Time Management
SIMPLE TECHNIQUES
TO TAKE CONTROL OF YOUR LIFE
“Time passes at a predetermined
rate no matter what we do.
It is not a question of managing
the clock, but of managing
ourselves in such a way as to
optimize the
time we have.
It means conducting our affairs
within the time available so that we
can
achieve gratifying results.”
What is Time Management?
Time management is a set of
principles, practices, skills, tools,
and systems that help you use your
time to accomplish what you want.
Why Is Time Management
Important?
1- Time is limited.
Time is a very special resource that you cannot
store it or save it for later. Everyone gets the
exact same amount of time each and every day. If
you don't use your time wisely, you can never get
it back.
Managers need to learn how to maximize their
time at work by doing more important tasks in
the time they have and learn to put aside the less
important tasks
An old proverb says:
“Time and tide wait for no man”
2-Time is scarce.
Lack of time is blamed for everything from
not getting enough exercise, poor finances,
unachieved goals, too much stress, bad
relationships, and even an unfulfilled life.
Time management helps you use the time
that you do have in better ways
There is a Chinese proverb that
says “no amount of gold will buy
you time that has passed”
3-You need time to get what
you want out of life
You need time to do almost
anything worthwhile in life
Activity 1
What are the reasons for poor time
management?
2- What are the advantages of
good time management
ACTIVITY -2
How Well Do You Plan?
3- Objective setting
Setting objectives is important for time
management.
Objectives must be ‘SMART’:
S- Specific
M- Measurable
A - Attainable /Action-oriented
R- Realistic
T- Time
What is Efficiency?
Best way of doing assigned job
Doing things right is always
good
but it creates Rework and
corrections
What is Effectiveness?
Best use of time - which may/may not
including completing the job in question
doing the right things right
Working smarter not harder - doing
the RIGHT job
Story
One big university announced today that
they had fired their football coach. The
announcement said, "The coach had a
win-loss record that was much better
than the previous three coaches, and his
players had higher academic
achievements than previous teams. His
players and assistants loved him and the
coach was a great human being with a
high level of integrity and work ethics."
Story cont..
Now one may wonder, "Then why
did he get fired?“
The announcement continued, "He
did many things right from Sunday
to Friday, but failed to win the Big
Games* on Saturdays."
5- Prepare a To-do List
What is to-do list?
“To do” list records things you
need to in a day in advance (it is a
planning tool)
To-do’ lists will help you clarify
what you need to accomplish
each day.
They also help you to
accomplish it!
To prepare :To-do’ lists
List your activities for the day.
Prioritise those activities.
Check for activities that you can
accomplish at the same time.
Break larger tasks into smaller
ones.
Include your to-do list in your
daily schedule.
6 - Create a daily/weekly
schedule
Daily Time Schedule
Daily Time Schedule is a tool that
you can use to find the best time for
different types of activities.
College students have a unique time
management challenge because you
have fixed schedule and lot of class
work to at home.
8- Finally Do!
THEORY IS GOOD,
APPLICATION IS
BETTER, PRACTICE IS
BEST
9- Reviewing
HOW TO KNOW IF YOU
ARE SUCCEEDING,
AND HOW TO CORRECT
COURSE IF YOU AREN’T
Key: Review Often, Review Well
Regular reviews are
essential!
You can’t know where you’re
going if you don’t know where
you’ve been.
10- Overload - Learn to say No.
In time management, the word
‘overload’ describes the condition of
having too much work; more work
than what we can normally handle.
Saying ‘yes’ to requests for your
time is not always a bad practice
Taking on and completing
important projects can be very
rewarding and can lead to
promotions and bonuses
The problem occurs when you say
‘yes’ to almost any request no
matter what it is, who is asking, or
how much work you already have
on your plate
Always saying ‘yes’ is a major source
of overload and stress, and it can lead
you away from your priorities into
less important tasks
many say ‘yes’ automatically without
thoroughly thinking about the
request.
attempting to do too much work will
produce stress, lower your physical
and mental wellbeing, and reduce your
productivity and effectiveness
Remember
Every time you choose to do
something, you always give up
something else you could do with
that time
There is a saying that if you throw a
frog into a boiling pot of water, the
frog will immediately jump out;
if however, you put a frog into a
pot of cool water and slowly raise
the temperature, the frog will get
boiled
What does it mean?
If someone came to you and gave you
twenty projects to work on over the next
couple of weeks all at the same time, you
would certainly take notice and have to at
least consider what you would have to give
up to complete the extra work. However,
when the new tasks come in slowly,
trickling in one at a time, it is more
difficult to realize what you are giving up
until you’ve already overcommitted
How to overcome
The first step in is to realize that you
can do almost anything you want, but
you cannot do everything.
promise yourself to consider each
request carefully before accepting it,
instead of doing it automatically.
How to overcome
Make it your new habit to always stop
and think before accepting a request no
matter what it is or who is asking
At some point, you have to choose what
you are going to give up in order to
accomplish what is truly important and
meaningful in your life.
How to overcome
Plan each week effectively
Learn to Prioritize
11- Time Wasters
Crisis management
Telephone interruptions
Biting off more than you can
chew
Ineffective delegation
Computer / system /
equipment problems
Inability to say “no”
Meetings
Customers without appointments
Socializing / gossip / breaks / calls
to friends
Things which matter most must
never be at the mercy of things
which matter least
THANK YOU
