PA 630 PERSONAL MANAGEMENT

UNIVERSITY OF KARACHI

MPA (FINAL)
FOURTH SEMESTER

TIME MANAGEMENT
COURSE INCHARGE: SIR SHAMSI

PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. UNIVERSITY OF KARACHI ASSIGNMENT SUBMITTED BY MUHAMMAD BADAR ALI KHAN MUHAMMAD SAEED KIYANI MUQEETULLAH NASRULLAH BALOOCH BALACH RASHEED ARSALAN AMEEN Page 1 of 16 Time Management .

the Most Kindly Merciful.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. Page 2 of 16 Time Management . UNIVERSITY OF KARACHI In the name of ALLAH.

PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. UNIVERSITY OF KARACHI “Manage Your Time As You Manages Your Money” Page 3 of 16 Time Management .

UNIVERSITY OF KARACHI CONTENT INTRODUCTION REALIZE WHAT IS THE 05 VALUE OF TIME 06 07 07 08 08 09 11 13 16 TIME MANAGEMENT? TIME MANAGEMENT EXPLAINED • • • • • • EFFECTIVE PLANNING SETTING GOALS & OBJECTIVES SETTING DEADLINES DELEGATION OF RESPONSIBILITIES PRIORITIZING ACTIVITIES AS PER THEIR IMPORTANCE SPENDING THE RIGHT RIME ON THE RIGHT ACTIVITY Page 4 of 16 Time Management .PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION.

it is lost forever and can never be regained.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. although Time Management is not a very easy task itself. but Time Management improves the effectiveness and gives a better outcome in any Organization. Once it is lost. “Manage Your Time As You Manages Your Money” Spending the Right Time for a Right Task refers to the Management of Time. People who waste time are the ones who fail to create an identity of their own. financial stability is also basic need for the enjoyable human life. There are some saying about time and its importance: “Time is Money” This quote explains the importance of time and its management itself. Page 5 of 16 Time Management . UNIVERSITY OF KARACHI INTRODUCTION Time is very precious. every individual works hard to get a better standard of life. “Time and Tide wait for none” An individual should understand the value of time for him to succeed in all aspects of life. It is the most valuable thing in this world. by making money equals to time. Our success or failure in life depends on the quality of Time Management.

ask the editor of a weekly newspaper. ask the person who won a silver medal in the Olympics. To realize the value of One Month. ask a student who failed a grade. To realize the value of One Millisecond. To realize the value of One Second. ask a person who missed the train. To realize the value of One Year.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. ask the lovers who are waiting to meet. UNIVERSITY OF KARACHI REALIZE THE VALUE OF TIME The value of Time is realized. ask the person who was born on February 29th To realize the value of One Hour. Page 6 of 16 Time Management . ask a person who just avoided an accident. ask a mother who gave birth to a premature baby. To realize the value of One Minute. when it is lost. To realize the value of One Week. To realize the value of One Day.

scheduling. techniques. organizing. This set encompasses a wide scope of activities.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. It is the process used to increase effectiveness. for the accomplishment of specific tasks. scheduling. and budgeting one’s time for the purpose of generating more effective work and productivity. A very simple definition for Time Management is: “Time Management is the art of arranging. delegation. time management referred to just business or work activities. efficiency or productivity. analysis of the time spent. organizing. may help in the process of Time Management.” A range of skills. A time management system is a designed combination of processes. allocating time duration. Time Management is the planning and exercising conscious control over the amount of time spent for any task/goal. tools. and methods. and prioritizing. TIME MANAGEMENT EXPLAINED Time Management plays a very important organizations but also in our personal lives. tools and techniques used to manage time. but ultimately the term extended to include personal activities as well. Time Management includes: • • • • Effective Planning Setting Goals & Objectives Setting Deadlines Delegation of Responsibilities role not only in Page 7 of 16 Time Management . monitoring. setting goals. projects and goals complying with a deadline/due date. UNIVERSITY OF KARACHI WHAT IS TIME MANAGEMENT? Time Management refers to managing time effectively so that the right time is allocated to the right activity. and these include planning. Usually time management is a necessity in any project development as it determines the project completion time and scope. Initially.

Prepare a “TO DO LIST” or a “TASK PLAN”. 5. the main definition of S. Complete pending tasks one by one. 4. 6. Goals” is also used for setting the goals. For effective planning the below mentioned steps must be followed: 1. UNIVERSITY OF KARACHI • Prioritizing Activities as per their Importance • Spending the Right Rime on the Right Activity • EFFECTIVE PLANNING Planning is the process of thinking about and organizing the activities required to achieve a desired goal.R.T. 2. Page 8 of 16 Time Management . An acronym “S. Set targets for yourself and make sure they are realistic ones and achievable. Goals is: S Specific When a goal is specific. 7. Ensure you finish the tasks within the stipulated time frame.A. Write down the important activities that need to be done in a single day against the time duration that should be allocated to each activity.A. High Priority work should come on top followed by those which do not need much of your importance at the moment.R. • SETTING GOALS AND OBJECTIVES Working without goals and targets in an organization would be similar to a situation where the captain of the ship loses his way in the sea. then it is clearly identified what is expected to be accomplished. Do not begin fresh work unless you have finished your previous task.M.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. Tick the ones you have already completed.T. 3.M.

one need to be certain that the goal is truly attainable.A. But if you misuse them. goals strategy is “timely”.R.M. T Timely The final component of the S. Adding a realistic time boundary lends a sense of urgency to the goals and help to be focused.) to reach the goal? Do I have the support of others in the department and the organization? What knowledge or expertise am I lacking that I will need to locate to learn? Have I reviewed my existing workload with my supervisor to prioritize the goal with the existing goals? A R In some version of S.T. Without adding a time restriction to the goals.M.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. that how long it can take to be completed and how much work load will be required. deadlines can just become a headache. Attainable Having a measure for your goals lets us plan the work that is necessary to achieve the goal. etc.R.T. equipment. the R actually stands for “relevant”. necessary motivation will not be received to get going as soon as possible. Set deadlines and strive hard to complete tasks ahead of the deadlines. Page 9 of 16 Time Management . Realistic If a goal is to be realistic. UNIVERSITY OF KARACHI M Measurable Each goal should be measurable. keeping budgets for your time can keep you productive. it must be something that one should be willing and able to work towards. But before begin working. If used appropriately. goals. a deadline can greatly increase the chances you will finish a project. personnel. Just like a budget for your spending can help keep you out of debt. • SETTING DEADLINES A deadline is a budget for your time.A. Some questions during this analysis include: • • • • Do I have the resources (financial.

some work would always be pushed until tomorrow. Deadlines can help you find that point. Without deadlines. but it works. • YOU ARE OUTSIDE YOUR COMFORT ZONE Keeping a time limit can force you to push through fears. It might not be pretty. UNIVERSITY OF KARACHI When Do Deadlines Work? Deadlines can help you become more productive if: • YOU ARE WORRIED ABOUT FEATURE CREEP If your project has the tendency to expand and become larger. • YOU NEED TO BUILD EXPERIENCE QUICKLY Sometimes trial and error is the best solution. There is a point when you are prepared enough and just need to move forward. deadlines force you to focus on what’s most important. • YOU MIGHT PROCRASTINATE Deadlines can push you through work you do not enjoy.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. Setting short deadlines force you to put your ideas to the test instead of endlessly polishing them. When Do Deadlines Break Down? There are more than a few mistakes one can make when setting deadlines: • • • • • • • Trying to Motivate Yourself With Long-Term Deadlines Setting Unrealistically Hard Deadlines Adding a Time Limit When You Really Need Patience Not Writing Down Your Deadline Failing to Research Before Setting a Deadline Setting a Deadline Before Exploring Your Options Be Suspicious When Setting Deadlines on Inflexible Projects Page 10 of 16 Time Management .

Know the difference between important and urgent work.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. Prioritize the tasks as per their importance and urgency. your urgent ones. most effective use of time. It helps defining the activities that should be focused on and which ones should not be wasting time. Urgent vs Important Urgent and important are two words that the longest time meant the same thing. The most effective people make their important things. Prioritization is the ability to make to best. Page 11 of 16 Time Management . UNIVERSITY OF KARACHI • PRIORITIZING TASKS Prioritization is the essential skill you need to make the very best use of your own efforts and those of your team. ability and resources. Categorizing your activities using the ‘urgent versus important’ grid is the single best tool used to be effective. It's also a skill that you need to create calmness and space in your life so that you can focus your energy and attention on the things that really matter. The most ineffective people do the exact opposite.

UNIVERSITY OF KARACHI MANAGE: This is usually avoided. and move towards a successful conclusion. Simply. LIMIT: We all need some entertainment to escape from the stresses of exams. BBM. AVOID: Be careful here. drowning in competing demands.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. Some simple approaches to prioritization which suit many situations are : • Paired Comparison Analysis • Grid Analysis • The Action Priority Matrix Page 12 of 16 Time Management . Similarly. but keep yourself away from the unhealthy entertainment activities. the stuff that cannot always be foreseen or FOCUS: This is where you want to live with your time. except the emergent ones. All the emails. limit your entertainment by assuming certain self-imposed restriction on yourself. often because. Prioritization is particularly important when time is limited and demands are seemingly unlimited. and WhatsApp messages – so many people misinterpret these things as being important activities. work. texts. Facebook messages. you will flounder around. or the activities which make your moral down. It helps you to allocate your time where it is most needed and most wisely spent. avoid the people who themselves does not work and try to keep the hard workers image down. avoid messages and calls. massively reduce stress. you can bring order to chaos. freeing you and your team up from less important tasks that can be attended to later or quietly dropped. ‘Focus’ activities are the things that move you closer towards your goals. With good prioritization and careful management of deprioritized tasks. and everyday life. Without it.

Delegation is the key to a successful organization. experienced people. REASONS TO DELEGATE GROUP BENEFITS: Members become more involved and committed. • Chance to fill leadership roles with qualified. But you can make members feel unimportant and become apathetic if you do not share the responsibility of making the organization a success. UNIVERSITY OF KARACHI • The Urgent/Important Matrix (discussed above) • Pareto Analysis • Nominal Group Technique • DELEGATION OF RESPONSIBILITIES How can you help people in your organization prepare for future leadership roles and free up more time in your own schedule so you can do other things? DELEGATION. You may be reluctant to delegate because you want to make sure the job is done right (your way).PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. • The organization operates more effectively. Increased opportunities for members to develop leadership skills. • Gaining satisfaction from seeing members grow and develop • Acquiring more experience in executive and administrative functions Page 13 of 16 Time Management . It will also help your health while improving the quality of the end project. • • • • Leader benefits: • Reduction in the workload on you. More projects and activities are undertaken. They might take longer to accomplish the task than you doing it yourself. Sharing responsibilities keeps members interested and enthusiastic about the organization. A greater chance that projects will be completed.

PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. interest and capabilities. • Details take up too much time and have to be divided. • Someone can benefit from the responsibility. Consider his/her time. appointing him/her demonstrates your confidence in them. • The "best fit" of person with the task is the most effective. • Routine matters need attention. UNIVERSITY OF KARACHI AN APPROPRIATE TIME TO DELEGATE IS WHEN: • There is a lot of work. Specific responsibilities to be delegated to a Page 14 of 16 Time Management . WAYS TO DELEGATE: • Ask for volunteers by a show of hands or pass a sign-up sheet for a particular project. Sometimes a member lacks selfconfidence and won't volunteer. • Assign through a committee. • The work is your own specified responsibility. GUIDELINES FOR EFFECTIVE DELEGATION: • Choose the appropriate people by interviewing and placing your members carefully. Try to spread the enjoyable and responsible tasks around. This takes the pressure off an individual and reinforces organizational structure. • Someone is under qualified or overqualified for the task. • A member has particular qualifications for or interest in a task. • Appoint or suggest someone. giving more members status and value. THE TIME NOT TO DELEGATE IS WHEN: • The task is something you would not want to do by any other than you.

Explain what is expected of them and what the bounds of authority are. • Delegate segments that make sense. do not insult your members. • Define clearly the responsibilities being delegated to each person. There is a fine line between delegating and following-up. Allow for risk-taking and mistakes. UNIVERSITY OF KARACHI particular person must be appropriate for the growth of that person at that time. knowledge and plans with them. Everyone accomplishes tasks differently. • Evaluate. It is incredible how many errors are made simply due to a lack of information. • Discuss the task at hand. Make sure they understand you are willing to assist but must first be told when and how you can help. Share in their failures as well as their successes. This will also let you know how that individual is progressing on the task. Check periodically to see if people have any questions regarding how a project is supposed to be done. mutually set goals and objectives. People like to know how their segment will help the larger program. if the plans went well or if the original plans were appropriate and worthwhile. but share the "big picture". Give accurate and honest feedback. • Follow up. • Find out how you will know when they need help. One of your most important roles as a leader is to help your members to Page 15 of 16 Time Management . People want and deserve to know how they are doing. • Support your officers and committee chairs by sharing information. Be sure an agreement is reached on areas where the person can function freely. This is both an opportunity for giving satisfaction and encouraging growth. The end result is important. give those who will be responsible for carrying out a program a voice in the decision-making.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. not bits and pieces of a task. Discuss ideas. • Explain why they were selected for this task. • Whenever possible. Do not lower standards. not the various steps. you must not overlook the need to evaluate and measure the extent to which actions conformed to plans. Use appropriate feedback techniques.

and their • SPENDING THE RIGHT TIME ON RIGHT ACTIVITY Develop the habit of doing the right thing at the right time. Also keep some time separate for your personal calls or checking updates on Facebook or Twitter. Once you’ve lost it you can never get it back” The End Page 16 of 16 Time Management . Don’t waste a complete day on something which can be done in an hour or so. but you can spend it. but it’s priceless. Work done at the wrong time is not of much use. but you can use it. You can’t keep it. You can’t own it. and in the end: “Time is free. After all human being is not a machine.PA 630 PERSONAL MANAGEMENT DEPARTMENT OF PUBLIC ADMINISTRATION. UNIVERSITY OF KARACHI learn and grow through both their successes failures! Your members are your greatest resource.

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