Time Management - Practical steps.

1. They all have the same time , 24 Hours/day as we all have
How they can do so much activities !!!
Time Management

2. 1. Planning – This is the foundation of Time Management.
2. Anticipation of challenges in advance -- To keep ready
Alternative Plans( A or B or C ) for non-ideal situation,
unexpected problems.
3. Knowing Importance to set priority – In real world.
4. Setting REAL Priority – In life, job, career, relation.
5. Handle Big Stones First….Smaller Stones next….Dusts at last.

3. Time
Plan
More
More
Less
Total Mess Idle , Lazy : Time waster
Total success & control over lifeSatisfactory Control in
Life, Active Time use.
What will happen if we fail to balance between Time and Plans !!
[ More time in hand but no plan
is ready]
[ Less time in hand but
Lot of plans are ready]
[ No time in hand and
no plan is ready]
[ Lot of time in hand and lot of
plans are ready]

4. Urgency
Importance
More
More
Less
Not Urgent and
Not Important :
e.g. Gossip, Waiting .
Avoid
Urgent but Not Important :
e.g. Telephone call from friend/relative
in office. Reduce / Delegate
Urgent and Important :
Which will have immediate
Consequences. e.g. Report to be
submitted today. Execute.
Not Urgent but
Important :
e.g. Report to be
submitted in week end.
Plan / Provision
What will happen if we fail to balance between Urgency and importance !!

5. Urgency
Importance
More
More
Less
Urgent
Not Important :
Telephone call from friend/relative
in office. Reduce / Delegate
Urgent
Important :
Which will have immediate
Consequences. Report to be
submitted today. Execute.
Not Urgent
Important :
Report to be submitted
in week end.
Plan / Provision
Progressive Task
to ‘Thrive’ e.g.
Eating
Daily Task
Weekly Task
Monthly Task
Unforeseen
How to assign priority of works !!

6. Urgency
Importance
More
More
Less
Urgent
Not Important :
Telephone call from friend/relative
in office. Reduce / Delegate
Urgent
Important :
Which will have immediate
Consequences. Report to be
submitted today. Execute.
Not Urgent
Important :
Report to be submitted
in week end.
Plan / Provision
Maintenance Task
to ‘Survive’ e.g.
Breathing
Progressive Task
to ‘Thrive’ e.g.
Eating
How to assign priority of works !!

7. Urgency
Importance
More
More
Less
Urgent
Not Important :
Telephone call from friend/relative
in office. Control / Delegate
Urgent
Important :
Which will have immediate
Consequences. Report to be
submitted today. Execute.
Not Urgent
Important :
Report to be submitted
in week end.
Plan / Provision
Weightage :
Task 1 - 15%
Task 2 - 35%
Task 3 - 45%
Task 4 - 5%

8. In the morning hours our productivity , concentration ,
speed and accuracy remains at the highest level due to
biological reason. … … body and mind can deliver maximum.
Weightage :
Task 1 - 15%
Task 2 - 35%
Task 3 - 45%
Task 4 - 5%
Priority 1
Priority 2
Priority 3
Priority 4
Unless Boss wants in other way
Batch Processing : Time is blocked to
complete different tasks One at a time.
Time Boxing is simply fixing a time period
to work on a task or group of tasks.
How to assign priority of works !!

9. Urgency
Importance
More
More
Less
Urgent
Not Important :
Telephone call from friend/relative
in office. Reduce / Delegate
Urgent
Important :
Which will have immediate
Consequences. Report to be
submitted today. Execute.
Not Urgent
Important :
Report to be submitted
in week end.
Plan / Provision
Steps to Delegate
Introduce the task
Demonstrate what needs to be done
Ensure Understanding
Allocate authority, resources
Let it Go
Support & Monitor
How and what to delegate and monitor !!

10. Rationalize Objective
Establish Deadline
Scan for challenges
Understand Resources – need & availability
Leverage through Action Plan
Take time to find WIIFM ( What’s in it for me )
Result
Oriented
Delegation

11. If you are failing to PLAN that means
you are planning to FAIL.
Time Management :
Choose activities which is REALLY IMPORTANT
for you…Choice is yours.