Manage yourself, not your time
can't be managed, time is
uncontrollable we can only manage
ourselves and our use of time.
Time management is actually self
management. It is interesting that the skills
we need to manage others are the same
skills we need to manage ourselves: the
ability to plan, delegate, organize, direct
Why time management?
is a system of references for understanding &
describing the occurrence & sequence of events.
Time is an important resource.
So important that unless it is managed, nothing else
can be managed (Drucker).
Time - the unidirectional process of growth.
Time management is making optimal use of
is the coin of your life. It is the
only coin you have, and only you can
determine how it will be spent. Be
careful lest you let other people spend it
- Carl Sandburg
(1878 – 1967)
Kinds of time
time that is shared
with others in a
Organizing Your Time
to get a little
more out of the
Think quality not
quantity in your
life and strive
for balance, not
Time Management techniques
commitment to improving
Deciding what not to do
Learning to say no
Recording how time is used
Planning use of time
Programming blocks of time for the
Time management styles
Mono chronic- to do one thing
at a time
Poly chronic- to do two or
more things simultaneously.
Using a time inventory.
Managing time at work
Priority setting and
Identify the priorities as
Identifying your time stealers
Interruptions - telephone
Interruptions - personal visitors
Tasks you should have delegated
Procrastination and indecision
Acting with incomplete information
Dealing with team members
Crisis management (fire fighting)
Inadequate technical knowledge
Unclear objectives and priorities
Lack of planning
Stress and fatigue
Inability to say "No"
Desk management and personal disorganization
Activities are either:
Time wasters – visitors, tel. int., unprod.
meetings (has a lower payoff)
Time consumers (high payoff)
20% of one’s time involved in time
consumers produce 80% of positive
outcomes & 80% of expended time in
activities that are time wasters result in
20% of positive outcomes (Pareto Prin.)
The goal: have the least amount of effort
produce the greatest positive outcomes.
and important, giving time
and emphasis according to their
importance (the proactive tasks
help achieve results in your key
Plan free time slots to fit in reactive
Time Management techniques (contd)
the workspace (arrange
environ to make life easier)
Managing people (delegate)
Springing the time trap (time wasters
Do not put off till tomorrow
Strategies to manage your time
define your objectives as clearly as
Analyze your use of time.
Have a plan.
Action plan analysis.
Your yearly plan should be reviewed daily and reset
as your achievements are met. Successful people
make lists constantly. It enables them to stay on top
of priorities and enable them to remain flexible to
changing priorities. This should be done for both
personal and business goals.
Time Management Tools
Costing Your Time: Finding out how much your time is worth
Deciding Work Priorities: Concentrate on the right things
Activity Logs: Checking how you really spend your time
Action Plans: Planning to solve a problem
To Do Lists: Tackling the right tasks first
Personal Goal Setting: Deciding what your personal priorities
At the heart of time management is an important shift in focus:
Concentrate on results, not on being busy
Many people spend their days in a frenzy of activity, but achieve very
little because they are not concentrating on the right things.
The 80:20 Rule
is neatly summed up in the Pareto
Principle, or the "80:20 Rule". This argues
that typically 80% of unfocussed effort
generates only 20% of results. The
remaining 80% of results are achieved with
only 20% of the effort. While the ratio is not
always 80:20, this broad pattern of a small
proportion of activity generating non-scalar
returns recurs so frequently as to be the
norm in many areas.
Costing Your Time Much Your Time is Worth
Finding Out How
first part of your focus on results should be to
work out how much your time costs. This helps
you to see if you are spending your time
If you work for an organization, calculate how
much you cost it each year. Include your salary,
payroll taxes, the cost of office space you occupy,
equipment and facilities you use, expenses,
administrative support, etc
Calculating how much your time is worth helps
you to work out how whether it is worth doing
Activity Logs - Finding Out How You Really
Spend Your Time
Activity logs help you to analyze how
you actually spend your time. The
first time you use an activity log you
may be shocked to see the amount of
time that you waste! Memory is a
very poor guide when it comes to this
- it is too easy to forget time spent
reading junk mail, talking to
colleagues, making coffee, eating
Estimating Time Accurately
Accurate time estimation is a skill essential to
good project management. It is important
to get time estimates right for two main
Time estimates drive the setting of deadlines
for delivery of projects, and hence peoples'
assessments of your reliability
They often determine the pricing of contracts
and hence their profitability
TIME FOR EVERYTHING
Take time to workIt is the price of success.
Take time to thinkIt is the source of power.
Take time to prayIt is the key to revelation.
Take time to playIt is the secret of youth.
Take time to readIt is the road to happiness.
Take time to dreamIt is the way to the moon.
Take time to serveIt is the purpose of life.