TIME MANAGEMENT

AGENDA

 Effective Time Management

 Planning and Prioritizing
 Important of Time logs and To-do-lists
 Identifying Time wasters/Time robber
 Understanding the Pareto principle of 80/20
 Urgent v/s Important matrix
 Being Busy v/s being Productive
WHAT IS TIME MANAGEMENT?

 “Time management” is the process of organizing and planning how

to divide your time between specific activities.

TIME
MANAGEMENT
WHY DO WE NEED TIME MANAGEMENT?
BENEFITS OF TIME MANAGEMENT
 To save time
 To reduce stress
 To function effectively
 To increase our work output
 To have more control over job responsibilities
 Helps you prioritize
 Get more done in less time
 More quality work
 Helps to discipline ourselves
 Making sure you deliver what is promised
 BUSY V/S PRODUCTIVE

BUSY  PRODUCTIVE 

Have numerous priorities Have a couple of priorities

Respond with “YES” very fast Think twice before saying “YES”

Keep all doors open Close all the doors

Keep talking about how busy they are Let the results speak for themselves

Are Multitaskers Concentrate on one important goal

Ask for advise Take real action and get the job done
CREATING YOUR PRODUCTIVITY JOURNAL

 Personal/ professional journal

 Label: date, time, day
 Prioritize first three tasks
 Use it everyday
MAXIMIZING THE POWER OF YOUR
PRODUCTIVITY JOURNAL
 Plan the night before
 Prioritize your tasks
 Cross off completed task
 Carry over unfinished tasks
MAKING A TO-DO LIST__STEP BY STEP


Step 1 Step 2
Capture Follow ABC
everything you method of
need to da. priority

Step 3
Step 4
How long do
Tick the action
each next step
when done
take
CHUNK, BLOCK AND TACKLE

 Break down project

 Set time for specific task
 Avoid interruptions
 Tackle one task at a time
 PRIORITIZING YOUR TIME

What is important is seldom Urgent What is Urgent is seldom

important?
THE URGENT/IMPORTANT MATRIX

Urgent and Important, but not

important urgent

Not Urgent and not Urgent, but not

important important
 TIME MANAGEMENT MATRIX

Urgent Not Urgent

1 2
 Crisis  Preparation
 Pressing Problem  Prevention
Important

 Deadline-driven project, meetings,  Values clarification

preparation  Planning
 Relationship building
 True Re-creation
 Empowerment

3 4
 Interruptions, some phone call  Trivia, busy work
Not Important

 Some mail, Some reports  Junk mail

 Some meeting  Some phone call
 Many proximate, pressing matters  Time wasters
 Many popular Activities  “ Escape” Activities
PARETO’S PRINCIPLE-TH 80/20 RULE

ACTION
80% RESULT 20%
S

The Pareto’s principle say’s “Put your efforts where they will make the
most difference.
BENEFITS OF 80/20
Identify
important
problems

Using tools 80/20 Concentrate on

most needed RULE your strengths

Helps in
undivided
focus
TACKLING PROCRASTINATION

 Procrastination is the avoidance of doing a task that needs to be

accomplished. It is the practice of doing more pleasurable things in
place of less pleasurable ones, or carrying out less urgent tasks
instead of more urgent ones, thus putting off impending tasks to a
later time.
9 WAYS TO OVERCOME PROCRASTINATION

Delete Delegate Do it

15 minute Ask for

Chop it up
rule advice

Remove
Clear deadline Reward
distraction
 OBSTACLES TO EFFECTIVE TIME
MANAGEMENT

Unclear Being
Lack of planning Interruptions
objectives disorganized
IDENTIFYING YOUR TIME WASTERS

 Interruption/ Distractions
 Poor planning
 Perfectionism
 Trying to do everything yourself
 Taking too much
 Crises management
 Too much socializing
 Not valuing your own time
 Lack of skill
CONCLUSION