EFFECTIVE

TIME MANAGEMENT
Effective Time Management

Course Outline:

 Definition of Effective Time

Management
 Principles of Effective Time
Management
 Tips of Effective Time
Management
 Benefits of Effective Time
Management
Effective time management is the
process of planning and
controlling how much time to
spend on specific activities.
Good time management enables
an individual to complete more in
a shorter period of time, lowers
stress, and leads to mega
Success.
It’s In Your Palms
Principles of Effective Time
Management
 Planning

 Organize and Prioritize

 The 80/20 Rule

 Do One Thing At A Time

 Avoid Distractions

 Delegate

 Keep Yourself Healthy and Stress-free

 Learn to say “NO”

Tips of Effective Time Management

1. Set goals correctly

Set goals that are achievable and measurable. Use the

SMART method when setting goals. In essence, make sure
the goals you set
are Specific, Measurable, Attainable, Relevant,
ips2.ofPrioritize
Effective Time
wisely Management
Prioritize tasks based on importance and urgency. For
example, look at your daily tasks and determine which
are:

• Important and urgent: Do these tasks right away.

• Important but not urgent: Decide when to do these

tasks.

• Urgent but not important: Delegate these tasks if

possible.
ips of Effective Time Management

3. Set a time limit to complete a task

Setting time constraints for completing tasks helps you

be more focused and efficient.

Making the small extra effort to decide on how much

time you need to allot for each task can also help you
recognize potential problems before they arise. That way
you can make plans for dealing with them.
ips of Effective Time Management

4. Take a break between tasks

When doing a lot of tasks without a break, it is

harder to stay focused and motivated. Allow
some downtime between tasks to clear your
head and refresh yourself. Consider grabbing
a brief nap, going for a short walk, or
meditating.
ips of Effective Time Management

5. Organize yourself

Utilize your calendar for more long-term time

management. Write down the deadlines for
projects, or for tasks that are part of
completing the overall project. Think about
which days might be best to dedicate to
specific tasks.
ips of Effective Time Management

6. Remove non-essential tasks/activities

It is important to remove excess activities or

tasks. Determine what is significant and what
deserves your time.

Removing non-essential tasks/activities frees up

more of your time to be spent on genuinely
ips of Effective Time Management

7. Plan ahead

Make sure you start every day with a clear idea

of what you need to do – what needs to get done
THAT DAY. Consider making it a habit to, at the
end of each workday, go ahead and write out
your “to-do” list for the next workday.

That way you can hit the ground running the next
s of Effective Time Management
 Benefits of Effective Time
Management

The ability to manage your time effectively is important.

Good time management leads to improved efficiency
and productivity, less stress, and more success in life.
Here are some benefits of managing time effectively:
Benefits of Effective Time Management

1. Stress relief

Making and following a task schedule reduces

anxiety. As you check off items on your “to-do”
list, you can see that you are making tangible
progress. This helps you avoid feeling stressed
out with worry about whether you’re getting
things done.
Benefits of Effective Time Management

2. More time

Good time management gives you extra time to

spend in your daily life. People who can time-
manage effectively enjoy having more time to
spend on hobbies or other personal pursuits.
Benefits of Effective Time Management

3. More opportunities

Managing time well leads to more opportunities and

less time wasted on trivial activities. Good time
management skills are key qualities that employers
look for. The ability to prioritize and schedule work is
extremely desirable for any organization.
Benefits of Effective Time Management

4. Ability to realize goals

Individuals who practice good time

management are able to better
achieve goals and objectives, and do
so in a shorter length of time.
Practical Ways to Improve Effective
Time Management

•Do you often feel stressed out with too much work or too many
responsibilities? As time passes, do you feel like you have more tasks on
hand than you have time to do them? This may mean that it’s time to
improve your important time management skills.
•The trick is to organize your tasks and use your time effectively to get

more things done each day. This can help you to lower stress levels and
improve your productivity both at work and at home.
•To get us started, here are ways to improve your time management skills

and increase productivity.

actical Ways to Improve Effective Time
Management
1. Delegate Tasks

It is common for all of us to take on more tasks than we are capable

of completing. This can often result in stress and burnout.

Delegation does not mean you are running away from your
responsibilities but are instead learning proper management of your
tasks. Learn the act of delegating work to your subordinates as per
their skills and abilities and get more done. This will not only free up
time for you but will help your team members feel like an integral
piece of the work puzzle.
actical Ways to Improve Effective Time
Management
2. Prioritize Work

Before the start of the day, make a list of tasks that need your
immediate attention. Unimportant tasks can consume much of
your precious time, and we tend to offer these too much of our
energy because they are easier or less stressful.

However, identifying urgent tasks that need to be completed on

that day is critical to your productivity. Once you know where to
put your energy, you will start to get things done in an order that
Practical Ways to Improve Effective Time
Management
3. Create a Schedule

Carry a planner or notebook with you and list all the tasks that come
to your mind. Being able to check off items as you complete them will
give you a sense of accomplishment and keep you motivated.
Make sure that these tasks are attainable, too. If there is a big task
you need to complete, make that the only thing on your list. You can
push the others to the next day.
To better manage your time management skills, you may think of
making three lists:
work, home and personal.
actical Ways to Improve Effective Time
Management
4. Set up Deadlines

When you have a task at hand, set a realistic deadline, and stick to
it. Once you set a deadline, it may be helpful to write it on a sticky
note and put it near your workspace. This will give you a visual cue
to keep you on task.
Try to set a deadline a few days before the task is due so that you
can complete all those tasks that may get in the way. Challenge
yourself and meet the deadline; reward yourself for meeting a
difficult challenge on your task list in a limited amount of time.
Practical Ways to Improve Effective Time
Management
5. Overcome Procrastination

Procrastination is one of the things that has a negative effect

on productivity. It can result in wasting essential time and
energy. It could be a major problem in both your career and
your personal life
Avoiding procrastination can be difficult for many. We tend to
procrastinate when we feel bored or overwhelmed. Try to
schedule in smaller, fun activities throughout the day to break
up the more difficult tasks. This may help you stay on track.
Practical Ways to Improve Effective Time
Management
6. Deal with Stress Wisely

Stress often occurs when we accept more work than

we are capable of accomplishing. The result is that our
body starts feeling tired, which can affect our
productivity.
Stress comes in various forms for different people, but
some productive ways to deal with stress can include:
Practical Ways to Improve Effective Time
Management
1.Getting outside
2.Exercising
3.Practicing meditation
4.Calling up a friend
5.Participating in your favorite hobby
6.Listening to music or a podcast

The key is to find what works for you when it comes to

lowering your stress response. If you don’t have time for
anything else, try some breathing techniques. These can be
done in minutes and have been proven to lower stress-
actical Ways to Improve Effective Time
Management
7. Avoid Multitasking

Most of us feel that multitasking is an efficient way of getting things done,

but the truth is that we do better when we focus and concentrate on one
thing, multitasking hampers productivity and should be avoided to improve
time management skills.

Make use of to-do lists and deadlines to help you stay focused! By doing
this, you’ll improve the quality of the work you deliver. Wait until you finish
one before starting another. You’ll be surprised by how much more you’re
able to get done.
actical Ways to Improve Effective Time
Management
8. Start Early

Most successful people have one thing in common —

they start their day early as it gives them time to sit, think, and
plan their day.
When you get up early, you are calmer, more creative, and clear-
headed. As the day progresses, your energy levels start going
down, which affects your productivity, motivation, and focus
If you’re not a morning person, you can just try waking up thirty
minutes earlier than your normal time. You’ll be amazed by how
much you can get done in that bit of time.
Practical Ways to Improve Effective Time
Management
9. Take Regular Breaks

Whenever you find yourself feeling tired and stressed, take a break for 10 to 15
minutes. Too much stress can take a toll on your body and affect your
productivity.
It helps you to relax and gets back to work with energy again later. If you know a
break is coming, you’ll likely be able to overcome boredom or a lack of
motivation to push through the task at hand.

Take a walk, listen to some music, or do some quick stretches. The best idea is
to take a break from work completely and spend time with your friends and
family.
Practical Ways to Improve Effective Time
Management

10. Learn to Say No

Politely refuse to accept additional tasks if you think that you’re already
overloaded with work. Take a look at your to do list before agreeing to take
on extra work. This is an essential part of your time management skills.
Many people worry that saying no will make them look selfish, but the truth
is that saying no is one of the best ways to take care of yourself and your
time. When you take care of this, you’ll find you have more energy to
devote to the important things, which the people around you will ultimately
appreciation.
Implications of Poor Effective Time
Management

Let’s also consider the

consequences of poor time
management.
Implications of Poor Effective Time
Management
1. Poor workflow

The inability to plan ahead and stick to goals means

poor efficiency. For example, if there are several
important tasks to complete, an effective plan would
be to complete related tasks together or sequentially.
However, if you don’t plan ahead, you could end up
having to jump back and forth, or backtrack, in doing
your work. That translates to reduced efficiency and
Implications of Poor Effective Time
Management
2. Wasted time

Poor time management results in wasted

time. For example, by talking to friends
on social media while doing an
assignment, you are distracting yourself
which will finally amount to a wasted
time due to errors.
Implications of Poor Effective Time
Management

3. Loss of control

By not knowing what the next task is,

you suffer from loss of control of your
life. That can contribute to higher stress
levels and anxiety.
Implications of Poor Effective Time
Management
4. Poor quality of work

Poor time management typically makes

the quality of your work suffer. For
example, having to rush to complete
tasks at the last minute usually
compromises quality.
Implications of Poor Effective Time
Management

5. Poor reputation

If customers or your employer cannot rely on

you to complete tasks in a timely manner,
their expectations and perceptions of you are
adversely affected. If a client cannot rely on
you to get something done on time, they will
likely take their business elsewhere.
Thank You