This document provides guidance on improving time management skills. It notes that many people feel overwhelmed and like they never have enough time. Effective time management involves prioritizing tasks, creating to-do lists, delegating work when possible, establishing processes, and focusing on important goals rather than being reactive. The key is believing one can get more done with existing time by writing goals, breaking them into action items, and scheduling tasks to stay in control of one's life rather than feeling driven by external factors and circumstances.

1. Time Management
for personal Sense of Achievement

2. Common Problem
I am very busy. The second crisis comes in
before the first has finished
I don’t feel I have achieved anything this
year
I don’t have control on my life. Things pile
one on top of the other
I wish I have more than 24 hours per day so
that I can get more things done
The system overloads me with work. There is
no time to breathe

3. Objective
To help you introspect and find
clues to improve your time management
& thereby enhance effectiveness

4. Where are You
20% people feel they are short
of time. They feel so concerned that
they self find answers to Time Mgmt
10% people feel they are short
of time. They realise this and
are keen to get help and see
how they can improve Time Mgmt
70% people feel they are not short
of time. Though they don’t mind
listening to someone. And then
tell him why all that is impractical

5. Balance your life
Family Balance in Life is
important
Recognize each
aspect of life
Health Finance
I am not getting
enough time for
family/personal life
because of Work
80% of day is spent
Work
at work

6. Time management : What is it?
Doing the Right things and not setting
Things right
In control of Life, not driven by
circumstances
Enjoying JOURNEY of life: every day of it,
not waiting for a perfect day in future
Having right balance in wheel of life

7. Time Management
• To get most output within given resources
• To get time for important issues in life
• To feel fairly satisfied , secure & on top of things
• And thereby enjoy stress free life

8. Time Management
The issue is not Awareness but Action
The Action happens when we say
I can’t live with this any more.
I need to find an answer fast

9. Managing your Time
T hings to do list
I dentify Priority
M aking it happen
E valuate deviations

10. Impact of Attitudes
Believe that your area of control is large
Do most of the things because of reason and
not mere indulgence
Believe that improvements are always
possible and at any age
Have doubts rather than objections

11. Written goals
Am I short of time to meet my vision &
mission
It is not enough to have goals in mind. Put
them down on paper
It is an agreement with yourself that you are
aware of goals and will pursue them
Be thankful to the person who reminds you
of your goals

12. Creating TO DO Lists
Your daily list of tasks
Tasks that take you towards your goals
One Sheet a Day
Tasks with defined importance:
 Q1: important and urgent: deadlines, fire
fighting
 Q2: important and not urgent: Planning,
Holidays
 Q3: urgent and not important:
Interruptions, meetings
 Q4: not important and not urgent: junk
mail , time wasters

13. Working with TO DO Lists
Create the list before you start the day
15 minutes of investment will help you
everyday
End of day: Review Status
Status: C – Completed, T – Transferred, A –
Abandoned, I – In progress

14. Sample TO DO
List
Date: 22-Apr-2004
Task Priorit Statu Time
y s needed
Prepare Slides for Q1 C 30 min
PPT
Collect Attendee Q2 I 45 min
info
Add Slides to Q3 T 5 min
network
Update Cases Q1 A 1 hour
Confirm to manager Q1 C 5 min
about tomorrow’s
plan

15. Prioritizing- Scheduling
Look at your big list of To Do
Ask – Is it Important, Is it Urgent, Is it Crisis,
Will it be costly if I delay it
Subsequently schedule the day or the time
Keep some buffers
Be flexible to change but don’t change on
small reasons

16. Analyzing- Planning
Analyze what all affected your schedules
Think how to reduce crises
Involve those who have say in your work, in
your time planning
Keep room for flexibilities

17. Interruptions
Intrusive interruptions: phone call, personal
conversations
Non-intrusive interruptions: e-mail
Have a no-interruption periods:
 Closed door policy
 Phone off the hook
 Use non-intrusive interruptions
 Prioritize and don’t be reactive

18. Crisis Situations
Be proactive not reactive
 Being proactive is highly motivating
Maintain a crisis log
Nothing is worth being reactive
If you are only reactive… someone can
replace you at your job
Prevent crisis by managing important but not
urgent tasks, on time

19. Procrastinatio
n
“… if we wait for the moment when
everything, absolutely everything is ready,
we shall never begin.”
Understand what and why of your
procrastination tendency
Remember last time what was the gain to do
it in time
Create micro action plan
Understand how much time it takes to do a
task
Do not be a last minute decision taker
Gather information for a task in advance.

20. Meetings- Paperwork
Be bold to request absence from the
meetings that are not useful to you
Give feedback & suggestions to improve
effectiveness
Pre-circulate agenda if you are in charge
Don’t accept shoddy preparation for too long
Worth spending time to create filing system-
soft & hard

21. Delegation- Teamwork
Have faith that the other person can do it
Convey expectations, rules & processes
Observe in the beginning. Correct &
encourage
Be keen to help some one & spread
interdependence
Be sure that you are not the weak link of the
chain

22. Processes & Effectiveness
Process is a defined series of steps with
responsibilities & guidelines
Try creating processes to handle repeat
tasks
Make those involved aware of processes
Review processes often to improve efficiency

23. Time Kit
One source for everything
 Goals
 Tasks
 Expenses
 Phone Book
 Ideas/Notes
 Lists: Books to read, Checklists

24. Summary
Believe it is possible to get more out of
existing time
Writing down goals is the first important step
Break down goals to tasks
Understand your ‘most effective time zone’
Create daily TO DO List for next 3 months
Prioritize & schedule tasks
Create processes on most of the tasks
Invest time to train someone & delegate in
steps
Leave the habit of attending to everything
that comes in front

25. Decide to be on top the situation
rather than be part of the mess
Wish you all the Best