Time Management

© 2023 Sasidharan Murugan IND, Inc. All
rights reserved.

Remember that time is money
Ben Franklin, 1748
Advice to a young tradesman
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• Time management is
straightforwardly
defined as the
management of time in
order to make the most
out of it.
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Time Management
• You can't manage time, it just is.
• So "time management" is a mislabeled
problem
• What you really manage is your
activity during time.
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Time Management Questions?
• How much time do you have?
• What are your goals?
• Does free time really mean free time?
• Do you have a schedule?
• Do you use a planner?
• Do you procrastinate?
• Are you equipped with Time Management Tips?
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How much time do you have?
• There are 24 hours in a day.
• 7 days in a week ( 168 hours).
• 365 days in a year.
• An extra day during leap year.
– Make a list of everything you have to do.
– Figure out how much time you can devote to each task.
• By analyzing your time, you will know what time of the day you
do your best work.
• You will discover how much time your wasting with telephone
calls, interruptions, or just hanging out with friends.
– Make sure you include class and study time.
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Why Effective Time Management Matters
 Success in life in general, depends on one’s
ability to efficiently manage time.
 There are only 168 hours per week, but so
many different ways to spend it!
 Some ways clearly help achieve your
goals.
 Others might seem productive but won’t
help you in the long run.
 Your own priorities (goals) determine whether
your use of time is efficient or inefficient.
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Obstacles to effective time management
Unclear objectives
Disorganization
Inability to say “no”
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Interruptions
More interruptions
Periods of inactivity
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Too many things at once
Stress and fatigue
All work and no play
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The Problem is Severe
By some estimates, people waste about 2
hours per day. Signs of time wasting:
– Messy desk and cluttered (or no) files
– Can’t find things
– Miss appointments, need to reschedule them
late and/or unprepared for meetings
– Volunteer to do things other people should do
– Tired/unable to concentrate
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What can we do?
Recognize that obstacles exist
Identify them
Employ strategies to overcome
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Pareto’s Principle (80/20 Rule)
• 80% of Work gives 20% Results & 20% of Work gives 80% Results
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One needs to do Smart work rather than Hard work
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Organize and Prioritize: Time Management Quadrant
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Organize and Prioritize
Quadrant I
Immediate Attention Required
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Quadrant I
• Represents things that are
both “urgent” and
“important” – we need to
spend time here
• This is where we manage, we
produce.
• Many important activities
become urgent through
procrastination, or because
we don’t do enough
prevention and planning
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Quadrant II
Requires attention, but not yet critical
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Quadrant II
• Includes activities that are
“important, but not urgent”-
Quadrant of Quality
• Here’s where we do our long-
range planning, anticipate and
prevent problems, empower
others, broaden our minds and
increase our skills
• Ignoring this Quadrant feeds and
enlarges Quadrant I, creating
stress, burnout, and deeper
crises for the person consumed
by it
• Investing in this Quadrant
shrinks Quadrant I
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Quadrant III
“Nice to do”
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Quadrant III
• Includes things that are
“urgent, but not important”
- Quadrant of Deception.
• The noise of urgency
creates the illusion of
importance.
• Actual activities, if they’re
important at all, are
important to someone else.
• Many phone calls, meetings
and drop-in visitors fall into
this category
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Quadrant IV
These activities are time eaters
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Quadrant IV
• Reserved for activities that
are “not urgent, not
important”- Quadrant of
Waste
• We often “escape” to
Quadrant IV for survival
• Reading addictive novels,
watching mindless
television shows, or
gossiping at office would
qualify as Quadrant IV
time-wasters
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Is it bad to be in Quadrant I?
• Are you in Quadrant I because of the urgency or the
importance?
• If urgency dominates, when importance fades, you’ll slip into
Quadrant III.
• But if you’re in Quadrant I because of importance, when
urgency fades you’ll move to Quadrant II.
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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What is the problem with urgency?
• Urgency itself is not the
problem…
• When urgency is the
dominant factor in our
lives, importance isn’t
• What we regard as “first
things” are urgent things
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Where do I get time to spend in Quadrant II?
• From Quadrant III
• Time spent in Quadrant I is both urgent and important- we already
know we need to be there
• We know we shouldn’t be there in Quadrant IV
• But Quadrant III can fool us
Urgent Not Urgent
Important
I
Important
and
Urgent
II
Important,
but
Not Urgent
Not
Important
III
Urgent,
but
Not Important
IV
Not Urgent
and
Not Important
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Time Management Strategy
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MINOR TIME WASTERS
• Interruptions we face during the day
• Being a slave on the telephone
• Unexpected/Unwanted visitors
• Needless reports/Junk mail
• Meetings without agenda
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MAJOR TIME WASTERS
• Procrastination
• Afraid to Delegate
• Not Wanting to Say "NO"
• Low Self-Esteem
• Problems With
Objectives/Priorities
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WHAT CAN STOP YOU?
• Negative Thoughts
• Negative People
• Low Self-Esteem
• Fear of Failure
• Fear of Rejection / Criticism
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ACTION PLAN
• Enter the RISK ZONE
• Communicate & Clarify Values
• Analyse your use of TIME - "80/20“
• Do not “REACT” to Urgency
• Deal with One Paper only Once
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ACTION PLAN
• Allocate time according to Priorities
(Quiet Hour, Session I,II,III,IV)
• "TO DO LIST“ (Top 3 Priorities today)
• Have a Follow through
• Learn to say two letter word - "NO"
• Visualization and Auto-Suggestion
• Delegate low Priority Item
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Set "SMART" GOALS
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Prioritize
• Do
• Delegate
• Delay
• Delete
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Prioritize
1. Address the urgent
2. Accomplish what you can early
3. Attach deadlines to things you delay
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Organize
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Learn when to say “NO”
• You can’t do
everything
• Don’t undertake things
you can’t complete
• Remain consistent to
your goals
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Use your waiting time
• On public transportation
• At the doctor’s office
• Waiting for your plane
• On hold
• When you are early
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Use your waiting time
Correspondence
Letters or memos
Books or tapes
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Concentrate on the task at hand
• Focus on your goal
• Tune out interruptions
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Consider your personal prime time
• Morning?
• Evening?
• Late night?
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Celebrate your success
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Review
• Set goals
• Prioritize
• Organize
• Learn when to say “NO”
• Use your waiting time
• Concentrate on the task at hand
• Consider your personal prime time
• Celebrate success
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PANCH AMRUT
• Step 1 – Define your Role
• Step 2 – Set your Monthly Goal
• Step 3 – Schedule your Weekly Time
• Step 4 – Adopt it Daily - 80/20
• Step 5 – Act on it, Now!
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Time Management

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