The document discusses time management techniques. It defines time and explains why time management is important for improved performance, productivity, and stress reduction. It provides tips for managing meetings, telephone calls, priorities, and visitors. Some key time wasters are identified like procrastination and poor organization. Overall, the document emphasizes the importance of planning, setting priorities, and using a time log to audit daily time usage in order to become an effective time manager.

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TIME
MANAGEMENT
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2. 2
 What is time ?
 Why time management?
 How to manage time
– Meetings
– Telephoning
– Priorotising etc
Content
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TIME, WHAT IS IT?
It is the passing of life
A resource common to all
It cannot be stored or saved.
It is MONEY
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TIME MANAGEMENT
Techniques designed to
enable one do more in less
time with better results.
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Why Time Management?
 For improved performance
 Improved productivity
 Goal achievement
 Effectiveness
 Efficiency
 Stress reduction.
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FOUR AREAS OF TIME USE
1. BOSS IMPOSED TIME:
 Time consumed by Your boss e.g. Meetings,
assignments etc.
2. SYSTEM IMPOSED TIME
 Activities/requests from other managers,
supervisors, departments etc.
3. SUBORDINATE IMPOSED TIME:
 Difficulties encountered by subordinates on the
job.
 Associated with upward delegation

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4. DISCRETIONARY TIME
 Time devoted to planned assignments
 No demands on time by anyone
 Make effort to increase your discretionary time.
 Minimize time spent on other areas.
 Make effective use of the increased discretionary time.
DIFFICULTIES MAY BE DUE TO:
 Too much time in other areas at the expense of
discretionary time
 Discretionary time is adequate but not effectively utilized.

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SOME COMMON TIME WASTERS/ROBBERS
 Procrastination
 Telephone interruptions
 Lack of priorities, objectives,
deadlines
 Drop-in visitors
 Poorly Managed Meetings
 Improper delegation
 Searching
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MANAGING YOUR TIME
 Plan your time by making a
“to do” list
 Establish priorities for the
various tasks and duties
 Prepare a time budget &
inventory
 Keep a daily time log.
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SETTING PRIORITIES
 Priority A - Must do - critical
items (something you must do or
face serious consequences)
 Priority B - Should do - (of mild
consequence)
 Priority C - Nice to do
 Priority D - Something you can
delegate
 Priority E - Something you can
eliminate
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SETTING PRIORITIES (CONT’D)
IMPORTANCE
Urgency
Low
High
Low High
Do not do it
Ask Someone
to do it
Do it later
Do it now and
do it yourself
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AUDIT YOUR DAY
 WHAT DID YOU DO EVERY
MINUTE?
 WAS THE TIME USED OR
WASTED?
 HOW WILL YOU DEAL WITH IT
THE NEXT DAY?
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CAUSES OF
PROCRASTINATION
Self-doubt
Search for perfection
Excessive socialising
Priority inverter.
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DEALING WITH PROCRASTINATION
Allocate enough time for
complex work
Break work into smaller tasks
If it involves some form of
creativity, do it when you are
at your most energetic time
Use deadlines.
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Meetings
Be consistent with the
purpose of the meeting
Start and end on time
Take minutes
Summarise activities and
review assignments.
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TELEPHONE
 Avoid a lot of personal calls
 Allocate time for making calls
 Plan what you are going to say
 Keep conversation short
 If possible, have someone screen
your calls
 Keep a directory of frequently
called numbers.
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DEALING WITH CLUTTERED DESK
 Handle each paper once
 Apply the “GUTS” technique
– Give it away
– Use it
– Throw it away
– Send it.
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SORT MAILS INTO:
A -Action folder - requires
immediate attention
I -Information
D -Deferred folders - spare
moments/ a break from
concentrating on more
substantial matters.
NB: A clear desk is the foundation for tomorrow’s work.
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CONTROLLING VISITORS
 Do not overdo the open door policy
 Set time limits for visits and stick to them
 Meet visitors outside your door
 Confer while standing
 Set the agenda early in the conversation
 If possible have someone screen your
visitors
 Use your office for business activities and
let others know this.
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Summary of 5S
Separate
items
Items
necessary
Items not
necessary
Items not used but must
keep
Items
sometimes used
Items
frequently used
Items of no value but
costly to dispose
Items of some
value
Items of no value & easily
disposable
STRATIFICATION
Store with identification
Place
farther away
Place near
point of use
Find cheapest
disposal
Sell to best buyer
Dispose of
immediately
REQUIRED ACTION
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ELIMINATING SEARCHING
 CLEAN UP
 TIDY UP
 PROVIDE HOMES
 PROVIDE LABLES
 PROVIDE
ENOUGH
 MONITOR
MOVEMENT
 KEEP RECORDS
 LEAVE
FORWARDING
ADDRESS
 EDUCATE ALL
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SUMMARY
Develop a personal sense of
time
Identify long and short term
goals
Plan each day
Do high priority actions first
Mark appointments, meetings
and deadlines in your diary.
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SUMMARY (Cont’d)
Make the best every time
Organise office work
Manage meetings
Delegate effectively
Manage your health.
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4Ds of time management
 Desire
– An intense, burning desire to
control your time to achieve
maximum effectiveness
 Decision
– Make a clear and firm decision that
you are going to practise good time
management till it becomes a habit.
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4Ds of time management (CONT’D)
Discipline
– Discipline yourself to make it a
lifelong practice
Determination
– Be willing to persist in the midst of
all the difficulties until you become
an effective time manager.
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CRUCIAL ISSUE IN
LONG TERM TIME MANAGEMENT:
“WHAT WILL I LIKE TO BE
REMEMBERED FOR ”

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Anonymous Philosopher
YESTERDAY IS A CANCELLED CHEQUE
TOMORROW IS A PROMISORY NOTE
TODAY IS READY CASH !!!
USE IT !!!
DO IT NOW!!!!!!!!

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JOHN RUSKIN
DO IT NOW!

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THANK YOU

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End of presentation on
TIME MANAGEMENT
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