Time management Presentation by Papi Reddy

Prepared by Papi Reddy
Objectives
 The learning objectives for the participants:
 To define time management and the key concepts associated with
time management.
 To understand the importance and need for time management.
 To identify main obstacles to effective time management.
 To understand the benefits of effective time management.
 To understand and use a range of tools/techniques to effectively
manage time to enhance productivity.

What is Time?
Time is the point or period at which things occur.
There are two types of time:
 Clock Time: In clock time, there are 60 seconds in a minute, 60 minutes in
an hour, 24 hours in a day and 365 days in a year. In clock time, all time
passes equally. For example: When someone turns 60, he is exactly 60 years
old, no more or no less.
 Real Time: All time is relative in real time. Hence, depending on what you're
doing you would feel that time flies or drags.
“Five minutes waiting for
somebody may feel like 5 hours
whereas five minutes during a
race may fly by like 5 seconds. “

What is Time Management?
“Time Management is the act or
process of planning and exercising
conscious control over the amount of
time spent on specific activities,
especially to increase effectiveness,
efficiency or productivity.”
Managing time effectively so that the right time is
allocated to the right activity.

Time Management: Importance
Try answering the questions given below 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 end up not
accomplishing much?
Do you wish there were more than 24 hours in a day?
Do you feel stressed by the end of the day with no time for
yourself?
Do you feel you rarely achieve your 100% production
capability?

If you have answered ‘Yes’ to any of the
earlier questions, then the solution to
your dilemma lies in Time Management.
Time Management is an effective tool
that anyone can use to achieve more in
the same time than they achieved before.
Time Management is equally efficient for
work related activities as well as for
personal activities.
Time Management is needed by anyone
who performs some task or the other.

Have time for
ourselves
Be Relaxed &
less stressed
Be Organized
Be Efficient
Be Self-disciplined
Prioritize tasks
Schedule efficiently
Plan efficiently
Time management is important as it helps to manage your time
efficiently. It is beneficial to everyone as proper time management helps
us to:

Time Management: Key Aspects
Time management has five main aspects:
1. Planning & Goal Setting
2. Managing Yourself
3. Dealing with Other People
4. Your Time
5. Getting Results
The first 4 all interconnect and
interact to generate the fifth: results

Time Management: Need

Time Management: Pareto Principle
80:20 RULE (THE LAW OF THE VITAL FEW)
80% of unfocussed efforts = 20% desired output
80% of desired output = 20% time managed effort
Use the Pareto Principle to better manage our time and focus on
the things on our task list that really make a difference

Time Management: Barriers
There are several barriers to effective time management. Some
common and important ones are…
 Procrastination
 Poor Delegation
 Lack of Planning
 Wasting Your Peak Time
 Working Without Goals

 Procrastination
 ‘Procrastinate’ comes from the Latin word
for ‘putting off until tomorrow.’
 Intentionally, habitually, and
without good reason, putting off
things that should be done now.
 The world’s number one timewaster.

 Poor Delegation
Entrusting a task to another person.
 Poor delegation arises mainly from
lack of trust.
 Learn how to delegate.
If 80% of the work can be done better by someone
else, then you need to focus on the 20% that you
can do best . Delegate work that can better be done
by someone else to the person who can produce
higher quality results in less time than yourself.

 Lack of Planning
 Failing to Plan = Planning to Fail
 Not prioritizing tasks
 What to do? --- When to do?
“PLANNING IS BRINGING THE FUTURE IN TO THE
PRESENT SO YOU CAN DO SOMETHING ABOUT IT NOW”

 Wasting Peak Performance Time
Peak Time: A time when you’re full of
energy, attitude, and focus.
Not doing the hardest tasks
when you are at peak energy level.
“THINGS WHICH MATTER MOST MUST NEVER BE AT
THE MERCY OF THINGS, WHICH MATTER LEAST”

 Working without Goals
 No Goals = No Priorities
 No Priorities = No Time Management
“SETTING GOALS IS THE FIRST STEP IN TURNING THE
INVISIBLE INTO THE VISIBLE.”
GOALS

Time Management: Benefits
Time
Management
Increased
Productivity
Prevention
of Panic
Work-Life
Balance
Less Stress
Increased
Confidence
Achievement
of Goals
Increased
Efficiency
Greater
Success

Time Management: How To?

TIME
MANAGEMENT
PRIORITIZING
PLANNING
ORGANIZING
DELEGATING
MANAGING
INTERRUPTIONS
SCHEDULING
Crucial Components of Time Management:

PLANNING:
 Know the difference between ‘urgent’ and important’
 Consider the following when making decisions
to do tasks:
 Impact of doing a task
 Effect of not doing a task
One of the best ways to decide between ‘urgent’ and ‘important’ tasks and
to balance them is to use ‘Urgent Vs Important Matrix’ by Stephen Covey.

Urgent Vs Important Matrix
URGENT NOT URGENT
IMPORTANT
1
Strategy: Just do it.
Example: House on fire.
2
Strategy: Schedule it.
Example: Exercise/Vacation
NOTIMPORTANT
3
Strategy: Delegate/Push back.
Example: Someone else's
urgent deadline.
4
Strategy: Don't do it.
Example: Checking social
media

ORGANIZING:
 If you are better organized, you are better prepared to do your tasks more
quickly and diligently.
 Three steps of organizing:
1) Set Goals: short term & long term - SMART –
identify beginnings & endings.
1) Prioritize: first things first – must vs. want to –
schedule.
1) Form Good Habits: Never procrastinate – self discipline – keep focus
with journal/day planner.

DELEGATING:
 Distribution of responsibility and authority to others while holding them
responsible for their performance.
 Three elements of delegation:
1) Authority: superior uses – accompanied by responsibility
2) Responsibility: duty to complete task assigned – flows from bottom to
top – responsible & answerable.
3) Accountability: can’t be delegated – giving explanation for variance
form expectations.

MANAGING INTERRUPTIONS:

MANAGING INTERRUPTIONS:
 Managing Workspace: Clear desk at the end of the day.
 Managing Documents: Arrange files logically –
purge files regularly.
 Managing Drop-in visitors: Create visual barriers –
no extra chairs – learn to say ‘NO’ – move to another
space for important work.
 Managing Phone: Plan your outward call – delegate – terminate calls once
your business is done.

SCHEDULING:
 The process by which you look at the time available
and plan how you will use it to achieve the goals
you have identified.
 Proper scheduling helps to
 Understand what you can realistically achieve with your time.
 Plan to make the best 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.

PRIORITIZING:
 The process of deciding which of several tasks is most important.
 Priorities may change over a period of time, in relation to various
situations.
 Priorities are influenced by your values and goals.
 Set priorities and take charge.

The following questions can be considered when prioritizing any
activities/tasks.
 What am I doing that doesn’t need to be done?
 Can this task be done by someone else?
 Can this task be done more efficiently?
 What are the benefits of doing this activity/task?
 How well does this task fit into my goals?
 Does this task have a deadline?
 How much do I enjoy doing this?
 Have I agreed to do this task?
 Which of my needs will this activity satisfy?
 How much time is needed to complete this task?

Time Management: Tools
There are various tools that can be used for effective time management

Time Management: Tools
 Planners: Use them to effectively plan a day/week/month; note down
important meetings/deadlines; review planner daily for current and
upcoming weeks.
 Calendar: Paper/electronic; record meetings/appointments/due dates; use
when handling multiple responsibilities; include followup dates.
 To-do Lists: Greatly useful in case of multiple tasks; help in keeping track of
and in avoiding forgetting tasks; list down in order of priority with deadlines.
 Activity Logs: Help you keep track of your time and analyze how it is spent;
helps identify wasted time; help to track & eliminate low value or useless
tasks; reduce amount of time spent on breaks.
 Diary: Use it as a journal to list experiences/action plans/techniques to save
time/resources; helps to reflect back on a day and plan for future.

Time Management: Summary
 Have a good planning system and use it.
 Take on realistic goals and schedule accurately.
 Do not over commit.
 Set priorities to distinguish between urgent and important tasks.
 Have some buffer time for any unexpected tasks/activities.
 Control your documents/workspace/phone.
 Do not procrastinate – manage your time today.
 Define and use periods of quality time in your schedule.
 Learn to say ‘NO’ in a professional manner.
 Lean towards and excellence rather than perfectionism.
 Spare time for personal development.

Time management Presentation by Papi Reddy

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