Time Management

“Lost Time is never found again”

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 AGENDA

What is Time Management?

Time Management Process
Effective Time Management
The Big Rocks of Life
Summary

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What is Time Management

8 8 8
Sleep Work Life Personal Life

Time Management is the art of arranging, organizing, scheduling, and budgeting one’s
time for the purpose of generating more effective work and productivity.
It’s about going…

From this … … to this!

Recognize where you are
Recognize Where you Are?
Questionnaire
No. Questions

When you arrive in the office in the morning, do you have a written plan (made out the day
1
before) as to how you will spend most of your day at work?

2 Do you give priority to the things that must be done, rather than the things you like to do?
Calculate your score
Do you know what time of day you work most effectively and, therefore, use this time for
3 For questions 1 to 5, award
working on your most difficult tasks?
yourself 10 points for each
4 Do you keep your desk clear of all papers except those on which you are working?
“Yes” and 1 point for each
5 Do you have an effective system for dealing with your e-mails? “No”
6 Do you end up doing tasks that you could potentially delegate to others? For question 6 to 10, award
yourself 10 points for each
7 Do you have a tendency to take on more that you can realistically achieve?
“No” and 1 point for each
8 Do you “butterfly” from one task to another?
“Yes”
9 Are you harassed by frequent interruption that affect your ability to concentrate?

Do you frequently put off an assignment until it becomes and emergency or panic
10
situation?
Recognize where you are
Score

Score 75-100: You are a Time Manager

You are an extremely well organized professional who knows that good
working habits save time and reduce stress.

Score 40-74: You need Improvement

The way you organize your work may sometimes create problems for you and
others. Greater Time Management and self-discipline would help you achieve
more at work.

Score 39 – Less: Ooops!!! Mayday, Mayday

You are wasting an awful lot of time by failing to organize yourself and your
work. As a result, you are probably not achieving your objectives and may fell
that you are working under pressure and stress.
Time Management Process and Key Steps

“Time is what we want most and

what we use worst“

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Time Management Process
Key Steps of Effective Time Management

Establish responsibilities, priorities and

objectives

Make optimal
use of your Eliminate unnecessary activities
energy peak
time
Plan the use of your time weekly and
daily
Prioritization
Priority Matrix
URGENT
Q1 Crisis
Pressing Problems
Deadline-driven tasks
IMPORTANT Reports or other submissions
Staff issues or needs
Do these tasks now
Q3 Some phone calls,
interruptions
Trivial requests from others
NOT Some mails, reports
IMPORTANT
Many pressing matters
Some pointless meetings
Reject and Explain
NOT URGENT
Q2 Planning, preparation, scheduling
Relationship building
Clarifications
Increase our skills
Systems and process
development
Plan to Do
Q4 Trivia, busy works
Some phones calls
Time wasters, over-long breaks
Reading Irrelevant mails or
material
Social communication
Resist and Cease
How to Prioritize

“Put First Things First”

•
•
Address the urgent
Allocate time according to priorities 1 2
• Accomplish what you can early
• Attach deadlines to things you delay
• Learn to say gently… “NO”
• Prioritization use PARETO rule 80/20
• Protect the vital few from the trivial many
• 20% of time will produce 80% of results
• Do – Delegate – Delay - Delete

There will never be enough time to get everything done. But there will always be enough
time to get the most important things done.
Planning the time
Failing to Plan is Planning to Fail

• Find a time to plan the week

• Review and reschedule every few days
• Make a To-Do List
• Avoid being a procrastinator
• Plan for emergencies- Expect the unexpected

The day will rarely go as you had planned

Busy vs Productive Work

Just because you are busy does not mean that your are
productive

Procrastination
Putt off doing the things that you
should be doing at this point.
List all task that you are currently putting off
Remove two from the list by doing them now
Plan and set a schedule for dealing with the rest
Punish when tasks are not completed on schedule
Reward when tasks are completed

It is not the hours you put in your work that count, it’s work you put in the
hours…
Effective Time Management

“Schedule your priorities, do not

prioritize your schedule“

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Signs of wasting time
Missed appointments
Messy desk and cluttered files

Multitasking

Can’t find things – LOST and

Tired/unable to concentrate FOUND
Making the Best Use of Time
Avoid Time Wasters

• Learn to say “NO” /Delegate

• Do not be a perfectionist
• Do not be a “mail” slave. Be the master
• Concentrate to a task at hand
• Control Interruptions - Concentrate
• Set a time limit and stick to it
• Control the meetings – Say “No” to meetings where you are not require
• Eliminate the paperwork/Clean your desk

Knowing when not to work is as important as knowing when to work.

Myths about Time

1. Time can be managed

2. The longer or harder you work the more you accomplish
3. If you want something done right do it yourself
4. You aren’t supposed to enjoy work
5. We should take pride in working hard
6. You should try to do the most in least amount of time
7. Get more done and you’ll be happier
8. Time is money
Be both efficient and effective

Often worst performers are those who seem to be working hardest and longest. They are
very busy but not necessarily effective.

• Efficiency = Do things right

• Effectiveness = Do the right things
Effectiveness must precede efficiency

Doing the wrong things right is a waste of time

Doing the right things right is TIME
MANAGEMENT
Essential Habits

• Know where the hours are going

• Keep focused on the end results
• Work to defined priorities
• Schedule time for important issues
• Delegate routine tasks
• Block out distractions
• Eliminate your time wasters
• Keep applying the essential habits.
• Peak your energy time

Be sure that use some kind of Time Management System. You will have to choose for
yourself, what works for one won’t work for everyone.
Which of the following is not a component of Time Management?

Prioritizing

Delegating

Multitasking

Organizing
Biorhythms
Peak Energy Time

• When do you work best?

• Are you a morning or an evening person?

• Match task to a time

• Use prime time for difficult tasks
• Use non-prime time for more routine tasks
• Take breaks and refresh yourself
• Exercise
Peak your Energy Time!
Questionnaire

Peak your Energy

Time
Are you morning or an evening person?
Score

Score between 6 and 9 points = Morning type

Score higher (10 and above) = Evening type

 Big Rocks of Life
“Put first things first.
Prioritize and do the most important things first“

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 The Big Rocks of your Life
What are the “big rocks” in your life?

• Your children
• Your loved ones
• Your education
• Your dreams
• Doing things that you love
• Your health
• Travelling
• ….

Whatever is… put these BIG ROCKS in first or you’ll never get them in at
all!!!

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Summary
• Have a great planning system and use it
• Take on realistic goals and schedule accurately
• Do not over-commit
• Sand and agree priorities to distinguish between urgent and important tasks
• Build in some flexibility to cope with anything unexpected
• Control your documents, workspace and phone
• Do not procrastinate – Manage your daily time
• Define and use periods of quality time in your schedule
• Stay away from perfectionism
• Build in time for personal development
Yesterday is a cancelled cheque, Tomorrow is a promissory note, Today is
ready cash. Use it.
 Time is the most precious thing we have, but
unfortunately it cannot be stored up for use later.
 Back Up Slides

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E-mail Management Tips

• Do not be an e-mail junkie

• Organize your e-mails folders
• Use the 4D model for dealing with e-mails
• Do
• Delay
• Delegate
• Delete
• If you want somebody to do something, make them the only recipient. Otherwise, you have
diffusion of responsibility. Give a concrete request/task and a deadline
• If you really want somebody to do something, CC someone powerful
• Nagging is okay; if someone doesn’t respond in 48 hours, he will probably never responds.
(Phone or F2F communication are better sometimes)
Delegation Techniques

Why people don’t delegate? Tips on how Delegate

• Fear of losing work allocated to you
• Fear that your colleague, won’t do the job to
your required standards
• Fear that the other person cannot be trusted to do
the job
• Fear that the other person will make a mistake
• Plan what you will delegate and to
whom
• Make sure you explain fully what he
has to do and why
• Check the progress
• Review the job and provide feedback.