How to be more efficient with time and manage more tasks? How to get things done without procrastination? How to be better at managing timelines?

1. TIME CONTROL
HOW TO BE MORE EFFICIENT WITH TIME AND
GET MORE THINGS DONE?

2. How long is a minute?
Instruction:
1. Remove your watches.
2. Let’s stand up!
3. Sit down when you think 1 minute has pass after I shout “Start”

3. How long is a minute?
60 seconds
But we experience time and use it in
different ways.
How can I
manage my time
better?

4. 4
Overwhelming……

5. Puzzle Time!
Can you guess
what this is?

6. What’s lacking
No clear outline & hint

7. Hint
Outline of some
parts of the
puzzle

8. Answer

9. What have we learnt?
Similarly, in time management, having the perspective and
clarity of an outline helps one to plan weekly and day-to-day
activities much more effectively.
Having an outline helps us to solve the puzzle easily

10. What’s Important
Having the perspective and clarity of the Big Picture helps one to
plan weekly and day-to-day activities much more effectively.

11. Formulating a To-do List
Spend 5-10 minutes to list down
your tasks and go through your
emails in the morning Which one
should I do
first?

12. The Eisenhower
Matrix
Organize your task according to
urgency and importance.
4 Categories:
1. Urgent & Important
2. Not Urgent & Important
3. Urgent & Not Important
4. Not Urgent & Not Important

13. Urgent & Important.. What’s the
difference?
Replying to an email may seem urgent, but it might be not.
A phone call can wait.
The important is seldom
urgent and the urgent is
seldom important
Dwight D. Eisenhower

14. Urgent & Important.. What’s the
difference?
Important tasks are those that contribute to achieving our long-
term goals.
They are those that we should not lose sight of if we are to
achieve success in our project.

15. Factors to consider while arranging tasks:
◦ Does it involve other people’s input?
◦ E.g. feasibility need PI’s response. Send the question out first and then focus on other tasks
◦ How much time does it takes?
◦ If a tasks can be completed within 5 minutes (replying email with a “yes” or “no”)
◦ If you have many tasks on hand that have the same priority, communicate with other parties when is
the expected completion date (i.e. I will get back to you by XXX)
◦ How complex is the tasks?
◦ Eat the biggest frog first: start with a task that seems most complex and the hardest. They might
consume some time, but the payoffs can be great.

16. The 80/20 Rule of
Time Management
Two out of ten items, on
any general to-do list,
will turn out to be worth
more than the other
eight items put together.

17. The 80/20 Rule of Time Management
Vilfredo Pareto
Before you begin work, always ask
yourself, “Is this task in the top 20
percent of my activities or in the
bottom 80 percent?”

18. Do not review
separately
Set priorities
To do list
Checklist Slot response
emails in calendar
Respond prior to
due date
Accommodate
time required for
task
Factor in cycle
times
Calendar
Set work
processes
Deliverables
(dates)
Quality of work
Excel
Gaant
charts
18
Time Management Tools
Calenda
r

19. 19
Managing your Calendar, emails Ensure that when placing
reminders, do not flag
Place it within your calendar
with hours for each task
Color code for priorities
When sending out emails for
follow up, you can use the
Weekly, Monthly
Recurring reminders with
hours blocked off for task
Instead of getting 10 more
emails to manage, you get
none if task is done without
reminders

20. 20
Electronic or paper (it should be all on the same source)

21. 21
Project Management timeline planners (Gantt charts)
Process/Checklist to manage datelines
Important to view the overall timeline
Break it down to task
Look at the inter-dependents
Have a breakdown of task with the timelines for review
(taking into account revisions)
Check out this site on: Project Management

22. 22
MOMENTUM

23. 23
Not easy to just “Do it”
sometimes….PROCRASTINATION…

28. 28
Once you run the momentum takes over…..
And to achieve it in the shortest time, we must focus

29. The Pomodoro
Technique
A technique to stay focus

31. The Pomodoro Technique
Pomodoro in 5 steps:
1.Choose a task to be accomplished.
2.Set a timer to 25 minutes
3.Work on the task until the timer rings
4.Take a short break (5 minutes is OK). This will be one Pomodoro
5.Every 4 Pomodoros take a longer break

32. The Pomodoro Technique
If you’re distracted half-way by a coworker, meeting, or emergency, you can either:
End the pomodoro there (saving your work and starting a new one later), or
Postpone the distraction until the pomodoro is complete

33. The Pomodoro Technique
Francesco Cirillo
Some things demand immediate
attention—but not every distraction
does.

34. “Inform, negotiate and call back” strategy
1.Inform the other (distracting) party that you’re working on something right now.
2.Negotiate a time when you can get back to them about the distracting issue in a
timely manner.
3.Schedule that follow-up immediately.
4.Call back the other party when your Pomodoro is complete and you’re ready to tackle
their issue.
Doing so doesn’t just keep you in the groove, it also gives you control over your workday.
“I’m in the middle of something right now, but can I get back
to you in....ten minutes?”

36. How’s your rhythm?
Plot your day from waking up to going to sleep in hourly blocks.
Identify if you are naturally:
‘ON FIRE’
‘VIBRANT’
‘CRUISE CONTROL’
‘AT 70%’
‘DISTRACTED’
‘SLOWING DOWN’
‘TIRED’
‘HUNGRY’
7-8 8-9 9-10 10-11 11-12 12-13 13-14 14-15 15-16 16-17 17-18 18-19
Tired Cruise
Control
Vibra
nt
On Fire At 70% Hungry Distract
ed
On Fire On Fire On Fire Slowing
Down
Tired

37. How does this helps?
On Fire: Tackling the big important tasks as you are more likely to get it done,
Lethargic: Do the mundane filing etc

38. So.. What have we gone through
1. Importance of having a big picture on how to spend time: having a to-do list
2. How to manage tasks:
a. Eisenhower Matrix
b. 80/20 rule
3. Pomodoro technique to stay focus on a task
4. Matching your energy level to the tasks

39. These are a few behaviors that seem to be positive
Be conscious as these are behaviors that could spiral into time management issues
Perfectionism: Unable to release work that has met expectations but as it is not
perceived to be perfect, tasks cannot be accomplished within a certain period of
time
Control: Due to the need to control, delegation to peers is not possible. Delegation
is an important tool to empower and essential to managing time
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Perfectionism, Control

40. Make use of templates for:
1. Project Management
2. Task Management
3. Time Scheduling
4. Slides
… etc
INSTEAD of building everything from scratch!
40
Use Templates to save time!

41. Click on the below link:
Project Management Documents
Stop Procrastination
Guide for Professional Organizers
41
Check out these sites!

42. Any Questions?