TIME MANAGEMENT

DEFINITION

• Time management is the process of planning

and exercising conscious control over the
amount of time spend on specific activities to
increase effectiveness, efficiency and
productivity.
Why Time Management is
necessary for us:
• We are unable to meet work deadlines (Targets)
• We are working long hours every day.
• Making hasty decisions.
• To avoid stress
• Unable to give sufficient time for the family.
• Unable to prioritize our tasks.
• Unable to maintain mental stability.
 Top 10 Time
Management mistakes:
1. Checking E mails, making unimportant calls early in the morning
2. Doing tasks instead of planning and thinking.
3. Keeping things in your head
4. Not spending enough time on top priorities.
5. Confusing activity with productivity.
6. Disorganized environment.
7. Not handling interruptions effectively.
8. Always saying yes (Check before you commit)
9. Doing effectively that which need not to be done. (Stick to your
priorities, update your task list)
Objectives of
Time
management:
• Understand the rules of time management
• Maximizing our productivities
• Learn to set goals & follow through
• To do list & schedule
• How to save time
• To get more free time
• To reduce stress.
Four quadrants of Time
Management:
First Quadrant: (Important & Urgent)
• It is known as the quadrant of necessity. When you
accomplish in due time they are sure to give you
happiness.
• Among four quadrants, first quadrants, the first quadrant
of time management is most important, because
achievement of your goals depends on it.
• Not doing these activities create negative consequences in
your life.
 EXAMPLES
• Emergency hospitalization of family members,
delivery of goods, dispatches, documentation,
field meeting, field support, customer service,
branch meetings, fulfillment of needs of the
family, camp setting, product training at camps,
daily planer, demo practice, internal competition,
DAR, police cases and issue settlements.
 Second Quadrant: (Important but not
urgent)
• These activities may not be urgent at this point but they will
become urgent eventually.
• Therefore, we have to balance our time wisely and make sure
that we don’t set these things aside for too long.
• Ex: Education, dreams, health, relationships and exercise.
• This quadrant contains integral part of our life. Without these
things we would not be happy at all. Even though these are
not urgent, we still have to plan and allocate time to them.
 EXAMPLES

• Follow-ups, Route planning, collection of

references, territory verification, group
discussion about issues, reading articles, goal
setting, collection of necessary information
about crops, stages and applications, sleep and
field related issues like meeting departmental
people.
 Third Quadrant: (Urgent but not
important)
• Third quadrant of time management contains tasks that should
be minimized. Third quadrant includes doing favor to other
people.
• Activities of this quadrant may require immediate attention. But
they will have no connection to your goals. Therefore, we have
to learn to say no and don’t be afraid to say no when necessary.
• By minimizing the quadrant 3 activities, we will have more time
for essential things in life. i.e., things that are in the second
quadrant.
 EXAMPLES

• Disturbing phones, leave, personal visits,

compulsions from other people, someone
asking credit, unnecessary field support.
Fourth Quadrant: (Not Urgent & Not
Important)
• People mix the tasks sometimes in the fourth
quadrant with those in the 3rd. These tasks can
severely effect the outcome of your goals.
• Ex- Playing online games, watching TV
shows, chatting with some one and soon.
• Whenever we feel entertained, we tend to
overlook time and submerge ourselves in the tasks
even if they are urgent and important.
• We all need to relax, as and when you accomplish
any important projects, you can also have fun. But
give more priority for other quadrants.
 EXAMPLES

• Social activities, spending time with relations,

time pass activities, sight seeing, visiting
temples, recreation activities, answering to left
phone calls and E mails etc.
Successful way of managing our time
is:
1. If you have two tasks to do, finish the tough
task first. By doing your most important task,
first you will less likely to procrastinate on the
other tasks later in the day.
2. One of the most important rule for personal
effectiveness is 10/90 (planner).
3. Prepare a list of non important activities to
procrastinate because even without that your results
doesn’t suffer.
4. There is never enough time to do everything. But there
is always enough time to do the most important things.
5. The purpose of time management is getting more work
done in less time to enable you spend more “Free
Time” with the people you care about and doing the
things that give you the greatest amount of joy.