1. 3TS FOR A BETTER
Tips, Tools and Techniques that you can use
to manage your time even better
Presenter: Ivan Moreira
UA Online PMDay 2020 Vol.3
Ukraine, October 10th, 2020
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Objectives – 3 minutes
Presentation – 40 minutes
Q&A – 15 minutes
Feedback evaluation – 2 minutes
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Provide people who have time management difficulties a
set of tools to do it better.
Help managers and project managers improve their own
time and share knowledge across their team,
coordinators and other project members.
Recommend a set of tools and techniques that may
support people who are already skilled time managers
5. Definition of time
The Mean Solar Time system defines the second as 1/86400 of the mean solar day, which is the
year-average of the solar day. The solar day is the time interval between two successive solar
noons, i.e., the time interval between two successive passages of the Sun across the local
Time is the indefinite continued progress of existence and events that occur in an apparently
irreversible succession from the past, through the present, to the future.
Time is a component quantity of various measurements used to sequence events, to compare the
duration of events or the intervals between them, and to quantify rates of change of quantities in
material reality or in the conscious experience.
Time is often referred to as a fourth dimension, along with three spatial dimensions.
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7. To manage your
should start as
soon as possible.
The sooner you
start in your life,
the better you will
11 OCTOBER 20203Ts for a better Time Management 7
If you haven't
skills yet, don't
worry: it's never
too late to start!
Let’s do it?
tips will prepare
you to be
successful for the
rest of your life.
3Ts for Better Time Management
10. Fully booked?
Having your schedule packed with meetings and tasks does not mean that you are
doing the right things or that your life is actually busy … besides, these days people
seem to enjoy telling others that they are super busy.
You should be smart when choosing your daily tasks.
Note: If you have more than 7 daily appointments in your schedule, I challenge you to start reducing them now.
We’ll talk a bit more about that in a few minutes.
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11. Start using a calendar and/or a schedule every day
Keeping meetings and tasks in your mind is inefficient. That’s why
successful people use tools to organize their time! For instance, you
can use Google Calendar: it’s free, cloud-based, and you can set it up to
send you email alerts or notifications that allow you to keep better track of
your weekly activities.
Tip: Receiving an email a few days before a trip is convenient to give you the right amount of time
to prepare it suitably.
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12. Use a task management tool
Yes, keeping a to-do list is vital to successfully managing your time.
At the beginning, you might use paper (as I used to do). However, it is much
more effective to use a dedicated task management tool.
You can use a notepad like Moleskine, or even a digital tool (e.g. Microsoft
Outlook, Nozbe or the Remember The Milk app).
#nozbe #outlook #milkapp
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15. Review your previous week
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Learning how to do a weekly review is one of the best
time management habits you can develop. The weekly
review is a concept created by David Allen, author of the
classic productivity book Getting Things Done
16. Follow these steps for a proper weekly review:
• 1st, review your schedule from the past week to the
current week: look for loose ends, meetings, and
other topics that need more attention.
• 2nd, review your (personal and professional) inbox
and tidy it.
• 3rd, review your monthly and yearly goals and
make plans to work on them next week.
Review your previous week
This practice will improve your schedule-planning skills and contribute to
avoid unpleasant surprises.
17. Always set deadlines
Assigning deadlines to your own tasks is one of the most effective ways to stay
A task without a deadline will probably result in frustration.
When you are given a deadline to deliver some task, i.e., next Friday, you should
want to finish your work on Thursday, in order to have time to review it and thus
deliver a higher quality work.
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18. Plan to reach 4 hours of effective work per day
Did you know that project managers usually assume that people’s daily
productivity rate is under 100%? Yes, it’s true! Only half of the typical 8-hour
workday will be truly productive.
The rest of the day will be taken by meetings, dealing with emails, internet
This book is not directly related to the subject of this
presentation. The author is very controversial, but he offers
several tips that make us think about what we actually do
with our precious time.
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Tip: Schedule your most important tasks for the morning hours, when your mind is
19. Focus on one task at a time (i.e. do not multitask)
Multitasking is an impractical work strategy. Instead, you will accomplish more if you
opt to carry out one activity at time. For instance, set aside one hour in the morning
to work on a client proposal or a project plan, take a break and then move on to
During this focused time, set your mobile phone to private mode to avoid
interruptions; however, in order to avoid missing important calls, you should set up
a list of priority contacts. You will see how much work you can actually complete in 1
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20. Time wasters
Software developers like Apple and Google have incorporated built-in ‘Screen Time’
tools into their operating systems.
These tools report on how much time is spent across your devices, categorizing it
by type of app, and enable you to set up the time you allow yourself to use each
kind of app.
This tip will help you keeping track of the time you
spend on social networking or gaming, for
instance. Use it for a couple of weeks and the
results will certainly shock you.
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21. Take breaks during office hours
According to popular science, sitting at your desk all day
long damages your health.
To preserve your health and boost your focus, the key
points for a good time management are: take 5-10
minute breaks every hour. Go for a walk, have a glass of
water, stretch your body for few minutes and look at an
object distant from your work station. These will do
wonders for your body.
Tip: You can use the Pomodoro technique to be more
productive, if you find it hard to be focused on a task.
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Photo by Parth Shah
22. Time and learning
Learn something new every day. Book it on your
Spare 15-30 minutes of your time to learn small things.
On the other hand, if you would like to study a complex
topic and believe that you lack the time to do it, I say:
You can do it!
Start studying your topic in short 10-minute instalments
per day, then increase it by 5 minutes per day.
After you reach 60 minutes per day, maintain that time
span or even increase it, if you have the chance.
If you follow these recommendations, in 2 weeks you
will have worked almost 6 hours on your topic.
2211 OCTOBER 20203Ts for a better Time Management
23. Separate strategic and planning tasks from ‘automatic’ ones
High-value strategic tasks and planning are what your company and clients pay
you to do – perform creative processes, build new products, plan, set up cost
reduction techniques, among other improvements.
However, it’s hard to deliver creative ideas non-stop and all day long. When the
last hour of the day comes and you feel tired, use your time wisely and perform
‘automatic’ tasks, like installing security updates, replying to emails, returning
missed calls, etc.
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24. Break large projects into smaller tasks
The ability to manage large projects is one of the most important time management
skills. For instance, if you are assigned to organize an event or conference within six
months, the effort may seem unmanageable.
Start by drafting a plan and asking for advice from people who have already carried
out similar projects.
Tip: Creating a mindmap is a great method to separate and organize work visually.
Hence, you will be able to make your ideas more well-defined and organized.
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26. Effective meetings
• Set up meeting rules, avoid cellphones,
tablet and computers.
• Set up each meeting by topics,
assigning time to them.
• Distribute the meeting agenda
previously, identifying who is
responsible for each topic.
• Only invite people who really need to
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27. Delegate tasks
Efficient managers (and successful professionals in general) usually delegate and
control tasks to optimize their focus.
The basic steps for effective task delegation:
Describe the task and timeframe;
Explain the expected outcome to the person who will perform the task;
Ask them to keep you informed regarding its progress.
You don’t have to control every aspect of time management on your own. Instead,
use your time to read great management books and act on those ideas.
Tip: To simplify the process, you can implement tools like Trello or AirTable across your team to effortlessly
implement task delegation.
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28. Set five to seven priorities per day
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At the beginning of the day, it is easy to create a to-do list
with dozens of items.
Unfortunately, unplanned calls, manager requests and
other unplanned tasks quickly overthrow even the best
plans. Alternatively, simply pick five to seven important
tasks a day.
Michael Armstrong, author of the bestseller How to be an
Even Better Manager provides tips on how to prioritize
29. Start off very early in the morning
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Get your day going early in the morning. You can accomplish
a lot of things until 8 am. Start your day doing things that
make you happy and energized.
According to Hal Elrod, in his book The Miracle Morning,
silence, affirmations, workout, visualization, reading and
journaling are true life savers and effective habits to build
your dream life.
By conducting yourself with a goal in mind, you will be more
focused throughout the day.
30. Buy time
At the beginning of working life, everyone faces hectic work days and maybe some
financial difficulties. However, once you have attained a reasonable stage of
financial freedom, start outsourcing household tasks, for instance, or other chores
that someone else can do faster and better than you.
You should identify the balance between outsourcing some types of tasks or doing
them yourself. Sometimes, money is better spent to buy ‘time’.
For instance, you can use a dry cleaning service to keep your professional clothes
in good condition and/or hire a housemaid to clean your home.
Tip: Online platforms like Fiverr and Freelancers provide several tasks you can buy from others.
#fiverr #freelancer #ubereats
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31. Plan your travel periods
Travel time must be properly managed. For instance, you may find that it takes
you 10 minutes to get to a meeting with a client. Therefore, you cannot schedule
a continuous sequence of meetings and still arrive on time.
You can resort to services like Uber and consequently use the time to reply to
emails, texts and return missed calls.
In case your travel time is short, you may opt for a pay-per-use scooter service.
Tip: Plan your travel time considering the worst case scenario (e.g. traffic jams) – by doing this, you are
more likely to arrive on time. The app Waze enables you to you set up notifications to inform when you
should leave your current location and arrive at your meeting on time.
#waze #uber #lime
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32. Do you spend too much time travelling and at airports?
Who has never travelled for business? You probably don’t like to do it, although at
the beginning it can seem to be an interesting part of the job.
After a few flights, it can become monotonous and boring. To make better use of
your time, try to arrive at airports before your flights’ scheduled time, install the app
CheckMyTrip and be aware of your flight status and respective gate before they are
announced at the airport. If the flight is delayed, the app will notify you as soon as
the airline inserts the change in their systems.
Take a seat close to the gate and work remotely, review your schedule or return
missed calls/reply to text messages.
Tip: Don’t forget to keep your devices’ batteries fully charged.
#checkmytrip #flightboard #flightaware
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33. Own your faults quickly and move on
Hiding your mistakes is a waste of everyone’s time, including your own.
You can achieve much more in your life if you simply admit to your mistakes,
solve them and move on. Most people will excuse your faults, especially if you work
hard and are honest, so as to prevent any recurrences.
Repeating mistakes is one of the poorest ways to use your time, which is already
limited. Therefore, you should review your projects, your deliverables and your
Tip: If you fail or commit any mistakes, consider them carefully, then disclose the occurrence and the solution as
fast as you can.
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34. Reserve some time to relax
If you're obsessed with achieving results,
you can easily neglect yourself and just
That is why you should always book some
time for leisure.
For example, you can reserve Saturday
afternoons to read a good book, to exercise
or to spend quality time with friends and
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35. Value your resting time – sleep from 7 to 8 hours per night
Decreasing resting time to have more time for fun activities or to be more productive
is a short-sighted strategy. Although you can keep up while you are young, it
becomes a long-term destructive habit.
Being tired all day long will turn you into an inefficient manager of your time, it does
not matter how methodical you are.
So let’s get used to rest for 7 to 8 hours per night.
Note: All of us have our own metabolism and resting needs: recognize your own.
Having a quality sleep is healthier than just sleeping for too long.
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36. Learn to say ‘no’
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Saying ‘yes’ to new duties or accepting new projects all the
time is a great way to develop your career when you are
starting out. However, this is a habit that you should not take
If you like to please others and have a hard time saying no,
read the book The Power of No: Because One Little Word
Can Bring Health, Abundance, and Happiness – by James
Altucher and Claudia Azula Altucher.
Tip: When someone requests you to accept a task, remember: ‘no’ is always a
possible answer, and you should make use of it whenever you feel that is the
37. Resort to your own personal values to make time management decisions
Understanding yourself is essential to manage your own time.
For example, if you consider that family comes first, you need to manage your job
requirements accordingly, to have more free time to spend with them.
Discovering your own values is a challenging task, if you have never really
thought them through before. Do it and your professional motivation will surely
All of you will certainly find out the right time and place(s) to make use of your
newly-found spare time…
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Thank you Fred to introduce myself;
Thank you all to joining us today;
Let’s move on to be on time!
This presentation have focus on people and their needs to improve themselves.
Some examples in businesses is to correlate with yourself.
Is not a research topic is a set of tools
When the alarm clock rings in the morning;
Late for meetings;
Traffic jam delays
Rush all day long;
Pressure to delivery our projects;
It’s sounds familiar to you? Do you identifiy any of this words as something that you live constantly?
The theory if time is relative, now we know the universe is growing and it’s only a reference to ordinate us.
Time is running faster than ever. Why?
Why from day to day, we need to do more in less time?
Why we have more tasks to do?
Why we have to be more competitive?
Para ser capaz de gerir seu tempo adequadamente, o melhor é começar o mais cedo possível.
Quanto mais cedo na vida você começar, melhor vai desenvolver estas habilidades.
Dominar estas dicas de gestão de tempo quando você tem 20 anos vai te preparar para o sucesso pelo resto da vida.
Se você ainda não desenvolveu estas habilidades, não se preocupe, nunca é tarde para começar!
Is a fashion to say…
We call the first quadrant Do first as its tasks are important for your life and career and need to be done today or tomorrow at the latest. You could use a timer to help you concentrate while trying to get as much of them done as possible.
An example of this type of task could be to review an important document for your manager.
The second quadrant we call Schedule. Its tasks are important but less urgent. You should list tasks you need to put in your calendar here.
An example of that could be a long-planned restart of your gym activity.
Professional time managers leave fewer things unplanned and therefore try to manage most of their work in the second quadrant, reducing stress by terminating urgent and important to-dos to a reasonable date in the near future whenever a new task comes in.
The third quadrant is for those tasks you could delegate as they are less important to you than others but still pretty urgent. You should keep track of delegated tasks by e-mail, telephone or within a meeting to check back on their progress later.
An example of a delegated task could be somebody calling you to ask for an urgent favor or request that you step into a meeting. You could delegate this responsibility by suggesting a better person for the job or by giving the caller the necessary information to have him deal with the matter himself.
The fourth and last quadrant is called Don’t Do because it is there to help you sort out things you should not being doing at all.
Discover and stop bad habits, like surfing the internet without a reason or gaming too long, these give you an excuse for not being able to deal with important tasks in the 1st and 2nd quadrant.
5 time management tips when working with the Eisenhower Matrix
Putting things to-do on a list frees your mind. But always question what is worth doing first.
Try limiting yourself to no more than eight tasks per quadrant. Before adding another one, complete the most important one first. Remember: It is not about collecting but finishing tasks.
You should always maintain only one list for both business and private tasks. That way you will never be able to complain about not having done anything for your family or yourself at the end of the day.
Do not let you or others distract you. Do not let others define your priority. Plan in the morning, then work on your stuff. And in the end, enjoy the feeling of completion.
Finally, try not to procrastinate that much. Not even by over-managing your to-dos.
As cinco etapas do fluxo GTD:
Capturar - Colete o que tem sua atenção
Esclarecer - Processe o que significa
Organizar - Coloque onde ele pertence
Reflita - Reveja frequentemente
Empenho - Simplesmente faça
Meetings, meetings and meetings.
Non focused people.
In an one hour meeting with 10 persons we spent 10 wor hours!
Review your past faults to become better, not to blame yourself or someone else
For instance, if your smartphone always runs out of battery during office hours, buy a charger to use at work. This will save you time and prevent possible frustrations.
Getting a “no” can frustrate people.
Stay true to yourself
This is why I try to get more free time. To enjoy more this kind of landscapes.
I took this picture in the past summer in Menorca. The place’s name is Cala Macareleta. You only can reach there by a trail called Cami de Cavalis (Horse Trail) via Cala Macarella.
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Find out more in the links.
Please contact me if you have any questions or if I can help you in any matter.