TIME MANAGEMENT

1. What is stress:- Stress can be defined as any type of change that causes physical,
emotional or psychological strain. Stress is your body's response to anything that requires
attention or action. Everyone experiences stress to some degree. The way you respond to
stress, however, make a big difference to your overall well-being.

2. What dose inability to plan ahead and stick to goals

means:-
The ability to manage your time effectively is important. Good time management leads to
improved efficiency and productivity, less stress, and more success in life. Here are some
benefits of managing time effectively:

i) Stress relief

Making and following a task schedule reduces anxiety. As you check off items on your “to-do”
list, you can see that you are making tangible progress. This helps you avoid feeling stressed
out with worry about whether you’re getting things done.

ii) More time

Good time management gives you extra time to spend in your daily life. People who can time-
manage effectively enjoy having more time to spend on hobbies or other personal pursuits.

iii) More opportunities

Managing time well leads to more opportunities and less time wasted on trivial activities. Good
time management skills are key qualities that employers look for. The ability to prioritize and
schedule work is extremely desirable for any organization.

iv) Ability to realize goals

Individuals who practice good time management are able to better achieve goals and
objectives, and do so in a shorter length of time.

List of Tips for Effective Time Management

After considering the benefits of time management, let’s look at some ways to manage time
effectively:

i) Set goals correctly

Set goals that are achievable and measurable. Use the SMART method when setting
goals. In essence, make sure the goals you set
are Specific, Measurable, Attainable, Relevant, and Timely.

ii) Prioritize wisely

Prioritize tasks based on importance and urgency. For example, look at your daily tasks
and determine which are:
  Important and urgent: Do these tasks right away.
 Important but not urgent: Decide when to do these tasks.
 Urgent but not important: Delegate these tasks if possible.
 Not urgent and not important: Set these aside to do later.

iii)Set a time limit to complete a task

Setting time constraints for completing tasks helps you be more focused and efficient.
Making the small extra effort to decide on how much time you need to allot for each task
can also help you recognize potential problems before they arise. That way you can
make plans for dealing with them.

For example, assume you need to write up five reviews in time for a meeting. However,
you realize that you’ll only be able to get four of them done in the time remaining before
the meeting. If you become aware of this fact well in advance, you may be able to easily
delegate writing up one of the reviews to someone else. However, if you hadn’t
bothered to do a time check on your tasks beforehand, you might have ended up not
realizing your time problem until just an hour before the meeting. At that point, it might
be considerably more difficult to find someone to delegate one of the reviews to, and
more difficult for them to fit the task into their day, too.

iv)Take a break between tasks

When doing a lot of tasks without a break, it is harder to stay focused and motivated.
Allow some downtime between tasks to clear your head and refresh yourself. Consider
grabbing a brief nap, going for a short walk, or meditating.

v) Organize yourself

Utilize your calendar for more long-term time management. Write down the deadlines
for projects, or for tasks that are part of completing the overall project. Think about
which days might be best to dedicate to specific tasks. For example, you might need to
plan a meeting to discuss cash flow on a day when you know the company CFO is
available.

vi) Remove non-essential tasks/activities

It is important to remove excess activities or tasks. Determine what is significant and

what deserves your time. Removing non-essential tasks/activities frees up more of your
time to be spent on genuinely important things.

vii)Plan ahead

Make sure you start every day with a clear idea of what you need to do – what needs to
get done THAT DAY. Consider making it a habit to, at the end of each workday, go
ahead and write out your “to-do” list for the next workday. That way you can hit the
ground running the next morning.

Implications of Poor Time Management

Let’s also consider the consequences of poor time management.

i) Poor workflow

The inability to plan ahead and stick to goals means poor efficiency. For example, if
there are several important tasks to complete, an effective plan would be to complete
related tasks together or sequentially. However, if you don’t plan ahead, you could end
up having to jump back and forth, or backtrack, in doing your work. That translates to
reduced efficiency and lower productivity.

ii) Wasted time

Poor time management results in wasted time. For example, by talking to friends on
social media while doing an assignment, you are distracting yourself and wasting time.

iii) Loss of control

By not knowing what the next task is, you suffer from loss of control of your life. That
can contribute to higher stress levels and anxiety.

iv)Poor quality of work

Poor time management typically makes the quality of your work suffer. For example,
having to rush to complete tasks at the last minute usually compromises quality.

v) Poor reputation

If clients or your employer cannot rely on you to complete tasks in a timely manner, their
expectations and perceptions of you are adversely affected. If a client cannot rely on
you to get something done on time, they will likely take their business elsewhere.

3. why one suffers from loss of control of his/her life:-

When something like that happens, it often feels as though our own
emotions take control of us. We say we got provoked, a button was “pushed,” and we
lost charge. Self-control seems difficult in those moments. But is it, really

More importantly, even when we cannot mold our emotional lives to our liking, we can
control our actions. You may not be able to immediately make yourself feel less angry
or hurt or elated, but you can decide how to act given the way you feel. There is, after
all, a big difference between, say, a somnambulist sleepwalking or a person who has
lost his or her mental capacities as a result of Alzheimer’s disease, and someone driven
by emotions. In the first two cases, people truly are not in control (and the law
recognizes this), but in the third, they have quite a bit of control, though perhaps, not as
much as they would have in a cool hou

I wish to suggest here that the reason it seems difficult to take charge is that we simply
don’t want to do it. The problem lies inside our own will. We fail to take charge because
we want the opposite of control: We want to fully give in.

This situation is quite unlike that of overcoming ordinary obstacles. When facing
obstacles, we have a goal, but we cannot achieve it because the world refuses to
cooperate. Say you want to move to Florida, but you cannot persuade your family to
move, or you want to unlock the door, but the key is stuck. You really do want to move
to Florida or unlock the door, but you can't.

The case with self-control is quite different from these other cases. It's not that you want
to control yourself but you cannot. Quite the opposite: While in the grip of a strong
emotion, you want to be ruled by the emotion you feel

The Urgent Important Matrix is great for a wide spectrum of coaches from career,
executive and business coaches to life, parent and spiritual coaches. You can also use
The Urgent Important Matrix with youth and anyone disorganized to help them be more
focused. It also makes a compelling experiential tool to use in a workshop or webinar,
and remember to use it for yourself too.
4. what is the role of urgent –important matrix:-

Using a simple grid, this

powerful matrix defines tasks according to their importance and urgency.

 Quadrant 1: Crises - URGENT and IMPORTANT

 Quadrant 2: Goals and Planning - NON-URGENT and IMPORTANT
 Quadrant 3: Interruptions - URGENT and NOT IMPORTANT
 Quadrant 4: Distractions - NOT URGENT and NOT IMPORTANT

What do we mean here by Important and Urgent?

 Urgent Tasks cause us to react. Crucially, we stop what we're currently doing to work on
the urgent task instead.
 Important Tasks lead us towards our overall mission or goals. These key actions often
require planning, organization and initiative.

Quadrant 1: Crises or "Important AND Urgent" Tasks

What: Tasks that fall into this quadrant include deadlines, urgent meetings, pressing
problems, crises and fire-fighting.

This can be anything from an overdue project or report to customer complaints, a severe
bottleneck or broken business process right through to a burst pipe or a health issue like a
toothache that hasn't been dealt with!

How we feel: When we spend a lot of time in this quadrant we become stressed and
burned out.

Goal: Minimise time spent in this quadrant by prioritizing, planning and delegating ie.

spending more time in Quadrant 2.

Coaching Tips
 Your clients may need help identifying and clarifying their priorities—and to brainstorm
ways to schedule chunks of time for these important tasks.
 You may also find the "Big Rocks" Coaching Exercise helpful where they identify and
focus on completing their "big rocks" first before working on the pebbles and sand which
otherwise fill up their lives.
 Note that if your client is in a line management or service-based role, they'll spend more
time in the "Crises" quadrant than a strategic or project manager. But there
are always improvements to be had by spending more time in Quadrant 2 below—
perhaps carving out time to build relationships, put in systems and processes, and
delegating.
Quadrant 2: Goals and Planning or "Important and Non-
Urgent" Tasks

This Magic Quadrant is like surfing a wave. Stay on top of important things,
make good progress and don't allow crises to develop!

What: This is your MAGIC quadrant! Also called the big picture quadrant, these actions
move us towards our big goals and projects. They could include planning, relationship and
team-building, issue prevention and risk-assessment and even health and recreational
activities that help us maintain balance in our lives like a dentist appointment or booking a
plumber.

How we feel: When we spend a lot of time in this quadrant we feel calmer and under
control, we deal with most issues before they arise and are likely to have solid support from
others. All of this means fewer crises to manage later which is good for our clients, their
careers AND the organizations they work for.

Goal: Help your clients maximise the time spent in this quadrant.

Coaching Tips
 Help your clients set specific time aside to plan, build relationships, prepare for problems
and look after their health.
 Ask them specific questions to help them see how planning and preparing will save them
time and effort in the long run.
 Many people resist time spent planning and preparing, preferring instead to be 'doing'.
For these clients, you could also share the "Action Priority Matrix" Tool which helps
people identify which activities and tasks give them maximum results for the least effort.
Quadrant 3: Interruptions or "Urgent and Not Important"
Tasks
What: Tasks or activities in this quadrant interrupt or take us away from our important tasks.
This could be anything from co-workers stopping by for a chat, unnecessarily checking your
email, answering the phone to other people's interruptions and unimportant meetings.

How we feel: When we spend a lot of time in this quadrant we feel like we're not achieving
much or getting anywhere. Often, as a result, we react to others unpleasantly and feel
stuck, frustrated and stressed out.

Goal: Minimize the amount of time in this quadrant by reviewing and prioritizing task lists
and focusing on high importance tasks first.

Coaching Tips
 Clients may need help to say no and question or delegate other people's interruptions.
 If your client spends a lot of time in this quadrant, you may also find keeping
an interruptions log helpful. Help clients identify patterns, understand the source of
their interruptions and come up with an action plan to reduce and minimise intrusions.

Quadrant 4: Distractions or "Not Urgent AND Not

Important" Tasks
What: Time spent in this quadrant are distractions from the tasks at hand. They can range
from excessive or irrelevant email or phone calls from friends, social media usage to any
activity we use that wastes time and avoids necessary work. These distractions lead to us
being late, not finishing projects or tasks on time and can leave us tired, stressed and
unable to be effective.

In our personal lives things like excessive TV or internet surfing at home can also fall into
this category. At an extreme, too much time spent in this quadrant can lead to negative self-
talk, depression and even people being fired!

It's important to note that some distractions can leave us feeling energized—in measured
doses. So we're not saying people have to be focused all the time, just that to make best
use of time we need to be aware of when, where and how often—and for how long—we
distract ourselves.

Goal: Eliminate time spent unconsciously in distractions. Then use the time reclaimed from
this quadrant to boost other areas.

Coaching Tips
 If your client spends a lot of time in this quadrant, get them to write a list of all their
distractions and how long they spend on each one, recording this over a week time
period. Then when they add up the total time spent they may have a 'helpful' shock...
 Also I recommend to get clients focused on goals they're inspired about. And these
should be big and exciting enough to take priority over a 'distraction'.
 You may also like to help clients with a "Not To-Do List". This coaching tool asks clients
to write down a list of things NOT to do and helps them review and come up with a
supporting action plan.

5. why we should stay away from long gossip and long

tea/lunch break at office:-
Gossip in the workplace is a particular problem. In a busy working environment, you can
have a solid mixture of tension, stress, and various personalities all thrown in together. The
assortment can breed great success, but it can also take a turn for the worse. Office gossip
can ruin an otherwise excellent community.

6. Why we should set time limit:-

If you put constraints on work, you can be more creative and productive. You need to limit work
when you get less than 8 hours of sleep. Once relationships also deteriorate, make sure to have
time for friends. However, do not compromise your career for your personal life to thrive.

Make sure you give the appropriate time for each part of your life. First, get clear on non-
negotiable things and make sure you hit these. Don’t think that work-life balance is impractical
or non-ambitious people. Having a work-life balance can even make you more productive as a
worker.

If you burn yourself out with work even, you can have diminishing work returns. When you
work past 55 hours, your productivity and efficacy go down. People who work 55 hours are more
likely to have heart attacks and stroke. Then, nurture the skill of being unproductive so we’re
rejuvenated.

Rest is the foundation of productivity and sleep is most important with this. Your days start the
night before when you should get good sleep to recover. Without good sleep, you won’t have the
stamina to be effective tomorrow. Then, much like athletes, make sure you’re getting 8-9 hours
of sleep.

If you stick to a certain deadline, you make better work decisions for it. A deadline will push you
to accomplish only the most important things. After knowing what the big tasks are, schedule
these right away on paper. If you don’t schedule your important tasks, you may never get to
these.

If an employer demands lots of your time, take control of what you can. Do your best to optimize
your schedule and work around your boss’s desires. You may also sit down with your boss on
expectations to be output-driven. Most bosses just care about results, so promise these to control
your time.

Have a conversation stating you can deliver results in your timeline. Time in the seat is only a
proxy on if the work is getting done anyway. The time you put into working is not even a good
indicator for good results. Then, promising results can let you control your time for yourself
more.

Assignment on Time Management is presented by Ippsita panda,

Papiya Biswas, Debabrata singha

THANK YOU