This document discusses various techniques for effective time management. It states that time cannot be managed directly, but rather we can manage ourselves and our use of time. Key techniques discussed include prioritizing tasks, avoiding time wasters, scheduling activities strategically, and using tools like to-do lists and activity logs. The document also references the 80/20 rule, noting that 20% of our efforts often account for 80% of results. The overall message is on focusing efforts on the most important and productive tasks.

1. TIME MANGEMENT
S. A . Tabish
01/27/14
1

2. Management Skills
Managing
Communication
Managing Change
Managing Conflict
Managing Time
Managing Stress
Managing Quality
2
01/27/14

3. Manage yourself, not your time
Time
can't be managed, time is
uncontrollable we can only manage
ourselves and our use of time.
Time management is actually self
management. It is interesting that the skills
we need to manage others are the same
skills we need to manage ourselves: the
ability to plan, delegate, organize, direct
and control
3
01/27/14

4. Why time management?
 Time
is a system of references for understanding &
describing the occurrence & sequence of events.
 Time is an important resource.
 So important that unless it is managed, nothing else
can be managed (Drucker).
 Time - the unidirectional process of growth.
 Time management is making optimal use of
available time.
4
01/27/14

5. TIME
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.
- Carl Sandburg
(1878 – 1967)
5
01/27/14

6. Kinds of time
Specialty
time:
those responsibilities
which are
accomplished alone
Managerial time:
time that is shared
with others in a
system (interaction)
6
01/27/14

7. Organizing Your Time
 Time
management –
to get a little
more out of the
time given
 Think quality not
quantity in your
life and strive
for balance, not
obsession.
Key areas:
1. Work
2. Travel
3. Study
4. Partner
5. Children
6. Eating
7. Relaxing
8. Sleep
Achieving Balance
7
01/27/14

8. Time Management techniques
 Personal
commitment to improving
 Deciding what not to do
 Learning to say no
 Recording how time is used
 Planning use of time
 Prime time
 Programming blocks of time for the
effort
8
01/27/14

9. Time management styles
Mono chronic- to do one thing
at a time
 Poly chronic- to do two or
more things simultaneously.
 Using a time inventory.

9
01/27/14

10. Managing time at work
Information
Feedback
Proper
filing
10
01/27/14

11. Priorities
Priority setting and
procrastination
Identify the priorities as
Urgent
Important
11
01/27/14

12. Time Wasters
Identifying your time stealers
 Interruptions - telephone
 Interruptions - personal visitors
 Meetings
 Tasks you should have delegated
 Procrastination and indecision
 Acting with incomplete information
 Dealing with team members
 Crisis management (fire fighting)
 Unclear communication
 Inadequate technical knowledge
 Unclear objectives and priorities
 Lack of planning
 Stress and fatigue
 Inability to say "No"

Desk management and personal disorganization
12
01/27/14

13. Classifying activities
Activities are either:
 Time wasters – visitors, tel. int., unprod.
meetings (has a lower payoff)
 Time consumers (high payoff)
 20% of one’s time involved in time
consumers produce 80% of positive
outcomes & 80% of expended time in
activities that are time wasters result in
20% of positive outcomes (Pareto Prin.)
 The goal: have the least amount of effort
produce the greatest positive outcomes.
13
01/27/14

14. Schedule activities
 Proactive
and important, giving time
and emphasis according to their
importance (the proactive tasks
help achieve results in your key
areas)
 Plan free time slots to fit in reactive
activities.
14
01/27/14

15. Time Management techniques (contd)
 Organizing
the workspace (arrange
environ to make life easier)
 Blocking interruptions
 Managing meetings
 Managing people (delegate)
 Springing the time trap (time wasters
commonly encountered)
 Do not put off till tomorrow
15
01/27/14

16. Strategies to manage your time
 Always
define your objectives as clearly as
possible.
 Analyze your use of time.
 Have a plan.
 Action plan analysis.
Your yearly plan should be reviewed daily and reset
as your achievements are met. Successful people
make lists constantly. It enables them to stay on top
of priorities and enable them to remain flexible to
changing priorities. This should be done for both
personal and business goals.
16
01/27/14

17. Time Management Tools
Costing Your Time: Finding out how much your time is worth
Deciding Work Priorities: Concentrate on the right things
Activity Logs: Checking how you really spend your time
Action Plans: Planning to solve a problem
 Prioritized
To Do Lists: Tackling the right tasks first
Personal Goal Setting: Deciding what your personal priorities
At the heart of time management is an important shift in focus:
 Concentrate on results, not on being busy
 Many people spend their days in a frenzy of activity, but achieve very
little because they are not concentrating on the right things.
17
01/27/14

18. The 80:20 Rule
 This
is neatly summed up in the Pareto
Principle, or the "80:20 Rule". This argues
that typically 80% of unfocussed 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 broad pattern of a small
proportion of activity generating non-scalar
returns recurs so frequently as to be the
norm in many areas.
18
01/27/14

19. Costing Your Time Much Your Time is Worth
Finding Out How
 The
first part of your focus on results should be to
work out how much your time costs. This helps
you to see if you are spending your time
profitably.
 If you work for an organization, calculate how
much you cost it each year. Include your salary,
payroll taxes, the cost of office space you occupy,
equipment and facilities you use, expenses,
administrative support, etc
 Calculating how much your time is worth helps
you to work out how whether it is worth doing
particular jobs.
19
01/27/14

20. Activity Logs - Finding Out How You Really
Spend Your Time
Activity logs help you to analyze how
you actually spend your time. The
first time you use an activity log you
may be shocked to see the amount of
time that you waste! Memory is a
very poor guide when it comes to this
- it is too easy to forget time spent
reading junk mail, talking to
colleagues, making coffee, eating
lunch, etc.
20
01/27/14

21. Estimating Time Accurately
Accurate time estimation is a skill essential to
good project management. It is important
to get time estimates right for two main
reasons:
Time estimates drive the setting of deadlines
for delivery of projects, and hence peoples'
assessments of your reliability
They often determine the pricing of contracts
and hence their profitability
21
01/27/14

22. TIME FOR EVERYTHING

Take time to workIt is the price of success.

Take time to thinkIt is the source of power.

Take time to prayIt is the key to revelation.

Take time to playIt is the secret of youth.

Take time to readIt is the road to happiness.

Take time to dreamIt is the way to the moon.

Take time to serveIt is the purpose of life.
22
01/27/14

23. 23
01/27/14

24. 24
01/27/14

25. 25
01/27/14

26. 26
01/27/14

27. The Bottom-line
Our time on Earth is a gift from God.
What we do with it is our gift to God.
27
01/27/14

28. How long a minute is, depends on
which side of the bathroom door you
are on.
- Zall’s Second Law
THANK YOU
For Your TIME
28
01/27/14