Introduction Name Company Designation

Introduction ¬ Name ¬ Company ¬ Designation ¬ How long have you been with the organization? ¬ How did you come to know about Timelenders? ¬ Jr. High School/ Matric: ¬ High School/ F. A/ F. Sc: ¬ Graduation/Post Graduation ¬ Hobbies ¬ Your expectations out of this course 3

Training Norms and Guidelines for the Participants ¬ Timings ¬ Mobile/cell phones ¬ Questions & Answers 4 -8

Training Norms and Guidelines for the Participants ¬ Timings ¬ Mobile/cell phones ¬ Questions & Answers 4 -8

Training Norms and Guidelines for the Participants ¬ Timings ¬ Mobile/cell phones ¬ Questions & Answers ¬ Workshop Language ¬ Design of the folder ¬ Getting the most out of this workshop ¬ Reference manual vs. textbook ¬ Quizzes ¬ Guests 4 -8

General instructions ¬ Pre-workshop questionnaire ¬ Names for certificates ¬ Blank sheets ¬ Name on the manual ¬ Valuables ¬ Regulating cooling ¬ Soft copies of the presentation available on website ¬ Assistance 9 -10

Ahmed Kashtiello Dependable Undependable Trustworthy Irresponsible Responsible Careless Organized Inconsiderate towards others Respectable towards others 19

Activity Estimated Time Flight time 5: 30 pm Arrive at the airport 4: 00 pm Travel to the airport 30 minutes 3: 30 pm Taking the luggage from 10 minutes 3: 20 pm Shower and getting ready 20 minutes 3: 00 pm Packing up 20 minutes 2: 40 pm the home and loading up the car and taking the car out of the garage. 20

Worksheet: Approximate Time Estimation of a journey Determine the point of departure, point of arrival and the estimated time that it takes you from the point of departure to the point of arrival. Journey (Home to office, home to the workshop location, etc. ): ____________________________ Point of departure (Drawing room, dining room, etc. ): ____________________________ Point of arrival (Office desk, seminar room, etc. ): ____________________________ Estimated time (A): ____________________________ 22

Worksheet: Correct Time Estimation Journey name: Point of departure: Point of arrival: Home to Office Drawing room Office workstation Breakdown of steps Time estimation 1 Drawing room till the ground floor of the building 1. 5 min. 2 Ground floor to the car in the parking lot 1. 0 min. 3 Drive to the company’s location 4 Searching for parking and parking the car 5 From the parking to the office building 1. 25 min. 6 Ground floor to the office workstation 2. 0 min. 12. 0 min. 4. 0 min. Total 21. 75 min. 23

Worksheet: Correct Time Estimation Journey name: _____________ Point of departure: ______________ Point of arrival: _____________ Estimated Time (A): ______________ Breakdown of steps Time estimation 1 2 3 4 5 6 Total estimated time (B) % off = (difference between A & B) X 100 = A 24 _____ %

Buffer “This is the margin of time incorporated into an activity which accounts for delays that can be anticipated. ” 21

Pony

Ponies of not keeping Buffer • I / Me • Then What (will happen) • So What ?

1. If you were to look back at your life now, would you like to say that you have tried to create a meaning in your life? b) No a) Yes c) I don’t care 12

2. If you were to look back at your life at the time of your death, would you like to say at that time that you have tried to create a meaning in your life? 12

2. If you were to look back at your life at the time of your death, would you like to say at that time that you have tried to create a meaning in your life? b) No a) Yes c) I don’t care 12

Meaningful Life Strategic Vision 13

Strategic Vision A vision which is independent of time and correct. 14

Meaningful Life Strategic Vision Strategic Time Management Prioritization Azm (Determination) 13

Strategic Time Management The ability to prioritize our day according to a strategic vision and then to accomplish these prioritizations through Azm (determination). 14

Meaningful Life Strategic Vision Strategic Time Management Prioritization Leadership Azm (Determination) 13

Leadership is defined as the ability to share our vision with others and to inspire and facilitate others in pursuing the shared vision. The key element behind the ability to inspire others to pursue the shared vision is a character worthy of the vision. 14

Meaningful Life Strategic Vision Strategic Time Management Prioritization Azm (Determination) Leadership Inspire Share 13 Facilitate

Meaningful Life Strategic Vision Strategic Time Management Prioritization Azm (Determination) Additional Required Competencies Leadership Inspire Share 13 Facilitate

Additional Required Competence The competencies that are required in addition to Strategic Time Management and Leadership for the success of the vision. Competence is knowledge, skills and abilities. For example, our vision of scaling Mount Everest will also require mountaineering skills. 14

Metaphor: You are taking a bus filled with people going to a destination. Destination Driver + You Driving Skills + Vision + Competence Telling everyone in the bus that the destination that you want to go to is the best for them. Map Reading the map + Inspire + Now + Direction + Share + Prioritization Character of a driver + Azm The Road (Determination) + Life + A meaningful life Driving along this road Fuel Present Location 15

“ Things which are important are seldom urgent and things which are urgent are seldom important” - Dwight D. Eisenhower

Worksheet – Meaning of the word Important Please write down the meaning of the word ‘Important’ 25

Important 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. The matter having huge impact Risk of financial or life loss Setting priorities Anything that needs to be done and anything that needs to be taken care of. Achieve the goal Things and assignments which are needed to be done to go ahead. Things to be done immediately otherwise there can be an adverse outcome. Anything without which a goal can not be achieved. Something which is critical for maintaining the normal balance. An important task or thing, whatever it is, the one which, depending on the situation, is necessary to prevent you from feeling of panic, guilt, irresponsibility, etc. It may be something without which our life can’t go on. Doing something which is necessary and unavoidable. Things which have an impact on your life. An article needing time and/or energies to understand do what it deserves. Something that has to be done to accomplish something meaningful. To set the highest priority in achieving any task. The act that strongly affects anything. Which cannot be left behind, missed, forego or considered less important. Anything which fulfils my desire and/or gives me satisfaction. Anything that has to be done necessarily to achieve any task.

Important Urgent 27

The Time Quadrant System Not Important Urgent Not Urgent Q 1 Q 2 Important Urgent Important Not Urgent Q 3 Q 4 Not Important Urgent Not Important Not Urgent 28

Time Management technical definition of the word “Important” Anything that takes us towards our ‘Strategic Vision’ is called ‘important’ and anything that doesn’t take us towards or takes us away from our ‘Strategic Vision’ is called ‘not important’. 31

Time Management technical definition of the word “Strategic Vision” A vision which is independent of time and correct. 31

Possible elements of Strategic Vision 1. Good health 2. Strong and healthy relationships with family and relatives 3. Intellectual growth so as to be able to contribute positively to the society 4. Eradicating poverty and oppression from the society 5. Pleasure of the Creator 6. Being financially sound 7. Happiness 8. Satisfaction 31

Possible Important activities in one’s life 1. Exercise 2. Balanced diet 3. Having a treadmill at home 4. Going for vacations with the family 5. Controlling temper 6. Spending time with the family regularly 7. Taking a degree 8. Research 9. Reading relevant books 10. Avoiding sins 11. Maintaining worship 12. Developing excellence in everything we do 13. Being modest in spending 14. Leading a simple life 15. Being grateful 16. Being kind to others 17. Liking for others what we like for ourselves 31

Exercise: please chart out your age on the line diagram: 2085 2075 2065 2055 2045 2035 2025 2015 32

Please write down your vision for the next 20 years: Your age in 2035: ________ Your vision in 2035: 33

Page # 34 Exercise: looking at the long term vision that you have articulated (20 years), write down important and not important activities and classify them according to whether you are doing them or not. Important Doing Activities/things

Important Enjoy

Classify activities based on enjoy and do not enjoy: Imp Doing Enjoy Grid lines 1 2 Super Successful people spend their lives during 3 activities which fall into Successful people spend Grid Lines 1 and 3 their lives during 4 activities which fall into Grid Lines 1, 2, 3 and 4 5 6 7 8 Activities/things Page # 35

Exercise: Identify an activity and list its important and notimportant elements Activity: ________________________________ Important Elements (Positives) Not-important Elements (Negatives) 1. ________________________________________________ 2. ________________________________________________ 3. ________________________________________________ 4. ________________________________________________ 5. ________________________________________________ 6. ________________________________________________ 7. ________________________________________________ 8. ________________________________________________ 9. ________________________________________________ 10. _______________________________________________ 11. _______________________________________________ 12. _______________________________________________ 13. _______________________________________________ 14. _______________________________________________ 38

The Time Quadrant System Not Important Urgent Not Urgent Q 1 Q 2 Important Urgent Important Not Urgent Q 3 Q 4 Not Important Urgent Not Important Not Urgent 28

Time Management Technical Definition of the word “Urgent” “Urgent is defined as anything which if not done in the present, most probably cannot be done later if you are alive and able. ” 39

Activity Urgent 1 Sleeping 2 Watching a live cricket match 3 Gossip 4 Exercise 5 Seeing a particular 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 X X X 40

Not Important Urgent Not Urgent Q 1 Important Urgent Q 2 Important Not Urgent Q 3 Not Important Urgent Q 4 Not Important Not Urgent Activity Urgent X 6 Sleeping Watching a live cricket match Gossip Exercise Seeing a particular coming from the opposite side while driving from one city to another on a divided highway Seeking forgiveness from your spouse 7 8 Hugging your child Going to a sale which is ending today 1 2 3 4 5 X X Important /X X Quadrants Q 2 Q 1/ Q 3 Q 4 Q 2 Q 3 /X 41 X Q 2 Q 1 / Q 3 X X

PONY “If something is not urgent, it means it is not necessary to do it now!” 42

PONY “We must do all urgent things immediately!” 42

PONY “Everything that is Urgent, needs to be entertained!”

Here are the two steps for determining whether an activity is urgent: 1. Clearly define the activity in unambiguous terms. For example, there is a difference between: ‘answering calls’ and ‘answering a particular call’ ‘watching cars passing by’ and ‘watching a particular coming from the opposite side of the road’ ‘going to sales’ or ‘going to a particular sale which is ending today’ 2. Once the activity is defined, please ask a question in the passive voice: ‘If this activity is not done now, can this activity be most probably done later if I am alive and able? ’ If the answer is no, then this activity is urgent otherwise not urgent. 39

General checking of emails Not Important Urgent Q 1 Q 3 Not Urgent P Q 2 Q 4

Checking an email from a client that sent a request that has to be responded within two hours Not Important Urgent P Not Urgent Q 1 Q 2 Q 3 Q 4

Responding to an email till 3 pm to get a deal on mobile phone that I do not need Important Q 1 Not Important Urgent P Q 3 Not Urgent Q 2 Q 4

Responding to junk emails Not Important Urgent Q 1 Q 3 Not Urgent Q 2 P Q 4

Urgent Not Urgent Important Q 1 Q 2 Not Important Q 3 Q 4 44

“The degree of success of a person is directly proportional to the number of hours he / she puts in Q 2 activities in a day. ”

Handling Q 3 s Disturbance FILTER YOU 55

Mr. Abu Ahmed Akif’s notice Welcome! The matter that has brought you to my office, could it have been discussed via email? If yes, please be kind enough to send me an email and if no, please read on: Could the matter be discussed over the phone? If yes, then please call me and if no, please read on: Could the matter be discussed during my office hours between 12: 00 pm to 2: 30 pm? If yes, then please come within that time and if no then please do step in! Abu Ahmed Akif 57

Urgent Not Urgent Important Q 1 Q 2 Not Important Link Between Quadrants Q 3 Q 4

Internal Q 1 s Q 1 situations, which arise because: ¬ we have ignored a Q 2 activity. ¬ we have delayed a Q 2 activity. ¬ we have not found a possible Q 2 activity and done it. External Q 1 s are those Q 1 situations, which are not internal Q 1 s. 57

Stress

A report is due on June 25 th which will take 2 days to complete. June 25 th June 23 rd Q 1 June 22 nd Q 2 June 18 th Q 2 June 15 th Q 2 June 12 th Q 2 Q 1 Zone 44 Q 2 Zone

June 25 th Stress June 23 rd June 18 th Eustress June 15 th June Disinterest (apathy) 13 th June 12 th 46

GK Book

The Gatekeeper of tasks: GK-Book

Some possible entries ¬ Telephone numbers and addresses with accompanying notes. ¬ General reminders like buying a battery for your watch or buying a stapler for your office. ¬ Reminders regarding appointments with people. ¬ Picking up milk for your home. ¬ Grocery lists. ¬ Expenses. ¬ Putting down how much you jogged the other day. ¬ Jotting down the winning idea that came to you while you were stuck in the traffic jam. ¬ An excellent proverb or a verse from poetry that you would like to refer to later. 62

Filling of Information from the GK Book 64

Interaction of the GK Book with the To-Do Lists Master To-Do List Current Year To-Do List GK Book Current Month To. Do List Current Week To-Do List Today To-Do List 66

Compilation of the Today To-Do List Current Week To. Do List (CWL) Previous Day’s Today To-Do List (TTL) The GK Book Today To-Do List (TTL) 66

Compilation of the Weekly To-Do List Previous Week’s Current Week To. Do List (CWL) Current Month To. Do List (CML) The GK Book Current Week To. Do List (CWL) 68

Compilation of the Monthly To-Do List Current Year To-Do List ( CYL) Previous Month’s Current Month To. Do List (CML) The GK Book Current Month To-Do List (CML) 68

Compilation of the Yearly To-Do List Master To-Do List (MTL) Previous Year’s Current Year To. Do List (CYL) The GK Book Current Year To. Do List (CYL) 69

Master To - Do List (TTL) Definition: This list has all the to-dos which have to be done but not this year. Examples: • Performing hajj • Reading the book Muqaddama‘ by Ibn-e-Khuldoon • Learning Arabic and Karate • Writing an article in the newspaper on Time Management • Visiting Malaysia • Buying a new car • Teaching swimming to the children • Signing up wife for the gymnasium • Doing Project Management training • Getting an MBA in Finance 73

Current Year To - Do List (TTL) Definition: This list has all the to-dos which have to be done this year except for the ones which have to be done this month. Examples: • Reading the Autobiography of Malcolm X • Taking the Strategic Negotiations Skills workshop • Taking children for summer vacations • Completing the HR policy manual for the office • Shifting to a new office space • Automating accounts in the office • Renovating the kitchen • Taking Rasheed for dinner • Go surfing with Shaikh Hashim 74

Current Month To - Do List (TTL) Definition: This list has all the to-dos that have to be done this month except the ones which have to be done this week. Examples: • Get the car serviced • Pay the tuition fee of children • Get blood test done for father • Increase the brisk walk at one stretch to 5 kilometers • Finalize the manual for Time Management Training • Hire a driver for the office • Get the office AC serviced • Visit uncle • Call the relatives in Lahore • Chalk out strategy for getting receivables within 15 days. 75

Current Week To - Do List (CWL) Definition: This list has all the to-dos that have to be done this week except which have to be done today. Examples: • Reply to all of the pending emails • Get a back-up generator for the office • Rearrange office furniture • Get the DVD drive fixed • Get Anti-virus program • Submit the accounts of traveling • Call the major clients in Islamabad • Get eyeglasses fixed • Need to get a hair-cut • Need to get vaccination for the baby • Replace car tyres • Invite Dr. Abdul Bari for the vision retreat 76

Today To - Do List (TTL) Definition: This list has all the to-dos which have to be done to-day. Examples: • Fix the back door of the apartment • Call Anwar Hashim Saheb: 0334 -2137684 • Call Dr. Salman in Lahore: 042 -5833983 • Weekly report is due from Jamshaid and it has to be read and responded to. • Backup of computer • Locate my shoes for travel • Give waist coat for laundry • Pay Sui Gas bill • Make a folder of utility bills and file the previous bills • Take Rs. 5, 000 advance from office and give it to mother • Call and invite Ahmed for the Valima of brother • Review the project report of Kaleem and give him a feedback • Pick up milk, diapers, AAA cells and Cough syrup for home • Congratulate neighbors on the marriage of their son. • Complete marketing report for Dubai office 77

Breakdown of MTL > TTL Master To - Do List (MTL) 1. Performing Hajj 2. Visiting Malaysia 3. Getting an MBA in Finance 73

Breakdown of MTL > TTL Current Year To - Do List (CYL) 1. 1 Get quotations of Hajj expenses, Govt & private both 1. 2 Get training of Hajj 2. 1 Write down scope & objectives of visiting Malaysia 2. 2 Meet tour operators to chalk out the budget 3. 1 Start MBA in Finance, 1 semester should be completed by the end of this year 74

Breakdown of MTL > TTL Current Month To - Do List (CML) 1. 1. 1 - Get quotations of Hajj expenses from Government & 5 private operators 1. 1. 2 - Call 3 friends who had done Hajj on Govt. Package & 5 who have done privately. Ask them their experience & costing 1. 2. 1 - Find 5 companies who provide training of Hajj 2. 1. 1 - Meet 2 teachers who‘ve went to Malaysia for research 2. 1. 2 - Call 3 friends who‘ve visited Malaysia for their experience, cost & travelling tips. Ask their recommended tour operators as well. 2. 1. 3 - Contact 3 tour operators, discuss what maximum can be done in 15 days trip to Malaysia 2. 2. 1 - Research best tour operators on google (30 minutes) 2. 2. 2 - Call 3 recommended tour operators for a meeting. 3. 1. 1 - Research best universities in town, on google (1 hour) 3. 1. 2 - Ask from Sir Imran Ghani recommended courses to be taken in MBA 3. 1. 3 - Finalize university & courses 75

Breakdown of MTL > TTL Current Week To - Do List (CWL) 1. 1. 1. a - Get quotations of Hajj expenses from Government & 2 private operators 1. 1. 2. a - Call 1 friend (Abdul Mateen) who had done Hajj on Govt. Package & 2 who have done privately (Shahrukh Hussain & Nazar ul Islam). Ask them their experience & costing 1. 2. 1. a - Find 2 companies who provide training of Hajj 2. 1. 1. a - Meet Sir Fakhar ul Islam who‘ve went to Malaysia for his research 2. 1. 2. a - Call 2 friends who‘ve visited Malaysia for their experience (Umair Sajid & Ata ul Rehman), cost & travelling tips. Ask their recommended tour operators as well. 2. 1. 3. a - Contact 2 tour operators, setup a meeting in 2 nd week of this month & brief them the agenda of the meeting 2. 2. 1. a - Make an excel list of tour operators for Malaysia. (15 minutes) 3. 1. 1. a - Research best universities in town & courses they are offering, on google (1 hour) 3. 1. 2. a - Ask from Sir Imran Ghani for a detailed meeting of 1 hour, discuss with him the agenda as well 76

Breakdown of MTL > TTL Today To - Do List (TTL) 1. 1. 1. a. i - Research 3 banking websites to Get quotations of Hajj expenses of Govt Package 1. 1. 2. a. i - Call 1 friend (Abdul Mateen) who had done Hajj on Govt. Package. Ask him his experience & actual cost he was charged 2. 1. 1. a. i - Call Sir Fakhar ul Islam for a meeting in this week 2. 1. 2. a. i - Call Umair Sajid & Ata ul Rehman for a meeting in this week 2. 2. 1. a. i - Make an excel list of tour operators for Malaysia. (10 minutes) 3. 1. 1. a. i - Make a list of universities offering MBA Finance (10 minutes) 3. 1. 2. a. i – SMS Sir Imran Ghani and ask the best time to call him 77

DS

The Daily Scheduler (DS)

Page # 84

Sep 15 14 15 16 17 18 19 20

Sep 15 14 15 16 17 18 19 20 Sep 15 21 22 23 24 25 26 27

Sep 15 14 15 16 17 A 1 11: 40 A 2 2: 20 18 19 20 A 1: Iqrar Ahmed Abbasi 0333 -1234567 Counseling about Personal Development , Karachi PC Hotel A 2: Nayyar Abdul Rab 0333 -7654321 Marketing Meeting 13 -D, Gulshan-e. Iqbal, Karachi.

3 Cardinal rules of DS ¬ Don’t give an appointment to anyone without looking at your DS ¬ Don’t start your day without looking at your DS ¬ Always have the active week on the left side. 80

TRQ

Sep 15 14 15 16 18 17 19 20 Page # 59 A 1: Mr. Abrar Ahmed TRQ 2 A 1 TRQ 1 Time Restricted Q 2 MEETING WITH Time Restricted Q 2 Q 1 MR. ABRAR WALK

The Concept of TRQ 1 The degree of success of a person is directly proportional to how well he can convert his Q 2 s into TRQ 2 s and treat them as ‘TRQ 1 s’. 59

Planning

Suppose one wants to build a house • Requirements • Budget • Location • Hiring an architect 16

16

“ We can safely conclude that it is unwise to start building a house without a vision and a plan ” 17

Just as it is unwise to start building your house without a plan, it is unwise to start your day, your week, your month, your year and your life without a vision and a plan 17

We at Timelenders suggest that before we start our day we should invest……… ¬ At least 45 minutes to vision and plan our day ¬ At least 4 hours to vision and plan our week ¬ At least 8 hours to vision and plan our month ¬ And at least 3 days to vision and plan our year 17

Answer - Quiz A on the Time Quadrants 1. b 2. b 3. b 4. c 5. b 6. d 7. d 8. d 9. c 10. a

Answer - Quiz B on the Time Quadrants 1. 2. 3. 4. 5. 6. 7. 8. False b c b b c c b 9. a 10. b 11. c 12. a 13. c 14. b 15. c

Answer – Quiz on DS 1. False 2. b 3. d 4. a 5. a 6. True 7. b 8. a 9. False 10. c

Answer – Quiz on the to-do lists & the GKBook 1. 2. 3. 4. 5. 6. 7. 8. True 10. e False 11. b b 12. b False 13. b False 14. False True 15. c False 9. e 16. True 17. a 18. True

Answer - Quiz on DMRs 1. True 2. True 3. True 4. False 5. a 6. b 7. False 8. c 9. c 10. b 11. b 12. d 13. a 14. True 15. False 16. b 17. True 18. a 19. a

Answer - Quiz on Ground Rules 1. True 2. C 3. C 4. False 5. D 6. False 7. True 8. False 9. True 10. False

DMRs (Discretionary Mental Routines)

Discretionary Mental Routines - DMRs Conscious Level Unconscious Level Subconscious Level

Sub-conscious Level (Discretionary Mental Routines) Conscious Level DMRs Multi-tasking Multi-processing

Slicing / Time Sharing 2 1 1 2

Slicing / Time Sharing Advantages 1. Saves Time Disadvantages 1. Lack of concentration 2. Loss of quality 3. Loss of resources due to changing context

Multi-tasking without multi-processing through DMRs (Discretionary Mental Routines) Conscious Level DMR Trigger Subconscious Level

Types of DMR 1. Instinct DMRs - Sucking Milk - Blinking of eyes - Breathing 2. Motor DMRs - Changing the gears of a car - Cycling - Swimming 3. Thought DMRs - Instant thought DMRs - Remembering the face of a person - Repetitive thought DMRs - Arithmetic - Fighting Arrogance / Kibr

Behavior = Conscious Thoughts + Instinct DMRs + Motor DMRs + Thought DMRs

“Our behavior is the prisoner of our DMRs”

Watch your thoughts, they will become your words Watch your words, they will become your actions Watch your actions, they will become your habits Watch your habits, they will become your character Watch your character, it will become your DESTINY

Psychology (Freud) Transactional Psychology Islam Id (Desires) Child (Emotional Self) ﻧﻔﺲ ﺍﻣﺎﺭﺓ Ego (Self) Adult (Reasoning Self) ﻧﻔﺲ ﻟﻮﺍﻣﺔ Superego (Virtue) Parent (Dogmatic) ﻧﻔﺲ ﻣﻄﻤﺌﻨﺔ