Most of the time we are caught up in trying situations and we find that lots of our time has gone and we finally comment as follows–
“Where has the time gone?”
“It was such a waste of time”
“The time just flew past.”
“(He) They took up so much of my time.”
“Where has the day gone?”
“It is a way of killing time.”
“He swallowed all my day today when I tried to convince him of my viewpoint.”
I need more time!
I want to enjoy my life more.
I’m always running around.
I never have time for myself.
My friends and family want more of me – but how do I give it to them?
I am always in crisis because I postpone, but I postpone because I am always in crisis.
But if we think carefully; the above language is inappropriate in defining our problem
Right language to define the time-related situation as follows:-
How did I use my time?
I wasted so much time.
I didn’t keep track of my time.
I really don’t know how to manage time
What Happens Who Fail to Manage Time
· Lose temper as a quantity of service builds up
· Always run short of time in completing the tasks
· Accomplish very little of what they want to do
· Do things haphazardly with no prior planning
· Work with reduced efficiency
· Take overload, forgetting physical health, mental peace
· Find no time for relationships, prayer, reflection, etc
Why Should We Learn Time Management?
· To effectively utilize the God-given time for the benefit of ourselves and others
· To organize our life properly
· To accomplish the short-term and long-term goals at the right time
· To not waste our time and other’s time
· To learn the art of working smarter, not harder
· To learn to manage our life without getting unnecessarily frustrated
· To balance PQ (Physical Quotient), EQ (Emotional Quotient),
. IQ (Intelligence Quotient) and SQ (Spiritual Quotient)
Four Generations of Time Management - Which is the best one?
Each generation of time management is having some specification which is depicted as follows:
First Generation of Time Management
1) Keep track of things you want to do with your time –
Eg. Write your report, Attend the meeting, Fix the car, Clean out the garbage, etc.
2) Characterized by simple notes and checklists.
3) If tasks are not accomplished, put them on your list for tomorrow.
There are recognition and inclusiveness to many demands placed on our time energy.
Second Generation of Time Management
1) Planning and preparation.
2) Characterized by Calendars and Appointment books.
3) Goal setting, planning, and scheduling future activities and events.
4) Make appointments, Write down commitments, Identify deadlines,
5) Reflects an attempt to look ahead, to schedule events and activities in the future.
Third Generation of Time Management
1) Planning, prioritizing and controlling
2) Clarifying your values and priorities.
3) Set long-, medium-, and short-range goals
4) Prioritize your activities daily.
5) Characterized by a wide variety of Planners and Organizers—electronic as well as paper-based—with Detailed forms for daily planning
Problems with the Third generation Time Management
From descriptions of the above generations, it appears that the third generation is the best. But no Sir !!
If we observe carefully there are many drawbacks involved in it as follows
a) The efficiency focus creates expectations that clash with the opportunities to develop rich relationships, meet human needs, and enjoy spontaneous moments on a daily basis.
b) The planners make people feel too scheduled, too restricted and turns off people reverting to first or second-generation techniques to preserve relationships, spontaneity, and quality of life.
Fourth Generation of Time Management – P/PC Model
Rather than focusing on THINGS and TIME, Fourth generation Expectations focus on preserving and enhancing RELATIONSHIPS and on accomplishing RESULTS – in short, on maintaining P/PC Balance
P/PC Model- To explain to this model there is a wonderful story. There was a hen who was giving daily one golden egg. The owner of the hen was becoming rich day by day. Once he thought that what if I cut the hen and become rich in one night? I will get rid of the trouble of feeding hen every day. Thus, he cut the hen, and unfortunately, she died, and then there was no more golden egg the next day onward.
This is the case with us. In the passion of accomplishing our passionate goals in our life, we get consumed so much that we really forget that we have some other needs also like physical needs, social needs, emotional needs, and spiritual needs.
Hence P-P/C Balance means Product (P) and Product Capability (PC) Balance.
As per this technique, we should take only those projects which match our Physical Assets, Financial Assets, and Human Assets. Otherwise, we will sure to break down and we will be like the foolish owner of the hen who is trying to cut the hen and dreaming to become rich in one night.
Following are some Million Dollar Success Formulas which depicts and reflects above P-P/C formula which is shared by very big and successful and of course happy businessmen when they were asked the following question
What is the one activity that you KNOW if you did superbly well and consistently would have significant positive results in your Personal life?
Following are surprising answers
1.Improving communication with people
3.Better planning and organizing
4.Taking better care of self
5.Seizing new opportunities
Case Study 1 – Ram Panic Worker
Ram is working as a middle-level supervisor in a Five Star Hotel, where he constantly deals with papers, issues, or people. Because of his long service and experience, Management always calls him whenever there is a crisis in practical situations.
Ram often says:
I need more time! I want to enjoy my life more.
I’m always running around. I never have time for myself.
I do not have even half a minute for myself, from eight in the morning to ten in the night. In this Hotel, everything is required to be completed by yesterday.’ Ram, you do this’ and ‘Ram you do that’. ‘Ram this is a crisis’ and ‘that is a crisis’. We need to keep twenty rooms ready by tonight. The food, flight tickets, personal attention, etc everything has to be arranged right away. It is an urgent and top priority. I tell you, everything in this place is very urgent. I only have to do everything myself. I am finished now!
My friends and family and children want my time and I consider them a nuisance to my job. I am ashamed to say I fight with my wife at least once in two days. But even if I want to give them time, where is it available?
I am always in crisis because I postpone, but I postpone because I am always in crisis.
There’s too much stress! There’s too much to do —and it’s all good. How do I choose? I always find important things left behind, and I am unable to complete them. What can I do?
This type of situation of rushing from one crisis to another crisis, dealing with whatever problem is on hand, is called Crisis Management or Fire Fighting.
Think for a few moments about the likely effects of this lifestyle upon Ram.
Ram’s Stress is generated in a Crisis situation. State of Mind dictates Endocrine glands to secrete into the bloodstream –
adrenaline hormones (during fear)
endorphins hormones (during joy)
Case Study 2 - Chief Executive of an MNC Mr.Singh – Fourth Generation Time Manager
Mr.Singh is the chief executive in an Rs.2000 crore company. He is the Managing Director at the age of 35. An MBA from IIMA and an engineering graduate from IIT Delhi, he is a dynamic management executive who has climbed fast in his career. Besides being intelligent, hardworking, and efficient in his work, he owes his success to effective time management. “I do in 24 hours, what others do in 48 hours,” says Mr.Singh with a glow in his eyes. Let us see how he manages his time during the week.
Mr.Singh gets up every morning by 5:00 am, brushes his teeth, toilet, and shave, and mostly takes a cold shower that freshens body and mind. Then he goes for a brisk walk followed by yogasanas that dissolve all the toxins created by the stress of city life; he also performs pranayam (breathing exercises) to balance the air and free one from all diseases. Then he performs ‘Mantra Meditation’ of Hare Krishna mahamantra which greatly minds elevating for an hour. It helps him drain off and go beyond all the petty problems of the world and experience divine bliss. At 7:00 am he sits with Bhagavad Gita for half an hour to learn the art of performing Karma yoga. After breakfast, he leaves for the company at 8:30 am.
While being driven to the office, which takes about 45 min, he browses through the business newspapers, marks important news that he would discuss with the relevant dept heads. Reaching office he spends 30 min with the Corporate Communication Director to know updates.
The next meeting is with his Personal Secretary. She briefs him on the messages and telephones and progress on the previous day's directions and orders. The issues necessary instructions, whom to call, what appointments to fix up, and what assignments to complete.
The next two hours are meetings with the different departmental heads. He gets a brief on what has happened in the last 24 hours and how the work is being planned for the next 24 hours. Problems and possible lines of action are discussed. He delegates the works to different departmental heads and forgets them for the day.
Till now he has not accepted any call. The Secretary knows that he is not to be disturbed unless the call is urgent or from someone very important. Now he is free to talk on the phone. The Secretary gives him the list of calls. He indicates the priority and she leaves the room. She has left the mail file. He goes through it while talking on the phone. By the time has finished with the file and the phones, lunch is ready. He eats lunch with the departmental heads. It is time to discuss the problems in a relaxed manner and settles inter-departmental problems.
Back in his room at two, he is ready to receive visitors. Outdoor meetings are also held during this time for which he goes out of the office. He also visits government officers, political leaders, and important clients in the afternoon. His coming back to the office is not certain. He may come. If he comes, he attends to the business that has emerged during his absence. He uses this time to plan for the coming days.
Normally he leaves the office by 6 pm. Back home, he spends an hour with kids. They normally eat their dinner by 7 pm and go to bed by eight. They have to go to school the next morning and so have to get up early.
Almost once or twice a week Mr.Singh has to go out for dinner with his wife for office-related or social or personal programs. He tries to be back before 10 pm so that he can go to bed before 11 pm. The routine is fixed generally, but he changes it according to the exigencies of work. But one thing is kept in mind—no time is wasted and every minute is utilized in such a way that he gets the best returns.
Mr.Singh knows the significance of family and never forgets to spend time with the children. His Saturdays are exclusively for his children. On Sundays, he goes with the family to ISKCON to eat out at Govindas Restaurant, join the festival, Darshan of Radha Krishna deities, Sunday school for children, attending kirtans, chanting and dancing with thousands of bhaktas visiting the Krishna temple. This soothes and lightens his heart. His wife and children have a great time with their family friends visiting the temple to talk and learn new things.
The secret of Mr.Singh’s successful Time Management
§ Prepare in advance, a Schedule for the next day
§ Plan more than what you think you can finish
§ Delegate some of your work to subordinates
§ Train others to take up a part of your load
§ Keep your Desk always clean
§ Don’t encourage unnecessary meetings
§ Save Time through Multitasking
§ Learn newer and ingenious ways to make your job easy (IQ)
§ Invest Time in Relationship building (EQ)
§ Invest Time in Physical well being (PQ)
§ Invest Time in Meditation on God (SQ)
4th Gen Time Management - The Fulfilment of Four Human Needs PQ – IQ – EQ – SQ
In fourth-generation Time management P-P/C formula these four factors PQ, IQ, EQ and SQ provides great energy-boosting methods described as follows-
Physical Quotient (PQ) - Regulated Exercise
Regulated Exercise keeps your body fresh, fit, and healthy
Exercise consumes toxins
By stretching various muscles, the pockets of tension are released; muscles get relaxed those were previously tight due to stress
Exercise gives positive signals to our minds and increases the feeling of well-being.
Emotional Quotient (EQ) – Invest in Relationships
Just like we get hungry for food, our mind gets hungry for relationships to fulfill our emotional needs. Hence, we need to invest a lot in building relationships, not in a selfish mood. But in the mood that how much I can contribute to other’s lives. This not only satisfies our mind but satisfies our inner need that is our heart.
Intelligence Quotient, IQ – Real Education
Education is to earn a living; Wisdom is to learn how to live
The first duty of a university is- To teach wisdom but not trade; To teach Character but not technicalities. - Winston Churchill
Intellectual education influences The head and value-based Education influences The heart.
Spiritual Quotient (SQ) – Mantra Meditation
Christ glorified the Lord’s holy name by saying “Our Father who art in Heaven, hallowed be Thy Name”
Guru Nanak prayed “In the ambrosial hours of the morning I meditate on the grace of the true name”
Muslims repeatedly chant the sacred name of God - “Allah”
Buddhists also practice repetition of the name of Lord Buddha (Namu Amida butsu)
Puranas say that the perfect and easiest means of deliverance of mind is Mantra Meditation
– Hare Krishna Hare Krishna Krishna Krishna Hare Hare | Hare Ram Hare Ram Ram Ram Hare Hare ||
I’ve noticed that as chanters progress from one level to deeper level, they become more realistic, more tolerant and more energetic.” - Dr. Donald R. Tuck, Associate Professor, Western Kentucky University
It is said that those who fail to plan; they plan to fail. Hence it is very important in this corporate world to plan to manage our time very properly. If we observe carefully and deeply; we will be surprised to know that the very factor TIME is person, it is not something impersonal. Because dead matter can’t add value to our life but a spirit can. This TIME person is very amazing. If you deal with him carefully, he is your great friend. If you handle it properly, he will expand for you. If you neglect him, you will miss a lot in your life. The mood with which you deal with this amazing friend, in same mood he will reciprocate with you.
Fourth Generation Time Management offers us perfect balance with P-PC Model, which means Product and Product Capacity Balance Model. Also in this system we can sharpen ourselfes by fullfilling our psysical, emotional, intellectual and spiritual needs. Thus we can make inner fulfilment and bring our drastic change in our own and other's lives.