Time Management:
TIME MANAGEMENT! - A smart way to meaningful
life
Time Management:
Time is our most precious
asset and yet we let it slip
away
Time Management:
Objectives:
To provide you an overview about Time Management. You
will learn about the need for time management, how to
manage time, and some tools and tips for managing time.
Take Away:
Understanding Time Management
Time Management Tools
Develop Clear Goals & Objectives
Scheduling
Challenges in Time Management
Why Manage Time?
Once
After twenty-five years in the same
parish, Father O Shaunessey was
saying his farewells at his retirement
dinner. An eminent member of the
congregation - a leading politician had
been
asked
to
make
a
presentation and a short speech, but
was late arriving.
So the priest took it upon himself to
fill the time, and stood up to the
Why Manage Time?
Understanding Time Management
Why Manage Time?
Understanding Time Management
Why Manage Time?
Understanding Time Management
Time Management A Paradigm Shift
Time is self-consuming
resource that each one
of us has in equal
measure. Time
management is all
about controlling the
way we use our time.
Managing time is a
From spending
paradigm
shift: time
to utilising it
From being busy to
achieving results
Why Manage Time?
Understanding Time Management
Time Management A Paradigm Shift
Why Manage Time?
Understanding Time Management
Need for Time Management
The need for time management can
be understood from the benefits it
provides. It is all about utilising our
time to achieve maximum results
with minimum effort. We need time
management in order to:
Enhance personal effectiveness
Work in focused and effective way
Reduce stress
Achieve work-life balance
Be happier!
How to Manage Time?
Time Management Tools
The 80 / 20 Principle
The Urgent / Important Matrix
Time Management Tools
The 80 / 20 Principle
Typically 80% of unfocussed
effort generates only 20% of
results. The remaining 80% of
results are achieved with only
20% of the effort. Identify
Critical few and the trivial
many .
Time Management Tools
The 80 / 20 Principle
Keep a Log of Your Task Activity
Delegate
Cardio rhythm.
Minimize switchover
Time Management Tools
The 80 / 20 Principle
Keep an Active To Do List for Action Planning
Develop
an
List
Trim the List
Organize
Inventory
Time Management Tools
The Urgent / Important Matrix
Crises
Deadline-driven
projects
Important
Meetings &
Reports
Pressing problems
Accidents &
Trivial
Information
Medical
Unnecessary
Emergencies
reports
Unimportant
meetings
Random Phone
calls
Unsolicited emails
Preparation,
Prevention,
Planning
Values
clarification
Personal Growth
Relationship
Building
Irrelevant
phone
Health Initiatives,
calls,
mail,
email
Exercise
& ReEscape
creation
activities
Excessive TV,
Internet,
Relaxation,
Oversleeping
Procrastination,
Time Management Tools
The Urgent / Important Matrix
Time Management Tools
The Urgent / Important Matrix
Project / Assignment
last minute deadline
Sudden Personal /
Professional problem
Falling Sick
Repairing an important
device / machine
Unexpected Events
Time Management Tools
The Urgent / Important Matrix
Using The Urgent / Important Matrix
Priyanka is homemaker. Her day starts with
sending her kids to school. She then prepares
the meals for the day, does some household
chores such as dusting, and then goes for a 1hour yoga class. By afternoon her kids are
back from school. Which of the following is
Sending kids to school
Quadrant 1 activity in Priyankas life?
Preparing meals for the day
Performing household chores
Going for yoga class
Time Management Tools
The Urgent / Important Matrix
A ringing phone
Urgent meeting with
someone
Drop-in-visitors
Other peoples minor
issues
Somebody interrupting
your work /
concentration
Time Management Tools
The Urgent / Important Matrix
Time Management Tools
The Urgent / Important Matrix
41.5%
people
Spent time on urgent and
unimportant activities
of
(Quadrant 1, Quadrant 3)
Time Management Tools
The Urgent / Important Matrix
Habitually watching TV
Relaxing too much
Spending too much
time with friends
Gossiping and
socializing too much
Playing video games,
surfing internet too
much
Time Management Tools
The Urgent / Important Matrix
Time Management Tools
The Urgent / Important Matrix
Is often ignored by
people as the sense of
urgency is missing
Activities that are
related to building
relationships, making
long-term plans, and
pursuing personal
goals
Insists a sense of
purpose, vision, and
perspective
Is the core of effective
Time Management Tools
The Urgent / Important Matrix
Time Management Tools
The Urgent / Important Matrix
Working Smarter
Develop Clear Goals & Objectives
Time
Management
is
a
structured
method
of
managing time to achieve
both long-term and shortterm goals.
Working Smarter
Goal The Foundation
The goal is, in a way, the means and the end for
achieving success. Setting a goal can be quite
challenging. Let us now look at how to set an
effective goal.
Working Smarter
Clear Goal Goals & Objectives - Steps
1. Set a goal
2. Create a plan
3. Avoid
procrastination
4. Identify
and
acknowledge
distractions
5. Prioritise
6. Monitor progress
Working Smarter
Set a Goal
Goal setting is the first and most important
step in time management.
An effective goal helps you to determine how
much and what type of effort is required to
achieve it.
Working Smarter
Set a SMART Goal
SAMRT Goals
An effective goal should be SMART, which means it
should have the following the attributes:
Specific
Measurable
Action-Oriented
A specific goal is precise, clear, unambiguous and not
left open to interpretation.
A measurable goal defines what will be tracked and
how.
An action-oriented goal is structured in terms of
output and typically uses an action verb.
Realistic
A realistic goal is Doable and controllable. It is not
easily attainable but is attainable with a stretch.
Time-Bound
A time-bound goal spells out timelines, milestones,
and deadlines.
Working Smarter
Tips for Goal Setting
When writing a SMART goal, remember that:
1. The goal should not contradict with any other goal
that you have
2. It should be something that you want and not
something that sound good
3. You should write down the goal statement instead of
making only a mental note about it
4. The goal should be a positive statement and not a
negative statement
5. It should not be too simple or easy to attain
Working Smarter
Set a SMART Goal
Goal Statement
Working Smarter
Create a Plan
Planning is the second step in managing time. A
plan:
Turns a vision or goal in to action
Gives a start to the effort
Helps in allocating resources and time for
each activity
Is a must for achieving both short-term and
long-term goals
Working Smarter
Avoid Procrastination
Procrastination is the tendency to delay or
postpone an action or task.
You can overcome procrastination by:
Identifying
why
you
are
procrastinating
Overcoming the mental blocks
Visualising the successful completion
of the taskis the key to overcoming
Commitment
procrastination.
Working out strategies to eliminate
the reason
Working Smarter
Identifying and Acknowledging
Distractions
To manage time effectively, you must be able
to:
Identify distractions
Eliminate distractions
Time log is a useful tool to
maintain focus and reduce
distractions. It is important to
maintain and analyse the log
regularly.
Working Smarter
Prioritize
Prioritising is all about assigning importance to
various tasks and activities. Higher priority
tasks get more time compared to lower priority
tasks.
Working Smarter
Monitor Progress
Monitor progress of the plan is vital to
the success of the project. It gives an
interim status, which helps in
prioritising and reallocating the
resources.
Working Smarter
The Basic Tenets
The basic tenets of time management are:
Vision
Plan
Personal
Organisation
Systems
Commitment
Energy
To achieve something, you must find a vision a larger goal. This helps
minimise the shorter vision directed by your focus on the task. Narrow
focus on the task may not contribute to achieving a larger goal. This is
especially true for work-related goals where you are expected to see the
bigger picture and align to the organisations goals.
You need a plan to turn visions and goals into action. Writing things
down and using some form of planning tool are keys to successful
planning. Remember to review the plan and update it as required. Also,
it is a good idea to plan for high payoff and low-payoff activities for high
and low priorities respectively. This will help you to allocate time
appropriately.
Each
one of us has a different way and level of organising things and
systems around the activities we perform. These personal organisation
systems are reflected in the way we organise our workspace, manage
paperwork, connect with people, and group similar tasks. These systems
contribute to the effectiveness of our time management skills.
Commitment to do something on time is critical to managing time. Most
of us have to a tendency to delay or procrastinate. This is the biggest
roadblock in utilisation of time. If an individual can overcome
procrastination, half the battle of managing time is won.
It is a human tendency to be energetic at some time of the day more
than other times. Everybodys energy cycle is different. While some
people feel more energetic in the early hours of the day, others may
have high energy levels at night. If one can identify own energy levels, it
is easier to plan the day accordingly.
Scheduling
Being On Time Vs. Managing Time
Always on Time
Meet Rohan Verma. A successful
professional, Rohan has a track
record in his office for delivering
all projects assigned to him on
time. He has never missed a
project deadline even if that
means working beyond office
hours. He rarely has a pending
Lately,
Rohana has
task beyond
[Link] under
stress as he hardly gets to spend
time with his family as he is
always busy in office. Every time
a project ends, his family looks
forward to his availability at
home. However, every new
project is the same story.
Scheduling
Being On Time Vs. Managing Time
Work-life Balance
Meeting all official timelines at
the expense of ones personal
time, regularly, is not time
management
People who manage time
effectively balance their work
and their personal life
Scheduling
Being On Time Vs. Managing Time
The Pickle Jar Theory
Why Manage Time?
Being On Time Vs. Managing Time
Time Management A Happier Life!
Family:
The majority of us tend to take our
family time for granted.
Mismanagement of time at the
workplace often leads to family time
being cut. Effective time
management can help us prevent
this.
Work:
Almost all working professional spend
close to 50% of their day on workrelated activities. If this time is not
managed well, it may spill over into
your personal time. This very often
Health:
leads
to work life imbalance.
Undoubtedly the most ignored
aspect of our lives, health is the
most important aspect next to
family, but we take ourselves for
granted when it comes to devoting
time to our health. Better
management if time can surely help
us find the time to exercise, play, or
visit the doctor for preventive
checkups.
Finance:
This area of our lives is critical for
survival, success, and
sustenance. However, many of us
do not end up doing the needful
in this area as we simply do not
find time from work and family.
However, managing ones time
can help find little time needed to
address
this aspects
Long Term
Goals:as well.
Each one of us has some
aspirations and goals, or just
some things that we want to do
in our lives. In the rut of everyday
routine, these goals and
aspirations get ignored as they
never get priority in the list of
things that we need to do. If we
can manage our time well and
prioritise these things, we will get
a way to allocate resources and
achieve these goals.
Barriers to Time Management
Overcoming Barriers to Time Management
Time Management, though not very difficult, runs into
some barriers when we practise it. Let us learn about
these barriers and how to overcome them.
Telephone Conversations
E-mails
Drop-In Visitors
Lack of priorities
Barriers to Time Management
Overcoming Barriers to Time Management
Telephonic Interruptions
Barrier to Time Management
Telephone Conversations
Create a No Phone Time in your day.
Keep the mobile on silent. However, do
glance at the missed calls long later
and return the calls
Inform the people around you that
appreciate keeping friendly
conversations for the post work time
slot
In case you attend the call and realise
it just a connecting call, inform the
person politely that you are doing
something and will call later.
Remember to call back
In office, when you are doing
something urgent, you can work in an
area where there is no landline phone.
Barriers to Time Management
Overcoming Barriers to Time Management
E-mails
Barrier to Time Management
E-mails
In the mail setting, set the mail
preview option. This will help you
identify the contents and decide if the
mail needs immediate attention or if
you can read and reply to it later
Turn off the new mail announcement
settings. This will help as you will not
get these announcement and so you
can check your inbox only when
required
Do not keep the mail application open
at all times, especially when you have
to complete something important on
your computer
Always give a relevant subject to the emails that you send and insist that
Barriers to Time Management
Overcoming Barriers to Time Management
Drop-in Visitors
Barrier to Time Management
Drop-in Visitors
Fix Open Door and Time Out timings
and inform people around you about
these
Develop the art of saying No, when
appropriate. This will help you manage
the breaks during office hours
Barriers to Time Management
Overcoming Barriers to Time Management
Lack of Priorities
Barrier to Time Management
Lack of Priorities
Define your objectives and priorities
with deadlines in a daily planner or To
Do list
Estimate effort for each activity
correctly
In case the actual time taken for an
activity is more that the estimate,
spend a while on re-planning instead of
making mental notes
Do not include too many unplanned
tasks in your planner
Thank You..!!
