Time & Stress Management

Increase value of personal effectiveness

Meaningful, Important, Planned Work, Reduce
Stress & Manage Time Effectively
 What is Time Management?
The key is in not spending time, but in investing it.
-Stephen R. Covey

Time management is the act or

process of planning and exercising
conscious control over the amount
of time spent on specific activities,
especially to increase effectiveness,
efficiency or productivity.

HR Learning & Development 3

Why Time Management is Important?
Balancing Three Kinds of
Organizational Time

• Boss imposed time

• System imposed time
• Self imposed time
 Boss Imposed Time

• If you always agree

with your boss, one of
you is not necessary
System Imposed Time
Starting with Subordinate
Imposed Time
Planting Discretionary Time
 One Minute Goal Setting

80/20 Rule: 80% of your really important

results will come from 20% of your goals
One Minute Appreciation
One Minute Reprimand/Re-Direct
One Minute Manager
 Never to Forget to Reassure,
Reprimand and Reassurance Go Hand in Hand
Why One Minute Goal Setting Works

Hire a Winner,
They Are Costly and Hard To Find
Actions to Milestone
Hurdles to Milestone
Why Praising Is Effective
Why One Minute Reprimands Works

Immediate feedback

The subordinate ‘hears’ the

feedback-handling one
behavior at a time seems
more fair and clear to them
 Steps to Manage Time

1 2 3

Set Goals Make a Revise your

1. Goals should be schedule plans
specific and
concrete 1. Highlight due 1. Revise and alter
dates plans to adjust your
2. Set short as well schedule in case of
as long term goals 2. Work backwards
from deadlines unforeseeable
3. Use goals to set events
priorities 3. Plan your weekly
schedule
Time Management Is Related To Personal Management & Activities

Urgent Not Urgent

Important
Q1 Q2

Not Important
Q3 Q4

Try To Focus On Q2 And Avoid Q4

Meaningful & Planned Activates Do Not Create Stress

Un Planned Planned

Have Want
Meaningful
To To
Do Do

Meaningless Don’t Planning

Want To
To Do Fail

Introduce Planning In Life To Release Stress

 Un Planned Planned
STRESS Urgent Not Urgent
JOY

(Q1) (Q2)
Meaningful Have Want
Important To To
Do Do

Meaningless (Q3) (Q4)

Not Important Don’t Planning
Want To
To Do Fail
 Activity Urgent
1 Sleeping
X
2 Watching a live cricket match

3 Gossip
X
4 Exercise
X
5 Seeing a particular car coming from the opposite side while
driving from one city to another on a divided highway

6 Seeking forgiveness from your spouse

X
7 Hugging your child
X
8 Going to a sale which is ending today

9 Seeking forgiveness from God X

 Activity Urgent Important Quadrants

1 Sleeping
X Q2
2 Watching a live cricket match Q1
3 Watching a live cricket match
X Q3
4 Gossip
X X Q4
5 Exercise
X Q2
6 Seeing a particular car coming from the
opposite side while driving from one city
/X Q1 / Q3
to another on a divided highway

7 Seeking forgiveness from your spouse

X Q2
8 Hugging your child
X Q2
9 Going to a sale which is ending today
/X Q1 / Q3
10 Seeking forgiveness from God
X Q2
 Link Between Q4 and Q1
Important Urgent Not Urgent

Q1 Q2
Important

Q3 Q4
Not
Interaction of the GK Book with the To-Do Lists

Scan every Master To-Do List DS (Appointments)

Year

Scan every Current Year To-Do

Month List
The GK
Current Month To-Do Book
Scan every
Week List

Scan every Current Week To-Do

Day List

Today To-Do List

The Pareto Principle
The 80/20 Rule
Rewards Efforts

20%

80%
 The Pareto Principle

What Should You Do?

 The Pareto Principle
Action Exercises
18 Minutes
 18 Minutes
In the Morning

Per Hour

In the Evening
The Pomodoro Technique
Work 25 min

4 Small Break 5 min

1 Work 25 min

Small Break 5 min

Work 25 min
3
2 Small Break 5 min

Work 25 min

Big Break 20min

The Pomodoro Time Distribution: Minutes
 The Pomodoro Technique

How Does it Help?

The ABC Method
 The ABC Method

Action?
Benefits of Time Management

Achieve a more balanced life

Achieve work-life balance

Meet deadlines & Prevent stress

Boost productivity
Benefits of Time Management

Ensure progress towards goals

Increases focus on task

Minimize procrastination

Boost self confidence

Benefits of Time Management

Career planning

Create and recharge positive energy

Recognize and deal with time wasters

Improve concentration and efficiency

Deterrents of Time Management
Inability to
Delegate

Management
Procrastination
by Crisis

Inadequate Telephone
Planning Interruptions
Deterrents of Time Management

Drop in Visitors

Personal
Meetings
Disorganization

Inability to Say Lack of Self

No Discipline
Deterrents of Time Management

Paperwork

Cluttered
Unfocused
Workspace

Not Setting or
Misfiled
Sticking to
Information
Priorities
If You Fail in Time Management;

What it Cost?
Stress
What is Stress?

46
What is Stress Management?
Symptoms of Stress

48
Causes of Stress

49
 Why Should We Manage Stress?
3.5
Peak Performance
Level of Performance

2.5

1.5 Decreasing Performance

Increasing Performance
1

0.5

0
0 1 2 3 4 5

Level of Stress
50
 Why is Stress So Bad?

• Burnout
• Depression
• Anxiety
• Feeling Hopeless

51
Dealing with Stressful Situations
Stress Management Strategies

Avoid Adapt
the to the
Stressor Stressor

Alter Accept
the the
Stressor Stressor
Stress Management Strategies

Avoid Unnecessary Stress

Stress Management Strategies

Alter the Situation

Stress Management Strategies

Adapt to the Stressor

Stress Management Strategies

Accept the Things You Cannot Change

 Tips to Manage Stress

1.Take out time for

exercise and relaxation

57
 Tips to Manage Stress

2.Get a good night’s

sleep and eat well

58
 Tips to Manage Stress

3. Build a
supportive
network,
take time
out with
family and
friends

59
 Tips to Manage Stress

4. Learn to ask for help

60
Tips to Manage Stress

5. Learn to say no
to things and
people who are
not important
nor urgent
61
 Tips to Manage Stress

6. Convert negative thoughts into

constructive, positive thoughts

62
Tips to Manage Stress

7. If things get out of

control, seek
professional help

63
 Tips to Manage Stress

Maintain a stress journal

8. to monitor what triggered

your stress and how you
coped with it

64
 Tips to Manage Stress

9. Take Responsibility
 Tips to Manage Stress

10. Learn better

communication skills
 Tips to Manage Stress

11. Avoid Pitfalls

 Tips to Manage Stress

12. Prioritize
Thank You