Comprehensive Training Curriculum on Time Management, Prioritizing, Productivity and Procrastination Training PPT

What is this slide for: How do we Unconsciously Waste Time?

This slide covers: This slide explains ways people unconsciously waste time. Some of these are small task addiction, unnecessary meetings, procrastinating and precrastinating, working on the wrong priorities, multitasking, doing other people’s work, etc.

Instructor’s Notes:

Ways people unconsciously waste time are as follows:

• Small Task Addiction: Completion bias affects many of us. It feels good to complete a task, prioritizing work that we can easily delegate. However, prioritizing small tasks may result in deferring more "meaningful" complex tasks that provide us with a sense of accomplishment and purpose
• Unnecessary Meetings: People probably don't need to attend a meeting if they don't contribute or learn anything new. Meetings are necessary, but they are overused in far too many workplaces. It's one of the most time intensive forms of business communication available, especially when you consider the preparation, potential delays and overrun time and post-meeting emails
• Procrastinating and Precrastinating: The act of postponing decisions or actions unnecessarily is known as procrastination. It is typically caused by a person's inability to self-regulate behavior. Procrastination is generally unintentional and irrational, which means that people procrastinate even when they know it is bad for them and want to stop. Rushing into tasks too quickly, often wasting time and effort that could have been saved, is known as "precrastination."
• Working on the Wrong Priorities: People are not making the best use of their time unless they work on their most important tasks. Many of us waste time due to poor prioritization, working on tasks that make us feel busy but do not help us progress
• Multitasking: Diverting attention between too many tasks at once can also reduce net productivity. Context switching has a cognitive cost, and it takes time to refocus each time you switch to another task, lowering the quality of thinking
• Doing Other People’s Work: While delegation and support are essential for effective team collaboration, one should not do someone else's work as a matter of routine. It is a waste of time if a task does not serve its own goals and responsibilities
• Passive Work: Time spent in knee-jerk responses to emails, messages, and phone calls makes us feel busy. Still, we aren't necessarily moving important work forward, and these passive, often unforeseen tasks don't lend themselves easily to a measurement of "progress."

What is this slide for: Strategies to Increase the Level of Productivity

This slide covers: This slide explains common strategies to increase the level of productivity. These are: One-on-One meetings; focus on Focus; Continuous motivation; Avoid multitasking; Avoid time-wasting activities; Use productivity apps; Review goals daily; Set reminders; Start wellness programs, and Embrace simplicity.

Instructor’s Notes:

• One-on-One Meetings: Unlike group meetings, one-on-one meetings are considered a more efficient and effective tool for productivity. Such meetings help in building team loyalty and also strengthen the relationships between leaders and the teams
• Focus on Focus: An individual should give undivided attention to tasks at hand. Focusing on task helps train your mind, eliminate distractions, and increase productivity
• Continuous Motivation: Motivating your team by understanding what is essential for each person is another crucial element of productivity. Discovering the right balance between intrinsic and extrinsic motivation is the key to achieve highest productivity levels
• Avoid Multitasking: It is essential to avoid multitasking at work or in real life. It is always considered a better strategy to work on one thing at a time, as multitasking will overload you reduce productivity
• Use Productivity Apps: If a person otherwise finds it difficult to measure and boost productivity, it is advised to use technology apps. Some of the apps are Slack, Dropbox, etc.
• Avoid Time-Wasting Activities: While working from home or office, multiple distractions act as productivity killers to your planned schedule. Minimizing such tasks should be considered a priority. These tasks can be in the form of meetings without any clear agenda, unwanted e-mails, social media, procrastination etc.
• Review Goals Daily: Setting goals does not mean anything if they are not constantly reviewed and revised on need. Parameters can be decided to review goals continuously and modify them whenever required
• Set Reminders: Setting reminders and establishing smart calendars can help you organize your tasks better and improve your overall productivity. An individual can set alerts for tasks at the team as well as individual level
• Wellness Programs: Wellness Programs encompass the mental as well as physical health of a person. Working on the overall wellness of a person will improve the productivity levels of a person
• Embrace Simplicity: Having a plan with clearly defined steps and outcomes can help people stay on their goals and prepare them for immediate success