“Managing Time”

Facilitated by:
Highly Keen – The Management Institute
Phone: 042-35742628
Email: info@highlykeen.com
About Trainer
Workshop Ground Rules
 Start on Time
 100% Mind Attendance required for learning
 Listen for understanding
 Be open to new ideas
 Only one conversation at a time;
 Ask “why”?
 Don’t repeat points already made
 Everyone participates
 Switch off your Mobile phones
“Waste your money and you are only out of money, but
waste your TIME and you loose a part of your life.”
Dr. Michael Le Boeuf
What is Time Management?
 Time management is the ability to produce and follow a
schedule, meet deadlines, prioritize and minimize
distractions and unimportant tasks.

 Time management includes managing time wisely so

that tasks and projects can get done efficiently and
effectively.
What is Time Management?

Time Management is Self Management

Time Management is Priority Management

Shift in Focus…

Concentrate on results,
not on being busy!
Goals Oriented Time Management

 It is not just timekeeping or punctuality but it is;

much more than this.
 Achieving a planed goal within a time frame.

Goal

Time
Management

Time Schedule Strong Desire

Goals?????????

“Life without “GOALS”

is just like a football
match without goal
poles”
L.I.F.E Goals Dimensions
Balance Scorecard
L…… Learning Goals

I……Internal Goals

F…….Financial Goals

E……External Goals
Exercise
Identify and List Five Time Wasters that you
think; are most common in your organization.
 ____________________________________
 ____________________________________
 ____________________________________
 ____________________________________
 ____________________________________
Exercise

 Write your daily activities on paper other than

assigned tasks at Workplace. Write these
activities with a distance with each other.
What are Time Wasters at Work
Place?
 Long Telephone Calls
 Drop in Visitors
 Ineffective Meetings
 Internet (Social Websites, Read Forward E-mails,
Objective-less Browsing, Chatting)
 Emotional Blocks (Boredom, Stress, Tiredness, Guilt,
Anger, Frustration, Lack of Concentration)
 Acting With Incomplete Information
 Unclear Communication
What are Time Wasters at Work
Place?
 Goals and responsibilities not clear
 Lack of effective delegation (manager worries that the
subordinate will fail)
 Personal Disorganization
 Inability To Say “No”
 Gossips Between Co-workers
 Periods of Inactivity
 Lack of Planning
The Road Block to Time Management

Procrastination
Putting off tasks for a later time
OR avoiding a task
 Procrastination (Causes and Remedies)
Cause
 The Task Is not Meaningful
And Motivating
It does not match your
aspiration so you drag your
feet in completing the task.
Cause
 The Task Is Like Helping
Someone Complete Their
Goals
it happens when the tasks
assigned to you are against
your wishes.
Remedy
 Make the Task Meaningful
See the task in the bigger
scheme of things, that how
completing that task contributes
to the organization and your
career growth.
Remedy
 Understand Your Role
See the task as a part of
bigger goal. Each of us has a
role to play in organization and
has the responsibility to do
their best to contribute to the
bigger goal.
 Procrastination (Causes and Remedies)
Cause
 Care Too Much About What
Others Think About You
Being too anxious about
other’s opinion of your work
that when given a task you
feel so much pressure that it
delays your work
Cause
 Striving For The Perfect
A strive for perfectionism may
make you disheartened even
before you begin. A goal that
seems unachievable; can be
demoralizing.
Remedy
 Do Your Best
Put all of your efforts in
accomplishing your task.
Remedy
 Do Your Best
Put all of your Best efforts.
You can not measure the
perfectionism but you know
when you have given your
best.
Procrastination (Causes and Remedies)
Cause
 Doing Things Totally New
To You
You
When you have no idea at all
on how to tackle a project
that is new to you; then
uncertainty of the result
causes you to delay
commencing the project.
Cause
 The Lack Of Confidence
It can be real that you lack
skills but sometimes it may
be a perception that you lack
the skill. Due to this you may
avoid completing the task.
Remedy
 Learn the Skill
Ask people who have completed
similar tasks before. The key
thing is to do your research and
lessen the uncertainty in your
mind.
Remedy
 Get Training
Get Technical Training if skill is
Missing; OR Get the Attitude
Training if there is a perceptual
problem.
Pareto Principle
 According to the Pareto Principle, the ratio
80:20 states that 80% of efforts as a result of
mismanaged time, generates only 20% of the
desired output; however, 80% of the desired
output can be generated using only 20% of
the effort when “time is well managed”.
How to Start Time Management?
 Assessing Use of Time
Duration What did I do in this Hour?
08:00 – 09:00

09:00 – 10:00

10:00 – 11:00

11:00 – 12:00

12:00 – 1:00

1:00 – 2:00

2:00 – 3:00

3:00 – 4:00

4:00 onwards
The Three Tests

Necessity
 Is this task worth Doing?

Appropriateness
 Are you the best person for doing this?

Efficiency
 Is this the best way of doing this?
Time Management Techniques
 Sense of Purpose
 Learn to ask - why are you doing this?
 Understanding the reason drives you to complete the task

 Manage Periods of Inactivity

 Reduce unproductive time where possible by;
 Avoiding unnecessary meetings
 Cutting down on long tea breaks
 Declining long lunch invitations
 Avoid Unnecessarily long prayer breaks
Time Management Techniques
 Best Time
 Discover your most productive time.
 Know how long can you go on with work before you
become restless.

 Do not create impossible situations.

 Attempting to work a full exceeding 40-hour week and
taking an overload is an impossible situation.
 Review your obligations.
 Examine each of these realistically as you prepare
your new work schedule.
Time Management Techniques
 Define your priorities
 All successful time management begins with planning.
 Write down all of the things you want to accomplish today,
including personal activities such as phone calls and
shopping.
 Use the list to set daily priorities--what must be done today?
What can wait? Write a new list each morning.
 Use it to visualize what you must do in that new day,
providing focus to your day's activities.

 Avoid distractions and time wasters

 Identify areas of wasteful use of time.
 Avoid Distractions like unnecessary phone calls, internet
chatting, playing computer games, gossips, etc.
Time Management Techniques
 Know Your Job
 Know the Nature of your Job and the value that it adds to the
Organization and to your career.
 Have a clear understanding of your current job duties.

 Learn when to say “NO”

 You can’t do everything
 Don’t undertake things you can’t complete
 Remain consistent to your goals

 Concentrate on the task at hand

 Focus on your goal
 Tune out interruptions
Time Management Techniques
 Achieve “stage one”—get something done
 Don’t work the details until your assignment concept is fully
developed.
 “Perfection is the enemy of good”, especially in the course
of beginning an assignment.
 Given that you build in review, roughly draft your idea and
proceed from there

 Steal Time Away

 Learn to take a break
 If you are Compressed, you are ineffective
 Give time to your brain to sharpen itself.
Time Management Techniques
 Be Organized in Whatever you do
 Clutter is death; it leads to thrashing. Keep desk clear:
focus on one thing at a time
 A good file system is essential
 Touch each piece of paper once
 Touch each piece of email once

 Learn to Delegate
 When faced with a task; evaluate it in terms of importance
 Delegate it to your team if you have more important and
result giving tasks to accomplish.
Time Management Tools
 Notebook / Diary
 Checklists
 Table Time Planners
 Electronic Organizer (on your Computer)
 Things to Do List Pads
 Time Logs
 Setting alarms and reminders for meetings and deadlines
The $60,000 Solution
Theory of Time Management
by Stephen R. Covey
 Time Management in the
Workplace (Work Life Balance)
 It is a sad fact that many employees unnecessarily work
longer than 8 hours in a Day.
 The addiction of working continuously even after the
clock strikes 5 has become a prevalent scenario in
today’s fast-paced world.
 There are much better ways of exceeding the
expectations of the boss rather than sacrificing your
health and personal life.
Tactics to achieve Work Life
Balance
 Work Quality Hours
 Be Efficient and Productive
 Do not accept more than you can handle
 Organize your files and office supplies well.
 Do routine Exercise.
 Get enough sleep.
 Use devices or supplies that save time.
 Eat light lunch.
 Delegate.
 Give Time to Family for whom you struggle.
Final Thought
 If you are an ordinary person - Work ordinary, If you feel that
you are a Special One – Work Exceptionally.
 Make your today better from yesterday, and make your
tomorrow, better than today.