Objective
Learning Time Management
To train your mentee
How to get trained for soft skills…
Contemplate
After the training take 10 Minutes to think deeply about your training.
Correlate with your situations.
Try to train someone same day.
Training Prerequisites
Self
Time
Management
-Vivek Anand
Time is finite
Quantity is same
From Trump.. to Pichai.. to Modi.. to Rahul..
To you
How is your day
• 9:00 AM to 10:00 AM Energy ramps out - schedule low-
demand tasks like setting goals, organizing, and planning.
• 10:00 AM to 01:00 PM Peak of energy - tackle the most
difficult problems, write, brainstorm, schedule your Time.
• 2:00 PM to 4:00 PM Energy begins to end - schedule
meetings, especially when consensus is needed.
• 4:00 PM to 5:30 PM Lowest energy level - do open-ended
work, long-term planning, and relationship building.
Start the Day with
Critical Work
This is a golden time management
technique
Find your most important task for the
day and tackle it first. Your MIT should
be the one thing that creates the most
impact on your work. Getting it done
will give you the momentum and
sense of accomplishment early in the
day.
What is your frog??
MIT
Most Important Task
URGENT NOT URGENT
CRISES GOALS
IMPORTANT
DO PLAN
MANAGE FOCUS
Crises Deadlines Planning
INTERRUPTIONS DISTRACTIONS
NOT IMPORTANT
DELEGATE ELEMINATE
AVOID LIMIT
Staff Deadlines Unfocused Discussions Surfing
URGENT NOT URGENT
Angry customer or client Customer satisfaction
IMPORTANT
Project with deadline ASAP Employee satisfaction
Urgent request from boss Planned project work
Signing contract for new client Strategy
Important meeting agenda or reports Research
Bidding in tenders Analysis
Answers to customers Process Development
Networking
NOT IMPORTANT
Filling the form News threads in emails
Interoffice follow ups Changing desktop background
Email pitch from suppliers Unfocused surfing on PC, Outlook
Booking flights or Hotels or Google
Travelling Plans Digging old files
Filling Taxes
?? SOCIAL MEDIA ??
Q1
Q3
Delegate or
Outsource Tasks
• Find the right person:
• Provide clear instructions:
• Define success:
Q4
HOW TO REMAIN IN Quadrangle 2
Q2
Make Quick Decisions on
Things That Don’t Matter
• “10–10–10: A Life-Transforming Idea”
• Suzy Welch introduces a simple
decision-making system. When you
have a decision to make, ask yourself
the following three questions:
• How will I feel about this decision
10 minutes from now?
• How will I feel about it 10 months
from now?
• And in 10 years from now?
• Let go off perfectionism
“Continuous improvement is better than delayed perfection.”
Track your time…
• Try to track your time…
• Rich Dad Poor Dad…
• Try to put your more time in creating
assets… not liabilities…
• Gossips are liabilities not assets…
• Mentoring is asset…
Say no to
multitasking…
• Your brain can do one thing
at a time…
• Start saying no… remain
focus on your goals…
• Once you finish with Urgent
and Important.. Take next
job..
Learn to say
• Don’t say yes unless you’re 100%
certain you can deliver.
• Do not agree to meetings or calls
with no clear agenda or end time.
1 minute rule…
Take one minute to think before
saying YES.. Even if you decided
to say YES..
Improve your 80:20
• Pareto your time and results…
• Mostly Good results are given in 20% time of the
day…
• 20% is only good quality time work..
• 80% waste ??
• 25 +5 POMODORO TECHNIQUE
Automate tasks in
your department…
• Automate tasks which are
repeating…
• [email protected] – one email id among
22 staff….
• Think… What can be automated?
• Weekly reports…
• MIS…
• One pagers..
Improve quality
time.. POMODORO
1. Decide on the task to be done.
2. Set the pomodoro timer (traditionally to 25
minutes).[1]
3. Work on the task.
4. End work when the timer rings and put a checkmark
Francesco Cirillo on a piece of paper.[5]
1980 5. If you have fewer than four checkmarks, take a short
break (3–5 minutes), then go to step 2.
6. After four pomodoros, take a longer break (15–30
minutes), reset your checkmark count to zero, then
go to step 1.
Plan and breakdown
big tasks
• Break down big tasks
into smaller ones to
avoid procrastinating
and help you stay on
track to achieve your
final goal.
Work from
calendar..
Schedule your
work..
• Red for all work-related
activities
• Green for meetings and
communications
• Yellow for daily routines
• Blue for personal time
Improve your meetings..
•Good Quorum
• Find the person who didn’t utter a word during the
meeting..
• Find who contributed in the meeting..
•Good Chairing and Facilitation
• Chairperson must know the objecting very well..
• To follow Meeting procedure
•Follow a procedure..
• Review.. Gaps.. Action.. Summary...
•Proper notice
• Send agenda one day in advance..
• MoM by next morning
•Keep Focus
• Pause if the meeting goes out of focus..
Take out time to
recharge….
• What is your hobby??
• At your 20th year of your life what you thought to
do at this age??
• For how long you didn’t listen to your favourite
singer??
Time to summarize…
• Do Manage Q1…
• Move to Q2… Important but not urgent…
• Don’t procrastinate… 2 minute rule...
• Q3… Delegate… find your good buddy…
• Q4… Eliminate distractions…
• How to move to Q2…
• Quick Decisions
• Track your time
• No multitasking & Learn to say NO.
• Improve 80:20
• Automate Tasks
• Apply POMODORO
• Breakdown tasks
• Work from Calendar
• Improve Meetings
• Take out time to recharge.
