(Make Every Minute Count)

Oh God! Give me 25 hours a day.

 WHY MANAGE TIME?
Time is limited - Time is a very special resource.
You cannot store it or save it for later. If you don't
use your time wisely, you can never get it back.
Time is scarce - Most people feel like they have
too much to do and not enough time. Time
management helps you to use the time that you
do have in better ways.
You need time to get what you want out of life -
learn how to make time for the things that are
important to you. Even if you can only afford to
give a small amount of time each week to your
goals.
 WHY MANAGE TIME? Contd…
You can accomplish more with less effort - When
you become more productive using improved time
management skills and tools, you can accomplish
more with less effort.
Too many choices - Time management helps you
make conscious choices so you can spend more
of your time doing things that are important and
valuable to you.

Have your hands on time, not time on your

hands.
 Time can't be managed, time is
uncontrollable.
We can only manage ourselves and our
use of time.

This Is My Efficiency
Time is Money
Time - A Precious Resource

Self Management

Attitude Habits
Life Management

Now management

Time Management
 TIME MANAGEMENT PRINCIPLES
1.Identify "Best Time" for Working: Everyone has high and low periods of attention and
concentration. Are you a "morning person" or a "night person"? Use your power times to do
hard jobs; use the down times for routines
2.Do Difficult Jobs First: When you are fresh, you can process information more quickly
and save time as a result

3.Use Distributed Work and Practice: Work in shorter time blocks with short breaks
between. This keeps you from getting fatigued and "wasting time." This type of work is
efficient because while you are taking a break, the brain is still processing the information

4.Make Sure the Surroundings are Conducive to Work: This will allow you to reduce
distractions which can "waste time."

5.Make Room for Entertainment and Relaxation: Office is more than

Job. You need to have a Career, yet, you need to have a balance in your life

6.Make Sure you Have Time to Sleep and Eat Properly: Sleep is often
used by so called professionals as their time management "bank." When they
need a few extra hours, they withdraw a few hours of sleep. Doing this makes
the time they spend is less effective because they will need a couple hours of
clock time to get an hour of productive time. This is not a good way to
manage yourself in relation to time

7.Try to Combine Activities: Use the "Twofer" concept. If you are spending
time at the client place, bring your planning notes for completion. If you are
waiting in line for tickets, bring your flashcards to memorize new concepts in
place
 Where does the Day go?
• Normally we all spend our day as follows:-
• 1) Sleeping :- 8 hrs.
• 2) Working :- 8 hrs.
• 3) Eating :- 2 hrs.
• 4) Commuting :- 2 hrs.
• 5) P.Hygine:- 1 hr.

That leaves about 3 hrs. for other things that

make life worth living.
• Imagine there is a bank that credits
your account each morning with
Rs.86,400.
• It carries over no balance from day to
day.
• Every “evening” deletes whatever part
of the balance you failed to use during
the day.
• What would you do?
• Draw out every cent,
of course!!!!
• Each of us has such a “bank”. It’s name is TIME.
• Every morning, it credits you with 86,400 seconds.
• Every night it writes off, as lost, whatever of this
you have failed to invest to good purpose.
• It carries over no balance.
• It allows no overdraft
• Each day it opens a new account for you.
• Each night it burns the remains of the day.
• If you fail to use the day’s deposits, the loss is
yours
• There is no going back. There is no
drawing against the “tomorrow.”
• You must live in the present on today’s
deposits
• Invest it so as to get from it the utmost
in health, happiness, and success!
• The clock is running. Are you running?
• Make the most of today
• Treasure every moment that you have!
• And treasure it more because you
shared it with someone special, special
enough to spend your time. And
remember that time waits for no one.

• Yesterday is history.
• Tomorrow is mystery.
• Today is a gift. That’s why it’s called ….
the Present!!
Time is a Non Renewable Resource
Once it is gone, it is gone.You will
never see this moment again.
Formal theories of time management

A small number of causes

(20%) is responsible for a
large part of the effect
(80%)
 Implications
• The relationship between input and output
is not balanced:
20% of a person's effort generates 80% of
the person's results; 80% of your success
comes from 20% of your efforts

• It is vital to focus 80% of your time on the

20% of your work that REALLY counts
 80/20 Rule

• 80% of Work gives 20% Results & 20% of

Work gives 80% Results

• Effective v/s Efficient

• Smart work v/s Hard work

Focusing on the “right” 20%
 Are You Sure?

• Your days are never wasted.

• You are very organized.

• You clearly know where you are going

and what you are going to do
 If Yes
You are in the
minority
 If you are willing, you can
become a master of your time

"The only thing even in this world are the number of

hours in a day. The difference in winning or losing is what
you do with those hours.”
 The four D’s, the four rules for
mastering time management are
• Desire
– To become efficient at Time Management
• Decision
– Decide to become Organized
• Determination
– Keep trying to master the techniques
• Discipline
– Be willing to pay the price
 CATEGORIES OF TIME
• SOLD TIME

• MAINTENANCE TIME

• DISCRETIONARY TIME

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An inch of GOLD cannot buy an inch of TIME.
 SOLD TIME
THE TIME YOU SELL TO AN EMPLOYER

IT INVOLVES EXCHANGING YOUR TIME FOR

MONEY

SOLD TIME EXTENDS BEYOND THE ACTUAL

HOURS SPENT AT WORK

IT INCLUDES THE TIME SPENT IN PREPARATION

FOR THESE ACTIVITIES

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We can make money. We cannot make time.
 MAINTENANCE TIME
– THE TIME SPENT KEEPING THINGS
TICKING OVER
– THE TIME TAKEN FOR THINGS
NECESSARY TO MAINTAIN ONESELF
– INCLUDES SLEEPING, EATING,
CLEANING, DRESSING ETC
– INCLUDES TIME SPENT MAINTAINING
OTHERS
– FAMILY SHOPPING

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 DISCRETIONARY TIME
• THE TIME THAT REMAINS AFTER
SOLD TIME AND MAINTENANCE TIME

• THE TIME WHEN YOU CAN CHOOSE

HOW YOU SPEND IT

• IT IS FREE TIME TO SPEND AS YOU

LIKE

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 How to control your use of time
Make
optimum
use of your
peak energy
time.

3.
1. 2.
Plan and
Establish Eliminate
schedule
responsibiti unnecessary
the use of
es, priorities &
your time –
and inappropriate
weekly and
objectives. activities.
daily.

Eliminate or
Include
Delegate as reduce as
room for
much as many
unexpected
possible. distractions
events.
as possible.
 The bad news is time flies

The good news is you’re the PILOT.

 What do we need to manage ourselves?

The ability to:

Plan
Delegate
Organize
Direct
Control

Time Management is a common-sense skill

that help us use our time in the most effective
and productive way possible.
"People don't plan to fail
but a lot of people do fail
to plan."
Prioritize, and do the most important things first.
 Pickle Jar Theory
o Rocks

o Pebbles

o Gravel

o Sand

o Water
ROCKS
PEBBLES
GRAVEL
SAND
WATER
 Remember 5 P’s
7/28/2017
Planning
P
P Prioritise

P P Punctuality

P Procrastination

P
Perfection
 Plan Your Time
• Make a daily list
• Make a weekly list
• Make a monthly
list
• Make a quarterly
or annual list
• Update your lists
as necessary
 Planner
Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 2 3 4 5 6

7 8 9 10 11 12 13

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31
What is Preparation?
PREPARATION =
PURPOSE + PRINCIPLE
+ PLANNING +
PRACTICE +
PERSISTENCE +
PATIENCE + PRIDE
Mark the priority level for each item on
the list of activities that you created.

A = High Priority – Must Do

B = Medium Priority-Should Do
C = Low Priority – Nice to Do

Remember that priorities can change.

You need to re-visit your priority ratings
often.
 Tips on Prioritizing
• Know your goals.
• Identify activities that help you achieve
your goals.
• Decide whether activities need to be
done in a particular order.
• Give the highest priority to tasks that
are most necessary in achieving your
goals and need to be done first.
 Prioritization
Which activities take you more closer to your
goals?

Which activities give you the most and best

results?

What can you do to serve the organization,

family and society more?

Which are the high pay-off activities in your

life?
 Tips
• 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
• Throw away every information that you think you do not need
• Think twice before you interrupt anyone, Their time is as valuable as yours
• Take an interest in what others are trying to achieve
• Hearing is not the same a listening. Learn to listen
• Don’t adapt any time wasting practices

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