Time

Managem

Course Objectives

Explain What is Time Management

Explain the Benefits of Time Management

Describe the Various Elements of Time Management

Explain the Principles of Time Management

Explain the Various Time Management Styles

Explain the Steps for Managing Your Time

Describe the Various Components of Time Management

Explain the Tools for Time Management

Explain the Role of Technology in Time Management

Explain the Urgent/Important Matrix

Explain the Action-Priority Matrix

Explain the Role of Biological Clocks in Time Management

Explain How to Avoid Multitasking

Explain the Common Time Management Pitfalls

List the Tips for Effective Time Management

Introduction

Dave Gotham is a Project
Manager in Globus Inc., a
leading software
manufacturer.

Let us look at what is going
on in Dave’s mind on a typical
workday.

Introduction

Oh no! I
am late to
office
again!

Introduction So many emails to check! I don’t even have time left for morning tea now. .

Maxw ell Projec t .Introduction Where did I put the file for the Maxwell Project? I’ll have to search for it now and my desk is a mess.

Introduction Oh no! I still haven’t got the presentation ready for today’s client meeting. .

Introduction I’ll have to skip my lunch to complete the status report which I need to send to boss. .

Introduction Oh! I forgot I also have to attend the ParentTeacher meeting of my kid today! .

.Introduction I think I’ll be late for my wedding anniversar y party in the evening as I don’t think I’ll be able to leave office on time.

Introduction • As you can see that Dave is surrounded by various kinds of troubles such as that of completing his tasks. . reaching his kid’s school and even his anniversary party on time.

Introduction • So. what do you think is the root cause of all of Dave’s problems? .

• If Dave had managed his time well. .Introduction • Yes. all of Dave’s problems arise due to lack of proper time management. he would have been able to pack in a lot of chores into a single day and yet complete each and every one of them successfully. • Let us see how Dave suffers from poor time management.

He is late to office to begin with and hence it is natural that he would not have enough time to complete all his office work and would have to work extra hours to complete his tasks. you can see that Dave has started the day on a wrong note itself.Introduction Oh no! I am late to office again! Here. .

Introduction So many emails to check! I don’t even have time left for morning tea now. if he sits to check all of his unread emails. Dave is late and does not have enough time to check emails. it would have been better if Dave had a habit of managing his emails effectively and following proper email etiquette. Also. it is obvious that he would be late in completing his other important tasks. . Hence.

. So.Introduction Where did I put the file for the Maxwell Project? I’ll have to search for it now and my desk is a mess. Such a cluttered desk would make him waste more time in finding the file. he would waste time in searching for a file that he needs urgently and will need to find the file on his cluttered desk. Dave will now have to search for the Maxwell Project file that he cannot find.

Dave was aware beforehand that he had a client meeting today. .Introduction Oh no! I still haven’t got the presentation ready for today’s client meeting. Dave should have completed the presentation in advance. It is crucial that rather than putting off getting the presentation ready on the same day of the meeting.

Hence.Introduction I’ll have to skip my lunch to complete the status report which I need to send to boss. Dave is well aware of the fact that he needs to send a status report to his boss regularly. . it is important that he should manage his time in such a way that he keeps aside some hours in a day for completing the status report.

he would not have forgotten about the meeting. .Introduction Oh! I forgot I also have to attend the Parent-Teacher Dave forgot meetingabout of myhis kid kid’s today! Parent-Teacher Meeting. As he has forgotten he has also not put aside some time to attend the Parent-Teacher Meeting at his kid’s school. If Dave had preplanned his day and kept a reminder to remind him of the meeting. Dave’s kid will feel neglected and uncared for as his father did not bother to attend his school meeting.

It was important that to be on time for the party Dave should have planned his workday well and managed time effectively.Introduction I think I’ll be late for my wedding anniversary party in the evening as I don’t think I’ll be able to leave office on time. . His spouse will resent Dave being late for his anniversary party. Dave will be late for his wedding anniversary party.

he tends to suffer not only on the professional but also on the personal front. .Introduction • Thus. you can see that when a person does not manage his time well.

LLe ett u uss lle ea arrn n a ab bo ou utt ‘‘T Tiim me e M Ma an na ag ge em m e en ntt’’ iin n d de etta aiill.Introduction So.. it is crucial that whether you are a student. a working professional or a homemaker. . you should learn to manage your time effectively.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

time management involves exercising conscious control over the amount of time spent on specific activities with a focus to increase effectiveness.What is Time Management? The art of arranging. time management helps an individual to be more organized and more productive. Hence. . efficiency or productivity. So. organizing. scheduling. and budgeting one’s time for the purpose of generating more effective work and productivity is known as Time Management.

Time Management • Time management is the act or process of exercising conscious control over the amount of time spent on specific activities. especially to increase efficiency or productivity. tools. • Time management may be aided by a range of skills. and techniques used to manage time .

Why Time Management? Look at the questions given below and try answering them with a ‘Yes’ or ‘No’. Do you feel the need to be more organized and/or more productive? Do you spend your day feeling very busy and yet wondering why you haven't accomplished much? Do you wish you had a more than 24-hour day to complete all your tasks? Do you feel stressed by an ever busy schedule with no time for yourself? Do you feel you rarely achieve your 100% production capability? .

Why Time Management? • • • Roll your mouse over the icon. Thus. time management is equally efficient for work and study related activities as well as for personal activities. . Time management is an effective tool that anyone and everyone can use to pack in more into their 24hour day and achieve more in the same time than they achieved before. time management is needed by anyone who performs some task or the other. Also. to learn more. • If you have answered ‘Yes’ to any of the earlier questions. then the solution to your dilemma lies in ‘time management’.

no more or no less. time is when stuff happens. 24 hours in a day and 365 days in a year. Hence. Real Time: All time is relative in real time. all time passes equally. there are 60 seconds in a minute.Did You Know? Time is the point or period at which things occur or simply put. There are two types of time: Clock Time: In clock time. For example: Two hours waiting for an appointment may feel like 5 years . he is exactly 60 years old. 60 minutes in an hour. In clock time. depending on what you're doing you would feel that time flies or drags. For example: When someone turns 60.

It is beneficial to every individual as proper time management helps us to: Plan Plan efficiently efficiently Be Be Efficient Efficient Schedule Schedule efficiently efficiently Prioritize Prioritize tasks tasks Be Be Organized Organized Be Be Relaxed Relaxed & & less less stressed stressed Be Be Self-disciplined Self-disciplined Have Have time time for for ourselves ourselves .Importance of Time Management Time management is important as it helps to manage your time efficiently.

Who can Use Time Management? • Time management has become crucial for everyone in the today’s modern busy world of technology and fast paced lifestyle. • Each and every person from different walks of life can use time management techniques and tools for managing their time better and carrying out their daily chores and activities efficiently and in a .

Who can Use Time Management?
Thus, time management is important and can be used by
anyone such as:
Business Leaders
Politicians
Executives
Students
Teachers
Laborers
Writers
Working Professionals
Home Makers
Actors
Freelancers/Consultants

Need for Time Management

Each and every individual needs time management as
Time is of essence to everyone, whether a student, a
professional, a daily wage laborer or even a home-maker.
Every person has only a 24-hour day. Also, there are
numerous tasks and a long list of tasks that each person
needs to perform on a daily basis. Also, how much a
person may achieve in a day will depend on the
individual’s energy, motivation, use of resources and
skills and capabilities. So, to make best use of all the
resources both internal and external that you have at
hand, it is crucial that you should learn to use some
strategies for more effective time management. Thus,
Time Management is a means to help you work smarter
to accomplish your work more easily and rapidly.

Need for Time Management
Time management is needed by everyone and is important for
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It helps you to save
time.

Need for Time Management
Time management is needed by everyone and is important for
various reasons, such as follows:
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Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

such as follows: Increased productivity Less stress Improved self-esteem Good work-life balance Prevention of panic in times of workload .Benefits of Time Management There are several benefits of time management.

dreams and visions Increased energy and competency to achieve success . such as follows: Increased confidence of fulfilling tasks Achievement of goals quickly and easily Increased efficiency in fulfilling tasks Achievement of greater success.Benefits of Time Management There are several benefits of time management.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

The following are the various elements of Time Management: Being aware of your Time Being aware of your Time Wasters Priorities Self-management Management of your Personal Resources Goal Setting Measures of your Achievement Planning .Elements of Time Management There are various elements that have to be considered and managed for effective Time Management. you should learn be aware of and use the elements of Time Management diligently. It is important that for you to manage your time well.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

to learn more. Reserve large blocks of time for important activities Set priorities to achieve more in the same day Before beginning your work for the day. Develop a habit of eliminating at least one time waster from your life each week Always have a great clarity of objectives Always work with a focus centered on achieving the set objectives mouse over the icon.Principles of Time Management The following are some of the core principles that you Roll your should follow for successful time management. make a list of all your activities .

People can spend their time in only the following three ways: • Thoughts • Conversations • Actions . So. your work will be composed of only three items.Did You Know? No matter what type of work you do. the only thing that you need to do to manage your time well is to decide the proportion of the distribution of these three items in your work.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

There are a few tools and techniques that prove to be more effective for one time management style than for the other styles. There are five time management styles that are identified. which are: e g a an t M n e m l ia l Let us look at each in detail.Time Management Styles Different time management styles are used by different people because every individual is different. is is a su a an t M n e m Pr e on aegc an t isi M n e m c So ge Cr e g a an t M n e m Ca Achge na iev eam etnt M n e m .

Such people find it difficult to do everything to the best of their ability and may tend to forget a . Such people cannot say “no” to accept more projects and can get overwhelmed.Achievement Management About Pros & Cons Best Tools Achievement Management style includes and describes people who measure their success by how much they take on.

. • Con: o The lack of completion of projects.Achievement Management About Pros & Cons Best Tools • Pros: o Others see such people as dependable and helpful.

Achievement Management About Pros & Cons Best Tools Tools that help keep track of the over-committed schedule such as: • To-do Lists • Supply Lists • Committee Lists • Event Lists .

Casual Management About Pros & Cons Best Tools Casual Management style includes and describes people who are the procrastinators of the world. Such people believe that they will get the work done when they have time and as a result easily lose track of time. .

.Casual Management About Pros & Cons Best Tools • Pros: o Casual managers think with their “right brain” and hence tend to be more creative. • Con: o A tendency to miss deadlines or to leave things unfinished.

. Alert systems like alarms or electronic reminders should be used to provide a reminder of the tasks that are put aside.Casual Management About Pros & Cons • • • Best Tools Timelines help to remind such people how much time they really have. Timelines also help them to focus on deadlines.

many projects may get started but . Hence. They have trouble deciding between which one is a priority and which is not.Crisis Management About Pros & Cons Best Tools Crisis Management style includes and describes people who consider each event of their life as if it is the top priority. Such people tend to take on several projects all at once.

o Tasks get finished as the deadlines help to drive such people. • Con: o .Crisis Management About Pros & Cons Best Tools • Pros: o Tendency to work well under pressure.

. Visual reminders that can be used are: o Desktop calendar o Alert o PDA.Crisis Management About Pros & Cons • • Best Tools Different types of visual reminders can be used to remind what is coming down the pipeline and to help them be focused.

Such people tend to work to deliver work that is consistently of high quality. the high quality is delivered at the expense of a lot of time. However. .Precision Management About Pros & Cons Best Tools Precision Management style includes and describes people who are the perfectionists of the world.

Precision Management About Pros & Cons Best Tools • Pros: o People are considered detail oriented and highly capable. • Con: o A waste of time and energy due to spending of an outrageous amount of time .

.Precision Management About Pros & Cons • Best Tools Day planners help such people to keep on track by staying focused on the big picture as it helps to block out time allotments.

Social Management About Pros & Cons Best Tools Social Management style includes and describes people who are the social butterflies of the world. . Such people would rather “talk” than “do.” Social managers often lose track of time as they busy themselves chit-chatting the hours away.

Con: o Wasting of valuable time in meaningless conversations. .Social Management About Pros & Cons • • Best Tools Pros: o Such people tend to have excellent communication skills. o Such people are great contributors in brainstorming sessions and can effectively get ideas across to others.

This will help to keep conversations short and to finish projects in a timely manner.Social Management About Pros & Cons • Best Tools Alert systems such as a wristwatch. with an alarm. that provides a reminder of time. .

MCQ Q. Which of the following styles include people who work well under pressure? Click on the radio button to select the correct answer! .

the following styles Go o oWhich od d!! T h Tof a hatt''ss R iig R include people who gh tt!! hwork well under pressure? C Co orrrreecctt A An nssw weerr:: C Crriissiiss M Maan naag geem meen p ntt ssttyyllee inc e peo l op plee w incllu wh ho ud ow deess o w r k o w r k p e w r l l e pressssu e u l n l d undeerr urree..MCQ G Q. re to e h k c i Cl e! continu .

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Uses of Time Management for Individual Help overcome Stress & Procrastination Help being Better Organized Help in being total control of the situation Help balance work & personal priorities .

Uses of Time Management at Workplace Helps prioritize effectively Helps meet deadlines / targets / goals Clutter free workspace Creates happy work environment .

better use of resources Improved planning and control Reduction of stress .on time delivery to customers Increased profitability .Uses of Time Management for Organization Improved productivity .crisis management by reducing the incidence of crises through better planning .improved use of time by the personnel Better performance .

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

.Steps for Managing Your Time The following are the key steps that you need to follow for effective time management: Step 1: Set Goals Step 2: Develop a Schedule Step 3: Revisit and Revise Your Plan Let us look at each in detail.

make sure that you determine and set both long-term goals and shortterm ones to support them. you should always keep in mind that you should set goals that are specific and concrete.Step 1: Set Goals Step 1: Set Goals The first step towards managing your time is to ‘Set Goals’. While setting goals. Also. Another important thing while setting goals is to also set a deadline for your goals. Never define vague goals. .

Step 1: Set Goals .

however. Initially. while making a schedule. with practice it would become the easier and more natural. Hence. There are a few considerations that you need to keep in mind while developing a schedule. planning may seem a hard task.Step 2: Develop a Schedule Step 2: Develop a Schedule The next step after you have set goals for yourself is to develop and plan out a schedule. ask yourself these questions: • What goals do I expect to accomplish? • What approach do I need to adopt to reach these goals? • What tasks are more important than others? • How much time will each task require? • What time of the day is best fitted to do each activity? • What provisions do I need to keep my schedule flexible to .

Step 2: Develop a Schedule .

you know the goals that you want to reach and you have developed a planned schedule to reach those goals. .Step 3: Revisit and Revise Your Plan Step 3: Revisit and Revise Your Plan Now. The next crucial step in time management is to check whether the plan is working and check how you are actually using your time. This step will help you identify the deviance between your planned schedule and your actual followed schedule. You need to then alter your schedule or your actions and revise your plan for better time management.

Step 3: Revisit and Revise Your Plan .

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

.Components of Time Management The following are crucial Components of Time Management: Planning Organizing Delegating Managing Interruptions Scheduling Prioritizing Let us look at each in detail.

Planning For effective planning it is important that you know the difference between ‘Urgent’ and ‘Important’. . However. Urgent tasks assume importance as they demand immediate attention. Such important tasks when are left undone may usually have a long term effect. you should also bear in mind that important tasks may become urgent if left undone.

Planning So. . how can you judge or gauge the balance between important versus urgent tasks? You should always decide to do the tasks based on the following two considerations: • Impact of doing a task • Effect of not doing a task One of the best ways to decide between ‘Urgent’ versus ‘Important’ tasks and to balance between them is to use the ‘Stephen Covey’s Urgent Vs Important Matrix’.

You do not waste time in searching for and locating misplaced things or gathering resources at the last minute to do a task.Organizing Organizing is an important component of time management. you are better prepared to do your tasks more quickly and diligently. When you are better organized. .

Steps of Organizing The following are the three principles or steps of organizing: Set Goals Prioritize Form Good Habits Let us look at each in detail. .

Let us look at each in detail.Steps of Organizing The following are the three principles or steps of organizing: Set Goals Prioritize Set Goals: • Organizing begins with setting goals both short-term and long-term goals. . • Goals should be ‘SMART’ • Form Good Habits Always remember that all Goals have a beginning and an end and to identify these beginnings and endings is important.

Form Good Habits Let us look at each in detail. • Scheduling is an important part of Prioritizing.Steps of Organizing The following are the three principles or steps of organizing: Set Goals Prioritize Prioritize Prioritize: • Put first things first. • Priority is a ‘must’ to do rather than a ‘want’ to do. .

. Let us look at each in detail. • Keep focus with a journal/day planner.Steps of Organizing The following are the three principles or steps of organizing: Set Goals Form Good Habits: Prioritize FormGood GoodHabits Habits Form • Never Procrastinate. • Good habits require selfdiscipline.

It is entrusting responsibility and authority to others who then become responsible to us for their results but we remain accountable to our boss for what our . delegating means asking someone else to perform a task that is one of your responsibilities or work that you are being paid to do. Delegating is: ‘The act of delegating. or investing with authority to act for another’ or ‘the distribution of responsibility and authority to others while holding them accountable for their performance.’ Hence.Delegating Delegation is an important concept when you learn about time management.

.Elements of Delegation The following are the three elements of delegation: Authority Responsibility Accountability Let us look at each in detail.

defined. People with authority should know the scope of their authority. Authority always flows from top to bottom. Let us look at each in detail. Authority must be well.Elements of Delegation The following are the three elements of delegation: Authority Responsibility Accountability Authority: Authority can be defined as the power and right of a person to use and allocate the resources efficiently. to take decisions and to give orders so as to achieve the organizational objectives. .

Let us look at each in detail. .Elements of Delegation The following are the three elements of delegation: Authority Responsibility Accountability Authority: Authority can be defined as the power and right of a person to use and allocate the resources efficiently. Authority must be well. People with authority should know the scope of their authority. to take decisions and to give orders so as to achieve the organizational objectives. Authority always flows from top to bottom.defined.

for a job is answerable for it. • A person who is given the responsibility should ensure that he accomplishes the tasks assigned to him.Elements of Delegation Authority Responsibility Responsibility Accountability The following are the three Responsibility: elements of delegation: • Responsibility is the duty of the person to complete the task assigned to him. • The person held Let us look at responsible each in detail. . • Responsibility without adequate authority leads to discontent and dissatisfaction among the person. • Responsibility flows from bottom to top.

Elements of Delegation The following are the three elements of delegation: Authority Accountability: • Accountability means giving explanations for any variance in the actual performance from the expectations set. Responsibility Accountability Accountability Let us look at each in detail. . • Accountability cannot be delegated.

Accountability cannot be delegated.Elements of Delegation The following are the three elements of delegation: Authority Accountability: Responsibility • • Accountability Accountability Accountability means giving explanations for any variance in the actual performance from the expectations set. Let us look at each in detail. .

Poor del egation cause yo will u frustrati o n . e m n g assi hich w s t n me assign r attention.Importance of Delegation in Time Management one s i n o i t D eleg a ost m e h t f o t time n a t r o p im m en t e g a n a m skills. se of o p r u in p a m ime e T " Th s i ting a g hat t e l o e s d . groom sa successo r. Goo d delega tion save you time s . and motivate Del e g noth ating is ing b ut ‘Inte r na Outs ourc l ing’. an d fails to a chieve t he task or p urpose itself. nt" e m e g trate n e Mana c n n co a c u m ain o y d n a ge r g i b n o nts. ou y d e e n . de motivate s people and con fuses th e other pe rson. develo ps your tea m.

NO Does it need to be done by ME? YES NO Does it need to be done NOW? YES DO IT! NO Resist & Stop (Dump) ...Flowchart for Delegation Decision You can use the following flowchart to come to a decision whether the task can be delegated. Does this NEED to be done? YES Consider Delegatin g Plan and .

Steps of Effective Delegation Step 1: Clarify your goals & opportuniti es Step 2: Decide what goals and projects can be done by Step 3: Select the right person Step 4: Organize the tasks being delegate d Step 5: Give clear instructio ns & request feedback Step 6: Set deadlines & ask for reports Step 7: Support and monitor Step 8: Provide Recogniti on .

.Managing Interruptions The following are some of the methods to manage various kinds of interruptions: Managing Workspace Managing Documents Managing Drop-in visitors Managing Phone Let us look at each in detail.

.Managing Interruptions The following are some of the methods to manage various kinds of interruptions: Managing Managing Workspace Workspace Managing Workspace: Managing Documents • De-clutter your desk by clearing it at the end of each working day Managing Drop-in visitors • File documents once they have been used • Organize a work flow system in your space Managing Phone Let us look at each in detail.

.Managing Interruptions The following are some of the methods to manage various kinds of interruptions: Managing Workspace Managing Documents: • Define what you need to keep and for how long • Managing Drop-in visitors Arrange file materials logically • Facilitate easy access to materials Managing Phone • Purge the files on a regular basis Managing Managing Documents Documents Let us look at each in detail.

move to another space • Learn to say ‘NO ‘in a polite way Let us look at each in detail. ManagingDrop-in Drop-in Managing visitors visitors Managing Phone .Managing Interruptions Managing Workspace Managing Documents The following are some of the methods to manage various kinds of interruptions: Managing Drop-in visitors: • Create a visual barrier at your workspace to reduce the ‘drop-in’ visits • Don’t have extra chairs in your workspace as people would not hang around long if they have to stand • For important work .

Managing Interruptions The following are some of the methods to manage various kinds of interruptions: Managing Workspace Managing Phone: • Batch your outward calls Managing Documents • Delegate calls that you don’t have to make personally to one of your team members Managing Drop-in visitors • Terminate calls once the business has been done • Set up a rotation of team members of your team for handling incoming calls ManagingPhone Phone Managing Let us look at each in detail. .

Types of Interruptions The following are some of the culprits that could act as an interruption: • Over socializing on Job o Unnecessary Meetings o Setting Unattainable Goals • Telephone Interruptions o Ineffective Prioritization o Junk Mails • Poorly Run Meetings o Poor Planning o Misfiled Information • Drop-in visitors o Cluttered Workspace o Extended Lunch Breaks • Procrastination o Waiting/Delays o Ineffective Delegation .

Scheduling Scheduling is the process by which you look at the time available to you and plan how you will use it to achieve the goals you have identified. • Plan to make the best use of the time available. By using a schedule properly. Preserve contingency time to handle 'the unexpected'. you can: • Understand what you can realistically achieve with your time. Minimize stress by avoiding over-commitment to . • • • Leave enough time for things you must absolutely do.

You should keep in mind that your priorities are influenced by your values . The essence of Time management lies in managing ourselves in relation to time.Prioritizing The process of deciding which of several options or tasks is most important is known as ‘Prioritizing’. Hence. You should keep in mind that your priorities may change over time and in relation to various situations. So. determining your priorities or prioritizing involves deciding that Activity ‘A’ is more important than Activity ‘B’. the crux of time management lies in setting priorities and taking charge.

How to Prioritize Your Tasks? The following questions need to be considered to determine the priority of any activity: What am I doing that doesn’t really need to be done? What am I doing that could be done by someone else? What am I doing that could be done more efficiently? What are the costs versus the benefits of doing this activity? How well does this activity fit into my goals? .

to completion? learn more.How to Prioritize Your Tasks? The following questions need to be considered to determine the priority of any activity: Does this activity have a deadline for completion? How much do I enjoy doing this activity? Have I promised or agreed to do this activity? Which of my needs will be satisfied by doing this activity? Roll your mouse over How much time does this activity require for the icon. .

Tip me i t l ea r t ur ha o t y r by be ing d m h e e t t y a an rem is cre . Al ou ain a he r y t t b n d . S e is d v min you ha age you your timf and n e el s g r a that an ma u of o an e y l c m t b you way to e abou e capa t itiv you ar time. s bes o p g at ur n h o i t y e b ing aging v e i an bel m r e bett . e r e o t is m or you e crea rself. I r w l. s lf. o y e S a s t .

MCQ Q. Click on the radio button to select the correct answer! Which of the following is NOT a component of time management? .

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re to e h k c i Cl e! continu . Which of the following is Th ha tt''ss N a No ott Q Qu uiitte NOT a component eofR iig Rtime gh htt!! management? Correc t Answe r: ''M Mu ullttiittaasskkiing' ng' iiss N cco NO OT T aa om mp o pon e nen ntt o off ttiim mee m maan naag geem meen ntt.MCQ T Q..

.Real Life Example Let us now look at a real life example to understand the role of prioritizing in time management.

Dave suffered from poor time management and hence ended up postponing most of his tasks and leaving many of the tasks .Real Life Example Dave Hudson is a Project Manager at Helios Inc. Dave is always very busy with a list of numerous tasks to complete in a single day.

Dave attended the workshop on time management and learned about the importance of ‘prioritizing’ in time .Real Life Example Dave’s boss Kevin advised Dave to attend a workshop on time management to help him learn about managing his time well and performing his work better.

Real Life Example So. Dave now knows that he needs to prioritize his tasks in order of their importance. . He has made a list of the tasks that he needs to complete in a particular day. Dave decided to plan his day in advance for managing his time well.

• Conduct the morning team meeting. • Discuss with a colleague about last night’s match.Real Life Example The following is a list of the tasks that Dave has to complete on the particular day: • Check and identify mails to be sent today. phone call to a friend enquiring • • about his health. Conduct a quality review meeting with each team member. Buy a gift for friend’s birthday party in the evening. • submit Schedule meeting with boss about my • career Make aprogression. . • cricket Complete fortnightly status report to to aboss.

Real Life Example Can you help prioritize Dave’s tasks for him in the order of their importance? .

Real Life Example Given below is the list of Dave’s tasks that have been prioritized as per their importance. Please keep in mind that the following list is just an indicative answer and there may be a few variations in the list depending upon your sense of priority and the way you tend to .

Complete fortnightly status report to submit to boss. 2. Buy a gift for friend’s birthday party in the evening. Discuss with a colleague about last night’s cricket match. 5. 3.Real Life Example 1. 6. . 4. 8. Check and identify mails to be sent today. Make a phone call to a friend enquiring about his health. Schedule a meeting with boss about my career progression. Conduct a quality review meeting with each team member. 7. Conduct the morning team meeting.

Dave now knows which of the tasks are urgent and important.Real Life Example Hence. he now knows which of the tasks he can postpone for completion at a later date. if he is pressed for time on the . As Dave has a list of prioritized tasks. you can see that by prioritizing the tasks.

analysis of time spent.Scope of Time Management • There are various skills. monitoring. • The various tasks that are included in the scope of time management include: planning. setting goals. and . projects and goals complying with a due date. organizing. allocating. and techniques that can be practiced for effective time management which helps an individual to manage time to accomplish specific tasks. scheduling. delegation. tools.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

Tools for Time Management Plann ers 1 2 To-do Lists Calend ar 3 4 Diary There are various tools that you can use for Time Management. such as: Activity Logs 5 Let us look at each in detail. .

Planners 1 Planne rs 2 3 • • 4 • 5 • A very useful tool for time management is a 'Planner'. Always keep in mind that you make sure to note down important meetings. deadlines. always enter the same into the planner at once. a week as well as a month in advance. Whenever you commit any due dates or social events. in the planner. . You can use 'Planners' to effectively plan a day. project milestones etc.

Planners .

You can organize the annual calendar by areas of responsibility and then jotting down the tasks and events on such an annual . an annual calendar should be used. You can use a calendar to record meetings.Calendar 1 2 • 3 4 • 5 • Calend ar useful time management tool is a Another paper or an electronic calendar. For a person who handles multiple responsibilities and loads of tasks at the same time. appointments and due dates for a monthly view as well as an yearly view.

Calendar .

To-do lists help to keep track of the tasks that need to be completed and help in avoiding forgetting to do a few of them when caught in the midst of all the activity. a to-do list has the most important tasks listed at the top of the list. and the least important tasks at the bottom. . A to-do list proves to be greatly useful as it helps to avoid forgetting tasks as you have all the tasks listed in one place. So. such a list helps you to work as per the set priorities as you have listed the important tasks on top. To-do Lists You can use a to-do list to list down all the tasks that you need to complete and in the order of priority in which they have to be completed. Also.To-doTo-do Lists lists prove to be greatly useful for someone 1 2 3 4 5 who has a list of multiple tasks that need to be completed.

To-do Lists .

You can use it to see at a glance. you should analyze your daily activity log after you have logged your time for a few days. idle chit-chat. people do not have the habit of keeping track of and are unaware of the amount of time that they wasted in breaks. You can use an activity log to keep track and later analyze how you actually spend your time. . Activity Logs Then. Always make a habit of keeping an Activity Log for several days. browsing through useless sites etc. An ‘Activity Log’ is a vital tool that helps you to keep a track of your time. checking emails.Activity Logs 1 2 3 4 5 Most people are not aware about how they spend their day and time. Keep a track of the areas on which you have wasted time and also track the low value jobs. the amount of time you wasted and the activities that you waste your time on. Generally.

Activity Logs .

You can use a diary as a journal to list down your daily experiences. you can use a diary to reflect back on your day and help you to save time and plan for the future. your techniques to save time. Diary . action plans. resources etc.Diary 1 2 3 4 5 • • • One of the most common and effective tools of time management is a ‘diary’. Hence.

MCQ Q. Click on the radio button to select the correct answer! Which of the following is an appropriate tool for Achievement Management Style? .

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nag e m gemeen ntt re to e h k c i Cl e! continu .MCQ T Q. Which of the following is an Th ha tt''ss N a No ott Q u Q uiittfor e appropriate tool eR Riig gh htt!! Achievement Management Style? Correct Answer: T To o--d do o LLiissttss iiss an an aap ffo pp prro orr A op prriiaattee tto Acch hiieevveem e oo m n oll t e M n t a S M n t a y a Styllee..

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

there are many modern-day tools that are offered by technology which can be used for time management and save time efficiently . Some such tools offered by modern-day technology are: .Technology and Time Management 1 2 3 4 5 6 7 In the modern technological world.

• For efficient time management. make sure you keep track of the time and do not waste time on idle chit-chat. • It also helps to save money and time as communication can be carried out without the need to travel. set aside a block of time for making and receiving calls.Telephone 1 • Telephone is a great time-saving tool when used correctly. • While on a call. • If possible. . it is important that you plan your calls in advance before making them. • Telephones help you to communicate with the other person without having to waste the time of meeting a person face-to-face.

Telephone 1 .

• Use specific and meaningful subject lines in your emails. the best way to handle emails is in batches at regularly scheduled times of the day. • First of all. urgent or trivial.Email 2 • Email or electronic mail is a form of electronic communication. • Inform and ask your contacts to use specific and meaningful subject lines to help you identify the purpose of the email at a glance. For efficient time management. just like other routine tasks. make a habit of reading the . • Classify the emails as you view the subject lines as business or personal.

Email 2 .

There are various teleconferencing systems available today that you can use as per your needs such as: Adobe’s Acrobat. or Citrix’s GoToMeeting. Teleconferencing proves to be greatly useful when real-time sharing is needed. Microsoft Live Meeting.Teleconferencing 3 • An important tool that you can use for more personal contact than emails is ‘Teleconferencing’.com. .

Teleconferencing 3 .

Usually. the option of using chat saves a lot of such to and fro time that may get wasted in sending emails. while writing through emails. you can use instant messaging .Chat 4 • Chat is another modern-day technology tool that proves to be useful for saving time. In situations where the participants of a meeting are located in different locations. On the other hand. a lot of time may get wasted in to and fro emails.

Chat 4 .

Web Meeting
5

Web meeting is a moderntechnology tool that proves to be
greatly useful in saving valuable
time and at the same time having
the same advantages as that of a
face-to-face meeting.

Web meeting or web conferencing is
also known as webinars.

Web meeting is usually used for
interactive conferences as well as
online workshops.

Web meeting is a service that is
basically an online conference.

It allows the conferencing events to
be shared with remote locations.

Web Meeting
5

Email Lists and Online Groups
6

Emails are used by many
people for both personal
as well as professional
purposes.

However, another useful
technology tool that uses
a variation of emails is
the email lists and online
groups.

Email Lists, Forum and
Online Groups prove to
be greatly useful to
share communication
with a meeting group
that requires ongoing

Email Lists and Online Groups
6

• Users can use various systems like Microsoft SharePoint. and Basecamp for interaction and collaboration with each other from any location. Google Docs.Collaboration Applications 7 • Collaboration Applications are another modern-day technology tool that help in time management. • Such collaboration tools prove to be most useful for project . Wrike. • Such various kinds of collaboration tools can be used to save a lot of time that gets wasted in meetings or phone calls. Pelotonics.

.Real Life Example Let us now look at a real life example to understand the methods of time management.

.Real Life Example You had seen in the introduction scenario that Dave is surrounded by various kinds of problems due to lack of proper time management.

. Let us now see how Dave could manage his time well and pack in more in the same 24 hours of time that everyone has in a day.Real Life Example You had seen that Dave did not manage his time well and hence he is not able to complete his daily chores and also suffers on the professional as well as personal front due to poor time management.

By planning each of his days in advance. the tasks that he can delegate for completion at a later date and any odd tasks of the day such as Parent-Teacher Meeting. Dave should pre-plan each of his days on the previous day. Dave would know the tasks that have to be completed on the same day. Anniversary Party etc.Real Life Example In order to manage time well. . the meetings that have been scheduled for that day.

. in order to avoid getting late to the office. If Dave reaches his office early. he would have more time to complete his tasks of the day. to begin with. Dave should get up early by means of using devices such as alarms and start early from home to reach the office early.Real Life Example Also.

Also. @ . attachments etc. Dave should also make a habit of replying to each important email as and when he views them to avoid putting off and forgetting to reply to them later. sorting and tags to his emails so that he can view the latest and important emails first. subject line. Dave can set filters. He can identify important emails by seeing the sender’s name.Real Life Example A good way that Dave can manage his emails and avoid wasting time is by checking the important and urgent emails first.

One of the best methods to avoid wasting time is by keeping your workplace organized.Real Life Example One of the best ways that Dave as well as everyone can manage time well is by avoiding wasting time on unnecessary activities. He can use this saved time to do some productive and useful work. Also. organized and uncluttered then he knows where each of his files and important things are lying. When Dave keeps his desk tidy. . he would not have to waste his time in searching for files and things.

to remind him of his future scheduled meetings and tasks to be completed. diary etc. This way he could have set a reminder for himself that the client meeting is due on a particular day and could have completed the presentation at a leisurely pace rather than working on it under stress and pressure on the day of the client meeting itself. .Real Life Example Dave could be ready with the presentation for the client meeting rather than panicking on the last day by using tools such as planners.

.Real Life Example Dave could avoid skipping his lunch to complete the status report which he needs to submit to his boss by keeping the status report ready one day in advance. This way he could complete the status report each day and also not have to skip his lunch to complete it. He could fix a slot of a few hours in each day which he could dedicate solely to working on the status report only.

. To keep tab of such odd activities and tasks.Real Life Example It was natural for Dave to forget about his kid’s ParentTeacher meeting. which is not a routine activity that he performs on a daily basis. Dave should keep a diary and reminder to keep him abreast of the activities or tasks that are not a part of his daily work routine but will have to be completed on a particular day.

The only thing he needed to do to reach his anniversary party on time is to plan his day well and keep a reminder that would let him know when the party is just in case he tends to forget the date when it arrives. he could have got off work and could have left the office on time or even early. This way he could have reached his anniversary party on time and also delighted his spouse by reaching the party early. If Dave had planned his workday well.Real Life Example Dave knew very well about his anniversary party well in advance. .

.Real Life Example Thus. Dave would have been able to pack in a lot of chores into a single day and yet complete each and every one of them successfully. you can see that there are several methods that Dave could use to manage his time well. By proper time management.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

tt M y Maattrrix.. u o n o T .. W Wh ssee heen u n yyo u u o ou y u ug o n geett y e n h e W h o W ovveerr tth hee h haab biitt o e off tth e n f o h a c t n f u r o a s o c t i u r n p sing go tt//IIm m po on n n e n g r e U g s u r p r l U g s u e e p r l h n g t e e t nt aaccttiivviities ix..Urgent/Important Matrix The Urgent/Important Matrix is an important concept for time management. F Fo orr p prriio orriittiizziin ng yyo ou urr ttaasskkss an g and d tth hiin nkkiin ng a g ab bo ou utt p prriio orriittiieess. com o u e y o c u a e n can kkeeeep m p ovveerrco yyo uo e ou n o e u n g o l h u a gh ttiim rral aattu u mee tto n e n o tth e g f h n o i c g s f u n o u i s c c s u o o u s n f c o w f o n wh haatt’’ss of f biitt o h r e haab a r l e l allyy iim tt n mp e po n g r orrttaan e u g r n ntt. h Thee es . iit h ties. o on nee o off tth e he m o mosstt p po owe ull w waayyss iiss tthe werrffu he U Urrg geen ntt//IIm mp po orrttaan ntt M Maattrriixx.. aaccttiivviittiies U Urrg geen ntt//IIm mp port ntt M Maattrriixx iiss dr ortaan draaw wn n aass ffo ou urr q qu uaad drraan ntt m maattrriixx w wiitth h tth hee d i dim meen nssiio on nss o off IIm mp o r porttaan nccee aand .

Steps to Use the Urgent/Important Matrix The following are the steps to use the Urgent/Important Matrix to prioritize your activities: List down all the activities and projects you feel you have to do Make sure that you include all tasks that take up your time at work. . as per the assigned and urgency. even if you feel is unimportant. after you have assigned importance to each importance activity. determine the urgency each activity. Next. Now. you should plot the listed items on the Urgent/Important Matrix. the Schedule your priorities by analyzing matrix by using the strategies described for each quadrant. the usetask a scale of 1 to 5 to assign importance to each activity To decide if a task is important or not is by looking at it and identifying whether the task helps you meet your of goals Next.

Quadrant of Waste . Quadrant of Leadership & Quality Not Important Urgent 3. Quadrant of Manage 2. Quadrant of Deception 4.Strategies to Evaluate Urgent/Important Matrix Important Not Urgent 1.

Quadrant I of Urgent/Important Matrix Urgent Important 1. or because you don’t do enough prevention and planning. •. Not Important • •. Quadrant of Leadership & Quality Quadrant I represent things that are both “urgent” and “important”. • Many important activities become urgent through procrastination. you should make sure you spend your time on the activities listed in this quadrant. where you Deception bring your experience and judgment toWaste bear in responding to many needs and challenges. Hence. is the Quadrant of Manage. •. . 3. Not Urgent Quadrant of Quadrant of • This is where you manage. This 4. you produce. Quadrant of Manage ACTIVITIES Crisis Pressing Problems Deadline-driven Projects 2.

Quadrant of Leadership & Quality ACTIVITIES • • • Prevention & Relationship Building Recognize New Opportunities • that Planning & Recreation Quadrant II includes activities are “important. of Quadrant of broaden your mind and increase your skills. creating stress. 4. Not Important • 1. and deeper crises for the person consumed by it. Quadrant of Manage Not Urgent . Waste Deception Ignoring this Quadrant feeds and enlarges Quadrant I.Quadrant II of Urgent/Important Matrix Important Urgent • • • 2. This is the Quadrant of Quality. Investing in this Quadrant shrinks Quadrant I. but not urgent”. anticipate and prevent problems. burnout.Quadrant empower others. you do your long-range planning. Here’s where 3.

if they’re important at all. but not important”.Quadrant III of Urgent/Important Matrix Important • • Not Urgent Quadrant III includes things that are “urgent. Quadrant of of importance. that a task is urgent creates QuadrantThe of actual activities. meetings and drop-in visitors fall Quality into this category. This is the Quadrant of Deception. 2. Quadrant of Deception ACTIVITIES • • • • Interruption Some Calls. Reports & Meetings Proximate Pressing Matters 4. Manage Leadership & Many phone calls. Quadrant of Waste . are important to someone else. Mails. Not Important • Urgent 3. the illusion The feeling1.

not important”.Quadrant IV of Urgent/Important Matrix Important • • Not Urgent Quadrant IV is reserved for activities that are “not urgent. 1. watching mindless Quality television shows. or gossiping at office would qualify as Quadrant IV time-wasters. This is the Quadrant of Waste. Quadrant of Waste ACTIVITIES • • • • • Trivia Busy Work Some Mails & Calls Time Wasters Pleasant Activities . 2. Not Important • Urgent 3. Quadrant of Deception & 4. Quadrant of to Quadrant IV Quadrant of You often “escape” for survival. Leadership ReadingManage addictive novels.

Urgent Importa nt Q-1 Quadrant of Necessity Examples: Deadlinedriven project. increase your Q-2 and ensure your tasks are important but not urgent. Q-4 Quadrant of Waste Examples: Time wasters. personal development. relationship building.Urgent/Important Matrix For efficient time management. crisis. improving your health. building your dream career. finding your life partner. resolving immediate problems Not Q-3 Importa Quadrant of Deception nt Examples: Interruptions. certain phone calls / emails / meetings / Non-Urgent Q-2 Quadrant of Quality and Personal Leadership Examples: Problem prevention. surfing TV channels. mindless web .

MCQ Q. and deeper crises for the person consumed by it? . burnout. Click on the radio button to select the correct answer! Which of the following Quadrants when ignored cause stress.

MCQ G Q. u a t n . burnout. ccrriisseess fo and dd deeeep peerr forr tth e h p e e r p s e o rson b byy iitt. Which of the following Go oo d o d!! T Th ha ''ss R attwhen Riig Quadrants ignored gh htt!! cause stress. n cco on nssu um meed d re to e h k c i Cl e! continu . and deeper crises for the person consumed by it? C o Corrrreecctt A An nssw weerr:: ''Q Qu uaad drraan ntt o off LLeeaad Q deerrssh u Quaalliittyy'' wh hiip p& & wheen i g n n i o g norreed ssttrreessss. bu rrn u o u n t o . b d ccaau ussee ..

burnout.MCQ T Q. u a t n . bu rrn u o u n t o . ccrriisseess fo and dd deeeep peerr forr tth e h p e e r p s e o rson b byy iitt. b d ccaau ussee . and deeper crises for the person by it? Correconsumed c t Answ e r: ''Q Qu uaad drraan ntt o off LLeeaad Q deerrssh u Quaalliittyy'' wh hiip p& & wheen i g n n i o g r noreed ssttrreessss.. Which of the following Th ha tt''ss N a No ott when Q Qu uiitte Quadrants ignored eR Riig gh htt!! cause stress. n cco on nssu um meed d re to e h k c i Cl e! continu .

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

.Low Impact Hig h Action-Priority Matrix Low • • • • Quick Wins Major Projects Fill Ins Thankless Tasks Effort High A simple technique to help you decide and choose which activities/tasks to prioritize. The Action-Priority Matrix helps you in prioritizing the tasks and hence helps you make the most of your time and opportunities. The ‘Impact-Feasibility Matrix’ gives a different perspective by looking at the organization’s ability to deliver important changes. and which ones you should drop is the ‘Action-Priority Matrix’. which substitutes ‘Feasibility’ for ‘Effort’ on the horizontal axis. A variant of this tool is the ‘Impact-Feasibility Matrix’.

the tasks that give you the greatest returns on your efforts. . plot each activity on the Action Priority Matrix using these scores. you should look at each activity from two viewpoints . you can see at a glance. after you have looked at each activity from these two viewpoints and scored it.  • To use the Action-Priority Matrix.firstly on the impact the activity will have and secondly on the effort involved in completing the task. • Now.Low Impact Hig h Action-Priority Matrix Low Quick Wins Major Projects Fill Ins Thankless Tasks Effort High • The figure given above shows the ‘Action-Priority Matrix’. • Now.

Steps to Use the Action Priority Matrix The following are the steps to use the Action Priority Matrix: 1 5 2 4 Make a list of all the activities that you would like Score all the Now. . for maximum required effort such impact. plot all to of the activities based complete. as: 0 for no real effort 3 to 10 for a very major Next. on their impact activities on such as: 0 for Score all the activities the ActionPriority no impact to 10 based on their Matrix. you can decide to either complete or drop the activities appropriatel y based on the matrix.

.Strategies to Evaluate Action-Priority Matrix The following are the various strategies to evaluate ActionPriority Matrix: Thankless Tasks Fill Ins Major Projects Quick Wins Let us look at each in detail.

Low Effort): This is the quadrant that includes activities that are high in impact and low in effort. You should focus on such . These are the most attractive projects. giving you a good return for relatively little effort.Quick Wins Thankless Tasks Fill Ins Major Projects Quick Wins Quick Wins (High Impact. Hence. these are the activities that are the ‘quick wins’.

High Effort): This is the quadrant that includes activities that are high in impact and also high in effort. These activities give good returns but also take a long time to complete. You should always bear in mind that one such ‘Major Project’ . Hence.Major Projects Thankless Tasks Fill Ins Major Projects Quick Wins Major Projects (High Impact. these are the activities that are the ‘major projects’.

If you do not have the spare time. only if you have got spare time. Hence. So. Low Effort): This is the quadrant that includes activities that are low in impact and also low in effort. you should drop such activities for completing a better task. You should never worry about such activities too much. . these are the activities that are the ‘Fill-ins’.Fill Ins Thankless Tasks Fill Ins Major Projects Quick Wins Fill Ins (Low Impact. you should complete such activities.

It is vital for efficient time management that you should avoid these tasks. High Effort): This is the quadrant that includes activities that are low in impact and also high in effort. So. as they are high in . these activities are the ‘Thankless Tasks’.Thankless Tasks Thankless Tasks Fill Ins Major Projects Quick Wins Thankless Tasks (Low Impact. Hence. make sure that you do not waste your time on such activities as such tasks are low in returns. Also.

pressurized and overwhelmed by large number of tasks and . however. there is an important relationship between stress and time management.Relationship between Stress and Time Management • Although it may not be apparent to most people at first. • Almost everyone has at some time or the other in their life felt frustrated.

you can understand now that stress and time management are related to each other. it is obvious that such pressures and overloads on an individual causes stress. • So. • Therefore. • Such an overload of tasks can lead to stress.• Relationship between Stress and Time Management Thus. the .

Relationship between Stress and Time Management • When you practice effective time management. in this manner when you practice time . you learn to use methods and techniques of time management that will help you identify and fulfil those activities that are most productive and will yield maximum returns for you. • Thus.

through time . you can carry out your tasks at a leisurely pace and in a relaxed manner.• Relationship between Stress and Time Management You will also learn to work smart and not work hard. you are not overloaded with the burden of completing many tasks in a short period of time. • So. • Thus. • When you save time.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

levels through the day.Use Your Energy Efficiently For effective time management. Also. the right amount of energy would help a person work efficiently and quickly with optimum mental and physical energy. Energy levels of a person are important because a person can work efficiently and quickly only when he has enough energy to concentrate on the task. it is crucial that you should take into consideration the energy levels of the person. you should ask yourself the following question: At what time of the day do you feel most .

then schedule study and tasks that require focus in the early hours of the day.Use Your Energy Efficiently To find out the fluctuations in your energy Evaluate your energy level at different times of the day to answer this question. tasks that require focus should be scheduled . On the other hand. if you are a ‘morning person’. observe your energy levels carefully for a few days. A ‘morning person’ would feel most energetic in the early hours of the day whereas a ‘night person’ would feel most energetic towards the end of the day. if you are a ‘night person’. use your observations to schedule the tasks when you have the energy level to match that particular task. Then. Now. Therefore.

temperature. Biological clocks are also known as ‘Circadian Rhythms’ or ‘Body Clocks’. Circadian rhythms are internal biological clocks that regulate many functions and activities. including sleep. .Understand Your Biological Clocks The ‘biological clock’ or your ‘body clock’ decides how of your body works and the variance of energy levels for different types of people at different times of the day.

It is these cycles that determine whether you are a “Morning Person” or a “Night Owl”. Your body cycles through several metabolic and chemical changes in about every 24 hours. you can make more efficient use of your time by scheduling . you should learn to work with these natural rhythms. Hence. So. instead of fighting these natural rhythms.Understand Your Biological Clocks The sunlight at each morning resets these Circadian Rhythms. It is a well known fact that to maximize your efficiency you should work with your body cycles and not against them.

Understand Your Biological Clocks It is a well known fact that to maximize your efficiency you should work with your body cycles and not against them. So. Hence. instead of fighting these natural rhythms. Please keep in mind that if you are a ‘night owl’. you can make more efficient use of your time by scheduling certain activities at certain times of the day. then you should shift these times about 3-4 . you should learn to work with these natural rhythms. These time periods have been described for a ‘morning person’. There are a few time periods at which certain brain functions are efficient.

m. calculating.12 noon Cognitive. .Cognitive Tasks Cognitive Tasks 8 a.12 noon 121:::00 00 1 09 10 00 08 Cognitive Tasks 8 a. or mental.m. . shift these times about 3-4 hours later in the day. tasks such as reading. . and problem solving are performed most efficiently in the morning. Note: If you are a Night Owl.

. Note: If you are a Night Owl. shift these times about 3-4 hours later in the day. Short term memory tasks such as last minute reviewing for tests are best performed early in the morning.m.10 a. 07 08 09 10 :: 00 00 06 Short term memory 6 a.m. . .Short Term Memory Short term memory 6 a.10 a.m.m.

– 4 p. Note: If you are a Night Owl. Longer term Memory tasks such as memorizing speeches and information for application are best performed in the afternoon.Long Term Memory Long term memory 1 p.m.m. – 4 p. . 13 14 16 15 : 00 Long term memory 1 p.m.m. shift these times about 3-4 hours later in the day.

m.m. Note: If you are a Night Owl.m.Manual Dexterity Manual Dexterity 2 p. to 6 p. You are most efficient at tasks involving the use of your hands such as keyboarding and carpentry in the afternoon and early evening.m. 16 15 14 : 00 17 18 Manual Dexterity 2 p. shift these times about 3-4 hours later in the day. to 6 p. .

.Real Life Example Let us now look at a real life example to understand the role of biological clocks in time management.

. He is most activ e in the mornings and fe els energetic and ale rt in the mornings. Peter is a mornin g person.Real Life Example Peter Graham is a Project Manager in Globus Inc.

It is PPeter ’s respon eter is sib orn inil gity to go through athm e. proposals.ives from its prospeu ctive clients. person analyze the clien t’s re q uirm eo mse nats He is avned gather t c ti in the tog hein r in fo rm meotrn a tio n t ha t gs and fe e ls c a lp ed Paroposal enenrgheeti c th a n Writer to respon lert in the morningds.Real Life Example PePteer is respons ible ter Graham is for a an lyje zin eapgroposals Pa ro ctgMth a n that Globus rece er in Glob s Inc.with an apt proposa l to the client. .

It the proposals to is Peter ’s responwards the ibility to en f the day. apt proposaanlotth o the client. .aP eter is tired ta’s requirem nd ts and gath exhausteedna er er a whole together infoft ation that day’s work arm n d running ca help the Pro aroun al from one mpeoesti Writenrdto g respond with n a n to er. Hso go tdho ever. ugh the prow p o towraord sals.Real Life Example Peter is respons le for P ter is busy aib lm anaely o st zing the propo through sals e day an that Gloobuutsth so ceives frdom he keeps thre e analysis of its prospectiv e clients. s t h e e n d o f t an lyze the clien he day.

Real Life Example His energy levels are at eter is busy alm thePlo t nd his broasin througwheosuttath e day and sis tired and overw he keeps the anorked. Heo is just not active alysis of the p d alert roposals towaanrd enoug s the to understand end oh e he day. Peter is. Howevth requirfetm e r. day. . to anoth er. A red and Peter spends loti exhausted aftenrger hours than e would n a whole mally day’shw rk and rourn do tryino ing to analyzenth around frgom e meetineg propoosn als. nts easily and towards e t h e end of the analyze them s a result.

He is a maond alert enoug ing to understarn persoh n d e and so he shouth requirnem ld ents easily and keep task at require analyze thesmt. ze the memory and prly o b proposals.hA focu in the mors a result. ann do trying to anaalysis. to 12 noon. lemsolvin g tasks in the morning betwee n 8 a.m. . Petes s lonn ge r h Peterr sspheonudld rs scheduleou than he would a ormallyll cognitive. Hey following hisrw is just not activbeiological clock.Real Life Example Thus. you can se t ha t t he His nergy levee ls are at bestew at Pete the loweasyt th an nd his brracin manage hisati e well is bis tired and ovem orked. So. ings.

a goo ter can ma n ctice a e his timedwpera ll for Pg ter to follow wois by folloew ld ing his biologicu be to sta a analyzing thle clock. analysis.Real Life Example Thus.m. gs eting others anadll cogrneit ive. to 12 noon. . you can se e t ha t t he best way that Pe Moreover. memorykain nd m problemsolving tasks in the morning betwee n 8 a. Hret is a morning proposals in th mo ing person and so e e shrn after he comes hin ould keep tasks that to work and has completrequire ed his focu s the mornin daily in s. So . c h e c g ails. utine of mogrn Peter ro hould scheduleing tea.

oa uld goboed apbra lecto tice fow roPrk eto en r to the fop llro ow powso au lsld wbheeto n hsetais rtm ao ns atlyeznin eg rgth eteic a pn ro dpaocstaiv lse in anth de als moorn blo incg k o au fttea rh fie xecdom tim esein slo tot w ea oc rk h andday hato s cwoom rk ple on tetdhe his pa d ro ilp yoro sauls ti.Real Life Example By following this habit. . MP oe re te orve wr. in he g te caan. th gren eti un sg eo th th eerressa tn od f the d ch ae ycto kinw gom rkao iln s.nM e oorfem ovoern r.less mental tasks tha t require lesser mental fo cus and energy.

loMco kr. he can then use the rest of the day to work on less mental tasks tha t require lesser mental fo cus and energy. e over. o itnis crucial bfo woSrk the proposrals ee ffe ivoes time when h isctm t energetic m a n a g e m nd and active aen t tahat you ls block ldxe ledarn to wo os uh t oaufi in me slootrk e a ch sync with yti r b day to woou io lo g ic rk on the al proposalsc.Real Life Example By following this habit. Peter would be a le to o. .

Leverage gives us We should leverage To significant power. To leverage YOUR OWN time: • Practice effective time management • Learn to prioritize tasks • Use goal setting techniques Time Leverage should be used to become successful in life. to • increase productivity to• Roll your an extraordinary extent. other people's time.Leverage Leverage is a technique in which a small effort can be used to achieve something of much/larger value. to • leverage other people's time: Learn to delegate work Train and empower others Use skill and knowledge of experts and consultants Outsource non-core tasks to people with the requisite .• mouse over the icon.

. i ema . e t c t m do time ng for eues e o t e u as ti i m q i h a t c n i w d su g e t n e i s or v t a i i t s a l w c l w ca du ch er o u t w r s n s p a an use thing mport r o e i st som a few to-do li e mak te your a u p d l s.Tip ge a n ma o t ys a ur o w y t es se r b a u e o e r y h c in ft he ng o i t d s n e s u i a On e’ by ell m s i w i t time uctivity ‘Down such as . in e g t e s b prod n-time’ wa to u an s w o c g o y n u ‘d ti at Yo e h .

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

Avoid Multitasking
People generally believe that
when you ‘multitask’ and do
several tasks at once, you
actually save time and get more
done in the same time.
However, this is just a myth and
in reality when you multitask,
you tend to spend your energy,
concentration and focus on
several things all at once.
For example, you may be talking
on the phone with a friend while
at the same time asking a query
on a chat window to your
colleague and may also try to
read an email that just came in.
Hence, when you try to do all
these things together, you tend

Avoid Multitasking

Therefore, it is self-evident that a good time management
practice would be to avoid multitasking. So, develop a
habit of finishing one task before moving onto another.
Thus, getting over the habit of multitasking will help your
become more efficient, improve the quality of your work
and lower stress levels.

Tips to Avoid Multitasking
The following are a few methods to avoid multitasking and yet
manage time effectively:
Resist the urge to
jump from one
task to another

Avoid and manage
your interruptions

Stop immediately as
soon as you start
multitasking

Keep your thoughts
Improve your
together when you concentration and
feel they are
focus properly on one
wandering from the
task at a time
current task


Check emails
at designated
time intervals
only


Plan your day
in blocks

Time Wasters
Some of the most common time wasters are as follows:
Procrastinati
on
Stress &
Anxiety
Interruptio
ns

Lack of
Planning

Depressio
n
Not saying ‘no’

Being
unorganized

Perfectioni
sm

Attempting too
much

Time Wasters Meetings without agenda Inadequate resources Fear of delegating No clear deadline Problems With Objectives/Prioriti es No passion for doing the work Shifting Priorities Fear of failure or success Tired/unable to concentrate .

Challenges of Time Management The following are the major challenges that have to be overcome for effective Time Management: Procrastinatio n: • Putting off doing the things that you should be doing at this point! Paralyzing Perfectionism: • It is failure to recognize the difference between excellence and Setting incorrect Objectives: • It means setting objectives that are unrealistic / unattainable .

Measurable. Satisfying. remove two from the list by doing them now! Plan and set a schedule for dealing with the rest Reward when tasks are completed and punish when tasks are not completed on schedule Paralyzing Perfectionism • • • • Differentiate between Excellence and Perfection Excellence is Achievable. Frustrating. and Unrealistic Setting Incorrect Objectives • • Use SMARTS criteria where the objectives are: o Specific. Attainable. and Supported by the organization Objectives should be challenging . Time-bound. Realistic Perfection is Unattainable.Overcoming Challenges of Time ManagementProcrastination • List all tasks that you are currently putting off. Healthy. Realistic. Then.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

man w comm ment th th. there y g yin r ive lls t t a c f e t e r i ou a time eff kes or p ake y n Whe ge your n mista t will m it o a a .Common Time Management Pitfalls t to s e b our ly. l g t n n o e l ffici e e tim . a . contr u g o l l n y you wi i t e n h ing e g W id . Thus e e pa r u are f e manag o to y n r m a m o se r fr u le e of ti e o h v y t a t id a w your ortant th l and avo learn to p o ill a w o is im fy. s n s l l ma tfa ake i t n p s i i e m lling he s t e c d x i e n i avo y wa y.

Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls of time management: Procrastinat ing Not Keepin g a ToDo List Getting Distracte d Absenc e of Goals Not Prioritizin g Let’s look at each in detail. Overburde ning Yourself Ineffectiv Addicti e on to Schedulin ‘Busyne g ss’ Avoiding Breaks Multitask ing .

Overburde One of the most common ning mistakes that everyone Yourself makes while trying to Ineffectiv Addicti manage time is not keeping e list. it‘Busyne is g crucial that you should ss’ learn to maintain and keep a to-do list.Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls of time management: Procrastinat ing Not Keeping a To-Do List: Not Keepin g a ToDo List Getting Distracte d Absenc e of Goals Not Prioritizin g Let’s look at each in detail. . For effective on to a to-do Schedulin time management. Avoiding Breaks A to-do list willMultitask help you to ing the effectively prioritize tasks on your list.

ss’ Therefore. Hence. . work toward. goal setting is a crucial component of Getting Avoiding effective time management. to Yourself Do List Ineffectiv manage your time Addicti Procrastinat Absenc e effectively. Not Distracte Multitask Breaks When you set goals. it is crucialon that to ing e of Schedulin you should know where you ‘Busyne Goals g are trying to reach.Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls Absence of Goals: of time management: You will not be able to manage your time well if Not you do not know what goals Overburde Keepin you want achieve ning by making g a Touse of your time. the Prioritizin d ing goals give you a sense of g direction and you know the destination and vision to Let’s look at each in detail.

it is g ss’ important for you to initially decide which tasks are important. Hence. Also. Overburde It is crucial that you should ning prioritize the tasks that you Yourself need to complete because Ineffectiv Addicti there of e is always a long list on to tasks that need to be Schedulin ‘Busyne completed. that most people commit while trying to manage time is not prioritizing their tasks. prioritizing your ing tasks will help you identify tasks that can be deferred for finishing at a later stage. You can use the Urgent/Important . Avoidingurgent and crucial andBreaks have to be Multitask finished first.Common Time Management Pitfalls Not Prioritizing: The following are some of the most common mistakes or pitfalls Another common mistake of time management: Procrastinat ing Not Keepin g a ToDo List Getting Distracte d Absenc e of Goals Not Prioritizin g Let’s look at each in detail.

it is Prioritizin d ing vital that you should learn g to minimize distractions and manage interruptions Let’s look at each in detail. it is obvious Addicti Procrastinat Absenc thatewhen you fail to on to ing e of Schedulin manage such distractions ‘Busyne Goals theygcan prove to be a ss’ major pitfall in time management. So. . one of the common Overburde Keepin pitfalls that ning most people g a Toface is that of getting Yourself Do List Ineffectiv distracted.Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls Getting Distracted : of time management: While trying to manage time and completing many Not tasks. effectively. in order Getting Avoiding to be in control of your time Not Distracte Multitask Breaks and manage it well. So.

he tends to ‘Busyne g postpone tasks. Postponing ss’ the tasks ultimately leads to the piling up of several Avoiding tasks together. One of the most serious Overburde pitfalls of time management ning is ‘procrastination’ Yourself or the Ineffectiv habit of ‘procrastinating’. . Addicti e a person tends to When on to Schedulin procrastinate.Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls of time management: Procrastinating: Procrastinat ing Not Keepin g a ToDo List Getting Distracte d Absenc e of Goals Not Prioritizin g Let’s look at each in detail. This can Multitask Breaks lead to stress and a failure ing to complete any or all of the tasks.

you should learn to Let’s take look on only the in amount at each detail.Common Time Management Pitfalls Overburdening Yourself : The following are some of the most common mistakes or pitfalls You manage your time of cannot time management: well if you have a tendency of overburdening yourself with Notsame time. of work that you can complete Overburde ning Yourself Ineffectiv Addicti e on to Schedulin ‘Busyne g ss’ Avoiding Breaks Multitask ing . e of When you do not learn Goals to say ‘no’ you would tend to overburden yourself with too Getting many tasks. too much at the Keepinto So. should Procrastinat learn to say ‘no’ to people Absenc ing and to accepting more tasks. You should Not Distracte always bear in mind that you Prioritizin are a human and have certain d limitations like any g other human. So. it is important a Tounderstand g your limitations DoYou List and capacity.

Also.Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls Addiction to ‘Busyness’: of time management: You should not make a habit of getting addicted to a Not sense of ‘Busyness’. lead tolook stress and in a nervous . On the other hand. It has Overburde been foundKeepin that some ning a Topeople tendgto get a kick Yourself Do that List they are out of feeling Ineffectiv Addicti Procrastinat forever busy. Breaks d ing not show that Prioritizin you're g effective. You should Absenc e on to ing bear in mind that always e of Schedulin ‘Busyne being busy and an Goals g ss’ "addiction to busyness" does not necessarily Getting improve your efficiency or Avoiding Notit does Distracte Multitask effectiveness. such an addiction can Let’s at each detail.

Let’s look at each in detail.Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls of time management: Multitasking: Not Keepin Most people believe that ga Tothe best way for effective Do List is time management Procrastinat ‘multitasking’. Getting instead of when you Not Distracte complete the same list of Prioritizin tasks d sequentially one after g the other. Overburde ning Yourself Ineffectiv Addicti e on to Schedulin ‘Busyne g ss’ Avoiding Breaks Multitask ing . However. it Absenc hasing been found that you e of would take 20-40 percent Goals more time to finish a list of jobs when you multitask.

However. Getting taking a break can act as a Avoiding Not Distracte Multitask crucial breather in a hectic Breaks Prioritizin d and help ing schedule your g brain to relax.Common Time Management Pitfalls Avoiding Breaks: The following are some of the most common mistakes or pitfalls Many people believe that if of time management: they skip their breaks and avoid taking breaks. A relaxed brain will work more Let’s lookand at each in detail.e This of Schedulin ‘Busyne is because you shouldGoals keep g ss’ in mind that ‘breaks’ is not a waste of time. efficiently faster than a . they Not would be able to complete Overburde Keepin all their tasks and pack in ning a Tomore into agday. Instead. Yourself Do List avoiding breaks is a big Ineffectiv Addicti Procrastinat mistake when trying Absenc to e on to ing manage your time well.

Scheduling g a Totasks effectively is very Do List important.Common Time Management Pitfalls The following are some of the most common mistakes or pitfalls of time management: Ineffective Scheduling: A common mistake of time Not management is ineffective Keepin scheduling. Let’s look at each in detail. Getting a morning person should schedule Not Distracte tasks d that require focus in Prioritizin the mornings rather g than at later in the day and vice versa. Therefore. Overburde ning Yourself Ineffectiv Addicti e on to Schedulin ‘Busyne g ss’ Avoiding Breaks Multitask ing . you should keep ingin mind that youAbsenc e of should schedule tasks as Goals per your biological clock and energy levels. Procrastinat Also.

Objectives • Explain What is Time Management • Explain the Benefits of Time Management • Describe the Various Elements of Time Management • Explain the Principles of Time Management • Explain the Various Time Management Styles • Explain the Steps for Managing Your Time • Describe the Various Components of Time Management • Explain the Tools for Time Management • Explain the Role of Technology in Time Management • Explain the Urgent/Important Matrix • Explain the Action-Priority Matrix • Explain the Role of Biological Clocks in Time Management • Explain How to Avoid Multitasking • Explain the Common Time Management Pitfalls • List the Tips for Effective Time Management .

Tips for Effective Time Management The following are a few tips for effective time management: Keep a Todo List Plan and Organize Prioritize and put first things first Estimate time for tasks .

Tips for Effective Time Management The following are a few tips for effective time management: Set clear objectives and deadlines Get clear instructions and be focused Avoid interruption s and idlechit chat Always keep additional time .

http://www.com/watch?v=X-Q0 eP42uv0 Click on the video link to play it! .Video Look at the video given below to understand a simple rule for increased productivity.youtube.

.Practice Let us now practice all that you have learned about Time Management.

Now.Practice Maintain a daily log of the activities that you perform in a day and the time that you spent on each activity. analyze the daily log and make the following observations: • What is the one major important activity that you need to perform daily? • What are your biggest and most frequent time wasters? • Which time management tool is most useful to you in managing time? . Maintain this log for two weeks.

How How can can Ronald Ronald use use delegation delegation for for better better time time management? management? 2. 1. 2. He He is is a a very very busy busy person person and and is is always always loaded loaded with with numerous numerous tasks tasks in in a a day. day. Inc. 1. What What steps steps should should Ronald Ronald follow follow for for effective effective delegation? delegation? .Case Study Ronald Ronald Smith Smith is is a a Project Project Manager Manager in in Helion Helion Inc.

Summary Tools for Time Management Strategies to Evaluate Urgent/Important Matrix Strategies to Evaluate ActionPriority Matrix Time Management Common Time Management Pitfalls Let’s look at each in detail. Steps for Managing Your Time .

Summary Time Management Steps for Managing Your Time Step 3: Revisit and Revise Your Plan Step 1: Set Goals Step 2: Develop a Schedule .

Summary To-do Lists Calendar Activity Logs Planners Diary Tools for Time Management Time Management .

Summary Quadrant of Leadership & Quality Quadrant of Deception Quadrant of Manage Quadrant of Waste Strategies to Evaluate Urgent/Important Matrix Time Management .

Low Effort) Thankless Tasks (Low Impact.Summary Quick Wins (High Impact. High Effort) Strategies to Evaluate ActionPriority Matrix Time Management Fill Ins (Low Impact. Low Effort) Major Projects (High Impact. High Effort) .

Summary Not Keeping a To-Do List Absence of Goals Time Management Ineffective Scheduling Common Time Management Pitfalls Avoiding Breaks Not Prioritizing Getting Distracted Multitasking Procrastinatin g Addiction to ‘Busyness’ Overburdening Yourself .

Glossary Click each alphabet to learn more. B G M P S .

Glossary
Click each alphabet to learn more.

Busy – Busy means when
someone is actively or
fully engaged or occupied
Biological Clock Biological Clock is an
innate mechanism in
living organisms that
controls the periodicity of
many physiological
functions

B
G
M
P
S

Glossary
Click each alphabet to learn more.

Goal - Goal is a target
that is intended to be
achieved and that when
achieved terminates the
behavior intended to
achieve it
Group - Group is any
number of entities or
members that are
considered as a unit

B
G
M
P
S

Glossary
Click each alphabet to learn more.

Multitasking - Multitasking
means to perform more
than one task at the same
time
Management Management is the act of
managing something

B
G
M
P
S

Glossary
Click each alphabet to learn more.

Procrastinating Procrastinating means to
postpone or delay
needlessly
Project - Project is a
planned undertaking

B
G
M
P
S

• • Scheduling .Strategy is an elaborate and systematic plan of action B G M P S .Scheduling means setting an order and time for planned events Strategy .Glossary Click each alphabet to learn more.

e v a h You y l l u f s s e c c Su e h t d e t e l p Com n o e l Modu Time ! t n e m e g a Man u t a r g n o C s n o i t la .