The document discusses time management and provides tips for effective time management. It defines time management as self-management that requires self-discipline and control. The document identifies major time wasters like unnecessary meetings and interruptions. It provides strategies for goal setting, prioritization, managing interruptions, procrastination, scheduling, and delegation. The key tips include identifying priorities, preparing to-do lists, scheduling time for important tasks, limiting interruptions, and delegating low-priority work to others.

1. Time Management
Najibullah Safi, MD, MSc. HPM
NPO/PHC, WHO, Afghanistan
11/24/13

2. Objectives of the session
• By the end of the session participants will be able
to:
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Define time management
Identify the benefits of time management
Discuss the causes of failure to manage time
Identify the factor affecting effective time management
List the tips of effective time management
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3. Introduction
“TIME IS LIFE.
TO WASTE YOUR TIME IS TO WASTE YOUR LIFE, BUT
TO MASTER YOUR TIME IS TO MASTER YOUR LIFE
AND MAKE THE MOST OF IT”.
Alan Lakein
THE BAD NEWS IS TIME FLIES, THE GOOD NEWS IS
YOU’RE THE PILOT
Michael Althsular
11/24/13
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4. Introduction
• Time is increasingly at a premium
• Pareto principle (80:20 Rule)
• How can we take the 80% of our efforts that are
currently producing 20% of our results and become
more effective?
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5. Allocation of time
• Office work
• Admin work, meetings, research, report writing…
• Personal life
• Family, friends, exercise, relaxation….
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6. Major time wasters in office
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Attending unnecessary meetings
Attending unnecessary calls
Office interruption
A major cause of stress and poor time management
is unwillingness, or inability, to delegate
responsibility to people who work for us
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7. Why effective time management matters?
 Success in school, and life in general, depends on
one’s ability to efficiently manage time
 There are only 168 hours per week, but so many
different ways to spend it!
• Some ways clearly help achieve your goals
• Others might seem productive but won’t help you
in the long run
 Your own priorities determine whether your use of
time is efficient or inefficient
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8. 10 minutes exercise
• List at least 5 things that are the most important to
you
• List at least 5 things that you spend your time on
• Most of us don’t have the luxury of spending the
majority of our time on the things that are most
important to us
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9. What is time management?
Time management is nothing but ….
SELF MANAGEMENT
It requires self discipline and control
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10. Time management GOAL
Concentrate on results, not on staying
busy
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11. How you manage your time?
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Goal setting
Prioritization
Managing interruptions
Procrastination
Scheduling
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12. Goal setting
• Principles
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Clarity (measurable)
Challenge
Commitment
Feedback
Task complexity
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13. Prioritization
Important
Not Important
Urgent
2. Preparation,
planning,
relationship
building
Not Urgent
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1. deadline-driven
tasks, important
daily tasks, crisis
management
3. Interruptions,
some phone calls,
emails, reports,
requests for help
4. busywork, some
phone calls, time
wasters, “escape”
activities
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14. 11/24/13
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15. Managing interruption
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Some interruptions are inevitable
Take responsibility for interruption you cause
You use interruption as excuse
You try to work on multiple projects at once
You procrastinate
You are distracted
You accept non-work calls at work
You often have co-workers stopping by to chat
Immediate response to emails
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16. Managing interruption cont.
• More tips
• Before calling a meeting:
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Determine if it is truly necessary
Be sure to have specific result in mind
• Before attending a meeting:
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Get adequate information
Use do not disturb
Stand up to visitors
Learn to say NO
Priorities your emails
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17. Managing procrastination
• Procrastination is the gape between the time that we
intend to perform a task and the time that we actually
perform it
• Indication of procrastination
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Filling your to do list with items of low importance
Filling your to do list just to look busy
Handling papers repeatedly
Reading emails repeatedly
Finding reasons to leave your desk
Leaving something on your to do list which is important
Saying yes to help others on less important tasks
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18. Why you procrastinate?
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You simply find the job unpleasant
You are disorganized
You find the task overwhelming
you are a perfectionist
You are having trouble making a decision
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19. Strategies for overcoming procrastination
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When the task is unpleasant
When you are disorganized
When the project feels overwhelming
when you are a perfectionist
When you are having trouble making a decision
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20. Scheduling
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It ensures you allotted time for all important tasks
Cut off unproductive interruptions
Limit meetings to their schedule time
Demonstrate that your plate is full
Allot time for yourself for breaks
Leave some time open to handle the unexpected
tasks
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21. Time management
strategy
Daily activity log
•Guideline to follow:
• Use one sheet per day
• Be accurate/specific
• Bo honest
• Watch prioritization of your tasks
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22. Time management strategy
• Make quality time for your priorities
• Prepare a to do list
• Once created, stick to your time schedule
• Be flexible
• Unexpected demands will occur…but if you spend too
much time on non-priority tasks, your performance will
suffer and you may not meet your goals
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23. Time management
strategy cont.
• Meetings:
– Assign a time keeper
– Prepare a detail agenda and follow it
– Use visual aids (slides, diagram, charts)
– Delegate attending meeting unrelated and less
important to people work with you
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24. Office interruptions
• Stand when people come in to chat. This will prevent
them from getting comfort
• Ask them if it’s important
• Ask them if you can talk later in their office, a place
where you can control the length of the conversation
• Walk out long enough to get them out of your office
and then sneak back to continue your work
• Close your door
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25. Time management strategy cont.
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Telephone
Leave complete messages for people who are not
available so they won’t have to call back
Install a voice-mail system
Train your associates to deal with routine issues on
your behalf and to screen your calls when you are
under pressure
Avoid unnecessary chitchat
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26. Time management strategy cont.
Delegating
• Good managers never put off till tomorrow what
they can delegate today
• Delegating responsibility to others allows you to
concentrate on your duties as manager: planning,
problem solving, and other proactive matters
• Failure to delegate forces you to spend too much
time on trivial issues and neglect critical
opportunities
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27. Benefits of delegation
• To yourself
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Reduce stress
Additional time to yourself
• To other person
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Opportunity to learn something new
Feel useful and part of the team
Show his talent
• To organization
• More than one person to do a task
• Adding a new perspective to a situation
• Less stress to employees due to shared responsibilities
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28. Time management summary
• Identify your core goals and organize your time around
them
• Make a calendar with all important due dates
• Break big projects into specific, small tasks that can be
done in a short time
• Prioritize a daily to-do list, do important chunks FIRST
• Make quality time for your priorities
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