1.
m nagaRAJU

2.
HAVE YOU EVER FELT?
nagaRAJU
I wish I had more time to finish my tasks
I am juggling too many balls
I don’t know where to go from here
It all is a mess
My poor management is affecting my life

3.
OBJECTIVES
nagaRAJU
 To acquire some effective planning skills
 To identify appropriate criteria for prioritizing tasks
 To recognize the difference between important and
urgent
 To learn some effective prioritizing skills
 To avoid time stealers

4.
WHAT IS PLANNING?
nagaRAJU
Planning is developing strategies to
accomplish goals.
Planning is deciding in advance what to do, how to do,
when to do and who is to do it. Planning bridges a gap
between from where we are to where we want to go.
- Harold, Koontz and O’Donnel

5.
PLANNING IS ESTIMATING & SCHEDULING
nagaRAJU
1. How much time does it take?
2. How much effort does it need?
3. Who make my team?
4. What is acceptable success?
5. What are the success criteria?
6. Is the timeline realistic and feasible?
7. Which tasks can be delegated?
8. What is the schedule / milestones?
9. What roadblocks could be anticipated?
10. Is there an alternate plan?

6.
PLANNING FOR SUCCESS
nagaRAJU
Success
Deal out your best effort
Develop a Strategy
Decide Priorities
Draft a To-Do List
Design an Action Plan
Decide a Goal

7.
ACTIVITY 1
nagaRAJU
A 5 10 6 3 Q 2 8 4 J K 9 7
7 5 10 9 J 3 2 4 8 Q K 6 A
Q J 9 6 3 A 7 8 4 5 K 10 2
6 4 7 A 10 2 Q K 5 J 8 9 3

8.
WHY PLAN?
nagaRAJU
 Get a clear focus & direction
 Improve efficiency & ensure success
 Promote better commitment, control and coordination
 Estimate accurately time and effort required
 Allow adequate preparation time
 Develop definite deadlines and milestones
 Eliminate / limit waste & duplication
 Helps to delegate, delete & reschedule
 Avoid decision dilemmas
 Establish measuring yardsticks
Proper Prior Planning Promotes Peak Performance

9.
WHY PLAN?
nagaRAJU
 Take time to make time
 Work to a purpose
 Identify and organise systems and resources
 Support others involved
 Avoid and manage stress
 Organise personal time
Sharpen your axe

10.
TYPES OF PLANS
nagaRAJU
Types
Breadth
Strategic Operational
Time Frame
Long Term Short Term
Frequency
Single Use
Multiple
Uses
Specificity
Directional Specific

11.
PLANNING PITFALLS
nagaRAJU
 Authenticity / adequacy of data
 Ignores creativity and intuition
 Conflict between short term competition and
long-term survival
 Rigidity against changing policies / dynamic
environment / external influences

12.
IMPROVING PLANNING SKILLS
nagaRAJU
 Force yourself to plan
(failing to plan is planning to fail)
 Write your thoughts down
 Uninterrupted planning time
(allow unhurried thinking time; plan tomorrow, tonight)
 Use post-it notes / highlighter
 Begin the day with plan review

13.
IMPROVING PLANNING SKILLS
nagaRAJU
 Visualize & anticipate problems
(Mentally rehearse the steps)
 Contingency plans
(preventive actions for people, material, mechanical failures)
 Schedule regular review meets

14.
FIRST THINGS FIRST
nagaRAJU

15.
MAKE A TO-DO MASTER LIST
nagaRAJU
Pull together everything you could possibly
consider getting done.
Don’t worry about the order, or the
number of items up front - financial,
personal or professional.
Allow your mind to be a strategy thinker
rather than a memory chip.

16.
MANAGING YOUR TASKS
nagaRAJU
Do
Delegate
Delay
Delete
Time saved is time earned.


?
X

17.
PRIORITIZATION
nagaRAJU
Do first things first.
Prioritization, as a process, is
evaluating a group of items and
ranking them in order of importance
and urgency.

18.
ACTIVITY 2
nagaRAJU
Ten Most Important Things
you would take to a deserted island
1. A spear
2. A fishing net
3. A match box
4. A knife
5. A flash light
6. An inflatable boat
7. A satellite phone
8. A sleeping bag
9. A rope
10. A sunscreen

19.
PRIORITIZING SKILLS
nagaRAJU
 Create a master "to do" list of every step
 Establish tasks by priority and sequence
 Identify critical tasks
 Differentiate between urgent and important
 Batch tasks in order of importance
 Eliminate unimportant, unrealistic tasks
 Go to work on one task at a time
 Review and make necessary adjustments

20.
WHY PRIORITIZE?
nagaRAJU
 To do more important things, more of them, more
often and doing them better
 To overcome ‘shortage’ of time
 To feel more effective and powerful
 To delegate, eliminate or outsource tasks
 To be motivated to do even more
 To think better, faster and more creatively

21.
PRIORITIZING
nagaRAJU
mnRAJU
Urgent Not Urgent
Important
Not
Important
1
Eliminate
2
Avoid
3
Reduce
4
Focus
Trivia
Time wasters
Chatting
Surfing
Watching cricket
Oversleeping
Interruptions
Distractions
Some e-mails
Popular activities
Planning
Health
Maintenance
Prevention
Relationships
Opportunities
Self growth
Crises
Emergencies
Deadlines
Pressing issues
Fire Accident

22.
ACTIVITY 3
nagaRAJU
Things that must get done
_________________________________________
_________________________________________
_________________________________________
Things that should get done
_________________________________________
_________________________________________
_________________________________________
Things I would like to get done
_________________________________________
_________________________________________
_________________________________________

23.
nagaRAJU
LowerPRIORITYHigher
Smaller SIZE Larger
Tasks:
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
 ……………….
ACTIVITY 4

24.
USE TECHNOLOGY
nagaRAJU
Electronic format is easily portable and accessible from
multiple devices.
(Calendar, Google Keep, One Note, Jorte, Mobile
Scheduler)

25.
DELEGATION SKILLS
nagaRAJU
 Effectively transfer tasks from you to others
 Progress from small to big; easy to complex
 Know your people’s talents and delegate intelligently
 Help others on your team learn new skills and grow
 Follow up, motivate and offer suggestions and support
 Trust others to be capable. Don’t underestimate their
potential. Expect many pleasant surprises
 Share what outcome is needed & expected standards
 Define limits of authority (hiring, spending etc)
 Agree on monitoring procedures, feedback and reports

26.
KNOW WHAT TO DELETE
nagaRAJU
 Everything on your list cannot be done
 Cut the unimportant tasks from the list
 Focus on top priorities in order of importance
 Dive in and be ready for anything
 Don’t spend too much time on one priority
 Enforce strict deadlines

27.
BE ADAPTABLE
nagaRAJU
 Stay focused
 Uncertainty is part of the game
 Priorities may change midway
(often when you least expect them to)
 Deal with changing priorities
 Decide if they are urgent or not

28.
MAINTAIN TRANSPARENCY
nagaRAJU
 Use management software & cloud service
 Share updated project schedule 24x7
 Share the risks, issues and problems with stakeholders
 Discuss problems honestly and realistically
 Brainstorm solutions & share ideas
 Appreciate and reward good contributions
 Know what to keep confidential (finance, contracts)
 Don’t be afraid to say “I don’t know”
 Don’t give ambiguous, uncertain answers
 Remember entire team wants the same outcome

29.
START SMALL, GO STEP BY STEP
nagaRAJU
Daunting tasks turn easy in instalments
Gradually increase size, duration, difficulty
Actions become habits
Habits become character
Schedule short, regular, frequent breaks
(25 mt activity + 5 mt break; 2 mt small task immediate attention rule)
Plan free time, plan fun

30.
DON’T PROCRASTINATE
nagaRAJU
It won’t be easier tomorrow
You won’t have more time tomorrow
Split the task into smaller units
Do a part of it today even if it is very small
Keep smaller target leading to the bigger one

31.
HOW LONG IS A MINUTE?
nagaRAJU
• Close eyes and bow
heads
• When you think
60 seconds has
passed,
raise your hand

32.
TIME IS ELASTIC
nagaRAJU
1. Clock time
2. Real time
Time and space are relative
 uniform
 relative

33.
OBSTACLES
nagaRAJU
Unclear Objectives Disorganization
Lack of Planning
Distractions
Personal Commitments
Inability
to say NO
Procrastination Indecisiveness
Professional Obligations
Stress & FatigueToo Many Things

34.
STRATEGIES TO OVERCOME
nagaRAJU
Set Goals
Use Waiting Time
Learn to Say No
Audit Your Time Prioritize Stay Organized
One at a Time
Celebrate Success
Use a Device

35.
nagaRAJU
Send your comments to
lionnagaraju@gmail.com
This slideshow is available at
www.slideshare.net/lionnagaraju
www.authorstream.com/tag/lionnagaraju