Khadiza Rahman Tanchi, PhD

Associate Professor
Department of Business Administration
Daffodil International University
• Understanding Time Management,
• Setting Clear Goals and Priorities,
• Time Tracking and Analysis,
• Planning and Organization,
• Time Blocking and Scheduling,
Managing
• Interruptions and Distractions,
• Delegation and Outsourcing,
• Overcoming Procrastination,
• Stress Management

Topics to be Covered
The average worker spends 51% of every
workday on low to no-value tasks

Source: [Link]
82% of people don’t have a time management
system

Source: [Link]
20% of workers say they waste time at work
because they’re bored or aren’t interested in
their jobs

Source: [Link]
TEDx Talk

• The secrets of modern time management

| Hitesh Choudhary | TEDxCITBengaluru

• [Link]
3LYQ
Introduction to Time Management

• Time management is like making a plan

for your day to get things done efficiently.

• It's about setting goals, figuring out what

needs to be done first, and deciding how
much time to spend on each task.
 Key Components of Time
Management
• Clear Goal Setting
• Effective Prioritization
• Structured Task Lists
• Strategic Time Blocking
• Setting Clear Deadlines
• Minimizing Distractions
• Effective Time Management Tools
• Regular Time Evaluation
• Balancing Self-Care and Work
• Mindful Work-Life Integration
• Clear Goal Setting
– short-term and long-term objectives

• Effective Prioritization
– urgency and significance
• Structured Task Lists
•daily or weekly to-do lists

• Strategic Time Blocking

dedicated time slots for different activities
such as mornings for client meetings and
afternoons for focused work on business
development initiatives.
• Setting Clear Deadlines
– specific deadlines for tasks and
projects
• Minimizing Distractions
• you might turn off social media
notifications during work hours and
designate a quiet workspace to minimize
interruptions
• Effective Time Management
Tools
• such as digital calendars and task
management apps to streamline your
workflow

• Regular Time Evaluation

• assess how you're utilizing your time
and adjust your schedule as needed
• Balancing Self-Care and Work
• you might schedule daily exercise
sessions or meditation breaks to recharge
and reduce stress levels.

• Mindful Work-Life Integration

• you might allocate specific time blocks
for work, family time, and leisure
activities
 Setting Clear Goals and
Priorities
• What does SMART stand for?
• SMART stands
Specific, Measurable, Achievable, Relevant, and Time-
bound

• What about SMARTER goals?

• In this expanded acronym, the E stands for Evaluated,
and the R for Readjust.
Specific

• What do I want to accomplish?

• Why is this goal important?
• Who is involved?
• Where is it located?
• Which resources or limits are involved?
Measurable

• It's important to have measurable goals, so that

you can track your progress and stay
motivated.
• Assessing progress helps you to stay focused,
meet your deadlines, and feel the excitement of
getting closer to achieving your goal.
• How much?
• How many?
• How will I know when it is accomplished?
Achievable

• Your goal also needs to be realistic and

attainable to be successful
• How can I accomplish this goal?
• How realistic is the goal, based on other
constraints, such as financial factors?
Relevant

• This step is about ensuring that your goal

matters to you, and that it also aligns with
other relevant goals.
• A relevant goal can answer "yes" to these
questions:
• Does this seem worthwhile?
• Is this the right time?
• Does this match our other efforts/needs?
• Am I the right person to reach this goal?
Time-bound

• Every goal needs a target date, so that you

have a deadline to focus on and something to
work toward.
• When?
• What can I do six months from now?
• What can I do six weeks from now?
Evaluating

• Evaluating and assessing your goals can

include reviewing your progress to date and
reflecting on the characteristics of your
objectives that have been successful so far.
Readjust

Be ready to change your plan if things are not

going as expected, so you can still reach your
goal.
 What can I improve if progress is slow?
 What can I change if the situation is different
now?
 What can I try if the current way isn’t
working?
 Importance of setting clear
goals
• Clarity and Purpose
• Focus and Intention
• Productivity Booster
• Vision and Priorities
• Liberation of Time
• Accountability Partner
• Enhanced Decision-Making
• Empowerment and Control
• Sustainable Motivation
• Momentum and Progress
Time Matrix
How to use the matrix to boost
your productivity
 Time Tracking Analysis

• Time tracking involves systematically

recording the hours spent by employees on
work-related activities.
• It offers insights into their tasks and activities,
crucial for generating client invoices and
compensating hourly workers or contractors.
• Many different types of businesses, such as
those in consulting, legal, marketing, software,
and construction, use time tracking.

• It doesn't matter if they work in an office, from

home, or out in the field—they all use
timesheets to make paying employees and
invoicing clients easier
 Methods of Time Tracking

• Time Logs
• Timesheet Software
• Mobile Apps
• Biometric Time Clocks
• Project Management Tools
• Automatic Time Tracking Software
• Calendar Integration
Time Logs

• Time logs involve manually recording the time spent on

different activities throughout the day.

• This can be done using pen and paper, a spreadsheet, or a

designated time tracking template. Users simply jot down
the start and end times for each task or activity, along
with a brief description.
Timesheet Software

• Timesheet software automates the process of time

tracking, allowing users to record their hours
electronically.
• These software solutions often include features such as
project tracking, task categorization, and reporting
capabilities. Employees can log in and out of tasks, enter
time worked on specific projects, and submit timesheets
for approval.
Mobile Apps

• There are numerous mobile apps available for time

tracking, offering convenience and flexibility for users
on the go. (Toggltime, HourStack, Memtime, rescue
time)
• These apps typically allow users to clock in and out,
track time spent on different tasks or projects, and
generate reports from their smartphones or tablets.
Some apps even offer GPS tracking and geofencing
features for remote workers.
Biometric Time Clocks

• Biometric time clocks use fingerprint, facial recognition,

or iris scanning technology to accurately track employee
hours.
• These systems prevent time theft and buddy punching,
ensuring that employees are physically present when
clocking in and out.
• Biometric time clocks are commonly used in industries
such as manufacturing, healthcare, and retail.
Project Management Tools

• Many project management tools include built-in time

tracking features, allowing users to track time directly
within the project management platform.
• Team members can log hours against specific tasks or
projects, and managers can monitor progress and
resource allocation in real time.
• This integrated approach streamlines workflow and
eliminates the need for separate time tracking tools.
 Automatic Time Tracking
Software

• Automatic time tracking software runs in the

background on users' computers or devices,
automatically tracking time spent on different
applications and websites.
• This passive tracking approach eliminates the need for
manual input and provides accurate insights into how
time is spent throughout the workday
Calendar Integration

• Some professionals prefer to track time using

their calendar applications, such as Google
Calendar or Microsoft Outlook.
• By scheduling tasks and appointments on their
calendar, users can review their calendar
entries at the end of the day to log time spent
on each activity.
The ABCDE Method

• The ABCDE method, also known as ABC

method, is a systematic approach
to prioritizing tasks and managing time
effectively.

• The method involves categorizing tasks based

on their urgency and importance, enabling
individuals to allocate their time and resources
efficiently.
• The mnemonic ABCDE stands
for A - Very Important,
• B - Important
• C - Nice to Do
• D - Delegate, and
• E - Eliminate.
• A - Very Important: Tasks that have significant
implications and demand immediate attention.
• B - Important: Activities that contribute to your
long-term goals and require timely completion.
• C - Nice to Do: Tasks that hold value but are not
pivotal to your immediate objectives.
• D - Delegate: Assign tasks that can be handled by
others effectively while freeing up your time.
• E - Eliminate: Identify tasks that do not contribute
substantially to your goals and consider eliminating
them if possible.
Effective Planning Techniques

• To-Do Lists
• Prioritization Techniques
• Time Blocking
• SMART Goals
• Pomodoro Technique
• Gantt Charts
To-do lists

• To-do lists are simple yet powerful tools for

organizing tasks and activities.
• Start by listing all the tasks you need to
accomplish, then prioritize them based on
urgency and importance
Prioritization

• Prioritization helps you focus on the most

important tasks and allocate your time and
resources accordingly
Time blocking

• Time blocking involves allocating specific

blocks of time on your calendar for different
tasks or activities.
• This helps you create a structured schedule
and dedicate focused time to important tasks
without distractions.
SMART
• Specific, Measurable, Achievable,
Relevant, Time-bound
Gantt Charts
 Time Management
Techniques of different
leaders
Warren Buffett

• Warren Buffett has one piece of advice

on time management that is simple
enough for me to remember: divide
tasks into two lists—A for critical items
and B for non-critical ones—and focus
solely on the A list.
Bill Gates

• Gates decided to divide his available

work hours into four buckets,
dedicating 25 percent of his schedule to
each. If his schedule got out of whack
with this distribution, he made sure to
adjust it.
Elon Mask

• After waking up from getting "optimal

sleep," Musk breaks his day into five-
minute slots, an intense version of the
Pomodoro technique. This, according to
him, allows him to concentrate on one
task at a time, improving focus and
productivity. His schedule includes time
for emails, meals, meetings, and even
social media, where he remains active
on Twitter.
Barack Obama

• What helps here is a morning routine

that gives a good start for the rest of the
day, and pre-planned schedule.
Planning days in advance is another
productivity habit of Barack Obama:
knowing what needs to be
accomplished already before the day
starts is essential for staying productive.
Oprah Winfrey

• Commit to eliminating from your schedule all

the activities that didn't make it into the
"important" stacks. If you have time after doing
your important and urgent things, use it on
important but not urgent activities. No matter
how pressing something may seem to be, if it's
not important, just don't do it.
Importance of Organizing Tasks
and Setting Deadlines

• Document Management
• Task Assignment
• Communication Channels
• Workspace Optimization
• Time Management
 Time Blocking and Scheduling
• Time blocking is a time management technique that
involves scheduling specific blocks of time for different
tasks or activities throughout the day.

• Instead of relying solely on a to-do list or a traditional

schedule, time blocking allocates dedicated time slots for
each task, allowing individuals to focus on one task at a
time and maximize productivity
 Types of Time Blocking

• Time Boxing
• Time Batching
• Day Theming
 Timeboxing

• Timeboxing is a way to limit the amount of

time you spend on something.

• It’s a great way to manage your time and make

sure you don’t get distracted by other things
while working on an important project.
• Here are some steps to perform timeboxing:

• Figure out how much time you want to spend

on this task.
• Set a timer for that amount of time.
• Work on the task until the timer goes off.
• Take a break for as long as you worked (if you
worked for 30 minutes, take a 30-minute
break). Then Repeat.
 Task Batching

• Task Batching is one of the great productive

methods to complete jobs effectively.
• It means grouping similar tasks into one big
chunk and then doing them all at once instead
of doing them throughout the day.
• It helps because it reduces mental switching
costs (the time it takes to go from thinking
about one thing to another).
To implement task batching, follow
these steps:
• Identify what kinds of tasks you do regularly

• Next, determine how often you do each of

these things throughout the week (i.e., how
many times per day, per week, etc.).

• Finally, decide how many items should go into

each batch based on what we discussed above
(i.e., if your schedule allows for five phone
calls per day, then make one batch with five
phone calls in it).
 Day Theming

• Day Theming is a methodology for

structuring your tasks, making them
easier to manage.

• It works by grouping related tasks

based on when you do them instead of
what they are (e.g., email vs. call list).
 Suppose you are writing an article. You
might set a theme for each day

• Monday: Research
• Tuesday: Draft introduction and conclusion
• Wednesday: Edit introduction and conclusion
• Thursday: Edit body paragraphs
• Friday: Finalize edit check; send off to the
editor
 Importance of Delegation in
Effective Time Management
• Empowerment
• Trust Building
• Commitment
• Professional Development
• Efficiency
• Time Management
• Team Collaboration
• Workload Distribution
• Faster Completion
• Effective Leadership
Interruptions and Distractions
• Email
• Meeting
• Phone Calls/ Smatphone
• Colleagues or People interactions
• Noise/Background Noise
• Social Media
• Personal Issue/Hunger
• Multitasking
• Lack of Planning/ Needlessly strict policies
• Technology Issues
• Physical discomfort
• Unexpected Events
• Micro management
• Décision fatigue
Define Procrastination

• Procrastination is the act of delaying or

postponing tasks that one should complete,
often resulting in unnecessary stress, missed
deadlines, and reduced productivity.

• It's essentially the avoidance of doing

something that needs to be done.
The ONLY Way To Stop
Procrastinating | Mel Robbins
[3:36]

• [Link]
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 Procrastination and its impact
on productivity
• It Increases Stress
• You Can Miss Out on Opportunities by Not
Completing a Task
• It Can Lead to a Loss of Self-Discipline
• Your Confidence Takes a Hit/Negative self-
image
• It Can Hamper Your Ability to Work with
Others
• Lower quality of work
• Damage to Reputation
• Impact on Work-Life Balance
 Relationship between Time
Management and Stress
• Overwhelming Workload
• Procrastination
• Lack of Control
• Missed Deadlines
• Quality of Work
• Conflict with Personal Life
• Burnout
 Strategies to beat
procrastination
• Break Tasks Down
• Reward Yourself
• Accountability
• Positive Self-Talk
• Minimize Distractions
• Start with Easy Parts
• Use a Timer
• Just Start
•Break Tasks Down – Split big projects into
smaller, doable steps.
Example: Instead of “Prepare the annual
report,” start with “Collect sales data,” then
“Create charts,” then “Write summary.”

•Reward Yourself – Give yourself

something nice after completing a task.
Example: After finishing a client proposal,
treat yourself to your favorite coffee.
•Accountability – Tell someone about your
task so you feel responsible to complete it.
Example: Inform your team lead you’ll send
the draft by 3 PM — now you’re more likely
to finish on time.

•Positive Self-Talk – Encourage yourself

instead of doubting.
Example: Instead of “This presentation will
be terrible,” say “I’m prepared, and I can
handle this.”
•Minimize Distractions – Remove things
that break your focus.
Example: Close social media tabs while
writing a report.

•Start with Easy Parts – Begin with

something simple to build momentum.
Example: Reply to a few quick emails before
tackling the big marketing plan.
•Use a Timer – Work for a set period, then
take a short break.
Example: Use the Pomodoro method — 25
minutes of focused work, 5 minutes of rest.

•Just Start – Stop overthinking and take

the first step.
Example: Open the document and write the
title — it often makes the rest easier.
Do This First Thing in The Morning to
Stop Procrastinating & Never Be Lazy
Again | Mel Robbins [3:11]

• [Link]
si=S8fZI91AE_9X5BM7
Stress Management Techniques

• Exercise and physical activity

• Relaxation tools and techniques
• Effective time management
• Healthy lifestyle choices
• Seeking social support
• Mindfulness and meditation
Thank You