2. SESSION OBJECTIVES
• To have an understanding and importance of
time management .
• Describe and appreciate the time
management matrix.
3. An ice breaker.
• DOE- a beer a German beer
• Ray - a guy who will buy a beer
• Me - I have a kind of beer
• Far - A longer way from beer
• SO - I ‘ll have another beer
• La - La la la la la beer
• Tea - No thanks I’ll have a beer
• Then we drink it back to beer, beer , beer , beer
4. What do you understand by time?
• Time is a dimension in which events can be
ordered from the past through the present
into the future and also the measure of
durations of events and the intervals between
them.
• Time is the only article that cannot be
recycled. Time lost can never be recovered.
5. What then is time management?
• Time management refers to a range of
skills, tools and techniques used to manage
events in your life in relation to time.
• Time management doesn’t “just happen” for
anyone – it is a skill that must be worked
on, and that most people find to be a life-long
challenge.
6. Why manage time?
To reduce Stress=Managing time well can
prevent much of the stress we are subject to.
To have a Balance=Good time habits can enable
us to achieve a more balanced life, with
adequate time and energy for
work, home, family, self.
7. Productivity= If you can become more effective
with your time, you automatically increase your
productivity.
Goals= To make progress toward achieving your
personal and professional goals, you need
available time. Nothing can be done when
you’re out of time.
8. Exercise.
1) List all the aspects of your life that are
important to you in order of preference such
as family, friends etc.
2) Draw a circle and give each section a title.
9. Exercise.
3) Colour them out 1 to 6 according to how
much time you spend them currently.
4) How does your result in (3) match with your
preferences list in (1).
10. 5) How is my time used?
To get a more accurate estimate, you may keep
track on how you spend your time during a
week. This will help you get a better idea of how
much time you need to prepare for each
subject. It will also help you identify your time
wasters.
11. Time stealers(wasters).
1)Procastination.The biggest time stealer of all
is not decision-making but decision-avoidance.
2) Telephone interruptions. The telephone is
one of our greatest communication tools – but it
can also be our biggest time waster.
13. Tips for Effective Time Management.
• Know how you spend your time. Becoming
aware of how you use your time may improve
your time management skills.
Set Goals:
• Decide what you want to do
• Take a “SMART” approach
• Goals give you required direction
14. Prioritize:
• Prioritize and identify what you value
• Highlighting can be very helpful
• Once prioritize, concentrate on those that
would add value.
15. .
Use a to do list:
• Find out what is urgent and important
• Put them in order of preferences
• Once completed delete them from your list
16. Be Flexible:
• Allow time of interruptions and distractions
• Save larger block of time for priorities
• Ask yourself questions and get back to your
goal
17. Consider your Biological Time:
• Find out which is the best time for you study
• Are you a morning person?
• A night owl?
• Late Afternoon?
18. Eliminate the Urgent:
• Urgent tasks have short term Consequences
• Important tasks are long term and goal related
• Flagging and or highlighting items are
important
• Attach deadline to each of the items
20. Time Management Matrix.
Otherwise called the Urgent/Important Matrix is
a tool which helps you think about your
priorities and determine which of your activities
are important, and which are, essentially,
distractions.
21. How you can the Urgent/Important Matrix be
used to manage time effectively?
• The Urgent/Important Matrix is a powerful way of
thinking about priorities. Using it helps you overcome
the natural tendency to focus on urgent activities, so
that you can keep clear enough time to focus on what's
really important.
Here's how it works:
The matrix can be drawn as shown in figure 1
below, with the dimensions of Importance and
Urgency.
• Figure 1 – The Urgent/Important Matrix
22.
23. • The first step is to list all the activities and
projects that you feel you have to do. Try to
include everything that takes up your time at
work, however unimportant.
24. • Next, on a scale of 1 to 5, assign importance to
each of the activities. Remember, this is a
measure of how important the activity is in
helping you meet your goals and objectives.
Try not to worry about urgency at this stage.
25. • Once you've assigned an important value to
each activity, evaluate its urgency. As you do
this, plot each item on the matrix according to
the values that you've given it.
• Now study the matrix using the strategies
described below to schedule your priorities.
26. Strategies for Different Quadrants of
the Matrix
• Urgent and Important
There are two distinct types of urgent and
important activities: Ones that you could not
foresee, and others that you've left to the last
minute.
You can avoid last-minute activities by planning
ahead and avoiding procrastination.
27. • Urgent and Not Important
Urgent but not important activities are things
that stop you from achieving your goals, and
prevent you from completing your work. Ask
yourself whether these tasks can be
rescheduled, or whether you can delegate them.
28. Not Urgent, but Important
• These are the activities that help you achieve
your personal and professional goals, and
complete important work. Make sure that you
have plenty of time to do these things
properly, so that they do not become urgent.
29. • And remember to leave enough time in your
schedule to deal with unforeseen problems.
This will maximize your chances of keeping on
schedule, and help you avoid the stress of
work becoming more urgent than necessary.
30. Not Urgent and Not Important
• These activities are just a distraction, and
should be avoided if possible. Some can
simply be ignored or cancelled. Others are
activities that other people may want you to
do, but they do not contribute to your own
desired outcomes. Again, say "No" politely, if
you can.
If you manage your time using a To-Do List or Action Program, you should have done this already.
If you manage your time using a To-Do List or Action Program, you should have done this already.
Issues and crises, on the other hand, cannot always be foreseen or avoided. Here, the best approach is to leave some time in your schedule to handle unexpected issues and unplanned important activities. If a major crisis arises, then you'll need to reschedule other events.
A common source of such interruptions is from other people in your office. Sometimes it's appropriate to say "No" to people politely, or to encourage them to solve the problem themselves. Alternatively, try scheduling time when you are available, so that people know that they can interrupt you at these times .By doing this, you'll be able to concentrate on your important activities for longer periods of time.
