Why Time Management

Discuss your responses with the larger group to explain the significance of time management.
Discuss the Shared Services Outsourcing model and how working along several time zones is important for the Shared Services Center.
Prompt participants to come up with some aspects and relate them back to here.
 Planning and goal setting
 Managing yourself
 Dealing with other people
 Your time
 Getting results
The first 4 Interconnect and Interact to give the 5th one – Results
Differentiate between Urgent and Important task
Urgent task
 Assume importance as they demand immediate attention
Important Task
 May become urgent if left undone
 Usually have a long term effect
To judge importance vs. urgency, gauge tasks in terms of
 Impact of doing them
 Effect of not doing them
Main aim of prioritization is to avoid a crisis
We must Schedule our Priorities
as opposed to
Prioritizing our Schedule
Time Management quadrants
1. Urgent and Important – Do Now
2. Not Urgent and Important – Schedule on your calendar
3. Urgent and Not Important – Delegate, Automate or Decline
4. Not Urgent Not Important – Delegate, Automate or Decline

Urgent
Not Urgent
Important These activities usually get done  Crises  Pressing problems  Deadline – driven projects These activities are high impact. Make them a priority  Preparation Activities  Relationship Building  Recognizing new activities  Planning, Recreation
Not Important These activities are deceptive – don’t confuse urgent and important. Minimize these  Interruptions  Adhocs  Proximate, pressing matter  Popular activities Wastages  Trivia  Time asters  Pleasant activities
Urgent
Not Urgent



Why Time Management?
1. True or False? Time can be stored.
a. True
b. False
2. True or False? Time is perishable
a. True
b. False
3. True or False? Time management is required both at individual level and organizational level.
a. True
b. False
4. True or False? Activities should be judged basis Urgency and Importance
c. True
d. False


Team Exercise
Categorize the below items in the Time Management Quadrant
1. Wildly important goal
2. Last minute assignments from boss
3. Busy work
4. Personal health
5. Pressing problems
6. Crises
7. Planning
8. Time wasters
9. Professional development
10. Win-win performance agreement
11. Too many objectives
12. Vital customer call
13. Major Deadlines
14. Unimportant pre scheduled meetings
15. Meaningless management reports
16. Coaching and mentoring team
17. Low priority email
18. Other people’s minor issues
19. Workplace gossip
20. Exercise
21. Needless interruptions
22. Defining contribution
23. Aimless Internet surfing
24. Irrelevant phone calls


It is important to manage time.
 To manage time one must:
- Prioritize
- Define Urgency
- Define Importance