Time management involves
getting more done in less time
Effective time management actually refers to
getting done fewer things of greater
We cannot possibly do everything we want to
do,or all the things that there are to do.
But if we prioritize what there is to do,and
focus on completing the priorities to the
exclusion of everything else,we will be more
You can do anything…….
You can‘t do everything!!!!
We cannot manage time. Nor can we save it.
Time ticks away relentlessly in spite of our
efforts to control it.
We are provided with 24 hours of time each
day to use as we like it. The key I in how we
use that time.
We can use it wisely or we can waste it, but
we can never save it . At the end of the day
EFFICIENCY vs. EFFECTIVENESS
Often worst performers are those who
seem to be working hardest and
longest. They are very busy but not
Where do we lose time ?
Doing others work
Interaction with varied Roles/Skills
The biggest time wasters include
These are not time wasters,they are time
obligations—they come with the job.
The biggest time wasters are selfimposed, such as procrastination, making
ourselves, searching for
things,perfectionism, and spending time on
We are our own worst enemies.Being effective
involves managing ourselves, not placing the
blame on others.
Procrastination : Putting off the doing of
something intentionally and habitually.
If you suspect yourself; ask yourself – why am
I putting this off?. If there is no reason. Do
it. Do not confuse reason with excuse.
PROCRASTINATION is world‘s number one
time waster. Banish it from your life. There
is no time like present to do any work.
Meetings are potential time wasters.
Meetings are necessary evil; distractions from one‘s
Try to say ‗No‘ to a meeting where you are not
Agenda should be definite.
There should be a finishing time for meeting.
Come prepared (with facts and figures)
Come on time
Talk to the point.Do not try to divert the
Do not try to hijack the meeting
Important Vs Urgent?
Should this task be done at all?
Should this be done by me?
Should this be done now?
I The Procrastinator
• Exam tomorrow
• Friend gets injured
• Late for work/class
• Project due today
II The Visionary
• Planning, goal setting
• Paper due in a week
III The Yes-man
• Unimportant phone calls
• Other people’s small
• Peer pressure
IV The Slacker
• Too much TV
• Endless phone calls
• Excessive computer games
• Mall marathons
• Other time wasters
Non-urgent, not important
put on hold, delegate, ignore
Urgent, not important
do now, do quickly
plan, block time
1.Health and Fitness
2.Skills and Knowledge
3.Family and Relationships
4.Money and Resources
Do not spend time on a work that can be
done ,to a satisfactory level, by your
Delegation saves your time and develops
Delegation improves results by making fuller
use of resources
Delegation implies transferring initiative and
authority to another
Delegation begins with a deep sense of the
value and limits of your time.
Managers often complain that they are
running out of time when their subordinates
are running out of work.
Delegating the more routine or predictable
part of ones job is only the first step.
Delegation is not abdication. Some degree of
control needs to be maintained.
We enjoy doing things.
We don‘t sit & think.
It‘s a slow process.
Like to be ―top of everything‖.
Will subordinate outstrip us?
Nobody can do it as well as I can.
Delegation is a great motivator. It
enriches jobs, improves performance
& raises morale of staff.
You Must Do
You Should Do Others Could Help
You Could Do Others Could Do
You Could Help Others Should Do
Others Must Do
People either do what they like to do or what
they are good at doing…
Not what needs to be done!!
Why some managers are typically running out
of time while their staff is running out of
◦ They pick up staff‘s job. They enjoy & are good at
◦ They try to do things efficiently which are not worth
doing at first place. Efficiency Vs Effectiveness.
It can be explained by ‗Monkey-on-the-back‘
analogy. Monkey is ‗next move‘ or problem or
opportunity that comes to us.
A monkey is a next move or an
opportunity, or problem which
comes to us.
‗Monkey Management‘ helps to
transform from a manager under
time pressure to an effective one.
Some ‗Monkeys‘ belong to us.
However, greatest proportion belongs to
Once we pick up ‗Monkeys‘ from subordinates
they get message that we want Monkeys.
By allowing ‗Monkey‘ from your subordinates
on to your back you volunteered for two things:
◦ Accepted responsibility for the problem from him.
◦ Promised him a progress report.
Now he will pressurise you to do what actually
is his job.
Sometimes colleagues also try to pass on
Many Bosses are in habit of passing their
monkeys to subordinates.
This snowballs to upward, sideward &
downward leaping ‗Monkeys‘. These take our
all available time with no time to work on our
So be careful.Do not accept others monkeys.
Time is more than money , it‘s life
You can always get more money, but you can
never get more time.
It‘s an irreplaceable resource . When time‘s
gone, you are gone!!!!