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1. Time Management
( Managing yourself to become a leader)
 Peter Drucker” Time is your scarcest
resource and if you cannot manage it
nothing else can be managed well”
 Time passes in fixed rhythm and it never
stops
 60 secs x 60 mins x 24 hrs x 365 days per
year
 Mans most important task is to utilise this
resource well.
 In fact you cannot manage time, but you
have to manage yourself to get the
maximum out of the time available.
 Time passes too fast/ too slow

2. Common complaint
 Do not have enough time and
bogged down with work.
 Excuses made for not talking to
friends, parents, being with
family, exercising, taking up
exams, reading, social work is
no time.


3. Analyse Time Spent
 Assume you live 36 years more
Getting ready 1/24 x 36years = 1 1/2 years
Traveling 2/24 x 36 years = 3 years
Working 7/24 x 36years = 10 1/2 years
Sleeping 8/24 x 36 years = 12 years
Television 3/24 x 36 years = 4 1/2years
Gossiping 2/24 x 36 years = 3 years
Day dreaming 1/24 x 36 years = 1 ½ years
Total = 36 years
What can you reduce and use it for better
purpose ?

4. Analyse how you spent time
 write down the activities you did
yesterday
 And day before.
 Can you remember all the
activities you did and how much
of time you used.
 If you can remember them and
do it within 10 minutes you are a
good time manager.

5. Time Wasters
 Meetings for sake of having a meeting. No
 Meetings agenda- no time to end- unwanted
discussions.
Telephone Calls Long discussions- repeating the to verify
same thing-


no specific message- talk again
 Yours or others message is vague or not
 Poor clear. You need to spend more time to
decipher what is in the message.
Communications
 Fantasizing and You have no business or objective You

cannot ever achieve or take part but keep
day dreaming fantasising and day dreaming
Inability to say No have tosorry I need to go orstory and do
You listen to the whole


cannot say I need to
an urgent job

6. Time wasters
 Drop Ins  Good Old friends- Guys who
do not have work to do come
and indulge in your time
 Waiting for other  Irresponsible team mates do
team mates not keep time and targets
 Everyone comes to you for
 Poor delegation even for trivial things that
could have done by a
subordinate
 Procrastination  Putting off task always to the
end. Do not worry we can do
it later syndrome
 Time wasting  Internet, TV, Watching
hobbies matches, politics, War and
peace
 Too much of friends,
 Too much Socializing drinking, gossiping
 No plan, No objective
 Day dreaming nothing to do.

7. How well you manage time ?
1. Do you make a list of things to do? ( Yes/No)
2. Do you make a night audit of what you did?
3. Do task often take longer than you
anticipate?
4. Can you usually estimate the time correctly
without a wrist watch?
5. Do you have a fairly well set schedule for
rising, going to work, meals and going to
bed?
6. Are you punctual for work and
appointments?

8. 7. Do you iron and prepare your cloths in
advance?
8. You do not feel panic because you have
many things to do than time permits?
9. You do not waste time in finding things like
cell phone, keys, pens, books, files, notes
etc.?
10. You do not take long coffee or lunch
breaks?
11. You have analysed how much of time is
used for regular activities such as getting
ready?
12. Do you read a book or listen to
educational stuff on travel?

9.  13. Do you have diary or piece of
paper always with you to write down
something?
 14. Do you take a book to read when
you go to see a specialist doctor?
 15. Do you plan and jot down or
think and plan what to talk before
you take a call?
 16. You do not often use your cell
phone for more than 3 minutes on
incoming or out going calls?

10.  17. Are you are prompt in
correspondence?
 18. Do you get ready in advance with
relevant data and material when you go for
a meeting by reading the agenda?
 19. Do you write down everything that you
undertook to do in a meeting?
 20. Do you prepare an agenda before a
meeting?
 21. Do you read the agenda before the
meeting?
 22. Do you get at least 30 minutes for
general reading?

11.  23. Do you get at least 30
minutes to talk with your family?
 24. Do you get at least 20
minutes for yourself to think/
 25. Do you exercise at least for
30 minutes

12. Steven Coveys Time quadrants
 Quadrant 1  Quadrant 2
 Important – Urgent  Important- Not
Urgent
 Crisis  Preparation
 Pressing Problems  Prevention
 Deadline driven  Planning
projects, meetings,  Relationship
exams, building
presentations  Finding new
opportunities
 Real recreation

13.  Quadrant 3  Quadrant 4
 Not important  Not important
but urgent and not urgent
 Interruptions,  Trivia,
phone calls,  Junk mail
SMS, mails etc  Time wasters
 Pressing  Escape
matters activities
 Many popular  Some phone
activities calls

14. Keys to effective time
management
 If you need to manage time
effectively, you need to have a
vision, mission and objectives.
 Then you can have plan to
achieve such goals by using the
time available

15. Vision, Mission and Goal Setting for
Personnel and Professional Development

16. Developing vision, mission and
goals
 Do a self assessment of your
self
 List your strengths ( rank them)
 List your weaknesses( rank
them)
 Build on your strengths to
overcome the weaknesses

17. My vision- Whom do I want to be ( link
this with your profession?)
My mission ( what should I be doing
now )
My objectives/goals- professional,
family, social, personal

18. Personal Vision, Mission, Goals
and Strategies
Vision
Mission
Goal 1 Goal 2 Goal 3 Goal 4 Goal 5
Strategy 1
Strategy 2
strategy3

19. Personal Vision
 Your personal vision
statement is the light
shining in the darkness
toward which you turn to
find your way.
 Your personal vision
statement illuminates
your way
 Your personal vision
statement guides your
life.
 Your personal vision
statement provides the
direction necessary to
guide the course of your
days and the choices you
make about your career.

21. Guidelines to write a personal
vision statement
1.What are the ten things you
most enjoy doing?
Be honest. (These are the ten
things without which your
weeks, months, and years
would feel incomplete)

22. 2.What three things must you
do every single day to feel
fulfilled in your work?

23. 3.What are your five-six
most important values?

24. Examples of Values
 ambition, competency, individuality,
equality, integrity, service,
responsibility, accuracy, respect,
dedication, diversity, improvement,
enjoyment/fun, loyalty, credibility,
honesty, innovativeness, teamwork,
excellence, accountability,
empowerment, quality, efficiency
collaboration, empathy,
accomplishment, courage, wisdom,
independence, security, challenge,
influence, learning, compassion,
friendliness, discipline/order,

25. 4. If you never had to work
another day in your life, how
would you spend your time
instead of working?

26. 5. When your life is ending,
what will you regret not doing,
seeing, or achieving?

27. 6. What strengths have other
people commented on about
you and your
accomplishments?

28. 7. What strengths do you see in
yourself?

29. 8. What weaknesses have other people
commented on about you and what do you
believe are your weaknesses?

30. 9. What material things that you like to
have in life?

31. 10.What have been the happiest
moments in your life?

32. 11. What are the things you
have always dreamt of doing?

33. 12. What traits do you want to
change?

34. Personnel Vision

35. Personal Vision Statement
 Once you have thoughtfully prepared
answers to these questions and
others that you identify, you are
ready to craft a personal vision
statement.
 Write in first person and make
statements about the future you
hope to achieve.
 Write the statements as if you are
already making them happen in your
life.
 Some experts recommend 50 words
or less, but I would rather see you
fully describe the vision you want for

36.  Keep in mind that your personal
vision statement can also
change over time, depending
upon what is happening in your
life.
 You will be amazed, however, at
how many components remain
consistent over time.
 However, writing them down
lends power and commitment to
their accomplishment.

37. Vision of great teacher
 To become a person who helped students
to discover and maximize their true given
potential
 To become a person who helped them to
develop their leadership, social and
emotional skills
 To become a sought after person for
teaching and development of skills
 To become a person of integrity
 To become a financially independent
person
 To become a person who shared
knowledge for the common benefit.

38. Personal Vision Statement
 Once you have thoughtfully prepared
answers to these questions and
others that you identify, you are
ready to craft a personal vision
statement.
 Write in first person and make
statements about the future you
hope to achieve.
 Write the statements as if you are
already making them happen in your
life.
 Some experts recommend 50 words
or less, but I would rather see you
fully describe the vision you want for

39.  Keep in mind that your personal
vision statement can also
change over time, depending
upon what is happening in your
life.
 You will be amazed, however, at
how many components remain
consistent over time.
 However, writing them down
lends power and commitment to
their accomplishment.

40. Personal Mission
 A personal mission statement provides
clarity and gives you a sense of
purpose. It defines how you will
live in order to see your
vision
 Jim Rohn said, “You cannot change
your destination overnight, but you can
change your direction overnight.”
Creating a mission statement will help
you change your direction
 Destination = Vision
 Direction = mission

41.  The integration of your personal
mission statement into daily and
weekly planning gives you a
tangible method of keeping your
vision constantly before you.
 Personal mission statement is
what you should be doing now
to achieve the vision.
 Now write a personal mission
statement

42. Mission Statement of a Great
Teacher
 Enhance subject knowledge and skill in the selected field
of discipline
 Obtain recognized qualifications
 Get affiliated to recognized educational institutions
 Apply proven technologies in teaching and developing
skills
 Be a student friendly person
 Get involved in finding solutions to problems of the society
 Have a balanced professional and family life
 Take care of personal health
 Develop spiritual life
 Be an intelligent consumer
 Respect and appreciate good qualities of other people
and develop such qualities in yourself
 Personally lead a life centered around values of
excellence, integrity, humility and trustworthiness

43.  After vision and mission are
adequately formulated it is
easier now to break it down to
Goals which need to have
measurable components.
 You have heard of SMART
( Goals) Objectives- and this is
where it becomes handy.

44. SMARTS
Make sure your goals are clear, well thought out and well defined. They need to
be
Specific
Measurable
Achievable
Results-based
Time Tabled
Supported

45. Personal Vision, Mission, Goals
and Strategies
Vision
Mission
Goal 1 Goal 2 Goal 3 Goal 4 Goal 5
Strategy 1
Strategy 2
strategy3

46. Write you goals keeping in mind
your vision and mission
 Education
 Career
 Personal Life
 Family Life
 Social Life
 Spiritual Life

47. My major goals
 Practice Time Management immediately
 Continue education – Become a Degree Holder
within 4 years- Pass CIMA with 3 years
 Build a house in Colombo within 5 years
 Marry before 30 years
 Exercise 30 minutes a day
 Give up smoking immediately
 Improve English within 2 years
 Become the Managing Director of the firm I work
within 7 years
 Be involved in finding solutions to the problems of
the society with immediate effect
 Get a job within 2 months
 Write an article per month to the newspapers
 Read 12 novels per annum

48. Develop a strategy/plan to
achieve goals
 Dream about your vision, fantasize, imagine clearly
how you will feel if you achieve your vision and plan
to achieve it.
 Use psychological methods (such as NLP)
in embedding your vision, mission and plans to your
sub conscious
“If you do not plan you are planning to fail” Peter
Drucker
 Planning is an essential tool in achieving your vision
 Be realistic- your goals should measurable and time
bound
 Plan should be flexible as nothing is certain.
 Exercise : Lets develop a Plan to become fluent in
English

49.  Develop a strategy to be fluent in English
within 2 years
 Take up a grammar course ( taught/self)
 Read newspaper everyday and somehow
seriously read the editorial
 Find 3 new words for vocabulary
 Listen to radio or TV news attentively to learn
English ( 15 minutes a day)
 Write emails to a friend
 Find the opportunity to speak in English with a
friend or colleague for 10 minutes
 Read a novel for 15 minutes a day ( at night
before going to bed)

50. At least have a plan for 5 years.
 Break the plan into years
 Break it to Quarters
 Break it to months
 Break it to weeks
 Break it to days.
 Break it to hours
 Break it to minutes and seconds
Then you will use every second to
achieve your goals..

51. Take action to implement your
plan to achieve goals
 Meditate everyday about your goals and
never let it go out of your touch or control
 Put the list of your goals where you can
see them daily in a place in your room
 Use your imagination and be creative. You
need to think “out of box”
 Be realistic and develop a positive mind
 Read books on successful people
 Develop an idea if they can do why cant I?

52.  Read books on failures and analyse
where they have gone wrong
 Get advice and help when you need
 Have a good network of friends
 Trust yourself and your capabilities
 Break problems into components
and handle one by one whenever
possible.

53.  Achieve Your Dreams: Six Steps
to Accomplish Your Goals
and Resolutions
 Don't let your goals and resolutions
fall by the wayside. Chances are that
to achieve your dreams and live a
life you love, those goals and
resolutions are crucial
 Goal setting and goal achievement
are easier if you follow these six
steps for effective and successful
goal setting and resolution
accomplishment.

54.  You need to deeply desire the goal
or resolution.
 Napoleon Hill, in his landmark book “
Think and Grow Rich”had it right.
 "The starting point of all
achievement is desire. Keep this
constantly in mind. Weak desires
bring weak results, just as a small
amount of fire makes a small amount
of heat."
 So, your first step in goal setting and
achieving your dreams is that you've
got to really, really want to achieve
the goal.

55.  Visualize yourself achieving the goal.
Lee Iacocca said, "The greatest discovery
of my generation is that human beings can
alter their lives by altering their attitudes of
mind.“
 What will your achievement feel like? How
will your life unfold differently as a result? If
the goal is a thing, some gurus of goal
setting recommend that you keep a picture
of the item where you see and are
reminded of it every day

56.  Make a plan for the path you need
to follow to accomplish the goal.
 Create action steps to follow. Identify
a critical path. The critical path
defines the key accomplishments
along the way, the most important
steps that must happen for the goal
to become a reality.
 Stephen Covey said, "All things are
created twice. There's a mental or
first creation, and a physical or
second creation of all things.

57.  Commit to achieving the goal by writing
down the goal.
 Lee Iacocca said, "The discipline of writing
something down is the first step toward
making it happen."
 Write down the plan, the action steps and
the critical path.
 Somehow, writing down the goal, the plan
and a timeline sets events in motion that
may not have happened otherwise.
 In my own life, it is as if I am making a deeper
commitment to goal accomplishment. I can’t fool
myself later. The written objective really was the
goal.

58.  Establish times for checking your
progress in your calendar system,
whatever it is: a day planner, a PDA,
a PDA phone or a hand written list. If
you’re not making progress or don't
let your optimism keep you from
accomplishing your goals.
 No matter how positively you are
thinking, you need to assess your
lack of progress
 Take a look at all of the factors that
are keeping you from accomplishing
your goal and develop a plan to
overcome them.

59.  Review your overall progress
regularly. Make sure you are
making progress. If you are not
making progress, hire a coach, tap
into the support of loved ones,
analyze why the goal is not being
met.
 Don’t allow the goal to just fade
away. Figure out what you need to
do to accomplish it.
 Check the prior five steps starting
with an assessment of how deeply
you actually want to achieve the
goal.

60. You need to Develop Self
Discipline to achieve success
 Reign over your self before you
control anything
 Take your life into your grips and
control it
 Your worst enemy is no one else but
you
 When we are foolish we want to
conquer the world but when we are
wise we want to conquer ourselves

61. ENS in self Discipline
 Start Early
 Start Now
 Start Small

62. Start Early
 If you start early, you will not have a
accumulation of negatives
 You will have a bundle of positive to
cherish
 Your will to succeed will follow your
will to prepare
 “ I will get ready then perhaps my
chances will come” Abraham Lincon
 Hard work is the accumulation of
easy things that you did not do when
you should have done

63. Start Now
 Before you become a star you have
to start
 What you are going to be tomorrow
you are becoming today
 Action is required to get ready
 Positive attitudes are really actions
 All worthwhile men have good
thoughts, ideas and intentions but
few translate them to action.

64. Start Small
 Do not worry as you have a big plan to
implement to achieve your goals and reach
your vision
 Be mindful that before we walked we all
crawled.
 It takes time to develop your self discipline
 No body can do it over night
 It is easier to suppress the first desire than
to satisfy all that follow
 Let your self discipline grow and you will
feel stronger day by day in taking control of
your self

65. Guide lines for managing yourself to
get the maximum out of the time
available to achieve your goals
 1. Develop a fixed daily routine to do
regular things.
 2. Do the important jobs when you
are at your best
 3. Set time limits for tasks and stick
to them
 4. Never put off unpleasant or
difficult task if they are important
 5. Put off things that are not
important

66.  6. Analyse interruptions and
take steps to avoid them
 7. Set up a quiet time and
publicise it
 8. Do one thing at a time
 9. Plan phone calls and stick to
the plan
 10. keep a notebook to collect
ideas in one place

67.  11. Wherever possible finish your
task
 12. Only take work home if you
intend to do it.
 Arrange breaks at times when you
really cannot work.
 13. Learn to say “No” to other and to
you.
 14. Make list and cross off task when
done.

68. How to make a list
 Make a Weekly Plan with a view of
achieving your goals and daily
activities
 Find out how many roles that you
have to play in life during the week
 Student/ Businessman
 Family person
 Citizen of the society
 Member/ Official of an organisation
 Person ( personal life)
 Other

69. Weekly plan and
appointments
Dat
Ti Mond Tu Wedn Thursd Frid Saturd
a e a a Su
Role Activity y s y y
Studen
t 1 6.3
2 7.3
3 8.3
4 9.3
10.
5
6 11
11.
7
8 12
12.
9
1
1
1
1.3
1
2

70. Date
Mon
Tu Wedn Thursd Frid Saturd
e a a Su
Role Activity Time s y y
1
Family 2.30
1
3.00
1
3.30
1
4.00
1
4.30
1
5.00
Person 1
al 5.30
2
6.00
2
6.30
2
7.00
2

71. Date
Mo
Wed Thurs Satur
Tu n d Frid d
e a a Su
Role Activity Time s y y
Social 25 8.30
26 9.00
27 9.3
28 10.3
spiritu
a
l 29 11
30 11.3

72. 31 12
32
Other 33
34
35
Remar
ks

73.  Just write down all the activities that
you have to do in each role
 eg. Student
 Lecture 1
 Lecture 2
 Lecture 3
 Lecture 4
 Assignments
 Studies
 Reports
 Meetings/ group work

74.  Work place
Task 1
Task 2
Task 3
meetings/
Projects
other

75.  Family
 Call mother
 Get sisters books
 Contact brother
 Call Uncle
 Visit home
 Pay electricity bill
 Get some plants to grow

76.  Personal
 Exercises
 Reading a novel
 Call girl friend/boy friend
 Meditation
 Going to temple/church
 Finding funds for task x
 Visit to doctor, priest, advisor

77.  Social
 Meeting at Dayaka sabhawa/
Parish Council
 Meeting at Club/union
 Shramadanaya at village
 Ctizens goup picket
 Alumni
 Other …………………

78.  Then number all the activities as it has
written
 Then give each and every job a time in the
weekly schedule
 Have a remarks column and use the other
side of the paper to write more information
for the task at hand.
 Do a night Audit daily to monitor the weekly
plan.
 End of the week- transfer unfinished work
to new Weekly Plan
 Place the used Plan in a ring file for future
reference.

79. Start today
 You will see that you go a long way
than the others who do not plan and
organizes themselves
 Take 12 copies of the weekly plan
developed by Maxwell and just do it.
 You will see a tremendous
improvement in your day to day
activities and life as a whole.
 It is a simple Magic
 Good luck - Maxwell

80. This is a presentation done by Maxwell
Ranasinghe to Students of the Final Year
in the Department of Marketing at the
University of Kelaniya.
Please develop it further with your own
insight, knowledge and experience, share
with your friends and members of your
staff. Send comments to
maxran1@yahoo.com
The knowledge is universal, we need to
share it for the common benefit.
We, Sri Lankans need a big change in this
attitudes more than any other thing.
So act now and send it to many friends as
possible
Good luck …………