Time management

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Time management

  1. 1. Report and Analysis of Effective Self-Management Submitted by Andrey Safarov October 21, 2013 BUS 150-71873 Contemporary Business Practice Professor Nankin
  2. 2. Table of Contents • • • • • • • • • • Objectives of the project…………………….. Slide 3 Introduction………………………………….. Slide 4 Time Management Matrix………………........ Slide 5 Analysis of Day 1 activities…………………. Slides 6, 7 Analysis of Day 2 activities…………………. Slides 8, 9 Analysis of Day 3 activities…………………. Slides 10, 11 Overall analysis of Days 1, 2 and 3…………. Slide 12 Identifying Strengths………………………... Slide 13 Identifying Weaknesses………,,…………….. Slide 14 Conclusion……………………………………. Slide 15
  3. 3. Objectives of the project  Evaluate the efficiency and effectiveness of Time Management using Time Management Matrix by Steven R. Covey  Identify Strengths and Weaknesses of given example of Time Management
  4. 4. Introduction  What is Time Management?  Time Management is the act of controlling the amount of time spent on various activities.  What is the purpose of using Time Management?  Time Management helps an individual to increase their efficiency, productivity and effectiveness by allocating their time according to the priorities set.  What is Time Management Matrix by Steven R. Covey?  Time Management Matrix by Steven R. Covey is a concept of four Quadrants, each representing certain type of activities.
  5. 5. Time Management Matrix by Steven R. Covey Urgent Quadrant I (Urgent/Important) Important Not Important Crises; Pressing problems; Deadline-driven projects. Quadrant III (Not Important/Urgent) Imminent pressing matters; "Popular" Activities (i.e., activities that you think will make you popular with others); Personal Interruptions; Some calls and mail; Certain meetings and reports. Not Urgent Quadrant II (Important/Not Urgent) Principle Centered Activities; Planning; Prevention; Relationship building; Opportunity Recognition; True Recreational Activities. Quadrant IV (Not Important/Not Urgent) Time wasters; So called "Pleasant" activities that are not really pleasant (e.g., drinking to excess) that are actually escapes from responsibilities. Trivia, busy work. Some types of mail/phone calls.
  6. 6. Analysis of Day 1 activities Day 1 (Monday 10/14/13) Quadrant IV 13% Quadrant III 12% Quadrant II 67% Quadrant I 8%
  7. 7. Analysis of Day 1 activities (continuation) The chart on the previous slide suggests that: 1. The activities related to Quadrant II outweigh those of other Quadrants. 2. 25 percent of activities belong to Quadrants III and IV, which means that 6 hours on Monday were spent inefficiently and ineffectively.
  8. 8. Analysis of Day 2 activities Day 2 (Saturday 10/19/12) Quadrant I 12% Quadrant IV 42% Quadrant II 42% Quadrant III 4%
  9. 9. Analysis of Day 2 activities (continuation) The second chart represents the following idea: - Amounts of time spent on activities of Quadrant II and Quadrant IV are equal; therefore, Day 2 was inefficient and ineffective as almost half of it was spent on substitutes of true recreational activities and escaping responsibilities (Quadrant IV).
  10. 10. Analysis of Day 3 activities Quadrant IV 2% Quadrant III 15% Day 3 (Sunday 10/20/13) Quadrant I 33% Quadrant II 50%
  11. 11. Analysis of Day 3 activities (continuation) The third chart supports these facts: 1. Activities of Quadrant IV were minimized, though not eliminated, which is why Day 3 was not as effective as it could and should have been. 2. Day 3 consisted primarily of “useful” activities of Quadrants I and II. 3. Quadrants III and IV took 17 percent of overall day activity.
  12. 12. Overall analysis of Days 1, 2 and 3 Overall for Days 1, 2 and 3 Quadrant I 18% Quadrant IV 19% Quadrant III 10% Quadrant II 53%
  13. 13. Identifying Strengths Overall analysis of three days shows that 71 percent of time is used effectively and efficiently (for activities of Quadrants I and II, which is due following some of the time management rules acquired from the handout by Professor Nankin ”Rules for Efficient Time Management”1: - Setting deadlines - Making lists of things to do - Doing productive things while waiting - Determining the critical 20 % of my tasks 1. Rules are modified from the following source: David A. Whetten and Kim S. Cameron, Developing Management Skills, 4th Ed., (New York: Addison Wesley Educational Publishing Inc., 1998).
  14. 14. Identifying Weaknesses • 29 percent of time were “wasted” on activities of Quadrants III and IV, which suggests that my time management model needs to be improved in order to increase my productivity. • I cannot get used to following all the effective time management rules I know. • I tend to procrastinate. • I cannot track my use of time.
  15. 15. Conclusion • My time management is not that effective as it could have been, which is why I need to improve my skills by developing strengths and getting rid of weaknesses.

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