This document discusses time management for secretaries. It defines time as a scarce resource that cannot be stored or recalled. Effective time management is about prioritizing tasks and achieving goals. Secretaries need to manage their time to reduce stress, improve productivity, and enhance quality of life. Tools for time management include activity logs, to-do lists, and scheduling. Common time management problems include feeling busy but not achieving goals. Setting priorities based on importance and urgency is key. Procrastination wastes time and should be avoided.

1. CK Consultancy
Time
Management
Learning Partner: Carlina Patuwo

2. Characteristics of Time
 Time is a scarce/limited commodity
 Time cannot be bought or exchanged or What is Time?
rented
 A dimension within
 Un-storable: Time cannot be saved or stored which things change
 It is impossible to increase or decrease time  The medium through
which goals are
 Invariable: The passage of time is constant accomplished
 Irrevocable: Time cannot be recalled  Time can not be
 Universal: Time is equal for all people managed, we can only
manage ourselves
 Indivisible: Time is life  Those who do not
take the time to do
something right, must
make the time to do it
over
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3. What is Time
Management ?
 Time management is about
managing your day effectively
so you can achieve all that you
want to achieve.
 Doing the Right job right
(Effective) and not doing the
job/thing right
(Efficiency/Efficient)
 The more hour people work, the
more time they assume they
have to finish.
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4. Why Secretary
Needs To Manage
Her Time
Because:
 Wasting time causes stress
 Managing time improves
productivity
 Managing time improves your
quality of life
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5. Time
Management
Tools
 Costing Your Time - finding out
how much your time is worth
 Deciding Work Priorities –
making sure you concentrate on
the right things
 Activity Logs – checking how you
really spend your time
 Prioritized To Do Lists - tackling
the right tasks first
 Effective Scheduling – planning
to make the best use of your time
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6. Common Problems
 I am BUSY
 I do not have time
 I am not happy with my life
 I do not feel I have achieved
anything this year
 I do not have control on my life
 I wish I have more than 24 hours per
day, so that I can get more things
done
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7. Time Management Barriers
Identify Time Management
Barriers and Dealing with Time
Wasters
 Efficiency
 Overwhelm
 Interruptions
 Prioritizing
 Setting Limits
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8. Setting The
Priorities
Concentrates on three areas:
 Clarifying what you enjoy,
 Understanding what your
strengths, and weaknesses
are, and
 Working out both what your
job is and what constitutes
excellent performance.
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9. Steven R. Covey Matrix
Urgent – Important Matrix
 Urgent: An activity that you or others feel requires immediate
attention.
 Important: An activity that you find valuable and that contributes
to your mission, values, and high-priority goals.
Urgent Not Urgent
Important
Important
Not
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10. Setting Priorities
+ Urgent
- Important + Important
- Urgent
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11. At the heart of time
management is an important
shift in focus:
Concentrate on Results, NOT on
Being Busy.
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12. Procrastination
 Procrastination is the habit of
postponing an important task or
activity endlessly without any
reason.
 Procrastination leads to
• Wasted Time
• Missed Opportunities
• Poor Performance
• Self-Depreciation
• Increased Stress
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13. Why Do We Really
Procrastinate?
Because ..
 Stress and Anxiety
 Difficulty Concentrating
 Negative Beliefs
 Fear of Failure
 Boring Tasks
 Unrealistic
Expectations/Perfectionism
 Poor Time Management
 Preoccupation with Personal
Problems
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14. Questions?
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15. Thank You & Good Luck
For further information, please don’t hesitate to call:
CK CONSULTANCY
(E) ckconsultancy.training@gmail.com
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