2. Time management (TM)
Time Management refers to managing
time effectively so that the right time is
allocated to the right activity.
3. Use your time wisely
Time is what we want most, but what we use worst.
William Penn
The common man is not concerned about the passage
of time, the man of talent is driven by it.
Schopenhauer
The key is in not spending time, but in investing it.
Stephen R. Covey
Make use of time, let not advantage slip.
William Shakespeare
4. What is Time Management?
Time management has five main aspects:
Planning & Goal Setting
Managing Yourself
Dealing with Other People
Your Time
Getting Results
The first 4 all interconnect and interact to generate the
fifth - results
5. Why do we need TM ?
To save time
To reduce stress
To function effectively
To increase our work output
To have more control over our job responsibilities.
7. 1,Costing your Time
Understand the true value by calculating your cost per
year
Cost per year=(salary + taxes +office space + office
equipment + profit you generate)
8. 2,Making Activity Logs
Make a realistic estimate of time spend during day on
job orders.
Pinpoint the critical areas.
Finding the high yielding time of our day.
9. 3,Goal Setting
Setting lifetime goals help to chart your life course and
your career path.
Breakup your lifetime goal in smaller goals.
Make a daily To-Do list.
Revise and update your list on daily bases and judge
your performance.
10. 4,Planning
Draw an action plan –A list of things that need to be
done to achieve your goals
11. 5,Prioritizing
Make a To-Do List.
Consider the value of the task before to do it-
Is it worth spending your time and company resources.
Prioritize your task- The
most important jobs should be completed first followed by
other jobs.
12. Scheduling
Make a realistic estimate of how much you can do.
Plan to make the best use of the available time.
Reserve some contingency time to deal with
‘unexpected jobs’.
Minimize stress by avoiding commitment by yourself
and others.
Reward when tasks are completed
Punish when tasks are not completed on schedule
13. Time as a Commodity
Time is the most precious thing we have
Time is ultimately the most valuable resource
Time and how we spend it within the organization must be
managed effectively
Time is totally perishable
Time cannot be stored up for use later
14. Essential Habits
Essential habits for good time management are:
Know where the hours are going
Keep focused on the end result
Work to defined priorities
Schedule time for important issues
Delegate routine tasks and responsibility for them
Confront your own indecision and delay
Take the stress out of work
Keep applying the essential habits!
15. Types of Time
Time can be categorized into two types:
Fast time
when absorbed in, or enjoying an activity
Slow time
when bored with an activity or having a bad time
when scared
16. Over- & Under-estimating Time
Time for tasks or activities can be over- or under-
estimated due to
Intensity of activity
Level of brain function
Length of gaps between enjoyments
Fear or ecstasy
17. Effects of Estimating Time
Incorrectly
Under-estimation of time
Stress due to committing to too many tasks
Poor quality output
Deadlines may be missed
Over-estimation of time
Stress due to people pressing to have activities completed
Poor quality output
20. Quadrant 1
Being in Quadrant 1 brings
Stress
Burnout
Crises management
Firefighting
Focus on the immediate
21. Quadrant 3
Being in Quadrant 3 brings
Short term focus
Crises management
Low value on goals
lack of control
Shallow relationships
22. Quadrants 3 & 4
Cycling between Quadrants 3 & 4 brings:
Total irresponsibility
High dependency on others for basics
Short career path in the organization
23. Quadrant 2
Being in Quadrant 2 brings:
Vision
Perspective
Balance
Discipline
Control
24. Characteristics of a Quadrant 2
Person
There are six basic criteria to allow a person to
function in Quadrant 2:
Balance
Focus
An ability to get on with people
Flexibility
Portability
25. Quadrant 2 Requirements
The basic requirements to reach Quadrant 2 are:
Clear definition of organizational roles and
specifically your own role
Selection of and focus on SMART goals
Development and utilization of schedules
The practice of daily adapting in work role
26. Saying No and Quadrant 2
To stay within Quadrant 2, there is a requirement
that you must say no:
In a professional manner
When items are associated with Quadrant 3 or Quadrant
4 activities
Not important not urgent
Not important but urgent
Will not deliver competitive advantage
28. Busy and Productive Work
Just because you are busy does not mean that you are
productive
Differentiate between
Effectiveness -- doing the right things
Efficiency -- doing the right things correctly
29. Dealing with Indecision or Delay
When faced with a task - decide to deal with it according to
one of the following actions:
Do it
Delegate it
Dump it
Deadline it
Dissect it
31. Overwork
To deal with over-work, try the following
Understand your pressures
Don’t get worked up or panicked
Don’t blame everything on yourself
Estimate time as well as possible
Agree priorities and keep them
Remind yourself that there is a limited amount of time
available to you
32. Achieve your goals
Be your own judge and your own
motivator.
Make Time Management your tool for
success.
