This document provides steps and strategies for effective time management. It begins with establishing a long term vision through goal setting and prioritization techniques. This includes using Maslow's hierarchy of needs, Locke's goal setting theory, treasure mapping, and backward goal setting. Next, it discusses prioritizing tasks using the pickle jar theory, Pareto's principle, and Eisenhower matrix. It then covers scheduling, delegation, improving concentration, being organized, and avoiding procrastination. The overall message is that with proper planning, prioritization, and focus, one can manage their limited time more effectively.

2. Road to Success
Prepared By
Manu Melwin Joy
Assistant Professor
Ilahia School of Management Studies
Kerala, India.
Phone – 9744551114
Mail – manu_melwinjoy@yahoo.com
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3. 1001 Skills
MMJ’s Management Skills Archive

4. Importance
• Time management is
life management.
• Time is limited.
• Time is irreversible.

5. Steps to effective time management
1. Long term vision.
2. Prioritization.
3. Scheduling.
4. Delegation.
5. Improve concentration.
6. Being well organized.
7. Avoid Procrastination
8. Reduce Interruptions.
9. Efficient Meetings.
10. Effective communication.
11. Avoid perfectionism
12. Be assertive.

6. Long term vision
• Compass and clock – Efficiency and
effectiveness.
• Maslow’s need hierarchy.
• Locke’s goal setting theory.
• Treasure mapping.
• Chunking.
• Backward goal setting.

7. Maslow’s need hierarchy

8. Locke’s goal setting theory
• In 1990, Dr Edwin Locke and Latham published
their seminal work, "A Theory of Goal Setting
and Task Performance." The five characteristics
of successful goal setting are
– Clarity. (SMART) (Specific, Time bound)
– Challenge. (SMART) (Realistic and relevant)
– Commitment. (SMART) ( Agreed).
– Feedback. (SMART) (measurable).
– Task complexity (SMART) (Attainable)

9. Treasure mapping
• Clarify your SMART goals
– long term goals.
– Mid term goals.
– Short term Goals.
• Use visualization to remind these goals.

10. Backward goal setting
• Write down your ultimate goal.
• Ask yourself what milestone you need to
accomplish just before that, in order to achieve
your ultimate goal.
• What do you need to complete before that
second-to-last goal?
• What do you need to do to make sure the
previous goal is reached?
• Continue to work back, in the same way, until you
identify the very first milestone that you need to
accomplish.

11. Chunking
• Eating the elephant.
• Break It Down.
• Henry Ford, credited with
designing the first production
line, once maintained,
“Nothing is particularly hard if
you divide it into small jobs.”

12. Prioritization
• Pickle jar theory.
• Pareto’s principle.
• Eisenhower Matrix.

13. Pickle Jar theory
• Big rocks.
• Small rocks.
• Pebbles.
• Sand.
• Water.

14. Pareto’s Principle

16. Eisenhower Matrix
Managing time effectively, and achieving the
things that you want to achieve, means
spending your time on things that are
important and not just urgent.
– Important activities have an outcome that leads
to the achievement of your goals.
– Urgent activities demand immediate attention,
and are often associated with the achievement of
someone else's goals.

17. 1. Crisis management,
Deadline driven
producers.
2. Planning, Prevention,
learning, exercise,
relationships.
3. Day dreaming,
procrastination, TV.
4. Phone calls, visitors,
small talks.

18. Scheduling
Scheduling is the process by
which you look at the time
available to you, and plan
how you will use it to achieve
the goals you have identified

19. Scheduling
• Activity logs.
• To do list.
– ABCDE Method.
– Leak proof Clustering.
• Not to do list.
• False deadline strategy – Parkinson’s Law.

20. Activity logs
• Activity Logs are useful tools for analysing how
you use your time.
• To keep an Activity Log, set up the following
column headers:
– Date/Time.
– Activity description.
– How I feel.
– Duration.
– Value (high, medium, low, none).

21. To do list
• To-Do Lists are prioritized
lists of all the tasks that
you need to carry out.
• By keeping a To-Do List,
you make sure that your
tasks are written down all
in one place so you don't
forget anything important.
• Think on paper.

22. ABCDE Method
1. A – Must do.
2. B – Should do.
3. C- Nice to do.
4. D – Delegate.
5. E - Eliminate

23. Leak proof Clustering
• The activity of organizing and assembling a group
of tasks that have something in common.
• For example, tasks might be grouped together
because they’re all small, requiring little time
and/or effort.
• Gathering together documents that need to be
photocopied and copying them all at the same
time is an example of clustering. So is returning
all phone calls
• during the same hour or researching several
topics at the same time.

24. Not to do list
• Author Michael LeBoeuf offers a fascinating
idea to create a “not-to-do” list which includes
– All low-priority items.
– To be delegated.
– Minimal consequence.

25. Parkinson’s law
• Work expands so as
to fill the time
available for its
completion.
• False deadline
strategy.

26. Delegation
• Myths about delegation.
• One minute manager.
• Situational leadership model.
• Direction of delegation.

27. Five myths of delegation
• I must do it myself to shield the company from
mistakes.
• It’s quicker to do it myself.
• I’d prefer to retain tasks I enjoy.
• If I delegate, I’ll lose touch with the details,
and with my current contacts.
• Nothing less than my level of perfection will
suffice.

28. One minute manager
• One minute goals.
– Teach the Task.
– Demonstrate the Steps Yourself.
– Elicit Questions as You Go.
– Let Learners Demo and Play Back
• One minute praising.
– Don’t Interrupt to Correct Errors
• One minute reprimands.
– Set Mutual Checkpoints.
– Create Standard Tracking Methods.
– Provide Access as Needed.
– Assign and Announce Authority

29. Situational leadership
by
Hersey and Blanchard

30. Direction of delegation

31. Improve concentration
• Chronos and Kairos.
• Tips to improve concentration.
• Avoid multitasking.
• Flow model.

32. Tips to improve concentration.
• Find your prime time.
• Environment
– Make sure that you're comfortable .
– Shut out distractions as much as possible.
• Nutrition.
– Drink water.
– Eat breakfast.
• Take short breaks.
• Switch between high- and low-attention tasks

33. Avoid multitasking
• Multitasking can actually
result in us wasting around
20-40 percent of our time.
• Multitasking lower the
quality of our work.
• Multitasking increases our
stress levels.

34. Flow model
In flow means being
completely involved in an
activity for its own sake.
– Having a clear understanding of
what you want to achieve.
– Being able to concentrate for a
sustained period of time.
– Losing the feeling of
consciousness of one's self.
– Finding that time passes quickly.
– Being completely absorbed in the
activity itself.

35. Being well organized
• 5 S systems.
• Art of filing
– 43 folder method.

36. 5 S

37. Art of filing
• Avoid saving unnecessary documents .
• Follow a consistent method for naming your files
and folders.
– Organize documents by dates.
• Store related documents together, whatever their
type
• Separate ongoing work from completed work
• Avoid overfilling folders.
• Make digital copies of paper documents with a
scanner
• Use tickle files – 43 folder.

38. Thank you
Prepared By
Manu Melwin Joy
Assistant Professor
Ilahia School of Management Studies
Kerala, India.
Phone – 9744551114
Mail – manu_melwinjoy@yahoo.com