Manage time well in order to be more effective at work and at home.

2.  Dave Gotham is a Project Manager in Globus Inc.
, a leading software manufacturer.
 Let us look at what is going on in Dave’s mind on
a typical workday.

3. Oh no! I am late to
office again!

4. So many emails to check! I
don’t even have time left for
morning tea now.

5. Where did I put the file for
the Maxwell Project?
I’ll have to search for it now
and my desk is a mess.

6. Oh no! I still haven’t got the
presentation ready for
today’s client meeting.

7. I’ll have to skip my lunch to
complete the status report
which I need to send to boss.

8. Oh! I forgot I also have to
attend the Parent – Teacher
meeting of my kid today!

9. I think I’ll be late for my
wedding anniversary party in
the evening as I don’t think I’ll
be able to leave office on time.

10. As you can see that Dave is
surrounded by various kinds of
troubles such as that of completing
his tasks, reaching his kid’s school
and even his anniversary party on
time.

11. So what do you think is the
root cause of all of Dave’s
problems?

12. Thus, you can see
that when a
person does not
manage his time
well, he tends to
suffer not only on
the professional
but also on the
personal front.

13. So, it is crucial that whether you
are a student, a working
professional or a homemaker, you
should learn to manage your time
effectively.

14. • What is Time Management?
• Why Time Management?
• Importance of Time Management.
• Elements of Time Management.
• Principles of Time Management.
• Time Management tools.
• Barriers to effective Time Management.
• Tips for Effective Time Management.
• Closing Thought.

15. Time management is the act or process of exercising
conscious control over the amount of time spent on
specific activities, especially to increase efficiency or
productivity.

16. Look at the questions given below and try answering them with a ‘Yes’ or ‘No’.
Do you feel the need to be more organized and/or more productive?
Do you spend your day feeling very busy and yet wondering why you haven't
accomplished much?
Do you wish you had a more than 24-hour day to complete all your tasks?
Do you feel stressed by an ever busy schedule with no time for yourself?
Do you feel you rarely achieve your 100% production capability?

17. If you have answered ‘Yes’ to any of the earlier questions,
then the solution to your dilemma lies in ‘time
management’.

18. Time management is important as it helps to manage your time efficiently. It is
beneficial to every individual as proper time management helps us to:
• Plan effectively.
• Schedule effectively.
• Be self disciplined.
• Prioritize tasks.
• Be efficient.
• Be relaxed and less stressed.
• Be organized
• Have time for ourselves.

19. To realize the value of :
 ONE YEAR, ask a student who failed a grade.
 ONE MONTH, ask a mother who gave birth to a premature baby.
 ONE WEEK, ask the editor of a weekly newspaper.
 ONE DAY, ask a daily wage laborer with kids to feed.
 ONE HOUR, ask the lovers who are waiting to meet.
 ONE MINUTE, ask a person who missed the train.
 ONE SECOND, ask a person who just avoided an accident.
 ONE MILLISECOND, ask the person who won a silver medal in the
Olympics.

20. There are various elements that have to be considered and managed for effective Time
Management. It is important that for you to manage your time well, you should learn be
aware of and use the elements of Time Management diligently. The following are the
various elements of Time Management:
•Being aware of your Time.
•Being aware of your Time Wasters.
•Priorities.
•Self-management.
•Management of your Personal Resources.
•Goal Setting.
•Measures of your Achievement.
•Planning.

21. The following are some of the core principles that you should follow for successful
time management.
 Always have a great clarity of objectives.
 Always work with a focus centered on achieving the set objectives.
 Before beginning your work for the day, make a list of all your activities.
 Set priorities to achieve more in the same day.
 Reserve large blocks of time for important activities.
 Develop a habit of eliminating at least one time waster from your life each week.

22. A. Setting Goals
B. Planning
C. Organizing
D. Delegating
E. Managing Interruptions
F. Scheduling
G. Prioritizing
H. Be realistic in your expectations

23. Setting Goals
• Setting lifetime goals help you to chart your life course and your career path.
• Break up your life time goal in smaller goals.
• Make a daily TO – DO list.
• Revise and update your list on daily basis & judge your performance.

24. For effective planning it is important that you know the difference between
‘Urgent’ and ‘Important’.
Urgent tasks assume importance as they demand immediate attention.
However, you should also bear in mind that important tasks may become urgent
if left undone. Such important tasks when are left undone may usually have a
long term effect.
Planning

25. So, how can you judge or gauge the balance between important versus urgent
tasks?
You should always decide to do the tasks based on the following two
considerations:
• Importance of doing a task
• Effect of not doing a task
One of the best ways to decide between ‘Urgent’ versus ‘Important’ tasks and to
balance between them is to use the ‘Stephen Covey’s Urgent Vs Important
Matrix’.
Planning

26. Time Management - Matrix
Source : Stephen Covey’s
Book “First Things First”

27. Organizing
Organizing is an important component of time management. When you are
better organized, you are better prepared to do your tasks more quickly and
diligently. You do not waste time in searching for and locating misplaced things
or gathering resources at the last minute to do a task.

28. Steps of Organizing
Set Goals
Prioritize
Form Good Habits
The following are the three steps of organizing:

29. Set Goals
Prioritize
Form Good Habits
The following are the three steps of organizing:
Steps of Organizing
Set Goals:
• Organizing begins with setting goals both
short-term and long-term goals.
• Goals should be ‘SMART’
• Always remember that all Goals have a
beginning and an end and to identify these
beginnings and endings is important.

30. Set Goals
Prioritize
Form Good Habits
Steps of Organizing
The following are the three steps of organizing:
Prioritize:
• Put first things first.
• Priority is a ‘must’ to do rather than a ‘want’ to
do.
• Scheduling is an important part of Prioritizing.
Let us look at each in detail.

31. Set Goals
Prioritize
Form Good Habits
Steps of Organizing
The following are the three steps of organizing:
Form Good Habits:
• Never Procrastinate.
• Good habits require self-discipline.
• Keep focus with a journal/day planner.

32. Delegating
Delegation is an important concept when you learn about time management.
Delegating is:
• ‘The act of delegating, or investing with authority to act for another’ or ‘the
distribution of responsibility and authority to others while holding them accountable
for their performance.’
• Hence, delegating means asking someone else to perform a task that is one of your
responsibilities or work that you are being paid to do.
• It is entrusting responsibility and authority to others who then become responsible
to us for their results but we remain accountable to our boss for what our
subordinates do.

33. Delegating
Authority
Responsibility
Accountability
The following are the three elements of
delegation:

34. Authority
Responsibility
Accountability
The following are the three elements of
delegation:
Authority:
Authority can be defined as the power and right
of a person to use and allocate the resources
efficiently, to take decisions and to give orders so
as to achieve the organizational objectives.
Authority must be well- defined. People with
authority should know the scope of their
authority. Authority always flows from top to
bottom.
Delegating

35. Delegating
Authority
Responsibility
Accountability
The following are the three elements of
delegation:
 A superior uses authority to get work done
from his subordinate by clearly explaining what
is expected of him and how he should go about
it.
 Authority should be accompanied with an
equal amount of responsibility.
 Delegating authority to someone else doesn’t
imply escaping from accountability.
 Accountability will still rest with the person
having the utmost authority.

36. Authority
Responsibility
Accountability
The following are the three elements of
delegation:
Responsibility:
• Responsibility is the duty of the person to
complete the task assigned to him.
• A person who is given the responsibility should
ensure that he accomplishes the tasks assigned to
him.
• Responsibility without adequate authority leads
to discontent and dissatisfaction among the
person.
• Responsibility flows from bottom to top.
• The person held responsible for a job is
answerable for it. Let us look at each in detail.
Delegating

37. Authority
Responsibility
Accountability
The following are the three elements of
delegation:
Accountability:
• Accountability means giving explanations for
any variance in the actual performance from the
expectations set.
• Accountability cannot be delegated. Let us look
at each in detail.
Delegating

38. Managing Workspace
Managing Documents
Managing Phone
Managing Drop-in
visitors
The following are some of the methods to manage
various kinds of interruptions :
Managing Interruptions

39. Managing Interruptions
Managing Workspace
Managing Documents
Managing Phone
Managing Drop-in
visitors
The following are some of the methods to manage
various kinds of interruptions :
• De-clutter your desk by clearing it at the
end of each working day
• File documents once they have been used
• Organize a work flow system in your space

40. Managing Interruptions
Managing Workspace
Managing Documents
Managing Phone
Managing Drop-in
visitors
The following are some of the methods to manage
various kinds of interruptions :
• Define what you need to keep and for
how long
• Arrange file materials logically
• Facilitate easy access to materials
• Purge the files on a regular basis

41. Managing Workspace
Managing Documents
Managing Phone
Managing Drop-in
visitors
The following are some of the methods to manage
various kinds of interruptions :
• Create a visual barrier at your workspace
to reduce the ‘drop-in’ visits
• Don’t have extra chairs in your workspace
as people would not hang around long if
they have to stand
• For important work , move to another
space
• Learn to say ‘NO ‘in a polite way
Managing Interruptions

42. Managing Workspace
Managing Documents
Managing Phone
Managing Drop-in
visitors
The following are some of the methods to manage
various kinds of interruptions :
• Batch your outward calls
• Delegate calls that you don’t have to make
personally to one of your team members
• Terminate calls once the business has
been done
• Set up a rotation of team members of
your team for handling incoming calls
Managing Interruptions

43.  Scheduling is the process by which you look at the time available to you and plan
how you will use it to achieve the goals you have identified.
 By using a schedule properly , you can:
• Understand what you can realistically achieve with your time.
• Plan to make the best use of the time available.
• Leave enough time for things you must absolutely do.
• Preserve contingency time to handle ‘the unexpected’.
• Minimize stress by avoiding over commitment to yourself and others.
Scheduling

44. Prioritizing
 The process of deciding which of several options or tasks is important is known as
‘Prioritizing’.
 Few steps to prioritize
• Know your goals.
• Identify activities that help you achieve your goals.
• Decide whether activities need to be done in a particular order.
• Give the highest priority to tasks that are most necessary in achieving your goals and
need to be done first.

45. Mark the priority level for each item on the list of activities that you created.
A = High Priority
B = Medium Priority
C = Low Priority
Remember that priorities can change. You need to re-visit your priority ratings
often.
Prioritizing…(continued)

46. • Make a written list of specific tasks or assignments that you need to do.
• Allot time for these tasks in your schedule. Keep in mind their due dates.
• Assign priority ratings (A, B, or C) and revise as needed.
• Refer to the list often.
• Check off items when completed.
Prioritizing…(continued)

47. Be Realistic in your Expectations
• Examine your schedule.
• Be realistic about what you can accomplish.
• Don’t take too much burden.
• Don’t try to juggle too many things.
• Don’t set yourself up for failure.

48. • Distractions
• Disorganization
• Perfectionism
• Procrastination
• Rigidity
• Overburdening yourself
• Addiction to busyness
• Ineffective scheduling
There are many barriers to effective time management, but they can be overcome. Here
is a list of the most common barriers:

49. Keep a to-do List
 Plan and organize
 Prioritize and put first things first
 Estimate time for tasks

50.  Set clear objectives and deadlines
 Get clear instructions and be focused
 Avoid interruptions and idle chit-chat
 Always keep additional time

51. “We all have time to either spend or waste and it
is our decision what to do with it. But once
passed, it is gone forever.”
-- Bruce Lee
(from “Zen in the Martial Arts”)