This document provides information on time management techniques to help manage time effectively. It defines time management as managing time so the right activities are allocated to the right times. Poor time management can lead to stress, burnout, and lack of productivity. Effective time management involves setting goals, planning, prioritizing tasks with to-do lists, avoiding distractions, minimizing interruptions, saying no when needed, and properly delegating tasks. Common time wasters include phone interruptions, meetings, clutter, and procrastination. Keeping a time journal can help identify areas to improve efficiency.

1. TIME
MANAGEMENT
101

2. 2
time/tīm/
the indefinite continued progress of
existence and events in the past,
present, and future regarded as a
whole.
noun

3. 3
Please write a definition of
time management 

4. 4
Time Management
Time management refers to
managing time effectively so that the
right activity is allocated to the right
time
/tīm/man·age·ment/

5. why do we need TM?
to save time
to reduce stress
to increase our work output
to have more control over our job responsibilities

6. 6
HappinessMoneyHealth
Lack of time
management
Stress Burnout

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1

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goals
- why am I doing this? what is the goal?
- how do achieve this (most easily)?
- what happen if I chose not to do it?

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YOU HAVE
ONE LIFE
SET
BIGGER
GOALS

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planning
- failing to plan is planning to fail
- plan each day, week, month and year
- establish (fake) deadlines

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to-do lists
break things down into small steps
do the ugliest thing first
then work by priority




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What is important is seldom
urgent and what is urgent is
seldom important.
Dwight D. Eisenhower

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The Eisenhower Matrix

14. 14
The Eisenhower Matrix

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The Eisenhower Matrix

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2

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The 80/20 rules
- 20% of the input creates 80% of the result
- 20% of the customers create 80% of the revenue
- 20% of the bugs cause 80% of the crashes
Pareto Principle is the observation (not law) that most things in life
are not distributed evenly. It can mean all of the following things:
But be careful when using this idea! First, there’s a common misconception that
the numbers 20 and 80 must add to 100 — they don’t!

18. 18
key point
most things in life (effort, reward, output) are not
distributed evenly – some contribute more than
others.

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yourself
- get to know yourself: know your good and bad
times, keep time journals
- you don't find but make time for important
things to do
- learn to say "No": Everything you do is an
opportunity cost

20. 20

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comfort zones
- identify why you aren't enthusiastic, why you are
afraid (fear, embarrassment)
- sometimes all you have to do is ask!
- never break a promise, but re-negotiate

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3

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time waste
- late to appointments (miss-beginning) and being
unprepared for those attended
- messy desk and inability to find things
- tired or unable to concentrate, doing stuff that
does not matter instead

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interruptions
- 4-5 interruptions (5-10 min) shoot an hour
(requiring 5 min of recovery)
- reduce frequency and length of interruptions
(turn calls into e-mail)
- turn off desktop and mobile notifications (visual,
sound and vibration do distract)

25. 25
procrastination is the thief
of time
Edward Young

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35. 35
what are the most common
time wasters, thieves and
culprits?

36. 36
• telephone interruptions
• inefficient delegation
• extended lunches or breaks
• cluttered work space
• poorly run meetings
• poor planning
• procrastination
• paperwork
• junk mail
• drop-in visitors
Time wasting culprits

37. 37
time journals
- monitor yourself in 15 minutes increments for
more than 3 days (a week or two)
- what doesn't need to be done? What can
someone else do? What can I do more efficiently?
- how am I wasting other people's time?

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4

39. 39
office
- make your office comfortable for you and
optionally comfortable for others
- keep your desk clear (remove clutter)
- keep your to-do list and calendar close
- focus on one thing at a time

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e-mail
- archived all, search over folder and tags
- only one (responsible) recipient, optionally CC
someone powerful
- follow up after 48 hours

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meetings
- only attend when there is agenda and not when
you are optional
- lock the door, disallow phones
- 1 minute minutes (who? what? when? where?)

43. 5

44. 44
delegation
- communicate (in writing): Be polite and precise,
provide context and priority
- give objectives, not procedures
- people rise to the challenge: delegate "until they
complain" and grand authority

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5 stages of delegation
I DO
I DO, YOU WATCH
WE DO
YOU DO, I WATCH
YOU DO
Realization
Observation
Collaboration
Evaluation
Delegation

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sociology
- gracefully end a successful meeting: Stand up and
stroll to the door, complement/thank, shake hand
- beware upward delegation: ignorance is your
friend
- reinforce behavior you want repeated: say thank
you and mean it

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6

48. 48
end of work
- out of office message with return date and
(different specific) back-up contacts
- reading e-mail is not a vacation

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measure
- short term: remind yourself in 30 days through
your calendar: "What have I changed?"
- long term: 100 things to do in my life

50. Now let's go out
and do the right
things.

51. THANK YOU

52. 52
sources
- Email Usage/Penetrations • EmailStatCounter
- A Pace Not Dictated by Electrons • University of California
- Disruption and Recovery of Computing Tasks • Microsoft Research
- 'Infomania' worse than marijuana • BBC News
- Meetings in America • Verizon Business
- State of Meetings Today • EffectiveMeetings
- Why & How Your Employees are Wasting Time at Work • Salary.com
- Time Management Statistics • Key Organization Systems
- Eisenhower Matric • Eisenhower.me
- Time wasting at work • Atlassian
- How To Manage Your Time • Andreas Kwiatkowsky
- Delegation is Not Dumping • Bill Zipp on Business