All about Time Management

2. TIME
MANAGEMENT
STRATEGIES
Presented By: -
Bigyan Sapkota

3. 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.
Finding a time management strategy that works best for you depends on your
personality, ability to self-motivate and level of self-discipline.

4. Why Do We Need Time Management Strategies ?
 To save time
 To reduce stress
 To function effectively
 To increase our work output
 To have more control on our daily work schedule
“The Bad News Is Time Flies.
The Good News Is You Are The Pilot”

5. Time Management Strategies
Diagram Showing Key Strategies for Time Management

6. TIME MANAGEMENT STRATEGIES ARE DESCRIBED AHEAD

7. Prioritized To-Do List
 Write down all the tasks you need to complete
 Break large tasks into their component elements
 Allocate priorities from A (very important, or very urgent) to E
(unimportant, or not at all urgent)
 You need to differentiate between urgency and importance
 Rewrite the list in priority order
 Take action immediately and finish them one by one
 This helps you to focus on the important jobs first

8. Urgent versus Important
 Important activities have an outcome that leads to the achievement of your goals
 Urgent activities demand immediate attention, and are usually associated with the
achievement of someone else’s goals, or with an uncomfortable problem or situation
that needs to be resolved

9. Planning
 Write down appointments, classes, and meetings on a chronological log book or
chart
 First thing in the morning, check what's ahead for the day
 If you fail to plan, you plan to fail and you will waste a lot of precious time while
failing
“Action without planning is the cause of every failure .”

10. Goal Setting
 To avoid the pitfalls of confusion and lack of motivation, you have to
clarify what you want to achieve
 SMART goal setting guidelines :
 Specific - Have you clearly defined your goal?
 Measurable - How do you know if you are making progress?
 Achievable - Is your goal really achievable? Be ambitious but honest.
 Rewarding - Is your goal something you are willing to make sacrifices
for?
 Timely - Is your goal achievable in a meaningful timeframe?
 Write your goals down and be familiar with them

11. 80:20 Rule
 Pareto’s Principle:
 80% of results are achieved with only 20% of the effort
 Focus your time and energy on the high impact tasks to achieve the
greatest benefit possible
 If you have achieved your expected outcome and done what needs
to be done, then you may not need to do 80% of the task
 Otherwise break the task down again working out the 20% that will
bring the best results
20%
80%

12. Get organized
 Time is saved if you prepare your work environment and equipment beforehand
 Tidy your desk, make sure your chair is in the correct position and you have all the
information you need close at hand
 Having your appointments, tasks and key notes in one place
 Helps you find information faster and also helps prevent stress

13. Procrastination
 What is procrastination?
 Putting off things that we should be doing
 Avoid high priority, challenging tasks
 Seek comfort in doing tasks you know you're capable of
completing
 Causes of procrastination:
 Have doubt on your skills or resources
 Do not know where to begin
 Waiting for “right time” or “right mood”
 Underestimate the difficulty of the task
 Perfectionism

14.  Recognize that you are procrastinating
 Work out why you are procrastinating
 Ways to overcome:
 Find a small part of the task you can do right now
 Identify the emotion associated with doing it
 Finish an incomplete
 Delete it and move on
 Face your fears and the risks head-on
Overcome Procrastination

15. Utilize Time Gaps
 Time gaps are intervals of time free of activities
 E.g. gaps between classes, between meetings, in a queue, waiting in your car
 Discover where you are likely to experience small, wasted gaps of
time
 Utilize them to finish tasks that can fit in
 Examples of utilizing them effectively:
 Make calls while waiting
 Read up something
 Prepare for the upcoming activities

16. Avoid Multi-tasking
Recent psychological studies have shown that multi-tasking does not actually save
time. In fact, the opposite is often true. You lose time when switching from one
task to another, resulting in a loss of productivity. Routine multi-tasking may lead
to difficulty in concentrating and maintaining focus when needed.

17. Learn to say NO
 Do not say yes when you don't have the time, motivation, interest or skills to do the
task
 Say “no” to tasks that have little impact on your targets
 Prevent stress
 Avoid overworking

18. Thanks For your Time

19. REFERENCES
http://www.mindtools.com
http://www.time-management-central.net
http://www.time-management-guide.com
http://www.jettask.com/Blog
http://www.managementhelp.org
http://www.studygs.net
http://www.slideshare.net/Alimollabagher/time-management-presented-by-ali-mollabagher
http://www.alice.org/Randy/timetalk.htm