Technics to develop time management awareness skills

1. TIME MANAGEMENT
BY ELIZABETH IBARRA, MBA
HUMAN RESOURCES DEPARTMENT

2. AGENDA
 DefiningTime Management
 Steven Covey’sTime Management Grid
 FiveTM Strategies:
 TrackingTime –Time Awareness
 Setting Priorities
 Removing Clutter
 Using PlanningTools
 SchedulingYourTime
 Tips for Efficiency
 Open Door Discussion

3. TIME MANAGEMENT
TIME MANAGEMENT (TM) DEFINITION: Time
management refers to a range of skills, tools, and
techniques used to manage events in your life in relation
to time.Time management is really a misnomer. We
don’t really manage time – we manage ourselves
and our life events in relation to time.
WHY DOWE NEEDTM?
▪ To save time
▪ Reduce stress
▪ Increase productivity
▪ Take control over responsibilities

4. Stephen R. Covey was an
American educator, author,
businessman, and keynote speaker.
His most popular book is The 7
Habits of Highly Effective
People.
For additional information please
access the following link:
https://www.franklincovey.com/the
-7-habits.html

5. COVEY’S TIME
MANAGEMENT GRID
Quadrant I is for the immediate
and important deadlines
Quadrant II is for long-term
strategizing and development
Quadrant III is for time
pressured distractions. They are
not really important, but
someone wants it now.
Quadrant IV is for those
activities that are often used for
taking a break from time
pressured and important
activities.

6. COVEY’S TIME
MANAGEMENT GRID
The Covey time management grid is
an effective method of organizing your
priorities. It differentiates between
activities that are important and those
that are urgent.
• Important activities have an
outcome that leads to the
achievement of your goals, whether
these are professional or personal.
• Urgent activities demand immediate
attention, and are often associated
with the achievement of someone
else's goals.
Inevitably, there is a tendency to
focus on things that are urgent –
and often the urgent things are
also important.

7. TIME MANAGEMENT STRATEGIES
Strategy 1: BeTime-Aware –You cannot manage
time well without being aware of how long things take
and how you are using your time. Improve your time
management skills by understanding how you use your
time.
Resources:
Time Management FreeWorksheets:
Smartsheet: https://www.smartsheet.com/free-time-
management-templates
Time Management Software:
Toggl: https://toggl.com
MyHours: https://myhours.com

8. TIME MANAGEMENT STRATEGIES
Strategy 1I: Setting Priorities – The key to
prioritization is determining the most important thing
to do to reach your goals. Managing your time
effectively requires an understanding of the distinction
between what is important and what is urgent.
 Identify urgent vs. important
 Assess value
 Be flexible and adaptable
 Maintain focus
Resources:
Prioritization Software:
Monday: www.Monday.com/prioritization/tool

9. TIME MANAGEMENT STRATEGIES
Strategy III: Removing the Clutter and Getting
Organized – Time management experts say that we
spend about 7 hours per week just looking for things
or being distracted by clutter (Missouri Business
Development Program, 2009).Whenever you feel
overwhelmed by too many things to do and too little
time in which to do them, sit down, take a deep breath,
and list all those tasks you need to accomplish.
There are three basic options for handling information:
 Act on it
 Delegate it
 Eliminate it

10. TIME MANAGEMENT STRATEGIES
Strategy 1V: Using PlanningTools – Keeping a reliable,
easy-to-use record of upcoming events, meetings, and
appointments is crucial for time management.There are many
types of planning tools available, so find one that you enjoy
using. Many of us feel a great sense of accomplishment when
we can cross an item off our list. Some helpful points when
using a “to do” list are:
 Check your list every day, usually at the beginning of the
day.
 Cross off items immediately upon completion.
 At the end of the day, remember to transfer incomplete
items.
 Assign priority rankings to items.(A,B,C, etc.)
 Combine related tasks whenever feasible.

11. TIME MANAGEMENT STRATEGIES
Types of Planning: Strategic,Tactical,
Operational and Contingency Planning
Study.com (Offers free video, quiz and course):
https://study.com/academy/lesson/types-of-planning-
strategic-tactical-operational-contingency-
planning.html
Time Management Software:
Workfront: www.wokfront.com
Wrike: www.wrike.com

12. TIME MANAGEMENT STRATEGIES
StrategyV: Removing the Clutter and Getting
Organized – “There is always enough time for the
important things. The busiest people are able to find time for
what they want to do, not because they have any more time
than others but because they think in terms of ‘making’ time
by careful scheduling.” Alan Lakein, time management expert
The 80:20 Rule – This is neatly summed up in the
Pareto Principle, or the '80:20 Rule.’ This rule argues that
typically 80% of effort generates only 20% of results.The
remaining 80% of results are achieved with only 20% of
the effort.While the ratio is not always 80:20, this pattern
recurs so frequently as to be the norm in many areas.
Pareto Principle:
https://en.wikipedia.org/wiki/Pareto_principle

13. TIPS FOR EFFICIENCY
ManageYour Energy NotYourTime:
Organizations are demanding ever-higher performance
from their workforces. People are trying to comply, but
the usual method--putting in longer hours--has backfired.
They're getting exhausted, disengaged, and sick.And
they're defecting to healthier job environments.
Longer days at the office don't work because time is a
limited resource. But personal energy is renewable, say
Schwartz and McCarthy. By fostering deceptively simple
rituals that help employees regularly replenish their
energy, organizations build workers' physical, emotional,
and mental resilience. These rituals include taking brief
breaks at specific intervals, expressing appreciation to
others, reducing interruptions, and spending more time on
activities people do best and enjoy most. – HBR Article by
Tony Schwartz, and Catherine McCarthy

14. TIPS FOR EFFICIENCY
Avoid Multitasking: According to extensive research, the actual act of
switching between two things actually takes longer mentally. Our brain
assigns rules to how we do something and switching between tasks means
closing one set of rules and opening another.
1. Interruptions – a ringing phone, the chime of an instant message –
makes it difficult to come back to the original task at hand.
2. Multitasking often results in busywork—doing a lot, but
accomplishing nothing.Whether in the office or in the classroom
multitasking creates a drop in efficiency.
3. Consider Single-Tasking

15. TIPS FOR EFFICIENCY
3 Steps to Single-Tasking
Your brain was wired for deep and innovative thinking, but that's impossible to achieve if you're trying to make it go in two
or more directions at once. It takes a concerted effort to leave the chaotic addiction of multitasking behind, but the benefits
are immediate and immense. It will increase your creativity, energy and focus. Here are a few tips to get you started:
 Give your brain some down time.You will be more productive if, several times a day, you step away from mentally
challenging tasks for three to five minutes. Get some fresh air. Taking a break will help make room for your next inspired
idea because a halt in constant thinking slows the mind's rhythms to allow more innovative "aha" moments.
 Focus deeply, without distraction. Silence your phone, turn off your email and try to perform just one task at a
time.Think it's impossible to break away? Start with 15-minute intervals and work your way up to longer time periods.
Giving your full attention to the project at hand will increase accuracy, innovation and speed.
 Make a to-do list. Then identify your top two priorities for the day and make sure they are accomplished above all
else. Giving the most important tasks your brain's prime time will make you feel more productive. Or, as Boone Pickens
said, "When you are hunting elephants, don't get distracted chasing rabbits.“ – Forbes. Link:
https://www.forbes.com/sites/nextavenue/2013/05/08/why-single-tasking-makes-you-smarter/#967c3b850636

16. TIPS FOR EFFICIENCY
Multi-tasking versus Single-Tasking

17. CONCLUSION
Time Management is essentially the ability to
organize and plan the time spent on activities in a day.
The result of good time management is increased
effectiveness and productivity. It is a key aspect of
project management and involves skills such as
planning, setting goals and prioritizing for a better
performance.
Time is very important in our lives and plays a
significant role. Our whole life revolves around time.
We should respect the time and also understand the
value of time because the time gone is never going
to come back. It's better to follow and respect time
instead of regretting afterward.

18. OPEN FLOOR
DISCUSSION