Time Management is the key to success. All of us are short of time, but it is the easiest thing that we regularly waste on unproductive activities. So manage your time and success is bound to be yours. But, can we really manage time, probably 'not'. Instead, we need to manage ourselves or manage our activities.

1. Time Management
By – N.G.Palit
1

2. Problem Of Time
• In today’s fast moving
world, one common
problem faced by all, is
how to squeeze out
some more time.
• It is the problem is of
’Time’, rather lack of
time management. 2

3. Why Time Management?
• To utilise the available
time in optimum
manner to achieve
one’s personal and
professional goals.
3

4. What is TimeManagement?
• It means – ”Applying management
principles which help in maximizing
the value of time by including
productive activities and rejecting
activities which are waste of time or
produce negative results.”
4

5. Time Management
• In the present generation of intense
competition, there is always a
tremendous pressure for optimal
utilization of the most valuable
resource –’Time’
5

6. Time Management
• Time is a unique
resource.
• Once used or misused,
it is gone for ever.
• Yet, it is the easiest
thing to waste, and then
complain about shortage
of time. 6

7. Time Management
• The supply of time is
cruelly restricted, out
of which we have to
spin health, pleasure,
money and respect.
7

8. Time Management
* ” Right and effective
use of time is a matter
of the highest urgency
and the most thrilling
activity.
- Armoly Bannet
8

9. Time Management
• The term ’Time Management’ leads us to
think that we can manage ’time’.
• But, time can’t be managed. Actually,
time management is about applying
techniques to manage yourself (self-
management).
9

10. Remember
• 1. Planning our time is, in fact, planning
our actions.
• 2. We are the creator of our life (time).
• 3. Everyone’s day lasts 24 hours.
• 4. Time has three dimensions:
Past, Present & Future
10

11. Time Management
• The unique feature of
time is that each
and every person has
the same 24 hours a
day, and 365 days in a
year.
11

12. Don’t manage time, manage
activities
• Yes, everybody has the same amount
of time, regardless of who he or she is.
• Therefore, the key question arises:
how best one is making use of the
available time for productive purpose.
12

13. Time Management
• Remember that
Time is Money.
No, it is even more
than Money.
- Ben Franklin (1748)
13

14. Time Bank
• Each morning our Time
bank is credited with
86,400 seconds.
• Whether used or misused
it carries no balance, nor
allows any overdraft.
14

15. Time Management
• It is rightly said that:
”Yesterday is a cancelled cheque,
Tomorrow is a promising note, only
Today is the ready cash, so use it.”
• Therefore, time must be explicitly
managed just like money.
15

16. Relativity Of Time
* Your time is yours alone.
You can expand or
contract it depending
upon the effectiveness of
its use.
• This is called ”The theory
of relativity of Time”.
16

17. Managing Work Activities
• It involves the following:
• Job clarification
• Priority setting
• Planning & Organizing
• Delegation
17

18. Don’t Manage Time, Manage Activities
• Consciously decide how best to
utilize your time on purposeful
activities.
• Don’t waste it on useless works,
commonly known as ’Time Pass’.
18

19. Outline
• Why is Time Management
Important?
• Goals, Priorities, & Planning
• TO DO Lists
• Desks, paperwork,
telephones
• Scheduling yourself
• Delegation
• Meetings
19

20. Why Time Management is
Important
• “The Time
Famine”
• Bad time
management
= stress
20

21. Top Time Wasters
• They are the real ’time
thieves’.
• There are two types of
’Time wasters’:
1. External – caused by
others.
2. Internal – caused by
self. 21

22. Eleminate Time Thieves
22

23. External Time Thieves
• Interruptions by
telephone or mobile
• Drop in visitors
• Visual distractions
23

24. Cutting Things Short
• ” I am in the middle of
something now.”
• Start with - ”I have only
5 minutes”.
• Clock –watching; on the wall
behind them.
• Stand up, stroll to the
door, thank, shake hands.
24

25. Internal Time Thieves
Crisis Management
• One has to resort to
crisis management
mostly when starting
a work without a
proper plan
25

26. Internal Time Thieves
• Too much paper work:
It can be minimized by-
* using telephone
* writing small note
on a slip.
* Preparing reports
using computer 26

27. External Thieves
Open-door Policy
• It is good to have an
open-door policy.
• But, sometimes we also
need to close the door
to concentrate on our
work. 27

28. Internal Thieves
Indecision:
* In management the act
of decision making is
like shooting a flying
duck.
”Even the right decision
is wrong, if it is made
too late”.
28

29. Procrastination
• ”Procrastination
is the thief of
time”.
- Edward Young
29

30. Procrastination
• It is the negative habit of putting things off
for a later time.
• Words like,- ’later’, ’not now’ are the
examples of procrastination.
• ’Do it now’ or else it may even become
obsolete.
• Don’t defer difficult decision. Delay won’t
make them easier.
30

31. Avoiding Procrastination
• Doing things at the last
minute is much more
expensive than just before
the last minute.
• Deadline are really
important:
- ’establish them
yourselves.’ 31

32. Avoid Procrastination
• If you think you can
do it, begin it.
• Begin and the mind
grows heated.
• Begin, and the task
is completed.
32

33. Delegation Is Not Dumping
• Learn to delegate the
routine jobs, keeping
minimum supervision
and control.
* Grant authority with
responsibility
• Remember, you can accomplish a lot
more with other’s help 33

34. Inability to say ’No’
• Don’t say ’Yes’, when
you want to say ’No’
• Learn to say ’No’,
when it is appropriate
34

35. Learn to say ’No’
• ”A ’no’ uttered from the deepest
conviction is better than a ’yes’ merely
uttered to please, or what is worse, to
avoid trouble”.
- Mahatma Gandhi
35

36. Meeting without Agenda
• Decide clear agenda
of the meeting and
allocate time to each
topic.
36

37. Control Time Killers
• Don’t waste time in
’idle chatting’.
• If you take more
time in the bathroom
than usual, then try to
reduce it gradually.
37

38. Writing Time
• Organize your ideas
before writing.
• Decide in advance
how to structure the
content.
38

39. Dealing With Papers
• Handle it only
once.
• Read, and decide
what you want to
do with it
39

40. Dealing With Papers
• Keep desk clear: focus on one thing
at a time.
• Touch each piece of paper only once.
• Touch each piece of e-mail once;
your inbox is not your ’To Do’ list.
• A good file system is essential
40

41. Apply ’GUTS’ Technique
• Give it away
• Use it
• Throw it
• Send it
• Decide what to do with the
incoming and outgoing mails
• Filing
41

42. How To Use Time Better
• Plan for short, medium
and long run
• Keep focus on your
priorities
• Distinguish between
’urgent and important’ work
42

43. How To Use Time Better?
• Equip yourself with effective time
management
• Eliminate obvious ’Time Wasters’.
• Delegate efficiently
• Maintain your ’Time Log’
• Avoid ’monkey- on -the -shoulder’
43

44. Plan Your Activities
• Planning is essential to convert
priorities into actions.
• Remember, ’if you fail to plan, then
you plan to fail.’
• Decide in advance:
- what needs to be done?
- by whom?
- by when? 44

45. Monkey –On-The- Shoulder
45
• Delegate efficiently
• Avoid - ’monkey –
on- the- shoulder’
• Maintain your
’Time Log’

46. Monkey on the shoulder
• Some managers pick up staff’s jobs. They
enjoy and are good at it.
• It can be explained by ’Monkey-on-the-
shoulder’ analogy.
• Once we pick up ’Monkeys’ from
suborinates we accept responsibility for his
problems.
46

47. Monkey- on- the- shoulder
• Sometimes, colleagues also try to pass
on their ’Monkeys’.
• These take our valuable time with no
time left to look after our own ’Monkey’.
• So, be careful and don’t accept other’s
’Monkeys’.
47

48. Monkey –On –The - Shoulder
• Despite busy schedule, you may get sucked
into doing things which your subordinates
are supposed to do.
• Remember, each time you say ’yes’ to these
requests, you collect another ’monkey’
(someone else’s problem)
• These ’monkeys’ eat into your valuable
time. 48

49. How To Handle These Monkeys?
* Deal with them immediadely.
* Never say ’leave it with me’.
* Don’t allow them to become
too many.
* Feed them once or twice, then put pthe
monkey back on their shoulders.
• Whatever you do, keep the monkey off
your shoulder.
49

50. Putting Things In Writing
• Write it down, don’t try
to remember.
* Always carry a pocket
diary or a jotting pad
• Start making notes of
appointments, ideas, events & goals
• Soon, you will become more organized.
50

51. Use Wasted Time
• Try to make good use of
the ’waiting time’
• Think, what you can do:
- When you commute in a
train or bus.
- Time you spend ’on hold’
on telephone’, etc
51

52. Set & Achieve Goals
• Set strong goals & decide:
- What to do?
- When?
- What are the deadlines?
• Decide the task to be done,
in order of importance
• Reject unimportant time wasters
52

53. Priority Setting
53

54. Guide To Priority Setting
• Quadrant -1 – Do it now. Do it yourself
• Quadrant -2 - Do it later
• Quadrant -3 - Ask someone else to do
• Quadrant -4 - Don’t do it.
54

55. Do It Now
• Stop keeping things pending, so,
’do it now’
• Remember, every ’done’ job is a
small goal achievement, which
motivates you to achieve further.
55

56. PARETO’S (80: 20 : RULE)
• 20% of what you do,
produces
80% of the results.
• But, 80% of your time
spent, brings only 20%
effects.
56

57. TIPS
• So, select 3 or 4 targets which will
give you high payoff and concentrate
your efforts only on these.
• The essence of ’Time Management’
is to prioritize.
• Time management permits us to work
smarter not harder. 57

58. Telephone
• Keep calls short
• Start by announcing
goals for the call
• Have something in view
that you’re waiting to get
to next
58

59. The Balancing Act
“Work expands so as
to fill the time
available for its
completion”
Parkinson’s Law
59

60. 60
Meetings
• Average executive: > 40% of time.
• Prepare & follow an agenda
• Think for 1 minute : an efficient way
to keep track of decisions made in a
meeting: who is responsible for what
by when?

61. Summing Up
• 1. Plan: Start the day by making a ’to-do’
list.
• 2. Prioritise: Select the task according to
their importance & urgency.
• 3. Get rid of excess baggage: Learn to say
’No’
• 4. Delegate: You can not be omnipresent.
So, delegate some work. 61

62. Summing Up
• 5. Organise: Maintain a reference folder,
where important things can be easily
found
• 6. Act: Don’t procastrinate. Just do what
needs to be done.
• 7. Respect your time: Do’t allow your
professional life gatecrash into your
personal space, and vice versa. 62

63. Your future is what you make it
To Day!
• ” The best thing about
the future is that it
only comes one day
at a time”.--
Abraham Lincoln
63

64. Make the Best Use Of Today
* ”The only
preparation for
tomorrow, is the
right use of
TODAY
64

65. Time Management Benefits
• Remember special
events.
• Have advance
preparation time.
• Have more focus
and less stress.
65

66. Even More Benefits
• Work smarter,
not harder.
• Open up free time
for family, friends,
and fun.
• Enjoy peace of
mind. 66

67. Closing Thought
• ” A journey of a thousand miles
must begin with a single step.”
- Lao- Tzu
67

68. THANK YOU
- N.G.Palit
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