Effective Time Management Planning and Prioritizing Important of Time logs and To-do-lists Identifying Time wasters/Time robber Understanding the Pareto principle of 80/20 Urgent v/s Important matrix Being Busy v/s being Productive

1. TIME MANAGEMENT

2. AGENDA
 Effective Time Management
 Planning and Prioritizing
 Important of Time logs and To-do-lists
 Identifying Time wasters/Time robber
 Understanding the Pareto principle of 80/20
 Urgent v/s Important matrix
 Being Busy v/s being Productive

3. WHAT IS TIME MANAGEMENT?
 “Time management” is the process of organizing and
planning how to divide your time between specific activities.
TIME MANAGEMENT

4. WHY DO WE NEED TIME MANAGEMENT?

5. BENEFITS OF TIME MANAGEMENT
 To save time
 To reduce stress
 To function effectively
 To increase our work output
 To have more control over job responsibilities
 Helps you prioritize
 Get more done in less time
 More quality work
 Helps to discipline ourselves
 Making sure you deliver what is promised

6. BUSY V/S PRODUCTIVE
BUSY  PRODUCTIVE 
Have numerous priorities Have a couple of priorities
Respond with “YES” very fast Think twice before saying “YES”
Keep all doors open Close all the doors
Keep talking about how busy they are Let the results speak for themselves
Are Multitaskers Concentrate on one important goal
Ask for advise Take real action and get the job done

7. CREATING YOUR PRODUCTIVITY JOURNAL
 Personal/ professional journal
 Label: date, time, day
 Prioritize first three tasks
 Use it everyday

8. MAXIMIZING THE POWER OF YOUR PRODUCTIVITY
JOURNAL
 Plan the night before
 Prioritize your tasks
 Cross off completed task
 Carry over unfinished tasks

9. MAKING A TO-DO LIST__STEP BY STEP
Step 1
Capture
everything you
need to da.
Step 2
Follow ABC
method of
priority
Step 3
How long do
each next step
take
Step 4
Tick the action
when done

10. CHUNK, BLOCK AND TACKLE
 Break down project
 Set time for specific task
 Avoid interruptions
 Tackle one task at a time

11. PRIORITIZING YOUR TIME
What is important is seldom Urgent What is Urgent is seldom
important?

12. THE URGENT/IMPORTANT MATRIX
Urgent and
important
Important, but not
urgent
Not Urgent and
not important
Urgent, but not
important

13. TIME MANAGEMENT MATRIX
1
 Crisis
 Pressing Problem
 Deadline-driven project, meetings,
preparation
2
 Preparation
 Prevention
 Values clarification
 Planning
 Relationship building
 True Re-creation
 Empowerment
3
 Interruptions, some phone call
 Some mail, Some reports
 Some meeting
 Many proximate, pressing matters
 Many popular Activities
4
 Trivia, busy work
 Junk mail
 Some phone call
 Time wasters
 “ Escape” Activities
Important
Note
Important
Urgent Not Urgent

14. PARETO’S PRINCIPLE-TH 80/20 RULE
The Pareto’s principle say’s “Put your efforts where they will
make the most difference.
80% RESULT 20% ACTIONS

15. BENEFITS OF 80/20
80/20
RULE
Identify
important
problems
Concentrate
on your
strengths
Helps in
undivided
focus
Using tools
most needed

16. TACKLING PROCRASTINATION
 Procrastination is the avoidance of doing a task that needs to
be accomplished. It is the practice of doing more pleasurable
things in place of less pleasurable ones, or carrying out less
urgent tasks instead of more urgent ones, thus putting off
impending tasks to a later time.

17. 9 WAYS TO OVERCOME PROCRASTINATION
Delete
15 minute
rule
Clear
deadline
Reward
Chop it up
Delegate Do it
Ask for
advice
Remove
distraction

18. OBSTACLES TO EFFECTIVE TIME MANAGEMENT
Unclear
objectives
Being
disorganized
Lack of planning Interruptions

19. IDENTIFYING YOUR TIME WASTERS
 Interruption/ Distractions
 Poor planning
 Perfectionism
 Trying to do everything yourself
 Taking too much
 Crises management
 Too much socializing
 Not valuing your own time
 Lack of skill

20. CONCLUSION