Time Management

Tehzeeb Sakina Amir

IU – SMS – session 10
Time management is commonly defined as the
management of time in order to make the most
out of it

Source: The Concise Dictionary of Business Management, by David A. Statt, Taylor &
Francis Group (1999), ISBN 9780415188678, Page 175
– Personal time management skills are essential
skills
– People who use these techniques routinely are
the highest achievers in all walks of life, from
business to sport to public service.
– Utilization of these skills enable you to function
exceptionally well, even under intense pressure.
At the heart of time management is an important shift in focus:

Concentrate on results, not on being

busy
Many people spend their days in a frenzy of activity, but achieve very little
because they're not concentrating their effort on the things that matter the
most.
The 80:20 Rule Pareto Principle,
•It says that typically 80% of unfocussed effort generates only 20%
of results.
•The remaining 80% of results are achieved with only 20% of the
effort.
•While the ratio may not always 80:20, this broad pattern of a small
proportion of activity generating non-scalar returns recurs so
frequently that it is the norm in many situations.
Time Management – a simple 11-
days Plan

Start with a TIME LOG

DAY
DAY5
21
3
4 •Use
Scheduling
Beof
an
Add
DDT
ALLIGATOR
magic…GOALS
(Do,
(Tortoise
Don’tTAMER!
or
think…)
Hare!)
& MIND MAPS
Time Management – a simple 11-
days Plan

Create
Create
How COMFORT
to
your
get own
going….
Time
ZONE
Avoid Prioritize
Delegate
Perfectionism!
DAY
DAY
DAY11
10
76
8
9 Beating
Management
(increase
Procrastination
it every
System….
day)
• Procrastination
1. Putting off important tasks over and over again
2. Chronically affected
3. Disable their achievement, growth & hence career
• KEY TO OVERCOME:
– Recognition - when you fall in the trap!
– Taking steps to manage time & outcomes
• Activity Logs
1. Find out how you really spend your time
2. Identify non-contributors (e.g……….)
3. Aware of what you do in a day
4. Identify your ‘peak time’
5. The first time you make an activity log may be shocking
• KEY :
– Useful tool to audit the way you waste your time
– Keep track of changes in your ‘peak time’
• Action Plans (small scale planning)
1. List of all tasks that you need to carry out to achieve an
objective
2. Different from To-Do-List – focus on single goal
3. So much to do!
• KEY :
– Simply carry out all the tasks in the list!
• To-Do-Lists
1. First step in beating work load
2. Reminder for Deadlines
3. Constant reminder for tasks in hand
4. Prioritize your list
• KEY :
– Important for efficient working
– Remembrance for necessary tasks
– Do not waste time on trivial tasks
– Do not get stressed by unimportant tasks
• Personal Goal Setting
1. Live your life your way …personal direction/choice
2. Powerful process for thinking (future)
3. Motivating tool … enhances self confidence
4. Know what to achieve helps you to concentrate on your
efforts
5. Spot distractions on the way
• SMART Goals - mnemonic

S – Specific
M – Measurable
A – Attainable
R – Relevant
T – Time Bound
It boils down to Beating Procrastination

take
action,
not notes
Today, be aware of how you
are spending your 1,440
beautiful moments, and spend
them wisely.
Unknown Author