Time ManAgeMenT, Strategies, Efficiency, Self or Business Improvement
What does “Time”
do for you, your job,
your group and/or
I have drawn materials from BBC Training Videos,
Industrial Society, UK; different authors’ books,
magazines, Journals and presentations to write this
I sincerely acknowledge them and extend my courtesy
to use their knowledge for the sustainable development
of society on non-profit basis.
Breaking the Ice Statements
I am very busy. The second crisis comes in before the first has
I don’t feel I have achieved anything this year
I don’t have control on my life. Things pile one on top of the
I wish I have more than 24 hours per day so that I can get more
The system overloads me with work. There is no time to breathe
Your Future is What You Make It TODAY!
“The best thing about the future is that it only comes one day at
a time.” --Abraham Lincoln
Understand the Importance of Time Management
Benefits of good time management
Assess your time management skills by introspect,
Identify the most common interruptions of working time
and ways to eliminate them.
Apply the practical techniques, concepts, and strategies
developed through this program.
Please write a definition of
T I M E M A N A G E M E N T.
The predictable control an individual
can exercise over a series of events.
Time Management means
Time management refers to the development of processes and tools that
increase efficiency and productivity (for a student/person, or a business
Time management doesn’t “just happen” for anyone – it is a SKILL that
must be worked on, and that most people find to be a life-long challenge
The issue is not Awareness but ACTION
The Action happens when we say
I can’t live with this any more.
I need to find an answer fast
Doing the Right things and not setting Things right, in control of Life,
not driven by circumstances
Enjoying JOURNEY of life: every day of it, not waiting for a perfect day
Having right balance in wheel of life
86,400 seconds (24 x 60 x 60) in each day
•Why it is that some people can run large organizations or even
countries within that time while others seem to get bogged down
in the simplest of jobs? The secret lies in effective time
•Remember: It is what we do during the 86,400 seconds of each
day that will ultimately determine how successful we are in our
In Fact: You do not manage time!
You manage: Yourself, Others and Work
TIME MANAGEMENT = LIFE MANAGEMENT
To realize the value of one year:
Ask the student who has failed his final exam with one mark.
To realize the value of one month:
Ask the mother who has given birth to a premature baby.
To realize the value of one week:
Ask the editor of a weekly newspaper.
To realize the value of one day:
Ask the daily wage earner who has 10 kids to feed.
•Achieve better results
•Improve the quality of our work
•Lower our stress levels
•Make fewer mistakes
•Reduce the number of crises faced
•Increase our salary
•Improve our work satisfaction
•Improve the quality of our non-working life
(In short Efficient, Successful and Healthy)
Office productivity week takes place during the first
week of September every year.
What Do Students/persons Have to Juggle Now-a-days?
College / office work
Early Warning Signs of TM Problems…
Handing the work late
Submitting work that is not up to your usual standard
Finding that you often don’t have enough time to complete a task
Making excuses for why work is not done
Having to let go of activities you enjoy because of a lack of time or
Asking teachers / higher ups for extensions regularly on submitting
Your grades don’t reflect your ability
Take a minute to complete the “Time Management Quiz” to
determine how much you need to work on this important skill
Crisis Vs. Time Management
Lots of people use more “crisis management” than
Crisis vs. Time
“I wish I had more
“My mark reflected
the time I spent”
“I know I’ll get a bad
“I’ll get a good
“I don’t want to see
“I can hardly wait to
see my mark!”
“Everyone will do
better than I will”
“I feel good about
myself and my
The self-assessment questionnaire:
I tend to tackle paperwork the first time I see it
I face more crises than I need to because of poor planning
I sometimes have to be chased by others to get things
I have a vague idea of what my priorities are
I spend more than 30 minutes a day looking for things
My meetings tend to last longer than necessary
I allow others to negatively influence how I spend my
I am always busy but not always productive
I hang on to tasks that should really be delegated
Evening worker? Identify PEAK Energy Hours
Late night worker?
Type ‘A’ behaviour:
Guilty when relaxing
Type ‘B’ behaviour:
Lots of relaxing hobbies
Takes time to make decisions
What is Your Typical Day?
Now that you have calculated your time in a
day, think of how you could utilize that time
Contd…Your Typical Day?
Activity 24 Hours Your Day 75 Years
Sleep 7 22
Work 10 32
Bathroom .75 2.25
Eating 1.5 4.5
Family 1 3
Socializing 1 3
Total 21.25 66.5
Undefined 2.75 8.5
HOW WISELY DO YOU MANAGE YOUR TIME?
Tick the column that represents your time management style:
Mostly Sometimes Rarely Never
1. Do you write to-do lists daily?
2. Do you prioritize your to-do lists so that
you are able to do the most important
3. Do you finish most of the items on your
Mostly Sometimes Rarely Never
4. Do you strike a balance between the
demands of your self, family and
profession while planning your day?
5. Is your desk clean and organized?
6. Do you put everything in place?
7. Do you deal effectively with interruptions?
8. Can you easily find the needed information
in your files?
9. Are you cheerful during work?
Mostly Sometimes Rarely Never
10. Do you allow yourself quiet time during
which you can work undisturbed every
11. Do you deal effectively with callers
who talk for long on the telephone?
12. Do you focus on preventing problems
before they arise instead of solving
them after they arise?
13. Do you make the best use of your time?
14. Do you meet deadlines with time to
Mostly Sometimes Rarely Never
15. Are you punctual at work, meetings and
16. Do the subordinates cooperate
enthusiastically on tasks?
17. Do you delegate tasks well?
18. When you are interrupted, can you return
to your work without losing momentum?
19. Do you do something every day that
moves you closer to your long-range goals?
Mostly Sometimes Rarely Never
20. Can you relax during your free time
without worrying about work?
21. Do people know the best time to
22. Do you do your most important work
during your peak energy hours?
23.Can others carry on most of your
responsibilities if you are absent from work?
24. Do you begin and finish tasks/projects on
25. Do you handle each piece of paper work
The 10 most common time wasters (thieves)
How much time is spent rummaging amongst the pile of papers on the desk in the
typical week? If we spend just 30 seconds every five minutes extracting an item from
the bottom of the in-tray, looking for a telephone number we scribbled down on a loose
piece of paper, or locating a misfiled document, it adds up to four hours a week. Time
we can not really afford to waste. How often do we have to do things twice because we
lost the original?
How much of our time is spent in meetings every week? What proportion of that time is
wasted due to meetings that should never have been held in the first place? How much
time do we waste because meetings start late or overrun? Do we often have to sit
through long meetings and find that only five minutes are relevant to us?
How many times does the telephone ring every day? What proportion of these calls are
unexpected? What is the average length of each call? What proportion of these calls are
really necessary? Do we allow out calls to drag on for longer than they should? Do we
ever find ourselves ringing some one back because there was something we forgot to
discuss during the first call?
How many times a day are we interrupted by colleagues arriving at the desk? Are these
interruptions really necessary? Do these interruptions have a negative effect on our
performance? Do we encourage social interruptions by always stopping what we are
doing and chatting to people?
What tasks have we been avoiding over the past few weeks? What excuses have been used to
delay action? What is usually the end result of our procrastination?
Are we as ruthless as we should be about getting rid of junk mail? Do we resist delegating
certain tasks because we enjoy doing them? Do we find ourselves browsing through
magazines, newsletters and brochures when there is higher pay-off work to be done?
Do we spend our days spent rushing around dealing with one crisis after another? Is every
crisis we deal with really a crisis? Is every crisis that we deal with really our problem? If we
were more pro-active would we have avoided some of these crises?
Do we respond to requests for help by saving, ‘leave it with me, I will tackle it later?’. Is there
work on the desk that our subordinates have left for our input?
Do we spend extra time getting things 100% right when 95% would do? Does our attention to
detail on one project mean that something else more important does not get done?
In the middle of one tasks, do we often find our attention being grabbed by other work around
us on the desk? How do these distractions affect our work flow?
Working through our own personal list of time wasters, we should ask ourselves how much
time we waste in each category during the typical week.
Changing our habits
The four-step process of change:
Write down the time waster: Ex: Procrastination
Some causes of Procrastination: Natural laziness, Incompetence or inexperience in
handling a task, Unpleasant tasks, Cluttering of routine activities, Lack of willpower, Fear
of the unknown, Fear of failure, Bad habits, Waiting for more information, One may think
if he puts it off, someone else will do it.
List the problems caused by the time wasting habit: Next we need to list the problems faced as a
result of procrastination: constantly feeling guilty about unfinished work, increased stress
levels, spending too much time on the enjoyable things which bring few rewards, a
reputation around the office as someone who is unreliable.
Visualize the time saving habit: All thoughts of procrastination should be removed from our
minds and we should visualize ourselves as ‘doers’. What would things be like in the
office if we had the reputation for getting things done, rather than for procrastinating? How
would we handle our correspondence? How would we approach difficult reports? How
much unfinished work would there be lying in the in-tray? The benefits of being a ‘doer’
should be written down.
Develop the time saving habit: Next we need to write down the steps that are necessary to change
our time wasting habit:
a. I will stop using phoney excuses like, ‘I need to wait for more information’; I will gather
information of a task in advance.
b. I will have to remove tempting distractions such as brochures and magazines from my line of
c. I need to spend more time planning my day;
d. I need to break down large projects into smaller, more manageable tasks;
e. I will finish the uncomfortable items first and then reward myself with more enjoyable tasks.
NEITHER URGENT NOR IMPORTANT WORKS
Reading trivia/glossy magazines
Shopping for fun
Watching the whole of a cricket match (live)
Internet surfing for fun and social networking sitess
Visiting friends and neighbors aimlessly
Watching a movie that has already been watched
Taking unnecessary interest in others' personal matters
Channel-surfing on Television
Making long telephone calls aimlessly
PRECEPT OF PRIORITIZING
SOME URGENT AND IMPORTANT TASKS
• Repairing of vehicles
• Telephone repair
• Electricity repair
• Resumptions of water supply
• Preparing for the forthcoming marriage of a family member
• TV / Cable repair
• Attending the wedding of someone close
• Attending a funeral/cremation/condolence meeting
• Replying business e-mail
• Learning the intricacies of a new job
• Understanding the functioning of a new machine
• Consulting a physician on the illness of a family member and
PLAN your Work, and WORK your plan
Use the time management chart to plot your work on a calendar. Then stick to your plan to make
sure you finish on schedule. If you follow your plan properly, applying Pareto’s 80:20 principle, 80
per cent (80%) of your research results will be done by twenty per cent (20%) of your time and
There are so many techniques like
‘ABC’ (A-Very Important; B-Important; C-Routine jobs),
Pareto’s principle (80:20),
Ivy Lee method,
KISS-(Keep It Short and Simple/Stupid),
Set Goals (SMART)
Eisen Hower principle etc.,
Pick any one to plan to your work using
Electronic To-Do lists,
Index card systems,
Digital Diaries and Smart phones
I suggest a simple, mixed model below for your reference. This can be used for daily planning or
for whole research process.
No To Do Priority Delegate Start Time End Time Status
1 Define research problem
A Self Oct, 09 Nov, 09 Completed
2 Review of literature B Friends Oct, 09 Jan, 10 In progr /Partly received
3 Develop hypothesis B Guide+ self Dec, 09 EndDec,09 Completed
4 Develop research design A Self Jan, 10 Mid Jan,10 Completed
5 Collect, analyze and
interpretation of data
B Agency Mid Jan,10 March, 10 Transferred/ Ask for
6 Test-Hypothesis A Self April,10 End Apr,10 Consult guide
7 Prepare report (rough) C Desk Top
May, 10 End May, 10 Semi-finished
8 Prepare report (fair) B Self + DTP June, 10 End June10 Not started due to ill
9 BUFFER Time* Aug, 10 End Sep,10
*BUFFER Time is an extra free time kept, which is used for any unforeseen activities.
End of day: Review Status: C–Completed, T–Transferred, A–Abandoned, I–In progress
Celebrate your SUCCESS EUREKHA
Things To–Do List: Daily/ Weekly/ Monthly/ Yearly
Be bold to request absence from the meetings that are not
useful to you
Give feedback & suggestions to improve effectiveness
Pre-circulate agenda if you are in charge
Don’t accept shoddy preparation for too long
Worth spending time to create filing system- soft & hard
Have faith that the other person can do it
Convey expectations, rules & processes
Observe in the beginning. Correct & encourage
Be keen to help some one & spread
Be sure that you are not the weak link of the chain
Processes & Effectiveness
Process is a defined series of steps with
responsibilities & guidelines
Try creating processes to handle repeat tasks
Make those involved aware of processes
Review processes often to improve efficiency
MASTERING PAPER WORK
Despite predictions about the move
towards the paperless office, we still seem
to be drowning in a sea of paper, much of it
•Paperwork reduction campaign
•Effective paper handling
Use your waiting time
On public transportation
At the doctor’s office
Waiting for your plane
When you are early
Correspondence, letters or memos,
books or tapes
How to effectively use ‘waiting time’
One of the best ways to get more out of your day
is to use ‘waiting’ time
Create a list of 5 things that you can do in 10
Create a list of 5 things that you can do in 20
TIME = Things To Do + Identify Priority + Making it Happen +
Time management is a skill that EVERYONE must work on, in
all areas of their life (personal, academic, and work)
Successful time management requires self-evaluation and the
desire to improve
Effective time management will require you to do things when
you don’t want to do them – you have to push yourself!
The pay-off of good time management is ALWAYS worth the
• Set goals
• Learn when to say “NO”
• Use your waiting time
• Concentrate on the task at hand
• Consider your personal prime time
• Celebrate success
Apply what you’ve learned
Using the steps, design your ultimate schedule
TIMELESS MANAGEMENT = PRICELESS MANAGEMENT
PROMISE: I will practice and teach THINGS TO DO, to a minimum
of three, priority one to my family, two to close relatives/ friends,
three to neighbours and others, on every Sunday or in leisure time of
a week and PASS this tradition going.
(3x 4 x 12 = 144 members) YOU changer of INDIAN FUTURE
Decide to be on top the situation
rather than be part of the MESS
Wish you all the BEST
May I request the audience to ask questions
and offer constructive suggestions for
A particular slide catching your eye?
Clipping is a handy way to collect important slides you want to go back to later.