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8/8/2019 Effective Time Management for Nss
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EFFECTIVE
TIME MANAGEMENT
BYK.S.ASHWATH BABU
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The Present
Yesterday is History
Tomorrows a Mystery
But Today is a Gift
Thats Why They Call it
The Present
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ASK ME FOR ANYTHING BUT
TIME- NEPOLEAN
I RECOMMEND YOU TO TAKECARE OF THE MINUTES, FORTHE HOURS WILL TAKE CARE
OF THEMSELVE-CHESTERFIELD
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Eighty Six ThousandFour Hundred Picture this:
Each day your bankdeposits RS.86,400 inyour checking
account. Theres just one
catch. You have to spend it
all in one day. You cant carry over
any money to the nextday.
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86,400
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What would you do?
Youd spend it all,
Right?
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24 hours per day
X60 minutes per hour
X
60 seconds per minute=
86,400 Seconds
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WHERE IS MY TIME?WHERE IS MY TIME?
TEACHINGSTAFF
FRIENDS STUDIES
PARENTS
CHATTING
ENTERTAINMENT
MOBILE
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What is that Ashwath, Bill Gates, Dr.Abdul
Kalam and Ambani have in common?
24HoursIn a day every day
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To Realize the Value of: ONE YEAR, ask a student who failed a grade. ONE MONTH, ask a mother who gave birth to apremature baby. ONE WEEK, ask the editor of a weekly newspaper. ONE DAY, ask a daily wage laborer with kids to
feed. ONE HOUR, ask the lovers who are waiting to meet. ONE MINUTE, ask a person who missed the train. ONE SECOND, ask a person who just avoided an
accident. ONE MILLISECOND, ask the person who won a silver
medal in the Olympics.
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Paretos Principle (80/20 Rule)
80% of Work gives 20% Results & 20% of
Work gives 80% Results
Smart work v/s Hard work
Work will expand for the
time available to it
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TIME WASTERS
Lack of planning
Not Setting
deadlines
Telephone
Lack of priorities
TIME WASTERS (cont)
Poor Communications
Lazyness
Lack of interest
Inability to say 'No' Involved too much
Lack of self discipline
Interruption - visitors Leaving tasks unfinished
Fatigue \ poor health
Procrastination
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1. Find out where you lose time?
2. How others waste your Valuable time?3. What worth is your time
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. Crisis
. Pressing problems
. Deadline-drivenprojects,meetings,preparations
. Preparation
. Prevention
. Valuesclarification. Planning. Relationshipbuilding. True re-creation. Empowerment
. Interruptions,some
phone calls. Some mail, somereports. Some meetings. Many proximate,
pressing matters
. Trivia, busywork
. Some phone calls. Time wasters
. Escapeactivities. Irrelevant mail. Excessive TV
I III
IIIII IVV
UrgentUrgent Not UrgentNot Urgent
Impo
rtant
Important
NotI m
por
tant
NotImpor t
ant
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Quadrant I
Represents things that are both urgent andimportant we need to spend time here
This is where we manage, we produce, where
we bring our experience and judgment to bearin responding to many needs and challenges. Many important activities become urgent
through procrastination, or because we dont
do enough prevention and planning
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Q1 The Procrastinator
Project due tomorrow
Bills due date
Late for Work
Sudden Illness
Vehicle Breakdown
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Results of too much time
Q1
Stress & Anxiety Burnout
Health Problems
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Why Procrastinate?
Reason 1: The task is too complex.Solution: Break it into small executable
tasks.
Reason 2: You feel that the task is no more
relevant or your interest has faded and
you are not keen about doing it.
Solution : Drop it .
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Quadrant II
Includes activities that are important, butnot urgent- Quadrant of Quality
Heres 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
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Q2 The Prioritizer
Caring for health & fitness Working towards wealth creation Nurturing relationships
Goal setting Upgrade Knowledge and Skills Periodic Renewal and Servicing
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Results of living in Q2
Control of your life
Balanced approach
Fewer Crisis
High Performance
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Quadrant III
Includes things that are urgent, but not
important - Quadrant of Deception.
The noise of urgency creates the illusion of
importance. Actual activities, if theyre important at all,
are important to someone else.
Many phone calls, meetings and drop-invisitors fall into this category
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Q3 The YES Man
Unimportant phone calls/ mails
Drop in visitors
Peer pressure
Some meetings
Some magazines
Many popular activities
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Results of too much timein Q3 Reputation of being a pleaser
Lack of discipline
Doormat for others
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Quadrant IV
Reserved for 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 IVtime-wasters
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Q4 The Slacker
Too much TV
Endless phone calls
Excessive surfing/ Computer games
Gossip
Excessive sleep
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Results of living in Q4
Lack of responsibility
Guilt
Sense of emptiness
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Is it bad to be in Quadrant I?
Are you in Quadrant I because of the urgency or
the importance?
If urgency dominates, when importance fades,
youll slip into Quadrant III. But if youre in Quadrant I because of
importance, when urgency fades youll move to
Quadrant II.
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Become time consciousTalk clear & Brief
Learn to set priorities
Use phone effectively
Fight procrastination
Use prime time effectively
Communicate clearly
Quick Decision
Time Savers
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KNOWYOUR PRIME TIME
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TIME TO BE ALLOTTED FOR BASICNEEDS.
TO EAT , TO SLEEP AND TO EXERCISE
YOUR BODY IS NOT A MACHINE
IT IS A BIOLOGICAL CLOCK.
IMPACT ON LIFE
TO IMPROVE YOUR SKILLS
TO SILENTLY CONTEMPLATE
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ALLOT REASONABLE TIMEDaily Routines 1 Hr
Breakfast 15 min.
Lunch 45 min.
Dinner 60 min.
Sleep 8.00 hrs.
EXERCISE 30 min.Pray 30 min.
------------
12.00 hrs.
To Improve SkillsYou get 12 hrs.
SNM Sustain ,Nurture And Maintain.
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ACTION PLAN
Allocate time according to Priorities "TO DO LIST (Top 3 Priorities today)
Visualization and Auto-Suggestion
Plan for a system Communicate Clearly
Dont over schedule
Sub divide large, tough tasks into
smaller easily
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Renew yourself regularlyRenew yourself regularly
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Define your mission and goals in life.Define your mission and goals in life.
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Prioritize, and do the most important things first.Prioritize, and do the most important things first.
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Is The Jar Full?
Stephen Covey in his book, FirstThings First, shares thefollowing story experienced byone of his associates:
I attended a seminar once where
the instructor was lecturing ontime. At one point, he said,"Okay, time for a quiz." Hereached under the table andpulled out a wide-mouthedgallon jar. He set it on the table
next to a platter with some fist-sized rocks on it. "How many ofthese rocks do you think we canget in the jar?" he asked.
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After we made ourguess, he said, "Okay.Let's find out." He setone rock in the jar . . .
then another . . . thenanother. I don'tremember how many hegot in, but he got the jarfull. Then he asked, "Isthis jar full?" Everyonelooked at the rocks andsaid, "Yes."
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Then he said, "Ahhh"
He reached under the
table and pulled out a
bucket of gravel. Then
he dumped some gravel
in and shook the jar and
the gravel went in all the
little spaces left by the
big rocks. Then he
grinned and said once
more, "Is the jar full?"
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By this time the class was
on to him. "Probably not,"we said. "Good!" hereplied. He reached underthe table and brought out abucket of sand. He starteddumping the sand in and itwent into all of the littlespaces left by the rocksand the gravel. Once morehe looked and said, "Is thisjar full?" "No!" we roared.
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He said, "Good!" and hegrabbed a pitcher of waterand began to pour it in. Hegot something like a quartof water in that jar. Then
he said, " Well, what's thepoint?" Somebody said,"Well, there are gaps, andif you work really hard youcan always fit some morethings into your life."
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"No," he said, "that's not really
the point.
The point is this:
Put theBig Rocks
in First
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DO THE MOST DIFFICULT TASKSFIRST
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4 STAGES TO CONTROL OF TIME
STAGE1: UNDERSTAND WHEREYOUR TIME GOES AT PRESENT?
STAGE 2: PLAN WHERE IT SHOULD
GO? STAGE 3: IDENTIFYING YOUR GOALS
& PURSUING ACTIVITIES TOWARDSREALISING YOUR GOALS
STAGE 4: SATISFYING YOURSELFMENTALLY BY REACHING YOURPRINCIPLES IN LIFE.
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ENJOYWHAT
YOUDO
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