The document provides tips on effective time management. It discusses that time is a limited resource that needs to be managed well. Some key points covered include: 1. Prioritizing tasks based on importance and urgency and allocating time accordingly using a matrix. 2. Creating a weekly schedule that blocks out time for important tasks and activities. 3. Maintaining to-do lists to stay organized and on track with assignments. 4. Common barriers to effective time management like distractions, disorganization, and procrastination. The importance of delegation to free up time is also highlighted.

1. time management
dr. m m bagali
PhD (HRD & OB area) ; PhD (Management)
Assistant Professor of Management & Human Resources,
KLE Institute of Management Studies & Research,
Research Center Incharge, Centre for Advanced Studies in HR and OB,
(A Center for Creating Future People work for you)
sanbag@rediffmail.com
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3. 3can
Can we manage time?
Can we really manage time?
Can we really really manage time?
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4. we
We all have time to either spend or
waste and it is our decision what to do
with it. But once passed, it is gone
forever
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5. we
What can be done at any time is never
done at all, because if you don't take care
of the minutes, for the hours will not take
care of themselves
If we take care of the minutes, the years will take care of
themselves, and your life
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6. we
Time is the coin of your life. It is
the only coin you have, and only
you can determine how it will be
spent. Be careful lest you let
other people spend it for you
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7. we
The secret of a person's
success is discovered in his
daily agenda,which says about
time and how one spends this
for rest of the life
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8. Why we Waste TIME
Poor Attitude towards job
No Agenda
No Personal Plan of Growth
Lack of Clear cut Policies
No Prior Planning
Leaving work half done
No delegating attitude
Unnecessary Prolong Meeting
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9. No organization of person, activity, functioning
Time waster
Worry on trivial matters
Too much work at a time
No priority
Disciplined approach
Unplanned activity
No focus / goals
Unplanned phones calls
No scheduling of assignments 9

10. Clarity of urgent and not urgent work
Start work without planning
No Scheduling / time table
Bogged dawn with one work
Mix work- family work at same place
Handling tooo much duty
Interruptions - telephone
Interruptions - personal visitors
No diplomacy where needed
Ad-hoc interpretations / distractions 10

11. Tasks you should have delegated
Procrastination and indecision
Acting with incomplete information
Crisis management (more fire fighting)
Unclear communication
Inadequate technical knowledge
Unclear objectives and priorities
Lack of planning / planning / planning
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12. Value of TIME
If you are a man of business,
Come to a man of business
Solely for the matter of business
Quickly transact your business
Then go back to your business
Leaving other to attend ones own business
that’s b u s i n e s s
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13. Time is S m a r t
S imple and specific
M easurable
A s if now
R easonable and believable
T imed with time, date, action
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14. a look…..
Things that matter most
must never be at the mercy
of things that matter least
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15. effective time management?
Different ways of doing business / u work
Evaluate how you are using your time
Determine your priorities
Create a weekly schedule
Maintain a to-do list
Eliminate barriers to effective time
management
Sharpen up u decision making
What exactly causes time waste
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16. do it … Tips
Time Budget in Morning
Time Audit in Night
Days Schedule
One thing/ work at a time
Task complete … Start to End
Establish Priority
Prepare for every Work / Job
Delegate / Organize work
Say ….. NO…. If needed
Be Brief and to the point
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17. One thing at a time and that too done well
Form a habit of completing a given a task
Never leave a task unfinished
Cut meetings
If phone, don’t write / if email, don’t phone
A time for everything
Time slots for unplanned activity
Time slots for desperate emergencies
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18. 15-30 minutes for concentration
15-30 for newspaper/journal / general reading
Take break / relax
Office problem not for the home / visa versa
Make lunch break a real break
Away from useless discussion
Schedule a call back period (after lunch is good)
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19. Devote some
T I ME
For Thinking
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20. ?
Commitment
to
Change
habit / routine / behavior
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21. Evaluating your use of time
Make a list of the activities that you spend
time on
Identify how much time the activities
consume
Take note of activities you are keeping up
with versus activities you are falling
behind on
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22. P rio ritiz in g T a s k s
a n d A llo c a tin g T im e
A n u rg e n cy /im p o rta n ce m a p o r m a trix
h e lp s y o u to ca te g o rize , p rio ritize a n d
th e re fo re a llo ca te tim e to ta sk s.
T h e m a p o r m a trix ca te g o rize s ta sk s b y
a sse ssin g :
U rg e n cy (H o w so o n d o e s it n e e d to b e d o n e ?
H o w q u ick ly m u st it b e a d d re sse d ?), a n d
Im p o rta n ce (H o w im p o rta n t is th is issu e to
o u r b u sin e ss? H o w ce n tra l is it to o u r
su cce ss?)
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23. Tips on evaluating your time
Be systematic: Start in the morning and go
through the day when thinking of your activities
Don’t overlook activities like commuting, taking
care of yourself, and relaxing. These activities
may not be work or school related, but they
consume time too
Be realistic. People often fail to allow enough
time for activities.
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24. Priorities
The Task
The Work
The Activity
and The Priorities
and the TIME
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25. Tips on Prioritizing
Know your goals
Identify activities that help you achieve your goals
Decide whether activities need to be done in a
particular order
Give the highest priority to tasks that are most
necessary in achieving your goals and need to
be done first
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26. The M a t h e m a t i c s
Mark the priority level for each item on the list of
activities that you created.
A = High Priority urgent
B = Medium Priority less urgent
C = Low Priority not at all urgent
Remember that priorities can change. You need
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to re-visit your priority ratings often.

27. can we really work this matrix
Urgent/ Imp Not Urgent/ Imp
Crises Recreation
Pressing problems Shopping
Deadline driven work Hotels
Business development Family
Urgent/ N Imp Not Urgent/ N Imp
Some calls Time wasters
Some email Some phone calls
Meetings Some email
Luncheon TV Serials / Movies
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28. A Weekly Schedule Matrix
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29. Sample Scheduling Grid
Mon Tue Wed Thu Fri Sat Sun
9:00
10:00
11:00
12:00
1:00
2:00
3:00
4:00
5:00
6:00
7:00
8:00
9:00
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30. Scheduling Grid Instructions
Block out times on the schedule for each of
your major activities.
Then block out time for activities that you
want to do on a regular basis (examples:
exercising or studying); library, leisure,
dating
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31. Allot ample time for each activity, especially high
priority activities.
Take into account when you are most effective.
Morning people might schedule more activities
early in the day. Night owls might schedule
things later (when you are active)
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32. 32

33. To-Do Lists
Personal
Professional
Home
Office
Market
Relatives
Any E m e r g e n c y ?
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34. Make a written list of specific tasks or
assignments that you need to do.
Plan ahead, taking into account the entire
work.
Allot time for these tasks in your schedule.
Keep in mind their due dates.
Assign priority ratings (A, B, or C) and
revise as needed.
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35. Barriers to Effective
Time Management
Distractions
Disorganization
Perfectionism
Procrastination
Rigidity 35

36. M a n a g in g T a s k s & T im e -
D e le g a t io n : W h a t is it ?
D e le g a t io n in v o lv e s g iv in g s o m e o n e e ls e
t h e r e s p o n s ib ilit y t o p e r f o r m a t a s k t h a t is
a c t u a lly p a r t o f y o u r o w n jo b .
R e a s o n s f o r d e le g a t io n :
C a n h e lp t o c r e a t e t h e t im e n e e d e d f o r o t h e r
v it a l f u n c t io n s .
I t d e v e lo p s t h e s k ills o f e v e r y o n e in t h e t e a m .
E v e r y o n e b e c o m e s m o r e in v o lv e d in h e lp in g
t o a c h ie v e g o a ls .
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37. W h y n o t D e le g a t e ?
T h e r e a s o n s w e m ig h t g iv e f o r n o t d e le g a t in g
in c lu d e :
A s k in g f o r h e lp in d ic a t e s a la c k o f a b ilit y .
N o b o d y e ls e c a n b e t r u s t e d t o d o t h e jo b p r o p e r ly .
S o m e o n e e ls e w ill d o a b e t t e r jo b a n d t a k e t h e c r e d it .
N o b o d y e ls e c a n a c t u a lly h e lp .
F e e l g u ilt y a b o u t t h e a c t o f d e le g a t in g w o r k .
R e lu c t a n t t o r e lin q u is h a n y p a r t o f t h e w o r k b e c a u s e
y o u e n jo y d o in g it .
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38. D e le g a t in g E ffe c t iv e ly -
R e d u c in g t h e R is k s
T o r e d u c e t h e r is k o n e s h o u ld :
S e le c t t h e t a s k s t o b e d e le g a t e d c a r e f u lly ,
and
S e le c t t h e r ig h t p e o p le t o d o t h e m .
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39. Distractions
Tell people when you are busy and cannot be
disturbed
Work in areas where you are less likely to be
disturbed
It is easier to get distracted when you are tired
…. It is up to u to welcome
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40. Disorganization
Keep things that you need in a specific place.
Eliminate clutter
Before starting on a task, make sure that you have
all of the materials or information that you need
Follow your schedule
If u have decided to be disorganized, no one can
help u
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41. Perfectionism
Examine whether your efforts to get the job done
perfectly are really improving things or preventing
you from getting the job done
Think about the cost-benefit ratio of the extra effort
Remember that nothing is perfect
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42. Procrastination
It is easy to put off tasks if they are not due right
away. The trouble is, tasks pile up and you can
run into a time crunch later.
Remember to work ahead whenever possible.
If you can do it today, do it!
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43. Rigidity
It is important to have some flexibility in
your schedule. Allow extra time and avoid
becoming too frustrated if things don’t
work out as planned… just re-evaluate
the plan and make adjustments.
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44. Remember quietly………
Don't say you don't have enough time.
You have exactly the same number of
hours per day that were given to
Michelangelo, Mother Teresa,
Leonardo da Vinci, Albert Einstein,
and Ratan TATA
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45. the how’s
How we spend our days is
how we spend our lives
How we spend our life is
how is spend our T I M E
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46. r e m e m b e r
Don't put off for tomorrow what you
can do today because if you enjoy
it today, you can do it again
tomorrow
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47. don’t wait
don’
if you wait until
wind and the weather are
just right, you will never plant
anything, and never
harvest anything
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48. where do you go from here
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49. thank you all
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