This document provides guidance on basic time management. It discusses how to view time as a finite resource that must be managed intelligently. Various time management techniques are presented, including prioritizing tasks, setting schedules, minimizing time wasters, and developing good time management habits and mindsets. Practical tips include organizing work, setting agendas, planning ahead, and being flexible. The goal of time management is to accomplish more in less time with better results.

1. BASIC TIME
MANAGEMENT
Mary Grace A. del Rosario
Training Facilitator
EDTECH 212
U.P. College of Education
Second Semester 2012-2013

2. YOU SHOULD KNOW THIS…..
“You must work
with time, not
against it.”
(del Rosario: 2006)

3. THINK ABOUT IT AGAIN…..
But knowing is
different from
doing.

4. So why do people still work against
time?
Because according to them, they don’t
have the time to do everything they
need and want to.

5. But why do they seem to not have
the time?
Because they are
not managing their
time according to
what they need and
want to do.

6. “Time must be managed in terms of
people’s individual differences.”
(del Rosario: 2008)

7. “We manage time differently
because of who we are.”
(del Rosario: 2008)

8. “Who we are means we think, act, and
learn differently from each other.”
(del Rosario: 2008)

9. SO WHO ARE YOU?
How would you describe yourself as a
professional?
What do you want in life?
What are your life goals?
How do you manage your time?

10. WHAT IS TIME?
 Time is a finite element of life, much
like life itself.
 Once it’s done, it’s gone for good.
 But paradoxically, “time goes on until
the end of time.”
 It must be managed intelligently.
Source: del Rosario (2008)

11. WHAT IS TIME AGAIN?
 Time is a means to an end.
 It’s a tool used to accomplish just
about everything in life.
 It’s the standard tool for
productivity, effectiveness, and
efficiency especially in the workplace.
Source: del Rosario (2008)

12. THE CONCEPT OF TIME
 Time Zones
 Past
 Present
 Future

13. THE CONCEPT OF TIME
 Time Perspectives
 Reflecting and learning
 Doing and producing
 Predicting and charting
Source: del Rosario (2006)

14. THE CONCEPT OF TIME
Time Orientations
Short-term
Medium-term
Long-term

15. LET’S DO AN EXERCISE…..
How does your typical 24-hour clock
look like? List down your activities
with their corresponding time
allocation.

16. HOW ABOUT ANOTHER ONE…..
Describe to us how you spend your
weekends.

17. YET ANOTHER…..
How much time in a week do you allocate for the
following:
 Personal routines
 Work
 Family
 Household chores
 Fitness and exercise
 Leisure and recreation
 Personal growth
 Spiritual connection
 Rest and sleep

18. MORE EXERCISE…..
List down your time wasters at work.
List down your time savers at work.
Compare the two lists.
What do you notice?

19. TIME WASTERS
 Getting into work late
 Doing other things first
 Interruptions from phone calls
 Interruptions from people
 Lack of essential information
 Breakdown of equipment
 Work took longer than anticipated
 Work crises
Source: Thomson (1998)

20. TIME SAVERS
Clear desk
Plan for the day ahead
Organize others
Be ruthless about meetings
Source: Thomson (1998)

21. WHAT IS TIME MANAGEMENT?
“Refers to techniques
designed to enable
people to get more
done in less time
with better
results.”
(Lussier: 2002)

22. DIMENSIONS OF
TIME MANAGEMENT
Personal – time as a personal asset.
Institutional – time as a business
resource.
Source: del Rosario (2008)

23. MANAGING TIME AS A PROCESS
 Time must be viewed in terms of
processes, not deadlines.
 It is an enabler, not a constraint.
 Time management is a means, not an
end in itself.
 Work with time, not against it.
 Stretch the time yield.
Source: del Rosario (2006)

24. THE JDR LEARNING MODEL OF TIME
MANAGEMENT
Mindset – how you view time, what
you need and want to do, and how
much time you have.
Actions – doing what you thought
about.
Habits – continuous and consistent
practice.
Source: del Rosario (2008)

25. THE TIME MINDSET
It all starts in the mind.
What you think is what you do.
It hinges upon what you think about
time and actually being “aware” or
conscious about its presence.
It’s all in the mind.
Source: del Rosario (2008)

26. THE TIME MINDSET
What’s on your mind right now?

27. PRINCIPLES OF TIME MANAGEMENT
 Make daily lists of activities to be
accomplished.
 Prioritize activities by importance and
urgency.
 Schedule activities according to the
priorities set.
 Know your daily cycle and handling the most
demanding parts of your job during the high
part of your cycle when you are most alert
and productive.
Source: Robbins (1993)

28. MORE EXERCISE…..
What’s your typical work week like?
Use the time log template to
document your typical work week.

29. MORE EXERCISE…..
How do you set priorities at work?
Look back at your time log and answer
the questions on the next slide.

30. SETTING PRIORITIES
Do I need to be personally involved?
Is the task going to affect the
performance of my department?
When is the deadline?
Source: Lussier (2002)

31. HOW ABOUT DOING SOME
DELEGATION…..
Which tasks?
Which subordinates?
Reporting accountability?

32. TIME MANAGEMENT SYSTEM
Elements
Priorities
Objectives
Plans
Schedules
Source: Lussier (2002)

33. PRACTICAL TIPS AND GUIDELINES
Organizing the work including
delegating to subordinates as many
duties as feasible.
Selecting a competent person to sort
out unimportant mail, screen incoming
calls and keep a schedule of
appointments and activities.
Using electronic equipment for letters
and memos.
Source: Megginson, Byrd and Megginson (2003)

34. PRACTICAL TIPS AND GUIDELINES
Adhering to appointment and business
conference times.
Preparing an agenda for meetings,
confining discussion to the items on
the agenda and making follow-up
assignments to specific subordinates.
Source: Megginson, Byrd and Megginson (2003)

35. PRACTICAL TIPS AND GUIDELINES
Plan and organize
Strictly observe deadlines
Don’t procrastinate
Stay fit
Be ready to respond accordingly
Be receptive to change
Go FAR – flexible, agile, and resilient
Source: del Rosario (2008)