India

Time and Priority Management

JFM S Ravi Kanth Reddy
th
Course Objective
At the end of the training session, all the participants will
be able to write down three areas that need to be
improved in their life while managing time and ways in
which they will address them.

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Defining Success
• Name a few successful people
• Name a few successful companies
• How do we know they are successful?
• Nobel Prize
• Fortune Global 500 Companies

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What matters?
• Measuring things
• How much business
• How much profit
• Scale of business
• Scope of usefulness
• Measuring is important

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 “One cannot even think of managing one’s time
unless one first knows where it goes.”
- Peter Drucker

“That which cannot be measured

cannot be managed.”

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Obesity & Time Management
• Obesity
• What types of food we eat?
• How much food we eat?
• What is needed for our body?
• What is to be replaced with
what?
• What new habits to start?
• Implement and review
• Become fit and loose weight
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• Time Management
• What do we spend time on?
• How much time we spend?
• What is your priority?
• Which works to avoid and
which to embrace?
• What new habits to start?
• Implement and review
• Become productive
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My Time Activity
• Use the My Time Worksheet
• List out all activities in a day along with time needed
• You have 5 minutes for the activity
• Add the times of all the activities you listed
• How many total hours you got?
• We either over estimate or under estimate our time

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One Week Time Logging – 96 x 7
• Assumptions vs Reality
• Time blocks – 15 minutes
• 24 hours – 96 blocks | 7 days – 672 blocks – a week
• Eion Musk – 5 minutes blocks
• 168 Hours by Laura Vanderkam

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Time and Priority Management
• How much time does everyone has?
• Is same thing important for everyone?

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On what should one spend time?
• Film director • Reading newspaper
• Entrepreneur • Watching Avatar Movie
• Scientist • Attending a StartUp meet
• Musician • Practicing sprints
• Sportsperson • Fitness routine
• Civils • Practicing musical notes
• Spend time with kith and kin
• Daily chores
• Have fun
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How to handle various tasks?

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Decision Matrix Activity
• Use Decision Matrix Worksheet
• Place your daily tasks in appropriate quadrants
• You have 5 minutes for this activity

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How to handle various tasks?
• Which tasks under
which quarter?
• Q1 – Do
• Q2 – Decide
• Q3 – Delegate
• Q4 – Delete

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Why Assess Your Time?
• Identify the time killers and eliminate them
• Reschedule your week
• Identify your productive blocks
• Pre-assign your productive blocks to most important
works
• Stick to the schedule
• Review periodically

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Time Management
• How to handle routine tasks?
• How to handle big tasks/projects?
• How to avoid interruptions?
• Why use technology?
• How to use technology?
• Being organized

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How to handle routine tasks?
• Pomodoro technique
• Blocks of 25 minutes without any distraction
• Followed by 5 minutes break
• After every 4 blocks take 20-30 minutes break
• Human tendency - we continue doing what we are
doing if we do it for 10 minutes

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How to handle big tasks/projects?
• Chunking
• Break project into smaller manageable chunks
• Pre-allocate blocks to smaller chunks in schedule

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How to avoid interruptions?
• Mobile mode - switch off / DND / silent
• Notifications off in PC / mobile
• Have a dedicated work place where you only do work
• Have dedicate time for emails, social media etc.

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Why use technology?
• We live in information age
• Bombarded with too many things
• Decision making becomes a challenge
• Technology eases the pressure off
• Cross platform and multi device options available now

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How to use technology?
• Mobile apps – Evernote, Google Keep
• To Do Lists / Sticky Notes
• Multi Platform Apps - ToDoIst

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Being Organized
• At home
• At college
• At office
• In Laptop
• In Mobile
• Email
• Social Media

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Being Unorganized – Some Facts
• 80% of the papers we file, we never refer to again.
• Typical US workers are interrupted by communications
technology every 10 minutes.
• The average American spends one year of their life
looking for lost or misplaced items at home and in the
office
• 23% of adults pay bills late and incur late fees because
they can’t find their bills.
• 80% of our medical expenditures are stress related
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How to Organize?
• List out – all things to be organized
• Eliminate – frame a rule and eliminate no matter what
• Group – categorize into groups
• Plan – based on groups create storage system
• Allocate – as per the characteristics
• Store – store things in allocated spaces
• Retrieve – have a document that helps with retrieval
• Keep a bin – that doesn’t fall into any existing category
• Review & Change - periodically
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Tools one can use
• 10 minutes rule – to do tasks which are difficult and not
interesting – extension is Pomodoro technique
• 2 minutes rule – do it right now
• Pareto principle – 80/20 rule – avoid perfectionism

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Personal Commitment
• Use the Personal Commitment Worksheet
• Three things you need to change in your life
• Write how you will address them
• Write name and date. Sign the handout.
• You have 5 minutes for the activity
• Keep it with you visible somewhere.

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Conclusion
• Time management is more about self management
• Driven by priority management
• Assessing time / logging time
• Scheduling time
• Importance of being organized
• Use Technology
• Pomodoro Technique / Pareto Principle / 10 Minute Rule
/ 2 Minute Rule
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 “Being busy doesn’t make sense
as long as you are not productive”

Thank You

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