Time Management

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Learning Objectives

• When you have completed this module you

will be able to define the key concepts
associated with Time Management and you
will be able to:

• Identify the main obstacles to effective Time

Management in your daily role

• Understand the nature of Time Management

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Learning Objectives

• Understand a range of tools, techniques and

concepts for Time Management

• Use these techniques to build an effective

Time Management process that will enhance
your productivity and lower your stress

• Explain the benefits of having an effective

Time Management process

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Introduction

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Common Problem

• I am BUSY
• I don’t have time
• I am not happy with my life
• I don’t feel I have achieved anything this
year
• I don’t have control on my life
• I wish I have more than 24 hours per day
so that I can get more things done
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 Balance your life
• Balance in Life is
Family important
• Recognize each aspect
of life is important

Health Finance • I am not getting enough

time for family/personal
life because of Work
• 80% of day is spent at
Work work

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Time management : What is
it?
• Doing the Right things and not doing
things right (efficiency)
• Enjoying JOURNEY of life: every day of
it, not a perfect day in future
• Have right balance in wheel of life

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Goals

• “If you are not aware of the direction you are

going, you will end up exactly where you are
going”
• Focusing on important areas of life: Family,
Work, Health, Finance
• A goal is anything you WANT to accomplish
in your life.
• If you had only 6 months live: what are the
things you want to do

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Written goals

• It is not enough to have goals in mind.

• Put them down on paper
• It is an agreement with yourself that you
are aware of goals and will pursue them

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Hints to Find Goals

• What do you want to accomplish in next

5 years?
• Long term goals
• Dreams/Ambitions
• Work Goals
• Professional Goals

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Working with TO DO Lists

• Create the list before you start the day

• 15 minutes of investment will help you
everyday
• End of day: Review Status
• Status: C – Completed, T – Transferred,
A – Abandoned, I – In progress

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Obstacles

• Interruptions
• Crisis Situations
• Procrastination
• … more

• Overcome Obstacles with simple steps

• Play the Game of Basketball and shoot for
your goals by overcoming obstacles

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Interruptions

• Intrusive interruptions: phone call,

personal conversations
• Non-intrusive interruptions: e-mail
• Have a no-interruption periods:
– Closed door policy
– Phone off the hook
– Use non-intrusive interruptions
– Prioritize and don’t be reactive

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Procrastination
• No Excuses
• Prioritize
• DO IT NOW
• Understand how much time it takes to do a task
• Not all tasks take sometime.
• Understand what and why of your procrastination
tendency
• Do not be a last minute decision taker
• Gather information for a task in advance.
• “… if we wait for the moment when everything,
absolutely everything is ready, we shall never begin.”

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Tips

• SWOT Analysis : Strengths, Weaknesses, Opportunities,

Threats
• Get up 15 minutes early
• Make time for ‘yourself’
• Understand your ‘effective time zone’
• Deal effectively with interruptions
• Update your to do list daily
• Do not over-schedule
• Keep your list in sight
• Delegate, if possible
• Get Organized: paper, e-mail
• Do difficult tasks first

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Task Analysis

• TASK ANALYSIS FOR 3 MONTHS

• Only 65-70% of planned activities were
completed during each month
• 20% of planned activities are transferred at
least once.
• 10-12% of activities are abandoned
• On an average I take up 4-5 activities per day
in addition to work related responsibilities

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Time Management & The Organization

• Looking at time management from the perspective of

the organization what are the benefits:

– Improved productivity through improved use of time by the

personnel

– Better performance in terms of on time delivery to customers

– Increased profitability through better use of the human and

non-human resources

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Time Management & The Organization

– Improved planning and control of business

systems through time based management

– Better alignment of activities by incorporating

a time bound system for co-ordination of
tasks and projects in the business

– Reduction of stress that arises due to crisis

management by reducing the incidence of
crises by better planning

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Introduction

What
Whatis
isTime
Time
Management?
Management?
Time
Timeas
asaa
Commodity
Commodity

Essential
EssentialHabits
Habits

Types
Typesof
of Time
Time

Over
Over &&Under
Under
Estimation
Estimationof
of Time
Time
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What is Time Management?

• Time management has five main aspects:

– Planning & Goal Setting

– Managing Yourself
– Dealing with Other People
– Your Time
– Getting Results

– The first 4 all interconnect and interact to generate

the fifth - results

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Time as a Commodity
• Time is the most precious thing we have

• Time is ultimately the most valuable resource

• Time and how we spend it within the

organization must be managed effectively

• Time is totally perishable

• Time cannot be stored up for use later

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Essential Habits

• Essential habits for good time management

are:
– Know where the hours are going
– Keep focused on the end result
– Work to defined priorities
– Schedule time for important issues
– Delegate routine tasks and responsibility for them
– Take the stress out of work
– Keep applying the essential habits!

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Types of Time
• Time can be categorized into two types:

– Fast time
• when absorbed in, or enjoying an activity

– Slow time
• when bored with an activity or having a bad
time
• when scared

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Effects of Estimating Time Incorrectly

• Under-estimation of time
• Stress due to committing to too many tasks
• Poor quality output
• Deadlines may be missed

• Over-estimation of time
• Stress due to people pressing to have activities
completed
• Poor quality output
• Deadlines set may not match requirements

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Spent Time Matrix

Urgent Not Urgent

Q1 Crises Q2 Prevention
Important Deadlines Relationship Building
Planning
Recreation

Q3 Interruptions Q4 Pleasant Activities

Not Some Meetings Busy Work
Important Popular Activities Time Wasters
Trivia

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Quadrant 1
• Being in Quadrant 1 brings

– Stress

– Burnout

– Crises management

– Firefighting

– Focus on the immediate

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Quadrant 3
• Being in Quadrant 3 brings

– Short term focus

– Crises management

– Low value on goals

– Feeling of victimization / lack of control

– Shallow relationships

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Quadrants 3 & 4

• Cycling between Quadrants 3 & 4

brings:

– Total irresponsibility

– High dependency on others for basics

– Short career path in the organization

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 Quadrant 2

• Being in Quadrant 2 brings:

– Vision

– Perspective

– Balance

– Discipline

– Control

The Seven Habits of Highly Effective People: Covey,1989

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Characteristics of a Quadrant 2 Person

• There are six basic criteria to allow a

person to function in Quadrant 2:

– Coherence
– Balance
– Focus
– An ability to get on with people
– Flexibility
– Portability

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Time-Based Management

• Fundamentals:
– Focus is on time and resources

– Pre-analysis of performance

– Analysis of goals and objectives

– Systemization of processes

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Analysis of Goals & Objectives

• By setting goals that relate to business

performance and conform to SMART criteria
the organization will improve productivity:

– S -- specific and well defined objectives

– M -- measurable outputs and inputs
– A -- achievable in terms of resources available
and expectations
– R -- relevant to the overall business strategy
– T -- time bound with an operational schedule

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Busy Work

• Just because you are busy does not

mean that you are productive

• Differentiate between

– Effectiveness -- doing the right things

– Efficiency -- doing the right things correctly

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Urgency V Importance
• Differentiating between
– Urgent tasks
• assume importance as they demand immediate
attention
– Important tasks
• May become urgent if left undone
• Usually have a long term effect

– To judge importance v urgency, gauge tasks in

terms of
• Impact of doing them
• Effect of not doing them

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Summary

• Don’t procrastinate – Manage Your Time Today

• Define and use periods of quality time in your schedule

• Learn to say No in a professional manner

• Stay away from perfectionism and aim for excellence

• Build in time for personal development

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 “If fail to Plan, you plan to fail”

THANKS

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