Time Management

Tony Jacob
Assistant Professor
IMG, Trivandrum
 TIME FOR EVERYTHING

 Take time to work,it is the price of success

 Take time to think,it is the source of power
 Take time to play,it is the source of youth
 Take time to read,it is the source of wisdom
 Take time to love, it is the privilege of Gods
 Take time to serve,it is the purpose of life
 Take time to laugh,it is the music of soul
Benefits of Time Management

There are several benefits of time management, such as follows:

Increased productivity

Less stress

Improved self-esteem

Good work-life balance

Prevention of panic in times of workload

Benefits of Time Management

There are several benefits of time management, such as follows:

Increased confidence of fulfilling tasks

Achievement of goals quickly and easily

Increased efficiency in fulfilling tasks

Achievement of greater success, dreams and visions

Increased energy and competency to achieve success

Group activity on time scale
Importance of Time Management
Proper time management helps us to:

Plan efficiently

Be Efficient Schedule efficiently

Be Organized Prioritize tasks

Be Relaxed & Be Self-disciplined

less stressed
Have time for
ourselves
TIME Questionnaire
Time Wasting Culprits

What Are The Most

Common Time Wasters,
Thieves and Culprits?
 Time Wasters
Some of the most common time wasters are as follows:

Procrastination
Perfectionism
Stress & Anxiety Lack of
Planning

Interruptions

Depression

Attempting too
Not saying ‘no’ much

Being unorganized
 Time Wasters
Meetings without
Fear of
agenda
delegating

Problems With
Objectives/Priorities
No clear deadline
Inadequate
resources
No passion for doing
the work

Tired/unable to
Shifting Priorities
concentrate

Fear of failure or success

 Urgent/Important Matrix
For efficient time management, increase your Q-2 and ensure your tasks are
important but not urgent.

Urgent Non-Urgent
Important Q-1 Q-2
Quadrant of Necessity Quadrant of Quality and Personal
Examples: Deadline-driven Leadership
project, crisis, resolving Examples: Problem prevention,
immediate problems relationship building, finding your
life partner, building your dream
career, personal development,
improving your health.
Not Q-3 Q-4
Important Quadrant of Deception Quadrant of Waste
Examples: Interruptions, certain Examples: Time wasters, surfing
phone calls / emails / meetings / TV channels, mindless web
reports, certain pressing surfing/chatting, etc.
matters.
 Strategies to Evaluate Urgent/Important Matrix

Urgent Not Urgent

Important
1. 2.
Quadrant of Manage Quadrant of
Leadership & Quality
Not Important

3. 4.
Quadrant of Quadrant of Waste
Deception
Steps to Use the Urgent/Important Matrix
The following are the steps to use the Urgent/Important Matrix to prioritize
your activities:

List down all the activities and projects you feel you have to do

Make sure that you include all tasks that take up your time
at work, even if you feel the task is unimportant.
Now, use a scale of 1 to 5 to assign importance to each activity

To decide if a task is important or not is by looking at it and

identifying whether the task helps you meet your goals
Next, determine the urgency of each activity, after you
have assigned importance to each activity.
Next, as per the assigned importance and urgency, you
should plot the listed items on the Urgent/Important
Schedule your priorities by Matrix.
analyzing the matrix by using
the strategies described for each quadrant.
Components of Time Management
The following are crucial Components of Time Management:

Planning

Organizing

Delegating

Managing Interruptions

Scheduling

Prioritizing
 Flowchart for Delegation Decision
You can use the following flowchart to come to a decision whether the task
can be delegated.
NO Resist & Stop
Does this NEED to be done? (Dump)

YES

Consider NO Does it need to be done by

Delegating ME?

YES

NO Does it need to be done

Plan and ...
NOW?

YES

DO IT!
 Principles of Time Management
The following are some of the core principles that you should
follow for successful time management.

Develop a habit of
eliminating at least one Reserve large blocks of
time waster from your life time for important
each week activities

Always have a great Set priorities to achieve

clarity of objectives more in the same day

Always work with a focus Before beginning your work

centered on achieving for the day, make a list of all
the set objectives your activities
 Common Time Management Pitfalls
The following are some of the most common mistakes or pitfalls of time
management:

Not Overburdening
Keeping a Yourself
To -Do List

Procrastinating Ineffective Addiction

Absence Scheduling to
of Goals ‘Busyness’

Getting Avoiding
Distracted Not Breaks Multitasking
Prioritizing
WHAT IS A MONKEY?

A monkey is a next move

or an opportunity, or
problem which comes to
us.
 ‘Monkey Management’
helps to transform from a
manager under time
pressure to an effective
one.
MONKEY-ON-THE-BACK

 Some ‘Monkeys’ belong to us. However,

greatest proportion belongs to subordinates.
 Once we pick up ‘Monkeys’ from subordinates
they get message that we want Monkeys.
 Byallowing ‘Monkey’ from your subordinates
on to your back you volunteered for two
things:
 Accepted responsibility for the problem from him.
 Promised him a progress report.
 Now he will pressurise you to do what
actually is his job.
MONKEY-ON-THE-BACK
 Sometimes colleagues also try to pass on their
monkeys.
 Many Bosses are in habit of passing their monkeys to
subordinates.
 This snowballs to upward, sideward & downward
leaping ‘Monkeys’. These take our all available time
with no time to work on our own ‘Monkeys’.
 So be careful.Do not accept others monkeys.
Capitalize on Prime Time

 When do you have the most energy?

 When are there fewest interruptions?
 Do you know your prime time?
Good Time and Task Management
Techniques

 Develop to do lists. Ensuring they are checked thoroughly

every day.

 Prioritise tasks – immediate action, some action and so on.

 Clear desk at the end of the day to provide a clear approach

the next day.

 Ensure difficult tasks have the most time spent on them,

when at your best – don’t put them off.

 Try to avoid being interrupted.

Techniques Continued.. every day.
Prioritise tasks – immediate action, some action and so on.
Clear desk at the end of the day to provide a clear approach the next day.
Ensure difficult tasks have the most time spent on them, when at your best – don’t put them off.
Try to avoid being interrupted.
hecked thoroughly every day.
Prioritise tasks – immediate action, some action and so on.
Clear desk at the end of the day to provide a clear approach the next day.
Ensure difficult tasks have the most time spent on them, when at your best – don’t put them off.
Try to avoid being interrupted.

 Handle papers once, after they’ve been read, file them away in an
orderly fashion.

 Have a list of calls, that are needed to be made and taken, with a
number of facts that are necessary to know and questions to be
asked – allows a set time to be put in order to avoid rambling.
 Try working on one task for a period of time then move on to
another- see if this helps your interest and motivation as it’s a new
subject.
 If you are able to delegate tasks to others, do so !.
Tools for Time Management
There are various tools that you
can use for Time Management,
Planners
1 such as:

2 Calendar

To -do
Lists 3

4 Activity
Logs

Diary 5
Time Management Video