Self & Time Management_18-19 Aprx

8/10/2019 Self & Time Management_18-19 Aprx

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Volkswagen India Private Limited

Pune, India.

My Time for My Self My Time for My Self My Time for My Self My Time for My Self

Self & Time ManagementSelf & Time ManagementSelf & Time ManagementSelf & Time Management


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Agenda

What is Self and Time Management?

Managing yourself to Manage Time

Prioritization tools

Individual Goal setting

Overcoming Procrastination

Effective Communication

Self assessment Personal Action Plan (PAP)

Volkswagen Academy Page 2


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Lets know each other

Visiting CardVisiting CardVisiting CardVisiting Card

My Name

My Identify a figure which depicts you

My Aspiration Model/Diagram which shows my aspiration

You may use drawing, design, creativity No words & numericYou may use drawing, design, creativity No words & numericYou may use drawing, design, creativity No words & numericYou may use drawing, design, creativity No words & numeric



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The world forms its opinion of you primarily

From the opinion you have of yourself

Self EsteemSelf EsteemSelf EsteemSelf Esteem

Create an atmosphere where self-esteem can growFind time and leisure to explore and indulge in self

Self conceptSelf conceptSelf conceptSelf concept



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Self-image

The Three Selves:The Three Selves:The Three Selves:The Three Selves: Behavioral Experts emphasize the need to recognize theexistence of three selves that each of us possess

The Perceived Self:The Perceived Self:The Perceived Self:The Perceived Self: The person we know weare in private moments of total honesty.

The Presenting Self:The Presenting Self:The Presenting Self:The Presenting Self: The image we projector the face we show to the world.

The Desired Self:The Desired Self:The Desired Self:The Desired Self: The way we would like tobe. The person we wish to be.



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Creating your desired Image

How do I perceive myself? How I believe others perceiveme?

How I would like to perceivemyself?

How I would like others toperceive me?



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Why Self ???

An Inside out approach

SELFSELFSELFSELF

TEAMTEAMTEAMTEAM

ORGANISATIONORGANISATIONORGANISATIONORGANISATION



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My DreamVisionGoalDream

Vision

Goal



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SMART Goals

S - Specific

M - Measurable

A - Actionable - (Achievable)

R - Reviewable & Realistic

T - Time bound



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Goal Setting Exercise

My OverallMy OverallMy OverallMy Overall VisionVisionVisionVisionPersonal Goal

Professional Goal



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Guiding QuestionsGuiding QuestionsGuiding QuestionsGuiding QuestionsWhat do you want to achieve?

What is the final state you are striving for?

How do I want to see myself in the future?

What are the challenging situations around me, which need to beimproved



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Measures:Measures:Measures:Measures: How do you get there?

What kind of support do you need to reach your Goals?

What do you have to do to reach your goal (detailed description)



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Self Analysis

Where I am & Where I want to be? Where I am & Where I want to be? Where I am & Where I want to be? Where I am & Where I want to be?

Is nothing different than Is nothing different than Is nothing different than Is nothing different than

Who am I & who I want to be? Who am I & who I want to be? Who am I & who I want to be? Who am I & who I want to be?



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Johari Window

1. It is named after the first names of its inventors, JosephJosephJosephJoseph LuftLuftLuftLuft andHarryHarryHarryHarry Ingham.Ingham.Ingham.Ingham.

2. It is a communication window for giving and receiving informationabout your self

3. It is one of the most useful models describing the process of humaninteraction



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ArenaArenaArenaArena Blind spotBlind spotBlind spotBlind spot

ClosedClosedClosedClosed Dark areaDark areaDark areaDark area

KnownKnownKnownKnown Not knownNot knownNot knownNot known

KnownKnownKnownKnown

Not knownNot knownNot knownNot known

SelfSelfSelfSelf

OthersOthersOthersOthers

Johari Window



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KNOWLEDGEKNOWLEDGEKNOWLEDGEKNOWLEDGE

SKILLSSKILLSSKILLSSKILLS

ATTITUDEATTITUDEATTITUDEATTITUDE


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Managing Self Personal Effectiveness

7 Habits of Highly Effective People7 Habits of Highly Effective People7 Habits of Highly Effective People7 Habits of Highly Effective PeopleBy Stephen Covey



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Pune, India.

Habits Defined

A habit is the intersection of knowledge, skill and desire.

Knowledge is the what to do and why .

Skill is the how to do .

Desire is the motivation, the want to do.

Happiness is the fruit of the desire and ability to sacrifice what we want now for what we want eventually .



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7 Habits as defined by Stephen CoveyBe Proactive

Begin with the end in mind

Put first things first

Think win win

First seek to UnderstandThen to be Understood

Synergize

Sharpen the Saw



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Self



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Time ManagementTime ManagementTime ManagementTime ManagementAfterAfterAfterAfter effective Time Management its not about getting moreeffective Time Management its not about getting moreeffective Time Management its not about getting moreeffective Time Management its not about getting more

done, but rather its about getting the right things donedone, but rather its about getting the right things donedone, but rather its about getting the right things donedone, but rather its about getting the right things done


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Group Work

Derive to various dimensions of Managing Self to manage time.

15 Minutes



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Taking control of your day

3 step process to take control of your day3 step process to take control of your day3 step process to take control of your day3 step process to take control of your dayGetting organized

Prioritizing tasks

Identify the most valuable time of the day

Unless you value yourself, you will not value your time.Unless you value yourself, you will not value your time.Unless you value yourself, you will not value your time.Unless you value yourself, you will not value your time.Until you value your time, you will not do anything with itUntil you value your time, you will not do anything with itUntil you value your time, you will not do anything with itUntil you value your time, you will not do anything with it



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Time Management Personality Types

The key to time management is knowing ourselves, as we can'tactually "manage""manage""manage""manage" time

All we can manage is our own behavior



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The OverThe OverThe OverThe Over----CommitterCommitterCommitterCommitter

Your problem is you can't say 'No'. All anyone has to do is ask, and you'll

chair another committee, take on another project, or organize yet anothercommunity event.

You're so busy you don't even have time to write down all the things youdo!

TypicallyTypicallyTypicallyTypically seenseenseenseen - Hiding somewhere behind lot of work.



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The AvoiderThe AvoiderThe AvoiderThe Avoider

There is such as thing as being too "laid-back" - especially when it starts

interfering with your ability to finish tasks or bother to return phone calls. Getting to things when you get to them isn't time management; it's simple

task avoidance.

TypicallyTypicallyTypicallyTypically seenseenseenseen Accumulation of paper on desk/e-mailsin inbox.



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The ChatterThe ChatterThe ChatterThe Chatter boxboxboxbox

Born to socialize, you have astounding oral communication skills can't

resist exercising them at every opportunity. Every interaction becomes a long drawn out conversation

TypicallyTypicallyTypicallyTypically seenseenseenseen - Talking on cell phone.



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Time Management Personality Types

The FiremanThe FiremanThe FiremanThe FiremanTheTheTheThe OverOverOverOver----CommitterCommitterCommitterCommitter

TheTheTheThe AvoiderAvoiderAvoiderAvoider

TheTheTheThe Chatter boxChatter boxChatter boxChatter box

TheTheTheThe PerfectionistPerfectionistPerfectionistPerfectionist



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Urgent / Important matrix



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Quadrant IIQuadrantQuadrantQuadrantQuadrant IIIIIIII represents important but not urgent. This is where we spendquality time on the activity. Here is where we do long term planning, increaseour skills by reading, get into a professional course, discuss an issue to arriveon constructive solutions. However we all are struggling to find this time.Increasing time in the quadrant will increase our quality & efficiency.

MidMidMidMid &&&& LongLongLongLong RangeRangeRangeRange PlanningPlanningPlanningPlanning



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QuadrantQuadrantQuadrantQuadrant IIIIIIIIIIII is the reflection of Quadrant I, this represents urgent but notimportant. This is the quadrant of deception, the noise of urgency creates anillusion of importance & we all rush into action. Examples are Phone calls,meetings, drop-in visitors etc. fall under this category. We spend a lot of timehere under the impression that we are in Quadrant I, but realize at the end ofthe day that these are actually Time wasters.

JustJustJustJust asasasas soonsoonsoonsoon asasasas

Quadrant III



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QuadrantQuadrantQuadrantQuadrant IVIVIVIV is reserved for other activities which are neither urgent norimportant. Of course we shouldnt be there at all, but we are many times tossed

between Quadrant I & III and we find ourselves escape into Quadrant IV forsurvival. This may be misunderstood for recreation or taking a break from workfor a while but may not be the case always.

TriviaTriviaTriviaTrivia

Quadrant IV



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Barriers to Managing Time

Self AssessmentSelf AssessmentSelf AssessmentSelf Assessment



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Self Assessment1.1.1.1. GoalGoalGoalGoal SettingSettingSettingSetting To start managing time effectively, you need to set goals. When you know

where you're going, you can then figure out what exactly needs to be done, in whatorder. Without proper goal setting, you'll fritter your time away on a confusion ofconflicting priorities.

2.2.2.2. PrioritizationPrioritizationPrioritizationPrioritization ---- Prioritizing what needs to be done is especially important. Without it, youmay work very hard, but you won't be achieving the results you desire because what youare working on is not of strategic importance.

3.3.3.3. ManagingManagingManagingManaging InterruptionsInterruptionsInterruptionsInterruptions ----Having a plan and knowing how to prioritize it is one thing. Thenext issue is knowing what to do to minimize the interruptions you face during your day.There are phone calls, information requests, questions from employees, and a whole hostof events that crop up unexpectedly. Some do need to be dealt with immediately, butothers need to be managed.



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Self Assessment4.4.4.4. ProcrastinationProcrastinationProcrastinationProcrastination ---- "I'll get to it later" has led to the downfall of many a good employee.

After too many "laters" the work piles up so high that any task seems insurmountable.Procrastination is as tempting as it is deadly. The best way to beat it is to recognize thatyou do indeed procrastinate. Then you need to figure out why.

5.5.5.5. SchedulingSchedulingSchedulingScheduling ---- Much of time management comes down to effective scheduling of your time.When you know what your goals and priorities are, you then need to know how to goabout creating a schedule that keeps you on track, and protects you from stress. You not

only have to schedule priority tasks, you have to leave room for interruptions, andcontingency time for those unexpected events that otherwise create chaos with yourschedule.



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Pune, India.

Goal Setting

Power of writing your goal/target every dayPower of writing your goal/target every dayPower of writing your goal/target every dayPower of writing your goal/target every day - ---- Self Commitment

- Feeling of completion at end of day

- Clarity of direction



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Plan you work & work your plan

Some Time Management tipsSome Time Management tipsSome Time Management tipsSome Time Management tips-Make a list

-What MUST be done

-What SHOULD be done-What would you LIKE to do

-Cut out time wasting

-Learn to drop unimportant activities



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To-do List & daily plan

What does a ToWhat does a ToWhat does a ToWhat does a To- ---do list containdo list containdo list containdo list contain - Boss imposed task

- System imposed activities

- Subordinate / peer imposed activities

- Self imposed goals and activities


Steve Jobs once said You cannot mandate productivity. You mustSteve Jobs once said You cannot mandate productivity. You mustSteve Jobs once said You cannot mandate productivity. You mustSteve Jobs once said You cannot mandate productivity. You mustprovide the tools to let people become their bestprovide the tools to let people become their bestprovide the tools to let people become their bestprovide the tools to let people become their best


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Pune, India.

How does a to-do list look like


Urgent / ImportantPriority

Pure time estimate

Description of the activity


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My Wish My Day

I HAVEI HAVEI HAVEI HAVE to doto doto doto do I CAN/CANNOTI CAN/CANNOTI CAN/CANNOTI CAN/CANNOT dodododo I WANTI WANTI WANTI WANT to doto doto doto do

- What my roledemands

- What my Bossdemands

- What my timedemands

- What my environmentdemands

- What my desiredemands

- What my vision/goaldemands



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Pune, India.

Set goal to organize your self

You may spend 5 minutes searching for a misplaced file, another 5 looking

for an email detailing an important meeting, and perhaps 10 minutes morefinding today's to-do list, lost in the piles of papers on your desk.


lk d d


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Pune, India.

Structured Document Management

EffectiveEffectiveEffectiveEffective File ManagementFile ManagementFile ManagementFile Management Name of file (Hard file of folder oncomputer)

Work/Project Title/Documents/Finances/CostingSheet_210312.xlsx

Work/Ref Material/2012/VW Group Values_2003.pdf

Prioritizing your files for actionPrioritizing your files for actionPrioritizing your files for actionPrioritizing your files for action Set date & time for the file &versions of the files Training Schedule_180412_ver2.docx


V lk I di P i t Li it d


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Managing E-mails

The continuous interruptions in todays work scenario E-mail

Dont feel responsible to reply INSTANTLYINSTANTLYINSTANTLYINSTANTLYreply to all mails

EEEE----mailmailmailmail foldersfoldersfoldersfolders Name folders by person, by year/month, by project title.Create subfolders & set rules.

RulesRulesRulesRules ----

Check email at set times

Reading Email 2 minute rule

Avoid long e-mails




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Pune, India.

Avoid E-mails - When

Your message is extremely important or confidential

You need to deliver unpleasant news and do not want to appear coldor indifferent There is chance your written message would be misunderstood or

misread

You want to involve several people in your discussion call forteleconference. You have the risk of intimidating or turning off the reader with a

written message.

Email is not the right communication tool when quick responsequick responsequick responsequick response isneeded




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Use E-mails - When

Your want to deliver a message quickly, and speed of reply doesnot matter

You want to communicate directly with the decision-maker You want to avoid the cost of long distance phone calls or fax You want to deliver same message to multiple readers You are on a tight deadline




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What is Prioritization?

1. Prioritization is the essential skill you need to make the very best use ofyour own efforts.

2. It helps you to spend your time wisely, freeing you and your team upfrom less important tasks that can be attended to later or quietlydropped.

3. With good prioritization you can bring order to chaos and moveforwards successfully. Without it, you'll flounder around, drowning incompeting demands.




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Pune, India.

A B C D E Method

"A""A""A""A" item is defined as something that is very important. This is something

that you mustmustmustmust do"B""B""B""B" item is defined as a task that you shouldshouldshouldshould do

"C""C""C""C" task is defined as something that would be nice nice nice nice to do, but for whichthere are no consequences at all, whether you do it or not

"D""D""D""D" task is defined as something you can delegate delegate delegate delegate to someone else

"E""E""E""E" task is defined as something that you can eliminate eliminate eliminate eliminate altogether and itwon't make any real difference


AAAA BBBB CCCC DDDD EEEE


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Using the 80-20 PrincipleChoosing the Most Important Changes to Make

Priorities Results

1

2

3

4

5

6

7

8

9

10

1

2

3

4

5

6

7

8

9

10




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8 am 10 to 11am 1 to 2pm 3.30 pm 5.00 pm(Lunch Time)

P r o

d u c

t i v e

t i m e

Our productivity in the day varies with time, hence weshould prioritize our work accordingly.Activities like follow-up, phone calls can be kept post

lunch, good thinking, important work should be done inthe morning hours with a fresh mind.Note that this time graph may be different for everyone

Prioritizing work using personal time



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Managing Interruptions

Interruptions are random factors in your day.Interruptions are random factors in your day.Interruptions are random factors in your day.Interruptions are random factors in your day.

They will control you unless you control them.They will control you unless you control them.They will control you unless you control them.They will control you unless you control them.

Its your choice.Its your choice.Its your choice.Its your choice.




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The Telephone & Time Management

Tips Outgoing Phone Calls:

1. Keep your contact information updated with time-saving details

2. Plan your outgoing telephone calls.

3. Schedule your telephone calls

4. Book your outgoing telephone calls, if possible.

5. Make your outgoing telephone calls in "prime time




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The Telephone & Time Management

Tips Inbound Phone Calls:

1. Answer your telephone with a proper business phone greeting

2. Think and prioritize as you speak

3. Use techniques such as paraphrasing and summarizing to keep phone callson track.

4. Keep a message pad and writing implements by all your phones

5. Give your clients, colleagues and customers the email option.

6. Keep a written script of frequently asked questions (and answers) posted byyour phone.




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Pune, India.

5 simple techniques to manage / minimize theimpact of interruptions

1. Stand up for unannounced visitors

2. Keep focus on time (especially during meetings)

3. Stick to the point

4. Be firm but pleasant

5. Go to others offices/ cubicles



d


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Pune, India.

The Art of Saying No1. Do you habitually give in to other people because you just cant stand

the thought of upsetting them?

2. Do you put your needs to one side because you get a buzz fromsomeone elses happiness, only to find that he or she is not a bitgrateful?

3. If so, you are a classic "people pleaser," and you are, in all probability,not getting what you want out of life. Its time to shift the focus fromothers to yourself, and stop being a martyr..



P I di


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1.1.1.1. Value your time.Value your time.Value your time.Value your time.

2.2.2.2. Practice saying NO.Practice saying NO.Practice saying NO.Practice saying NO.

3.3.3.3. Dont apologize.Dont apologize.Dont apologize.Dont apologize.

4.4.4.4. Stop being nice.Stop being nice.Stop being nice.Stop being nice.

The Art of Saying No



Pune India


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Pune, India.

Tips on How To Say No to people makingdemands on your time


1. Just say, Im sorry. I can't do this right now.Im sorry. I can't do this right now.Im sorry. I can't do this right now.Im sorry. I can't do this right now.

2.2.2.2. Let me think about it and get back to you.Let me think about it and get back to you.Let me think about it and get back to you.Let me think about it and get back to you.

3.3.3.3. I cant do this, but I canI cant do this, but I canI cant do this, but I canI cant do this, but I can and mention a lesser commitment that you

can make.


Pune India


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Pune, India.

Art of saying No


NO + BECAUSENO + BECAUSENO + BECAUSENO + BECAUSE

eg: I cant attend that meeting at 3pm today, because I have toprepare and submit my report by 4pm.

NO + OPTIONNO + OPTIONNO + OPTIONNO + OPTION

eg: I am sorry. I cant take this call right now. But I will call / emailyou later (end of today).

NO + DELAYNO + DELAYNO + DELAYNO + DELAY

eg: Let me think about it and I will get back to you tomorrow

(this will buy you time so you can decide if what you are asked to do

is actually important for you right now or if you want to say no)


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ProcrastinationAre you in the habit of putting jobs off? Are you in the habit of putting jobs off? Are you in the habit of putting jobs off? Are you in the habit of putting jobs off?

These could be:

The boring or routine tasks that no longer challenge you

The difficult phone call or decision that needs to be made

A new job or project where youre unsure where to start

Facing up to the individual who is making life difficult for you

You know these jobs have to be done. Whilst recognising that it sometimespays to delay and weigh up the options, its amazing how much time, energyand creative thought go into putting jobs off.

Ask yourself what you are avoiding doing at the moment.



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Eat that FrogBook by Brain Tracy

Steps to achieve a good time managementSteps to achieve a good time managementSteps to achieve a good time managementSteps to achieve a good time management

1. Decide exactly what you want.2. Write it down . Think on Paper

3. Set a deadline on your goal

4. Make a list of everything that you can think of that you are going tohave to do to achieve your goal Set Milestones

5. Organize the list into a plan Prioritize

6. Take action on your plan immediately Do something. Do anything7. Resolve to do something every single day that moves you toward your

major goal Resist the temptation to clear up small things first.



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What do I delegate?

YES:YES:YES:YES:

Routine tasks and the associated authority Complete jobs to give a sense of achievement

Tasks that others could do better and possibly more effectively (Subject

Matter Experts)

NO:NO:NO:NO:

Ultimate responsibility for the task

Tasks without guidance

Unpleasant tasks which are really your responsibility



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DDDDecide When (and make an action!)

DDDDo It Now

DDDDelegate it

DDDDelete / DDDDump it

4D Formula for Delegation



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Summary

Believe it is possible to get more out of existing time

Writing down goals is the first important stepBreak down goals to tasks

Understand your most effective time zone

Create daily TO DO List for next 3 months

Prioritize & schedule tasks

Eat the frog first

Create processes on most of the tasks

Invest time to train someone & delegate in steps

Leave the habit of attending to everything that comes in front



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The One Minute ManagerThe One Minute ManagerThe One Minute ManagerThe One Minute Manager

AuthorAuthorAuthorAuthor ---- Ph.D. KennethPh.D. KennethPh.D. KennethPh.D. KennethBlanchard, M.D. SpencerBlanchard, M.D. SpencerBlanchard, M.D. SpencerBlanchard, M.D. SpencerJohnsonJohnsonJohnsonJohnson



Pune, India.


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Eat That Frog.. 21 greatEat That Frog.. 21 greatEat That Frog.. 21 greatEat That Frog.. 21 greatways to stop Procrastinationways to stop Procrastinationways to stop Procrastinationways to stop Procrastination

AuthorAuthorAuthorAuthor Brian TracyBrian TracyBrian TracyBrian Tracy



Pune, India.


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Personal Action Plan

Three things I will implement in my day-to-day personal & professional life from this Training



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Nothing is worth more than thisday.
