TIME MANAGEMENT

ADARSH ARORA (2020007) SAMPRUKTA CHAVAN

(2020024)
AAYUSH BABLEAY(2020009) PRATIK AIL (2020003)
LEARNING OBJECTIVES
1. What is time management? What are it’s benefits?
2.Elements of time management
3.Components of time management
• Planning : SMART GOALS, Urgent - Important
Matrix
• Organizing & Scheduling : Action- Priority Matrix
• Delegating
• Managing Interruptions
• Control
4. Individual differences in time management
5. Common time wasters
6. Some tools for time management
7. Additional Tips
WHAT IS TIME MANAGEMENT ?

• The art of arranging, organizing, scheduling and budgeting ones time for the purpose of
generating more effective work and productivity is known as time management.

• It involves exercising conscious control over the amount of time spent on specific
activities with the focus to increase effectiveness, efficiency and productivity
WHY IS IT IMPORTANT?
Organizational Benefits
• Improved Productivity
• Better performance in terms of on time delivery to clients
• Increased profitability through better use of human and non-human
resources
Individual Benefits
• Better work life balance
• Reduced stress and related complications

Things To Keep In Mind

• If you are occupied doing things that do not contribute to your goals , you are busy. However if you
are occupied doing tasks that contribute to your goal, you are productive.

• Time management aims to help you be more productive – achieve maximum results with the
available time.
ELEMENTS OF TIME
MANAGEMENT
BE AWARE OF YOUR TIME

BEING AWARE OF YOUR TIME

WASTERS BEING AWARE OF YOUR

PRIORITIES SELF MANAGEMENT

MANAGEMENT OF YOUR PERSONAL

RESOURCES GOAL SETTING AND MEASURING

ACHIEVEMENT PLANNING
 COMPONENTS OF TIME
MANAGEMENT

Managing
Planning Organizing Delegating Control
Interruptions
PLANNING
• A plan is a road map set in real time to reach an objective through the use of defined
resources.
• To begin the planning process you need to identify your goals. Without a clear direction
your everyday life will feel like an aimless journey. A purpose will relieve you of
activities that are not essential.
• The goals can be :

Strategic Goals – long term goals that require more than 3 years to complete

Tactical Goals – medium term goals that require 3 -12 months to complete
Operational Goals – short term goals defining exact actions to be taken. Their span may
range from a few hours to a few days
S.M.A.R.T. GOALS
• When deciding your goals, it is essential that they are S.M.A.R.T. This means

Specific – It should answer the questions of what, where, how and when

Measurable – This is essential to evaluate your progress towards the goal

Attainable - It should give you an affirmative answer to the question ‘ Do I have the
resources or the capacity to procure the resources for the goal?

Relevant – Is the goal important to you and your long term plans?

Timely – What is the time span within which you wish to achieve the goal?
 THE URGENT-IMPORTANCE MATRIX

For effective planning you need to understand the difference between ‘Urgent’ and
‘Importance’
• Urgent task demand immediate attention. However just because a task is urgent , it does
not automatically become important as it may not directly impact your goals.
• Important tasks are those that directly impact your goals. However they may not require
immediate attention. However important task can become urgent if left undone
The urgent important matrix helps you get over the habit of focusing on urgent activities
irrespective of whether they are important or not. It helps you keep enough time for what is
really important.
 USING THE URGENT
IMPORTANT
MATRIX
• List down all the activities and projects that you feel you have to do.
1

• Make sure that you include all the tasks that take up your time at work, even if you feel that the task is unimportant.
2

• Now use a scale of 1- 5 to assign importance to each activity, 1 being the lowest and 5 being the highest
3

• To identify if the task is important or not – analyze if the task helps you achieve your goals
4

• Next determine the urgency of each activity, after you have assigned importance to the activity.
5

• As per the assigned importance and urgency, see where the task falls in the importance – urgency matrix. Schedule your tasks by assigning
6 strategies for each quadrant
 THE URGENT – IMPORTANT
MATRIX

Urgent Not Urgent

Q2 –Quadrant of leadership and
Q1 – Quadrant of Manage quality
Important Crisis, Deadline driven projects, Prevention of crisis, Relationship
Pressing Problems Building, Planning, Recognizing
Opportunities etc.

Q3 – Quadrant of deception Q4 – Quadrant of waste

Not Important Interruptions, some Trivia, Busy and not productive work, time
meeting/mails/reports/calls etc. wasters, pleasant activities etc.
 PLANNING AND URGENT
– IMPORTANT
MATRIX

Urgent Not Urgent

Important
Q2 - Spend Most Time Here as
Q1 - Eliminate – Keep few tasks
here, finish such tasks as soon as
these tasks greatly contribute to
your goals and you have enough time to
possible
do them well
Not Important
Q3- Spend some time here but
Q4 -Avoid such
tasks as far as

not a lot as these from

tasks tasks
possible as they
ask forthat
actually work
directly contribute your goals.
simply take away immediate attention but dotowards
not
your
your goals
time , resources and
energy
ORGANIZING AND SCHEDULING
• Initially planning may seem hard but with practice it becomes easier
• There are a few considerations you need to keep in mind when developing a schedule. Ask
yourself the following questions:
1. What are the goals I have set for myself?
2. What approach do I need to adapt to reach these goals?
3. What tasks are more important than the others?
4. How much time will each task require?
5. What time of my day is best suited to do each activity?
6. What provisions do I need to keep my schedule flexible to allow for unexpected
things?
 USING THE
ACTION
PRIORITY
MATRIX
• Make a list of all the activities you would like to
1 complete.

• Score all the activities based on their impact from 0 for no

2 impact to 5 for maximum impact

• Next score all the activities based on their required

3 effort from 0 for not effort to 5 for maximum effort.

• Use the matrix to decide to either complete the activity

4 or drop the activity based on the matrix.
ACTION PRIORITY
MATRIX
DELEGATING
• Delegating involves entrusting responsibility and authority to others who may
be better at performing a particular task than we are or might save time,
while holding them accountable for their performance.

• Delegation has 3 elements

• Authority – the power and right of a person to use and allocate resources efficiently , to
take decisions and give orders to get the work done. Authority must be well defined and the
individual must be aware of the scope of their authority. Authority always flows from top to
bottom.
• Responsibility – The duty of a person to complete the task assigned to him. Authority
should be accompanied by an equal amount of responsibility.
• Accountability – A person is held accountable for the tasks assigned to him/her.
Accountability cannot be delegated.
 DELEGATION FLOW CHART

If no – Resist and Dump If Does this

need to be
Yes done?

Does this
If no – Consider Delegating If need to be
yes done by me?

If no, Plan and Accomplish it Does this

need to be
If YES done now?

Do it!
 STEPS OF EFFECTIVE
DELEGATION
1 - Clarify your goals and objectives
2 - Decide what goals and objectives can be done by someone else

3 - Select the right person

4 – Organize the tasks being delegated

5 – Give clear instructions and request feedback 6- Set

deadlines and ask for reports

7 – Support and monitor

8 - RECOGNIZE
 MANAGING AND TYPES OF
INTERRUPTIONS

Over Socializing Telephone Poorly Run

Drop in visitors Procrastination
on the Job interruptions Meetings
• Unnecessary • Ineffective • No specific • Cluttered work • Waiting / Delays
meetings prioritization agenda place • Ineffective
• No fixed break • Spam calls and • Lack of planning • Extended work delegation
times mails breaks
• Overly long calls
and emails-
ineffective
communications
 MANAGING INTERRUPTIONS

Manage your Work Space – Declutter your desk , Managing your documents – Define how long you need to
keep them, Arrange file materials logically, Facilitate easy
file your documents etc.
access to materials etc.

Managing Drop – In Visitors :

Learn to say no in a polite way, Don’t have too many extra chairs in the work space as people don’t tend
to hang around if they need to stand etc.

Manage your phone and emails :

Delegate calls that you don’t need to take personally to a subordinate, terminate calls once the business is done, set a rotation of
team members to handle calls, clear out your email from time to time etc.
 REVISIT AND REVISE YOURSCHEDULE

• It is extremely important to check whether your plan is working and check how you are
actually using your time.
• This will help you identify the deviation between your planned schedule and your actual followed
schedule
•However before you revise your schedule you need to ask yourself the following questions:
1. Are you making progress?
2. Which tasks did I successfully complete and which ones did I fail to accomplish?
3. Did your energy level match the energy level for the designated task?
4. How much stress did you suffer?
5. What are your most common time wasters and how much did you procrastinate if at
all?
 INDIVIDUAL DIFFERENCES IN TIME MANAGEMENT
Achievement
Casual Management
Management
• This style describes • This style describes
people who measure people who procrastinate.
their success based on Such individuals have a
how much they take on. tendency to believe that
Such people cannot say they will get the work
no and often get over done when they have the
whelmed by the amount time but often tend to
of work they have. lose track of time.
• Such people are viewed • Casual mangers tend to
to be dependable and think with their right
helpful and often fail to brain and are hence often
complete tasks more creative but on the
downside they have a
tendency to miss dead
lines or leave projects
unfinished.
Precision
Crisis Management Social Management
Management
• Such individuals have a • Such individuals can be • Such individuals are
tendency to consider described as socially very active and
every task as a top perfectionists. They would rather ‘talk’ than
priority task. Such people consistently deliver ‘do’
tend to take on several high quality work but • They often loose track of
tasks at once since they the high quality is time as they busy
can’t decide their usually delivered at the themselves chit chatting
priorities and hence expense of a lot of time the hours away.
several projects get • Such individuals are • Such individuals have
started and few get detail oriented and excellent communication
finished. highly capable skills , generally make
• Such individuals work • However they often tend great contributions in
well under pressure and to waste a lot of time an brain storming sessions
deadlines motivate such energy due to the and can effectively get
people. outrageous amount of their ideas across.
• They however get effort put of each an • However they often
stressed easily and are every project waste a lot of time in
easily distracted. meaningless
converstation
TIPS FOR VARIOUS TIME
MANAGEMENT STYLES :-
Achievement Casual Management Crisis Management
Management Such individuals can benefit from Different type of visual reminders can be
used to remind what is coming down the
To help with their overly committed • Timelines to help remind them of pipeline and to help them be focused.
schedules such individuals can benefit their deadlines and how much time
from they really have
• To Do Lists • Alert systems like alarms or
electronic reminders to remind them
• Supply Lists of tasks they have put aside from
• Committee Lists time to time
• Event Lists

Precision Management Social Management

• Portable alarms like wrist watch or mobile alerts can help remind such
• Day planners can help such individuals keep a track of time by
people to keep their interactions short and get back to the task at hand.
staying focused on the big picture as it helps to block out time
allotments
 COMMON TIME WASTERS

Procrastinati Attempting Procrastination

on too much Perfectionism

Meetings
No clear
without
deadlines Interruptions
agenda

Shifting Inadequate
priorities Resources Stress and Anxiety Depression

Tiredness or
Fear of
inability to
failure
concentrate
ADDITIONAL
TIPS
Take Action
Don’t wait for the perfect weather, time or conditions. They don’t exist. Energize yourself and
start working on that purpose.
• Overcome Procrastination
Identifying the cause of delays is the first step. Find a solution. Review your real priorities
and don’t postpone unpleasant tasks.
• Stop Multitasking
Juggling multiple tasks has its limits and leads to too many things being started and
nothing finished. This is consistently counterproductive and unhealthy in the long run.
• Set Deadlines
Setting a due date is simply a way of budgeting your time and accomplishing more.
THANKYOU