Time Management

Common Problem
o I dont feel I have achieved anything this year

o I dont have control on my life. Things pile one on top of the

other

o I wish I have more than 24 hours per day so that I can get
more things done

o The system overloads me with work. There is no time to

breathe

Where are You

20% people feel they are short
of time. They feel so concerned that
they self find answers to Time Mgmt

10% people feel they are short

of time. They realise this and
are keen to get help and see
how they can improve Time Mgmt

70% people feel they are not short

of time. Though they dont mind
listening to someone. And then
tell him why all that is impractical

Time management : What is it?

o To get most output within given resources

o To get time for important issues in life
o To feel fairly satisfied , secure & on top of things
o And thereby enjoy stress free life

Managing your Time

o Things to do list

o Identify Priority
o Making it happen
o Evaluate deviations

Creating TO DO Lists

o
o
o
o

Your daily list of tasks

Tasks that take you towards your goals
One Sheet a Day
Tasks with defined importance:

Q1: important and urgent: deadlines, fire fighting

Q2: important and not urgent: Planning, Holidays
Q3: urgent and not important: sport scores, phone calls
Q4: not important and not urgent: junk mail, time wasters

Working with TO DO Lists

o Create the list before you start the day

o 15 minutes of investment will help you everyday

o End of day: Review Status

o Status: C Completed, T Transferred, A Abandoned,
I In progress

Sample TO DO List
Date: 22-Apr-2004
Task

Priority

Status

Time needed

Prepare Slides for PPT

Q1

30 min

Attend friends birthday

Q2

45 min

Add PPT to backup flash

memory

Q3

5 min

Take GF out for dinner

Q1

1 hour

Confirm to co-trainer about

tomorrows plan

Q1

5 min

Prioritizing- Scheduling
o Look at your big list of To Do
o Ask Is it Important, Is it Urgent, Is it Crisis, Will it be costly
if I delay it

o Subsequently schedule the day or the time

o Keep some buffers
o Be flexible to change but dont change on small reasons

Decide to be on top the situation

rather than be part of the mess