This document discusses time management strategies for effective teaching. It begins by outlining common time management challenges like feeling overwhelmed and not having a work-life balance. It then discusses categorizing tasks into the four domains of life: spiritual, physical, mental and social, and the importance of balance across these domains to avoid addiction to any one. Poor time management can lead to imbalance, stress and other issues. The document emphasizes managing time effectively to achieve goals and find peace and productivity. It provides strategies like distinguishing between important and urgent tasks, prioritizing important tasks, and using the Eisenhower matrix to categorize tasks into quadrants based on their urgency and importance.

1. 1
In the Name of Allah the Most Beneficent and Merciful

2. MANAGING TIME
FOR EFFECTIVE TEACHING
By
Cdr M Arshad Mubarak PN
Director BITT

3. What challenges do you
face in managing Time?

4. Problem # 1
There’s so much to do and there’s never
enough time. I feel pressured and
hassled all day, every day, seven days a
week. I’ve attended time management
seminars and I’ve tried half a dozen
different planning strategies. They have
helped somewhat, but I still don’t feel I’m
living the happy productive and peaceful
life I want to live.

5. Problem # 2
I’ve set and met my career goals and
I’m having tremendous professional
success. But at the cost of my
personal and family life. I don’t know
my wife/husband and children any
more. I’m not even sure I know myself
and what’s really important to me.

6. A Big Question…!!!
 If so, then what is the reason we
feel unsatisfied, unfulfilled,
incomplete, frustrated, being
wasted….and what not..!!

7. The Problem
 More things to do in a limited time
 Need to set our Priorities
 Lack of Balance in our life
 Curing symptoms instead of cause
 Focusing on ‘Urgent’ tasks rather than
‘Important’
 Time Wasters

8. The Four Domains of Life
Spiritual
Physical
Social
Mental

9. Domain’s Addiction (Janoon)
Physical

10. Spiritual
Domain’s Addiction (Janoon)

11. Mental
Domain’s Addiction (Janoon)

12. Social
Domain’s Addiction (Janoon)

13. Spiritual
Physical
Social
Mental
Balance… The Real Satisfaction

14. Activity
List down the tasks you have
performed today pertaining to
each domain of your life.

15. Consequences for Addictions
of each Domain of Life
 Imbalance in life
 Broken relationships
 Health problems
 Wastage of time
 Stress
 Lack of knowledge
 Anxiety
 Depression

16. Balance
 Balance in life
 Balance between all ‘First Things’
 Can success in one field
compensate for failure in other?
 Can success in profession
compensate for a broken marriage,
ruined health ?

17. Balance
 “I think the world today is upside-down.
It is suffering so much because there is
so little love in the home and in family
life. We have no time for our children.
We have no time for each other. There
is no time to enjoy each other, and the
lack of love causes so much suffering
and unhappiness in the world.”
(Mother Teresa)

19. Significance of Time

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What is time to you????
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)

22. 22
 Time is a unique resource that cannot be
rented, hired or bought
 The supply of time is totally inelastic
 There is no price for it
 Time is totally perishable/consumable
 It cannot be stored
 There is no substitute for time
 Everything requires time to accomplish
 All work takes place in time and uses up time
What is Time ?

23. 23
Why Managing the Time?
 To increase its availability
 To achieve targets/deadlines
 To have peace of mind.
 To be more effective.
 To bring peace, productivity and happiness.

24. 24
Myths of Time Management
 By doing it yourself, tasks are achieved faster
and better.
 Most executives are overworked.
 The ‘open door’ policy improves the
manager’s effectiveness in dealing with his
team.
 No one has enough time.
 Time flies.
 Time is against us.

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Enemies of Time
 People without goals.
 People without a lot to do.
 Interrupters.
 People who call you and then put you on hold.
 Cars that spend a lot of time being repaired.
 Anyone who does not cherish the value of
time.
 Fueling of cars
 Others?

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Symptoms of Poor Time Management
 Never having time to do the really
important work.
 Devoting too much time to the ‘urgent’
rather than the ‘important’.
 Frequently staying late at the office.
 Taking file work at home.
 Rarely having time to keep up to date
with paperwork.
Cont---

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Symptoms of Poor Time Management
 Doing the work of others.
 Attending too many meetings.
 Having difficulty in saying ‘No’.
 Letting others dictate how you use your
time.
 Frequently feeling stressed, anxious and
time pressured.
 Rarely completing work on time.

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Where DOES the Time Go?
It goes where YOU want it to go!

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What is Time Management?
 Time Management means the efficient
use of our resources, including time,
in such a way that we are effective in
achieving long term goals.
 It is a continuous, ongoing process of
analyzing, planning, reanalyzing and
re-planning.
(Jack D. Ferner)

30. Why Time Management…??
Time Management = Stress Management
=

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80% of unfocussed effort generates only
20% of results. The remaining 80% of
results are achieved with only 20% of the
focused effort.
Pareto Principle
The 80 : 20 Rule

32. 32
Please write down the Meaning of
the words ‘Important’ and ‘Urgent’

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1. Top priority work which produces best results
2. Most urgent
3. Essential
4. Something which should be taken seriously without
specifying time
5. Anything that matters most to me
6. Which cannot be ignored
7. Something which has an impact
8. Highlighted
9. Something critical, if not done will have
consequences
10. Which needs to be done or recognized at any cost
11. Something that results in high value
12. Needs to be done immediately
Important

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1. Most important at that moment
2. Something to be implemented immediately
3. Something for which timely action is
required
4. To be settled immediately
5. Something which has immediate impact
6. Top priority
7. To be done immediately to remain on track
Urgent

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Important:
Anything that takes us towards our ‘desired
destination’ and adds value to our life is
called important.
Unimportant:
Anything that doesn’t take us towards or
takes us away from our ‘desired destination’
and does not add any value to our life is
called Unimportant or Not Important.
Definition of Important

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“Urgent is defined as anything which
if not done in the present, most
probably cannot be done later if you
are alive and able.”
Definition of Urgent

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Urgency vs Importance
 Urgent matters are usually Visible
◦ They insist actions
◦ We react to urgent matters
◦ They require immediate attention
 Important matters have to do with Results
◦ They contribute to our mission, high priority
goals
◦ They are usually invisible

38. Important Urgent
Time Management Matrix
Eisenhower Grid
Option-1
Option-2
Option-3
Option-4

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Two steps for determining whether an
activity is urgent or not:
 Clearly define the activity in unambiguous terms:
For example, there is a difference between:
 ‘answering calls’ and ‘answering a particular call’
 ‘watching cars passing by’ and ‘watching a particular
car coming from the opposite side of the road’
 ‘going to sales’ or ‘going to a particular sale which is
ending today’
 Once the activity is defined, ask a question in the
passive voice:
 ‘If this activity is not done now, can this activity be
most probably done later if I am alive and able?’
 If the answer is no, then this activity is urgent
otherwise not urgent.

41. The Time Quadrant System
Urgent Not UrgentNotImportantImportant
Q1
Important
Urgent
Q3
Not Important
Urgent
Q2
Important
Not Urgent
Q4
Not Important
Not Urgent

42. S.
No.
Activity Urgent Important Quadrants
1 Sleeping
2 Watching a live cricket match
3 Gossip
4 Exercise
5 Seeing a particular car coming from the
opposite side while driving from one city
to another on a divided highway
6 Seeking forgiveness from your spouse
7 Preparing a lecture
8 Going to a sale which is ending today
9 Seeking forgiveness from God
10 Replying to an SMS for a special package
X Q2
Q1/ Q3
X Q4
X Q2
X Q3
X Q2
X Q2
/ X Q1 / Q3
X Q2
/ X
X
X X Q4

43. Urgent Not Urgent
NotImportantImportant
Q 1
Q 3
Q 2
Q 4
General checking of emails
P

44. Urgent Not Urgent
NotImportantImportant
Q 1
Q 3
Q 2
Q 4
Checking an email from a colleague who sent a request
that has to be responded within two hours
P

45. Urgent Not Urgent
NotImportantImportant
Q 1
Q 3
Q 2
Q 4
Responding to an email till 3 pm to get a deal on
mobile phone that I do not need
P

46. Urgent Not Urgent
NotImportantImportant
Q 1
Q 3
Q 2
Q 4
Responding to junk emails
P

47. Urgent Not Urgent
NotImportantImportant
Q 1
Q 3
Q 2
Q 4
P
Eating healthy food

48. Urgent Not Urgent
NotImportantImportant
Q 1
Q 3
Q 2
Q 4
P
Refreshment in break

49. “ It is not only important to know,
What is IMPORTANT to you ?
But
It is also important to know,
What is NOT IMPORTANT to you?”

50. “If something is not urgent, it means
it is not necessary to do it now!”
Misconception

51. Time Management Matrix
Q-1
Crisis
Pressing problems
Deadline-driven projects
Q-2
Prevention
Relationship building
Recognizing new
opportunities
Planning, recreation
Q-3
Interruptions, some calls
Some mail, some reports
Some reading
Popular activities
Q-4
Remaining Busy ,
Some mails,
Some phone calls,
Gossips, Time wasters
Urgent Not Urgent
ImportantNotImportant

52. 52
Quadrant -1
 Both Urgent and Important
 Deals with significant results that need
our immediate attention
 Crisis management
 Shallow or broken relationships
 May consume many people to become
crisis managers.
 May neglect other quadrants.
 Focus on Q-I makes it bigger and bigger
 Internal and External Q-1s

53. 53
Quadrant -3
 Urgent but not Important
 Short term focus
 Crisis management
 React to urgent assuming them
important
 Think they are in Q-1
 Shallow or broken relationships

54. 54
Quadrant -4
 Not Urgent, Not Important
 Total irresponsibility if overdone
 Dependent on others for basics.
 An escape zone
 Professional as well as relationship loss
 Fired from job

55. Quadrant - 4
“It's not so important how busy you
are, but why you are busy. The bee is
praised. The mosquito is swatted.”
(Mary O'Connor)

56. 56
Quadrant -2
 Things that are Important but not Urgent
 Heart of self-management
 Building relationships, planning,
preventive maintenance, preparation
 Recognizing new opportunities
 Recreation
 Prevention rather than prioritizing crisis

57. Group Activity
List down activities of your
job related to each quadrant.

58. Urgent Not Urgent
NotImportantImportant
Q 1
Just Do it!
Q 3
Prevent it!
Q 2
Focus on it!
Q 4
Drop it!
Responding to Qs
If faced by two
Q1’s choose the
lesser evil.
Don’t postpone
for too long
Through strategic
planning.
Stay out

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Handling Q3 Situations
F I L T E R
Disturbance

60. Urgent Not Urgent
Not
ImportantImportant
Q 1 Q 2
Q 3 Q 4

61. “The degree of success of a person is
directly proportional to the number of
hours he / she puts in Q2 activities in a
day.”

63. Choice of Effective People
 Effective people stay out of Q-4
because the unimportant things which
are also not urgent can be ignored.
 Effective people shrink Q-1 and Q-3
down to size by spending more time in
Q-2

64. Urgent Not Urgent
Not
ImportantImportant
Q 1 Q 2
Q 3 Q 4
Choice of Effective People

65. Internal Q-1s
Q-1 situations arise because:
 We have ignored a Q2
activity.
 We have delayed a Q2
activity.

66. A report is due on June 25th which
will take 2 days to complete.
June 12th
June 15th
June 18th
June 22nd
June 23rd
June 25th
Q2 Zone
Q1 Zone
Q2
Q2
Q2
Q2
Q1

67. Disinterest
Eustress
Stress
June 12th
June 15th
June 18th
June 23rd
June 25th
June 13th

71. Hakeem Saeed

77. Its not only you…!!
Q-1
20 – 25%
25 – 30%
Q-2
65 – 80%
15%
Q-3
15%
50 – 60%
Q-4
Less than 1%
2-3%
Urgent Not UrgentImportantNotImportant
Effective People -
Ineffective People -

78. Looking in the Mirror
Look into the mirror every morning and ask
yourself,
“If today were the last day of my life, would I want to
do what I am about to do today.”
If the answer is ‘NO’, you need to change
something.

79. And the Last Thing..!!!
No person on his deathbed wishes
he had spent more time at the
office!