Learning Objectives Student will be able to :

Identify importance of Time Management

Describe the elements of effective time management

Use Planning techniques

Identify Prioritizing process

Understand Procrastination

Identify Barriers to Effective Time Management

“We all have time to either spend or waste and it is our decision what to do with it. But once passed, it is gone forever.”

Why Do We Need Time Management?

What can Time

Management do for you?

Times Flies

So Stop Wasting It!

Time Management = Self Management

We Don’t Manage Time…

Ourselves Other

s and Work

What Do We Manage?

Ten Myths about Time

1) Myth: Time can be managed.

2) Myth: The longer or harder you work, the more you accomplish.

3) Myth: If you want something done right, do it yourself.

4) Myth: You aren’t supposed to enjoy work.

5) Myth: We should take pride in working hard.

Ten Myths about Time

6. Myth: You should try to do the most in the least amount of time.

7. Myth: Technology will help you do it better and faster.

8. Myth: Do one thing at a time.

9. Myth: Handle paper only once.

10. Myth: Get more done and you’ll be happier.

Time Target ...

I II

III IV

Urgent Not UrgentIm

port

ant

Not

Import

ant

Stephen Covey’s Time Management Matrix

Quadrant I Represents things that are both

“urgent” and “important” – we need to spend time here

This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges.

Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning

Quadrant II Includes activities that are “important,

but not urgent”- Quadrant of Quality Here’s where we do our long-range

planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills

Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it

Quadrant III Includes things that are “urgent, but

not important” - Quadrant of Deception.

The noise of urgency creates the illusion of importance.

Actual activities, if they’re important at all, are important to someone else.

Many phone calls, meetings and drop-in visitors fall into this category

Quadrant IV Reserved for activities that are “not

urgent, not important”- Quadrant of Waste

We often “escape” to Quadrant IV for survival

Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters

What are the elements of effective time management?

Evaluate how you are using your time

Determine your priorities

Create a weekly schedule

Maintain a to-do list

Eliminate barriers to effective time management

Evaluating your use of time The first step of effective time

management is identifying how you are using your time.

Make a list of the activities that you spend time on.

Identify how much time the activities consume.

Take note of activities you are keeping up with versus activities you are falling behind on.

Tips on evaluating your time Be systematic. Start in the

morning and go through the day when thinking of your activities.

Don’t overlook activities like commuting (change), taking care of yourself, and relaxing. These activities may not be work or work related, but they consume time too.

Be realistic. People often fail to allow enough time for activities.

The "Three Ps" of Time Management

1) Planning

2) Priorities

3) Procrastination

(postpone)

Planning

Failing to Plan is Planning to Fail

Plan Each Day, Week, Month & Year

You Can Always Change a Plan, but ….

Only Once You Have One! 19

List Your Tasks List Your Tasks

Prioritize the Tasks

Save Easiest Tasks For End of Day

List (Needed) Resources

Set Deadlines

Break Large Tasks Into Smaller Parts

Eliminate Unnecessary Tasks

What’s the worst that can happen if you don’t do it?

Are you the only person who can do it?

Must it be done now?

Is there an easier way to do it?

Control Demands

Improve Effectiveness / Productivity

Spend time on results-producing activities

Manage The Work

Plan Your Day

Use Time Constructively

Know When to Say “No”

People take advantage of you only with your permission.

Time Wasting Culprits Telephone Interruptions

Inefficient Delegation

Extended Lunches or

Breaks

Cluttered Work Space

Poorly Organized

Meetings

Socializing On The Job

Working Without a Plan

Procrastinating

Time Wasters Attempting too much

Not saying no

Incomplete information

Interruptions

Working Without a Plan

Priorities

Just because you can do

something doesn’t mean

you should

Priorities Many people work hard

without achieving the things that they want. This comes from focusing on tasks that do not lead to goals.

People who manage their time well have identified tasks that lead to their goals. They focus their energy on these tasks.

Question Things What is the objective? How will I know if I’m successful? How will I be rewarded? Is this task something I want to do? Do I have the time to do it? What have I got to lose? Is there a better way to do it? Should it even be done at all? Will the world come to an end if?

Tips on Prioritizing Know your goals.

Identify activities that help you achieve your goals.

Decide whether activities need to be done in a particular order.

Give the highest priority to tasks that are most necessary in achieving your goals and need to be done first.

Tips on Prioritizing contd..,

You don’t have to do everything everybody tells you to do

You don’t have to do everything yourself

You want to please other people but you must please yourself

Priority LevelMark the priority level

for each item on the list of activities that you created.

A = High Priority (Pink) B = Medium Priority (Yellow)

C = Low Priority (Blue)

Remember that priorities can change. You need to re-visit your priority ratings often.

Allot Time• Allot ample time for

each activity, especially high priority activities.

• Take into account when you are most effective. Morning people might schedule more activities early in the day. Night owls might schedule things later.

Procrastination

“Procrastination is thethief of time”

33

How to Use Time Effectively

Consolidate Similar Tasks

Tackle Tough Jobs First

Delegate And Develop Others

Learn To Use Idle Time

Get Control Of The Paper Flow

Stay Calm

How to Use Time Effectively

Get Started Immediately On Important Tasks

Plan Your Day

Learn To Say “No”

Learn To Delegate

Don’t Put Things Off

Be Flexible

To-Do Lists The weekly schedule is

used to assign blocks of time to different types of activities, but you also need to keep track of the specific tasks that must be accomplished within each activity. Keeping a to-do list is a good way to accomplish this.

“TO Do” Lists

Break things down into small steps

Like a child cleaning his/her room

Do the ugliest thing first

37

The four-quadrant “TO DO” List

38

1 2

3 4

Important

Not Important

Due SoonNot

Due Soon

Paperwork

Keep notes (or desk) clear: Focus on one thing at a time (stay in the “Now”)

File Everything

Don’t put things off unless you have to

39

Using Resources - Using Advisors

They know more than you do

They care about you

They have experience!

40

Making the Best Use of Time

You don’t have to please everyone

Don’t be a perfectionist (Go for 90%)

Resist the temptation to do small, insignificant tasks too well

Outsource what you can

Why do we procrastinate? We don’t know where to start

We want to avoid an unpleasant task

We’re afraid to fail

We’re waiting for more information

We think if you put it off someone else will do it

We’re “over-committed”

Know That We Do Not Work Best Under Pressure

List the things you have been avoiding Prioritize them

Do at least one of them each day until you catch up

How to overcome procrastination

Barriers to Effective Time Management

There are many barriers to effective time management, but they can be overcome.

Here is a list of the most common barriers:

Distractions Disorganization Perfectionism Procrastination Rigidity

Distractions Distractions come in many forms,

but we must learn to avoid distractions if we are to get work done. Here are a few ideas:

• Tell people when you are busy and cannot be disturbed.

• Work in areas where you are less likely to be disturbed.

• Do your work at times when you are most alert. It is easier to get distracted when you are tired.

Disorganization Keep things that you need

in a specific place.

Eliminate

Before starting on a task, make sure that you have all of the materials or information that you need.

Follow your schedule.

Perfectionism Examine whether your

efforts to get the job done perfectly are really improving things or preventing you from getting the job done.

Think about the cost-benefit ratio of the extra effort.

Remember that nothing is perfect.

Procrastination It is easy to put off tasks

if they are not due right away. The trouble is, tasks pile up and you can run into a time crunch later.

Remember to work ahead whenever possible. If you can do it today, do it!

Rigidity It is important to develop a habit of

following your schedule, but some people become too rigid.

Unexpected things come up and activities sometimes take more time than planned.

It is important to have some flexibility in your schedule. Allow extra time and avoid becoming too frustrated if things don’t work out as planned… just re-evaluate the plan and make adjustments.

Taking Care of Yourself Knowing when not to work is as

important as knowing when to work

Save the easiest tasks for the end of the day

Schedule Yourself In Your Life

Go For Balance

Scheduling Yourself You Don’t Find Time For Important

Things: You Make Time For Them

Schedule Things & They Will Happen

Schedule Everything

Learn When To Say “No”

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Using A Calendar (or Report Sheet)

Add a meeting (or task) to your calendar (or list) as soon as you know about it

Write dates for follow-up on your calendar

Include personal deadlines

Have one master calendar

Keeping a Time Log …

Record what YOU do with every hour of your working day …

Weekly - track the tasks you SPEND most time on …

What can you systemise/delegate?

Commitment to Action…

Start keeping a time log

Use the Skill Fun Matrix

Think about what tasks you can systemise and delegate

Be Both

Efficient and Effective

Summery……..!

Questions??

Thank You !