dr. Sudhir Dikshit)

1) Have a financial goal (e.g., I will earn Rs.____/- per month)

2) Do most important work first

3) Learn and perform multitasking at one time

4) Learn and practice delegation

5) Understand and follow Pareto’s 80-20 rule (Our 80% time is spent in achieving only 20% output)

6) Understand and follow Parkinson’s Rule (If we plan to work more in less time, the time will expand and you can finish off the work in that time slot)

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10 Principles of Best Use of Time (Contd…)

7) Work in your prime time

8) Become self disciplined, controlled, regular and organized (Refer DOT theory)

9) Prepare and set your time table (dincharya)

10)Just start working (kelyane hote aahe re, adhi kelechi paahije)

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Some relevant thoughts….

• Save yourself from wasteful/negative thoughts, chats, unproductive associations, and time-wasting activities

• Time fleets away faster than what you can imagine (time is highly volatile)

• Work done with a good intent always succeeds (Bhagwad Geeta)

• Work in a COOL way (avoid extreme greed, hope, fear)• Have strong belief and complete faith (shraddha) in what

you are doing and do it whole-heartedly.

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