Time Management | Soft Skills | Skills Training | TutorialsPoint
Summary
TLDRThis tutorial emphasizes the importance of time management for leaders and individuals seeking work-life balance and career success. It covers topics like effective time management, planning, prioritizing, using time logs and to-do lists, identifying time wasters, and understanding the Pareto Principle. The video distinguishes between being busy and being productive, introduces the Urgent and Important Matrix, and offers strategies to overcome procrastination and manage time better.
Takeaways
- 🕒 **Time is Universal**: Everyone gets 24 hours a day, and the difference in productivity lies in how effectively time is managed.
- 📈 **Importance of Time Management**: Effective time management is crucial for success in both personal and professional life.
- 📋 **Prioritization**: Understanding and prioritizing tasks is key to managing time well.
- 📝 **Productivity Journal**: Keeping a daily log of activities can help in tracking and improving time management.
- 📅 **Planning Ahead**: Planning tasks the night before can help in utilizing the subconscious mind for better organization.
- 🎯 **Focus on Few Priorities**: Being productive involves focusing on fewer priorities rather than trying to juggle multiple tasks.
- ⏰ **Time Blocking**: Allocating specific time slots for tasks can lead to better focus and productivity.
- 🚫 **Avoid Multitasking**: Focusing on one task at a time leads to higher quality work compared to multitasking.
- 📉 **Pareto Principle**: Apply the 80/20 rule to focus on tasks that yield 80% of the results with 20% of the effort.
- 🛑 **Tackling Procrastination**: Overcoming procrastination is fundamental to effective time management.
Q & A
What is the main focus of the video tutorial?
-The main focus of the video tutorial is time management, covering topics like effective time management techniques, planning and prioritizing, understanding time logs and to-do lists, identifying time wasters, and learning about the Pareto Principle and the Urgent and Important Matrix.
Why is time management important for a world-class leader?
-Time management is important for a world-class leader because it helps in achieving a good work-life balance, prioritizing tasks, and being productive, which are essential for success in both career and life.
What is the significance of the Pareto Principle in time management?
-The Pareto Principle, also known as the 80/20 rule, suggests that 80% of results come from 20% of efforts. In time management, it emphasizes focusing on the vital few tasks that yield the most significant outcomes.
How does the Urgent and Important Matrix help in time management?
-The Urgent and Important Matrix categorizes tasks into four quadrants: urgent and important, important but not urgent, not urgent and not important, and urgent but not important. It helps individuals prioritize tasks by focusing on those that are important but not urgent to prevent them from becoming urgent crises.
What is the difference between being busy and being productive?
-Being busy often means having multiple priorities and constantly being in motion, while being productive involves focusing on a few key priorities and delivering quality work. Productive people are more strategic in their approach, often leading to better outcomes.
Why is maintaining a productivity journal suggested in the tutorial?
-A productivity journal, or time log, helps individuals track their daily activities and prioritize tasks. It aids in planning, reflecting on accomplishments, and understanding how time is spent, which is crucial for effective time management.
What are the steps to create an effective to-do list as mentioned in the tutorial?
-The steps to create an effective to-do list include capturing everything that needs to be done, prioritizing tasks using the ABC method, estimating the time required for each task, and marking off completed tasks to stay motivated.
How can the technique of 'chunk, block, and tackle' help in managing overwhelming tasks?
-'Chunk, block, and tackle' involves breaking down large projects into smaller, manageable tasks, setting specific time for each chunk, avoiding interruptions during these periods, and focusing on one task at a time to prevent multitasking.
What are some ways to overcome procrastination as discussed in the tutorial?
-Ways to overcome procrastination include deleting unnecessary tasks, delegating when possible, doing tasks immediately if they can be completed within 15 minutes, breaking large tasks into smaller parts, seeking advice when needed, setting clear deadlines, rewarding oneself for completed tasks, and removing distractions.
What are common time wasters and how can they be avoided?
-Common time wasters include interruptions, disorganization, poor planning, perfectionism, taking on too many responsibilities, excessive socializing, and not valuing one's own time. To avoid them, one should focus on clear objectives, organization, effective planning, delegation, setting boundaries for social activities, and respecting one's own time.
Outlines
🕒 Introduction to Time Management
The paragraph introduces the concept of time management as a crucial skill for successful leaders and individuals seeking a balanced life. It outlines the topics to be covered in the tutorial, including effective time management, planning and prioritizing daily tasks, the importance of time logs and to-do lists, identifying time wasters, and understanding the Pareto Principle. The speaker emphasizes the need for time management to achieve a good work-life balance and to be productive.
🔍 Understanding the Difference Between Busy and Productive
This section discusses the distinction between being busy and being productive, highlighting that they are not synonymous. It explains that productive people focus on fewer priorities and are selective about their commitments. The paragraph also introduces the concept of a productivity journal, which is a time log of daily activities, and explains how to use it effectively by planning the night before, prioritizing tasks, and crossing off completed tasks.
📝 The Importance of To-Do Lists
The paragraph emphasizes the importance of to-do lists in managing time effectively. It outlines a step-by-step approach to creating a to-do list, which includes capturing everything that needs to be done, prioritizing tasks using the ABC method, estimating the time required for each task, and marking off tasks once completed. The section also introduces the concept of 'chunk, block, and tackle' for managing large projects by breaking them down into smaller, manageable tasks.
📈 Prioritizing Tasks Using the Urgent-Important Matrix
This section introduces the Urgent-Important Matrix, a tool for prioritizing tasks based on their urgency and importance. The matrix is divided into four quadrants: urgent and important, important but not urgent, not urgent and not important, and urgent but not important. The paragraph explains the significance of each quadrant and advises focusing on quadrant two (important but not urgent) to avoid tasks becoming urgent.
🔑 The Pareto Principle and Tackling Procrastination
The paragraph discusses the Pareto Principle, also known as the 80/20 rule, which suggests that 20% of efforts yield 80% of results. It highlights the benefits of focusing on the most impactful tasks. Additionally, the section provides tips on overcoming procrastination, including deleting unnecessary tasks, delegating, doing tasks promptly, following the 15-minute rule, breaking tasks into smaller parts, seeking advice, setting clear deadlines, rewarding oneself, and removing distractions.
🚧 Overcoming Barriers to Effective Time Management
The final paragraph identifies common barriers to effective time management, such as unclear objectives, disorganization, lack of planning, disruptions, and taking on too many responsibilities. It stresses the importance of valuing one's time and having the necessary skills to manage time well. The speaker concludes by reiterating the importance of time management for success and encourages the audience to apply the concepts learned in the tutorial.
Mindmap
Keywords
💡Time Management
💡Prioritization
💡Productive vs. Busy
💡Pareto Principle
💡Urgent/Important Matrix
💡Procrastination
💡Time Logs
💡To-Do List
💡Chunking
💡Time Wasters
💡Delegation
Highlights
Introduction to time management as a key module for personal and professional success.
Agenda for the time management module, including effective time management techniques.
Importance of understanding where time is wasted to manage it effectively.
Explanation of the Pareto Principle and its significance in time management.
Discussion on the difference between being busy and being productive.
Benefits of time management, including reduced stress and increased productivity.
The importance of creating a productivity journal for effective time logging.
How to maximize the use of a productivity journal by planning the night before.
The significance of prioritizing tasks and using a to-do list.
Steps to create an effective to-do list, including capturing everything and setting priorities.
Technique of chunking, blocking, and tackling to manage large projects.
The concept of the Urgent and Important Matrix for prioritizing tasks.
Details of the four quadrants in the Urgent and Important Matrix.
The 80/20 rule by Pareto and its application in focusing on high-impact tasks.
Ways to tackle procrastination with practical tips and strategies.
Barriers and obstacles to effective time management, such as unclear objectives and lack of planning.
Understanding time wasters and how to avoid them for better time management.
Final thoughts on the value of time and the importance of effective time management.
Transcripts
Hello everybody welcome to this video
tutorial on tutorials point today our
topic is a very interesting module and
one of my personal favorite it is called
as time management well if you want to
be a worldclass leader have good work
life balance and generally want to be
successful in your career and in your
life this is a module that you need to
pay a lot of attention
on well the agenda today is what we're
going to be covering in this module of
time management some of the subtopics
are effective time management learning
how to plan and prioritize your day
properly importance of time logs and
to-do list and how they help you manage
your time better identifying our time
wasters and time robbers well it's
important to know where exactly we are
wasting our time because unless we don't
know that we not going to be able to
manage our time properly so we will
understand that understanding the Paro
principle of 80 by 20 this is a very
important concept which was coined by Mr
een hover and he has explained to us how
this Paro principle of 80 X20 works well
we are also going to talk about the
Urgent and important Matrix this in uh
interesting concept was coined by Mr
Steven K and he has made us understand
the importance between urgent and
important tasks being busy versus being
productive so these are what we are
going to cover today in our module let's
get
started well everyone gets 24 hours in a
day nobody gets more and nobody gets
less so why is it that some people are
always struggling to manage their time
are always running Pillar To Post and
always trying to squeeze in so much in
their 24 hours still having no time fors
themselves at the end of the day these
people complain I don't have time on the
other set we have another group of
people who are able to manage all their
time very very properly they are able to
prioritize they are able to plan and
they able to accomplish everything in
the day's time at the end of the day
they have a lot of time for themselves
and are always productive the difference
between these two set of people is the
latter set of people are always kind of
people who have learned the technique of
time management and that is the reason
why we having this module on time
management to help us become productive
and be good at our
work why do we need time management well
there are lot of benefits associated
with being able to manage your time
properly and once we know what these
benefits are we are definitely going to
strive to be better with our time
management so let's understand what
these benefits of time management
are the most important benefit is time
management helps you to save time well
time is money in today's day date time
lost will never come back again will it
so time saved is equal to money
earned time management helps you to
reduce stress we are so stressed out in
today's life why because we squeeze into
too much into our day without realizing
whether we are able to manage our time
to all these different tasks that we
have squeezed in so it helps you to
stress free yourself time management
helps us to function effectively be a
constructive and and a productive worker
at our
workplace it helps to increase our work
output it helps us have more control
over our job responsibility so we are
actually able to really function well be
a productive team member with our
employees it helps you to prioritize it
helps us to plan our task better know
what to do first and know what to do
last so scheduling our priorities is
something that will be a great benefit
of time management
it helps us to get more done in less
time and isn't that what we all strive
for we all have so much to do and so
little time it helps you to do less in
amount of
time it helps us to give good quality of
work and we all should strive for
quality work rather than just finishing
off our task and doing more multiple
tasks quantity is not so good but
quality is always
better helps us to discipline ourself
and and last not the least it helps you
to make sure that you deliver what is
Promised these are some of the benefits
of time management and I'm sure
listening to all this you would
definitely want to learn how to save
time how to manage your
time now there is a very interesting
concept A lot of people feel that they
are busy and they're also productive
well busy does not mean being productive
busy and productive are two different
things you might say I'm very busy doing
something but when someone asks you what
are you busy doing there is a question
mark on your face and you are really not
sure what are you busy doing but you
tend to want to be busy so what is the
difference between being busy and being
productive let's understand that a
little in detail being busy there are
people who have multiple priorities they
will have numerous priorities for
themselves whereas productive people on
the other hand they only focus on few
priorities they would rather focus on
lesson number of things rather than
filling their days with too many things
busy people always respond with a yes
they will never say no for a task or an
activity whereas productive people on
the other hand always think twice before
they say a yes to
somebody busy people when they are
working they will keep all the doors
opened so anybody can disturb them
interrupt them which is not a good thing
on the other hand productive people when
they are at work they will CL close all
the doors they will never let you
interrupt them or make them you know
understand what that
is keeping talk about how busy they are
busy people always keep on hopping I'm
very busy doing this and that well on
the other hand productive people they
don't go on hopping about how busy they
are they let the the results speak for
themselves and isn't that always a
better
option busy people are multi taskers
they will do numerous amount of things
or lot of things at one point of time
they will multitask whereas productive
people they will only concentrate on one
important task or one important goal now
let's understand according to research a
mind if it is focused on too many things
at the same time you will not deliver
quality work in any of those task
because your mind is in different
different task however if you focus on
one particular task task or goal and
able to finish that that's always a much
better option so we should always strive
to do this rather than
this well busy people they always ask
for advice on the other hand productive
people they take real actions and they
get the job done rather than only asking
people for advice they do that but at
the same time they do the work they work
on their actions rather than only
talking to people about advices and
suggestions so what what we are trying
to say in this particular slide is
always strive to be productive rather
than only being
busy now one of the very important way
of uh you know managing our time is
being able to create something which is
known as a productivity Journal now
productive Journal is nothing but a Time
log of your day-to-day activities what
you do in your entire day's time right
from the time you get up to the time you
retire to bed at night so let's
understand the productive Journal we
should have two journals one for
personal and one for professional it's
important to bifur these two journals
always label it with the time the time
of the day the date and your name on the
journal prioritize your first three
tasks it's very important to jot down or
to write down what you want to
accomplish your first three priorities
of your day it's important to use your
productive journal every day don't just
use it once and then let go of it for
the next 15 days and then open your
Journal again it's something that I
would want you to work on every single
day of your life and that's the Crux of
managing your time
properly well how do you maximize using
your productivity Journal it's important
to plan the night before now the reason
why I say plan the night before is
because when you sleep at night your
subconscious mind is the most alert at
that point of time and whatever you feed
into the mind at that time stays with
you till the morning hours hence it's
very important plan your task the night
before rather than doing it after
getting up in the
morning prioritize your task when we
talk about prioritizing what I'm really
trying to say is that understand what
task needs to be done first and what
time needs to be done second third and
so on and so forth prioritizing your
task is very important and we will throw
a lot of light on it later on in the
module cross off completed task there is
nothing more accomplishing or motivating
than putting a tick mark in your
productive Journal saying that you have
finished this task it gives you mental
satisfaction and yes there is a hormone
which gets released whenever you feel
motivated and proud and that's
important carry over unfinished task if
for some reason you have not been able
to complete a particular task in a day
it's okay does not matter you can carry
it over the next
day this is again a very important way
of managing your time better having
to-do list now to-do list is a concept
which most of us really know about but
have we really practiced it is a
question I would want you to ask
yourself to-do list are very important
to make sure that all your tasks get
captured completed within a specific
point of time in your day the reason why
we say to-do list is important important
is because you are able to write down
everything and know what all other
things you need to do in a day there is
a step-by-step approach and I would
really want you to follow this whenever
you are making a to-do list so let's
understand what are these four steps
which will help us make a too list step
one capture everything you need to do
however small or big the task is doesn't
matter you capture everything on a piece
of paper writing down everything that
needs to be done small or big doesn't
matter the second step is follow ABC
method of priority now when I say follow
ABC method what I'm really trying to say
is all those task which you feel are
most important just write a in front of
them which you feel are lesser important
write B in front of them and whatever
you feel is the least important write C
in front of them this way you have
prioritized your task which you have
written down for yourself step three is
you need to write down how long does
each and every step take now what I
would want you to do is try to
understand that each task needs a some
time that you need to give to that
particular task so what is the time you
want to give to that you need to write
in front of that if it's going to take
an hour's time half an hour's time 2
hours time you need to write that down
the fourth step is as I mentioned
earlier tick when the task is done it is
very motivating to know that you have
have accomplished so much in a day it's
motivating isn't
it this is again a very important way of
managing your time chunk block and
tackle now when we are faced with a very
huge project that we need to do it is
very overwhelming for us it is something
that we get scared of or have afraid of
fear and apprehensions such a big task
how am I going to do it well you have
something with which is known as chunk
block and tackle this will help you
manage your overwhelming task and get it
done how do we need to do we need to
break down the project if it's a big
project break it down into smaller
manageable tasks that will help you get
started second set time for a specific
task those small tasks that you have you
know kind of motivated down for yourself
try to have a set amount of time that
you will take to complete each task
avoid interruptions when you have
blocked or rather chunked of small small
pieces of task always have a small set
of time that you will assign to each
each task and also try not to get
interrupted during that when you are
focused on something please give your
100% to it avoid phone calls avoid
emails avoid technology try to just be
focused on that one task and
tackle one task at a time as I mentioned
before don't multitask if you focused on
one task it gets completed much
better next we are going to talk about
how to prioritize your time well time
management is not only about learning
how to manage time it's about learning
how to manage yourself in relation to
the time and this particular concept has
very beautifully been shared with us by
Mr een hover Mr een hover has told us
that it is important to understand how
to prioritize your time with something
which is known as a urgent important
Matrix let's understand what is urgent
important
Matrix well what is urgent and what is
important is there a difference between
these two terms or are they similar well
if you don't do the important task they
become urgent and that's something that
we want to avoid we want to avoid being
in a urgent zone so let's start doing
the important task before they become
urgent here we are going to talk about
four quadrants quadrant one which is
urgent and important quadrant two which
is important but not very urgent
quadrant three which is not even urgent
and not important and quadrant four
which is urgent but not important let's
understand a little in detail about what
these four quadrants are
now the first quadrant urgent and
important meaning meaning you are always
running to manage your pressing problems
it's a crisis situations you're running
for projects meetings trying to
accomplish everything in a day and that
is when you are in this quadrant urgent
and very important for you the second
quadrant is important but not urgent now
what do we mean by important but not
urgent these are certain task which you
need to make sure you do in time before
they become ENT so some things like
preparation prevention value
clarification planning your life your
goals your vision relationship building
spending quality time with your family
members going out for vacations
Recreations Etc these are not very
important things but yes they are
important if you give yourself the time
to be in this Zone quadrant 2 is very
very essential and important to be in
now quadrant 3 is not important but it
is urgent for some people while you are
at your desk working you might get some
interruptions some important mails to
send some important uh phone call which
comes in your way well these are things
that we want to avoid why because they
are Urgent for some other people but you
start wasting your time in this quadrant
because you give a lot of attention to
these pressing problems meetings some or
the other report what which needs to be
sent Etc so try avoid being in this
quadrant quadrant number four is not
even urgent and not even important one
of the most important activity which I
would say in today's time is the social
media we are so busy with our WhatsApp
with our Facebook Instagram Twitter Etc
we spent so much of time in these
activities that half of our day is
completely filled with these and then we
don't have time for our urgent and
important tasks so any junk mails some
phone calls our time wasters and Escape
activities are really not helping us
much manage our time when we are in this
particular Zone we are only and only
wasting our important time of the day by
filling it with these activities now out
of all these four quadrants if you
really want to manage your time well be
in quadrant number two which is
important but not urgent once we start
being in quadrant 2 we will learn how to
man manage our life and our time much
better we are next going to talk about
our paros principle which is the 80 X20
rule Mr Paro came up with this
particular concept which is known as
Paro principle way back in the
1900s well what he's really trying to
say is focus on 20% of your actions
which will reap 80% of the results the
par principal says put your efforts
where they will make the most difference
most of us try to accomplish too much in
a day rather accomplish the important
things in a day which only call for 20%
of those activities which will actually
help you to reap a lot of benefit which
is 80% well even if you look back into
Times back people who actually own 20%
of the land make 80% of the money so try
and understand focus on only those task
which are only 20% important which will
actually give you 80% of the
result benefits of 0/20 well it helps
you to identify the most important task
or problems which you need to take care
of secondly it helps you to concentrate
on your strength now we all know what
our strength and weaknesses are so it
helps you to concentrate on those
activities which you enjoy doing and
which you love to do so concentrate on
your strengths it helps you in undivided
Focus now when you know what you have to
do you try to focus your attention your
100% attention on that activity and
lastly you use the tools which are most
needed resources like time energy money
everything is needed for this particular
20% of your actions so it helps you in
that these are certain benefits of the
80 X20 rule I would really strongly
recommend start using the par Principle
as well as the Urgent important Matrix
if you want to manage your time a little
better well what we are going to cover
now is one of the most fundamental of
time management which is learning how to
tackle procrastination now
procrastination means not being wanting
to complete a particular task setting it
off for some other time date month or
year saying that you want to complete
the more pleasurable task rather than
the unpleasurable task wanting to do the
less important or urgent things rather
than the Urgent and important things so
human beings by Nature are very lazy and
careless and they don't want to do
things at that particular time how do we
tackle procrastination is something
which will help you really manage your
time and life
better well we have certain tips and
tricks to share with you which will help
you tackle procrastination there are
nine ways in which you can actually
overcome this habit of procrastination
and let's understand what these nine
ways are the first one is delete it well
if you feel a task is just getting
carried over again and again another day
another time another week it's better to
delete that task because it is not meant
to be you're not meant to do that task
rather better delete it from your
list the second way is delegate now
delegation is a very important way of
managing your time delegate that
particular task to somebody who has a
time and resource and the intelligence
to do that particular task delegation
works very very well if you want to be a
successful leader
the Third Way is do it just do the task
finish it off rather than thinking
planning finish it off and just do
it the next way is follow something
which is known as a 15minute rule now
what this means is when you have a task
in hand think it over in your mind if
you are able to complete it within 15
minutes just complete it that very time
do not delay it or do not procrastinate
it just within 15 minutes finish it off
the next thing is chop it up well as we
mentioned before if there is a
overwhelming big project which you need
to do and you're really wondering where
do I start from well chop it up into
smaller bits and pieces and that's where
you will be able to manage doing this
particular
task next is asking for advice a lot of
times we procrastinate a particular task
or work because we don't have the expert
knowledge of how do we go about doing it
so ask for advice
do a research ask seniors or ask your
leaders who will help you give you that
recommended advice which will help you
do that task rather than procrastinate
it the next way of dealing with
procrastination is have clear set
deadlines most of our task gets
procrastinated because we have not
assigned a clear deadline so assign a
deadline to your task because that will
help you overcome this
procrastination the next one is
rewarding yourself well nothing is more
motivating than rewarding yourself give
yourself a nice Pat on your back saying
that well you have accomplished this
particular thing it's motivating and
it's really good for your self-esteem
and self-confidence so next time you
finish off a task reward yourself the
next way is remove distractions when you
are focusing on a very important and
Urgent task for yourself there might be
a lot of interruptions distractions
please it's a a request avoid these
distractions just focus on your work
well by following these nine ways of
overcoming procrastination you are one
step closer to managing your time much
better now when we talk about time
management there are definitely going to
be some barriers some obstacles which
will not let you manage your time well
what are these obstacles and barriers
let's understand not having clear
objectives so unclear objectives really
lead to lack or less of time management
because you don't know where to get
started you don't know what to do or
what not to do so have clear directions
have clear objectives why you want to do
that particular task the next is being
disorganized nothing can be more
irritating and annoying than being
disorganized wherever you are whether at
work or at your home always have your
table and your area organized well if
you are organized you able to get more
done in less and number of time
lack of planning if you do not plan you
will never be able to schedule your task
probably so always have good planning
and
prioritization avoid disruptions and
interruptions that's one of the major
ways of effective time management when
you're are able to avoid any kind of
interruption in your day focus on your
task That's essential and
important the next part of our module on
time management is understanding what
are our time wasters we waste so much
time within our 24 hours you will not
believe it but yes it is true we waste
80% of our day on activities which are
not really productive and taking us
towards where we want to be well this is
something which we are going to cover on
time management understanding our time
wasters so avoiding interruptions and
distractions poor planning not able to
plan well
perfectionalis expecting too much too
per perfectness trying to do everything
yourself and that's where we falter
because we are not able to identify
where to delegate the task or where not
to delegate the
task taking on too many responsibilities
taking on too much on yourself which is
not a great thing to do crisis
management yes too much of socializing
we tend to socialize too much during our
day try to do too many things meet too
many people spend too much time with our
friends and family which might not
really help you solve the problem of
time management not valuing your own
time if you don't value your time nobody
else will value your time and lack of
skills well these are certain areas or
certain problems which will creep up
which are your time wasters and time
robbers once we know how to deal with
all of these things we are one step
closer to managing our time
better well I would like to only
conclude by saying that time is equal to
money time spent or time lost will never
come back again learn how to prioritize
learn how to schedule your priorities
learn how to manage your time better if
you want to be a world class leader if
you want to be successful in your life
manage your time well well I hope you
have enjoyed listening to our video
tutorial on time management and I hope
you will practice all that you have
learned here thank you very much for
listening to us bye-bye
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