This document discusses time management. It begins by defining time management and explaining its benefits. It then covers various time management techniques and tools that have evolved over several generations, including calendars, organizers, and computers. A key concept discussed is the 80/20 rule, which states that 20% of efforts produce 80% of results. The document also differentiates between urgent and important tasks and provides a time management matrix to help prioritize tasks. It offers tips for activities like goal setting, prioritization, scheduling, tracking time usage, and eliminating time wasters. Meeting management best practices are also outlined.

1. Presented by:
Saurabh Pansari
Article Assistant
Kalani & Company

2. IntroductionIntroduction
 Act or process of planning.Act or process of planning.
 Exercising conscious control over amount of timeExercising conscious control over amount of time
spent on specific activitiesspent on specific activities
 Increases efficiency, effectiveness or productivityIncreases efficiency, effectiveness or productivity
 Helps in achieving highest walks of life.Helps in achieving highest walks of life.

3. ““Compass, Not the Clock”Compass, Not the Clock”
 Given ByGiven By Dr. Stephen CoveyDr. Stephen Covey
 Focuses onFocuses on life’s direction v/s getting worriedlife’s direction v/s getting worried
about the clockabout the clock or specific minutes each activityor specific minutes each activity
is taking.is taking.

4. Evolution of Time ManagementEvolution of Time Management
 First Generation:First Generation:- Focus on Reminder- Focus on Reminder
 Second Generation:Second Generation:- Calendars and Appointment- Calendars and Appointment
booksbooks
 Third GenerationThird Generation:- Personal Organizers, Computers:- Personal Organizers, Computers
and PDA based Systemsand PDA based Systems
 Fourth GenerationFourth Generation:- Using any of the above tools.:- Using any of the above tools.

5. The 80:20 RuleThe 80:20 Rule
 Popularly known asPopularly known as “Pareto“Pareto
Principle”Principle”
 Concentrate on Results, notConcentrate on Results, not
on Being Busy.on Being Busy.
 20% of efforts produce 80%20% of efforts produce 80%
of the results.of the results.
 It ensures time and energyIt ensures time and energy
to be focused on highto be focused on high
payoff skills.payoff skills.

6. Difference Between Urgent andDifference Between Urgent and
ImportantImportant
 Important Activities leads toImportant Activities leads to achievement of yourachievement of your
goals.goals.
 Urgent activities demandUrgent activities demand immediate actionimmediate action and areand are
associated with the achievement of someone else’sassociated with the achievement of someone else’s
goals.goals.

7. Time Management MatrixTime Management Matrix
 Being Effective and Efficient.Being Effective and Efficient.
 Managing Time Effectively to achieve the thingsManaging Time Effectively to achieve the things
you want to achieve.you want to achieve.
 Spending your time on important things and notSpending your time on important things and not
just urgent.just urgent.

8. Time Management ProcessTime Management Process
 Activity LogsActivity Logs
 Goal SettingGoal Setting
 PrioritisationPrioritisation
 Specific SchedulingSpecific Scheduling

9. Activity LogActivity Log
Day
Serial No. Activity Time Taken Value (High,
Medium, Low)
 Helps you to understand how you spend your time.
 Eliminates time wasters.
 Follow this periodically through out the day.
 Note how you feel, whether alert, flat, energetic etc.

10. ABC AnalysisABC Analysis
 AA:- Tasks that are urgent and important.:- Tasks that are urgent and important.
 B:-B:- Tasks that are important but not urgent.Tasks that are important but not urgent.
 C:-C:- Tasks that are neither urgent nor important.Tasks that are neither urgent nor important.

11. Time Management TipsTime Management Tips
 Learn to Say ‘Learn to Say ‘NO’NO’
 Organise your workOrganise your work
spacespace
 Work through othersWork through others
 Keep a LogKeep a Log
 Manage DistractionsManage Distractions
 Stop ProcrastinationStop Procrastination
 Use Waiting TimeUse Waiting Time

12. Time WastersTime Wasters
 Telephonic InterruptionTelephonic Interruption
 Inefficient DelegationInefficient Delegation
 Extended Lunch/ BreaksExtended Lunch/ Breaks
 Cluttered WorkspaceCluttered Workspace
 Poorly run meetingPoorly run meeting
 Socialising on the jobSocialising on the job

13. Meeting ManagementMeeting Management
The meeting has to have:The meeting has to have:
PP –– PurposePurpose
o Define a purpose of meeting in one or twoDefine a purpose of meeting in one or two
sentences at the mostsentences at the most
AA – Agenda– Agenda
o List the items you are going to review/ discuss/List the items you are going to review/ discuss/
inspectinspect
TT – Time Frame– Time Frame
o Set duration for each item in the agendaSet duration for each item in the agenda

14. Further ReadingFurther Reading
 Put First Things FirstPut First Things First
 The Seven habits of highly effective peopleThe Seven habits of highly effective people
 The 80-20 PrincipleThe 80-20 Principle
 Where Do Time Fly?Where Do Time Fly?