Time management is important for improved productivity, performance, profitability, and reduced stress. Key aspects of time management include planning, goal setting, managing yourself and others, managing your time, and getting results. Time is a precious commodity that cannot be stored and must be managed effectively. Essential habits include knowing where time is spent, keeping focused on results, prioritizing tasks, delegating routine work, and continuously applying good habits. Planning is crucial to avoiding crises and failing to plan is planning to fail. The spent time matrix identifies activities as important/urgent, important/not urgent, not important/urgent, and not important/not urgent.

1. Introduction
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2. Time Management & The Organization
 Improved productivity through improved use of time by the
personnel
 Better performance in terms of on time delivery to customers
 Increased profitability through better use of the human and
non-human resources
 Improved planning and control of business
 Better alignment of activities by incorporating a time bound
system for co-ordination of tasks.
 Reduction of stress
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3. Introduction
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What is Time
Management?
Time as a
Commodity
Essential Habits
Types of Time
Over & Under
Estimation of Time

4. What is Time Management?
 Time management has five main aspects:
 Planning & Goal Setting
 Managing Yourself
 Dealing with Other People
 Your Time
 Getting Results
 The first 4 all interconnect and interact to generate
the fifth - results
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5. Time as a Commodity
 Time is the most precious thing we have
 Time is ultimately the most valuable resource
 Time and how we spend it within the
organization must be managed effectively
 Time is totally perishable
 Time cannot be stored up for use later
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6. Essential Habits
 Essential habits for good time management are:
 Know where the hours are going
 Keep focused on the end result
 Work to defined priorities
 Schedule time for important issues
 Delegate routine tasks and responsibility for them
 Confront your own indecision and delay
 Take the stress out of work
 Keep applying the essential habits!
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7. Types of Time
 Time can be categorized into two types:
 Fast time
 when absorbed in, or enjoying an activity
 Slow time
 when bored with an activity or having a bad time
 when scared
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8. Over- & Under-estimating Time
 Time for tasks or activities can be over- or under-estimated
due to
 Intensity of activity
 Level of brain function
 Length of gaps between enjoyments
 Fear or ecstasy
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9. Effects of Estimating Time Incorrectly
 Under-estimation of time
 Stress due to committing to too many tasks
 Poor quality output
 Deadlines may be missed
 Over-estimation of time
 Stress due to people pressing to have activities completed
 Poor quality output
 Deadlines set may not match requirements
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10. Time Management
Principles
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11. Time Management Principles
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Time Management Principles
Spent Time Matrix
Quadrant 2
Time-Based
Management

12. Time Management
 Covey identified 4 waves in time management
 1 Notes and Checklists
 Recognition of the demands on energy & time
 2 Calendars and appointment books
 Scheduling with some focus on the future
 3 Prioritization
 Comparison of the relative worth of activities
 4 Self management
 Realization that time cannot be managed - it is ourselves that we
have to manage!
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The Seven Habits of Highly Effective People: Covey,1989

13. Spent Time Matrix
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Q1
Q3
Q2
Q4
Crises
Deadlines
Prevention
Relationship Building
Planning
Recreation
Interruptions
Some Meetings
Popular Activities
Pleasant Activities
Busy Work
Time Wasters
Trivia
Urgent Not Urgent
Important
Not
Important

14. Quadrant 1
 Being in Quadrant 1 brings
 Stress
 Burnout
 Crises management
 Firefighting
 Focus on the immediate
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15. Quadrant 3
 Being in Quadrant 3 brings
 Short term focus
 Crises management
 Low value on goals
 Feeling of victimization / lack of control
 Shallow relationships
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16. Quadrants 3 & 4
 Cycling between Quadrants 3 & 4 brings:
 Total irresponsibility
 High dependency on others for basics
 Short career path in the organization
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17. Quadrant 2
 Being in Quadrant 2 brings:
 Vision
 Perspective
 Balance
 Discipline
 Control
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The Seven Habits of Highly Effective People: Covey,1989

18. Saying No and Quadrant 2
 To stay within Quadrant 2, there is a
requirement that you must say no:
 In a professional manner
 When items are associated with Quadrant 3 or
Quadrant 4 activities
 Not important not urgent
 Not important but urgent
 Will not deliver competitive advantage
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19. Characteristics of a Quadrant 2 Person
 There are six basic criteria to allow a person to function in Quadrant 2:
 Coherence
 Balance
 Focus
 An ability to get on with people
 Flexibility
 Portability
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20. Focus on Time & Resources
 For effective management of time there needs to be a reasonable attempt
made to look at the time and resources required to complete a task:
 The quality of the outcome is directly influenced by the resources and time
constraints involved
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Quality
Time
Resources

21. Analysis of Goals & Objectives
 By setting goals that relate to business
performance and conform to SMART criteria
the organization will improve productivity:
 S -- specific and well defined objectives
 M -- measurable outputs and inputs
 A -- achievable in terms of resources available
and expectations
 R -- relevant to the overall business strategy
 T -- time bound with an operational schedule
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22. Time-based Management
 Need to look at
 Is the allotted time for completion of plans
realistic for the person / team?
 In the effort to achieve results, is efficient use
made of the available time?
 For teams - how can the time available be used
to generate the optimal results?
 Is task-related time management appropriate
and realistic in the situation?
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23. Prioritization
 The main aim of prioritization is to avoid a crisis
 To do this then you must
Schedule your Priorities
as opposed to
Prioritizing your Schedule
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24. Prioritization Grid
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Importance
Urgency
Priority 1
Priority 2
Priority 3
Priority 4

25. Anticipating & Preventing Crises
 The most effective way to anticipate and prevent crises is to:
 Set deadlines and stick with them
 Use interim targets and milestones to break the task or project
into manageable chunks
 Build the schedule so that it is realistic
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26. Planning
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27. Planning in Time Management
RULE No. 1
Failing to Plan
is Planning to Fail
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28. What is a Plan?
A plan is a road map set in
real time to reach an
objective or set of
objectives through the
use of defined resources
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29. Tips & Techniques
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Time Logs
Quality Time
Managing Documents
Managing Interruptions
Managing Workspace
Managing your Phone

30. Summary
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31. Summary
 Have a great planning system and use it
 Take on realistic goals an schedule accurately
 Do not over-commit
 Set and agree priorities to distinguish between urgent and important
tasks
 Build in some flexibility to cope with anything unexpected
 Control your documents, workspace and phone
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32. Summary
 Don’t procrastinate – Manage Your Time Today
 Define and use periods of quality time in your schedule
 Learn to say No in a professional manner
 Stay away from perfectionism and aim for excellence
 Build in time for personal development
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33. QUESTIONS?
TIME IS MONEY…..THANK YOU
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