Trainer's Notes
Trainer's Notes
Trainer's Notes
spending more time give him more returns. He prioritizes his task so that he
assigns himself specific deadlines, breaks large projects into small tasks,
and works on one section or task at a time, so that he is able to gain the
Time can be
productive manner and thereby helps the person, organization or the society.
• Doing something, which is non-productive and does not help anyone, can
lead to wasted-time.
• Time can also be killed when the person doesn’t have anything to do and is
• Limiting distracters
Time, being a finite commodity, cannot be recovered. Once it has gone, one
has even less time to do what he wants to do. Everyone has the same amount
of time available.
People generally complain of having shortage of time, yet some of them seem
to manage to get more done than others. To save time, one has to
• Prioritize tasks
- evaluating
- judgement
• Organize yourself
- diaries
- action lists
To prioritize tasks, one has to segregate them on time and values dimensions
• Time - this refers to how urgent the task. Does it need to be done
immediately or it can wait for sometime. Simply stated, is the task urgent on
non-urgent.
• Value - this refers to the importance of the task. Is the task important,
does it affect the life of people, and will it have an important impact on the
to prioritize them.
• Urgent or
• Non- urgent
• Important, or
• Unimportant
So, to prioritize tasks, one has to put the task into one of the four
important quadrants-
• Crises-Urgent ,important
Deals with both urgent and important work - crises or problems, people are
are good fire fighters. Most of the time, they are doing reactive tasks.
Deals with urgent but unimportant work. They spend most of their time
reacting to things that are urgent, assuming they are important. In reality,
the urgency of these tasks is often based on the expectation and priorities
Deals with non-urgent but important work. They lack in focus and lead a
totally irresponsible life. All their time spent depends on external factors.
Dealing with non-urgent but important work. It deals with long range
People tend to shelf these tasks thinking they are not urgent. Thus, making
• Flexibility
• Planner should be one's servant and not his master. It must be tailored
reach.
Step 3: Plan out your goal and how to achieve your goal
Step 4: Stick to your schedule and reward yourself when you complete all
your tasks/goals
• Socializing
• Telephone interruptions
• Meetings
• Unplanned visitors
• Excessive paperwork
• Lack of clarification
• Communication problems
• Lack of information
• Procrastination
• Poor scheduling
• Lack of self-discipline
• Crisis management.
• Going over the same ground twice because the person has forgotten
• Only achieving half of what one has planned for the day and not knowing
why
• Spending time looking for something in the wrong place because it has
• Doing things that need not be done at all is a very common way of wasting
time. One can produce things, needed, and one can also produce things, which
tempting, especially when it is work, one is good at. But if such tasks are not
deleted, then the person will have less time to devote to managing relevant
-having second thoughts when the things have already been done
-allowing interruptions
• Set goals
-help others understand what is happening and how they fit into the scheme
• Identify prioritizing
-essential tasks, task which the person himself should perform, tasks which
are pressing in their need for attention, but they may be trivial. They
• Think about the nature of the task -think how much time is taken upon
with executive activities and how much time is spent performing day to day
tasks.
• Planning -a process where you work out what you want to achieve, and
think about how you can achieve it. A good plan helps you focus on those
- take a few minutes each night to prepare a list for the next day
• Monthly Planning
- good for tracking deadlines for assignments, exam dates, special events
- allows you to see your schedule for coming weeks, so you can prepare for
a hectic week
• Weekly Planning
term goals
tasks
- one disadvantage - Cannot see what is coming in the next few weeks
• Not allowing time for flexibility - Last minute things can happen
• Avoid those people who always tend to talk to you while you are trying to
work
• Plan most important tasks when you have the most energy
ones first
• Drop tasks/activities that are not helping you move towards your goal
One should make pacing work for him, by doing the following -
• Set a timer to help reach the goal of completing the task in reduced time
ANNEXURE 3
setting watch, travel alarm. External deadlines are there to ensure the
success of a project. By working back from the deadline, the person can
watermelons; cut them into manageable chunks; work out a schedule for
with colleague and talking shop, clearing out briefcase, thinking about
• Lists can be made-lists of things, which must be, achieved today, lists of
mail, writing response on the original are some of the options that could be
explored .
assigning priority, and making sure he has the authority, reviewing progress
regularly.
lines, asking some-one to stay late, only when the work is urgent.
what time they called up besides asking them to leave their names and
numbers. Verifying with people that the things have been understood,
• Delegating work -discus why the work has to be done, what is precisely
USE THE QUESTIONNAIRE " DO YOU WORK EFFICIENTLY WITH OTHERS "
ANNEXURE 6
• Revising personal habits- thinking of everything one does from the time
he wakes up in the morning. Working out how the personal routine may be
losing one's time and thinking what one has to do to change the behavior.
work
USE THE QUESTIONNAIRE " DO YOU MAKE TIME FOR YOURSELF "
ANNEXURE 7
Organizing task is only half the job done. The other and equally important is
how the person handles those tasks. The way a task is done, or executed,
depends a lot on the person handling it. An unimportant, non-urgent task can
-doing now- nothing should be left for the last moment, the thing which
-doing soon-writing to finish job as early as possible. Doing the job soon
eases tension.
-filing-file all papers properly so that it is not lost, and finding them when
needed.
-worth doing-think that the work that is being done, will it benefit the
-can anyone else do it better-does the person have the required potential to
-if getting started is the hardest part-setting a designed time slot and
committing to it
-beating boredom by using mind-during lunch time and rest breaks, using the
or social ones)
• Work travelling-including travel to and from job as well as part of the job
• After this, taking each day and analyzing it in more general terms,
• Delegate
• Communicate effectively
• Don’t procrastinate