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Wong Yew Yip
yewyip@gmail.com
Designed & Developed by : Wong Yew Yip 27 June 2021
What is Time?
1. It is an economic resource
2. It cannot be expanded or contracted
3. It is irrecoverable and irreplaceable
4. It is expensive and precious
5. It is highly perishable
6. Its flow is one way and irreversible
7. It is quantifiable (seconds, minutes,
hours, days, weeks, months, years)
8. All processes that we manage are time
processes
Designed & Developed by : Wong Yew Yip 27 June 2021
What is Time Management?
“Time Management
requires you to plan
and organize in such a
way, that you
accomplish your most
important goals as
quickly as possible”
~ Brian Tracy
Designed & Developed by : Wong Yew Yip 27 June 2021
6 Terrific Truths about Time
Nobody can manage time
But you can manage those things that take up your time
1
Time is expensive
80% of our time is spent on things/people that only bring us 20% results
2
Time is perishable
It cannot be saved for later use
3
Time is measurable
It is not how much time you have; it is how much you use
4
Time is irreplaceable
We never make back time once it is gone
5
Time is a priority
You have enough time for anything if it ranks high in your priorities
6
Designed & Developed by : Wong Yew Yip 27 June 2021
 How to set priorities
 How to allocate time
 How to effectively use it
 How to get the best of
the given time
4 Objectives of Time Management
Designed & Developed by : Wong Yew Yip 27 June 2021
Good Time Managers
 Plan for the unplanned
 Follow a schedule that can
adapt to changes
 Get the important things done
 Are productive
 Can juggle several activities
 Have short and long term goals
in mind
 May keep a daily, weekly and
monthly schedule
Designed & Developed by : Wong Yew Yip 27 June 2021
4 Generations of Time Management
1G
2G
3G
4G
Designed & Developed by : Wong Yew Yip 27 June 2021
❖ Based on reminders
❖ Attempt to keep track of
things you do with your time
❖ Simple notes and checklists
❖ Carry lists with you and refer
to them in order to remember
❖ Incomplete tasks put on
tomorrow’s list
Notes and Checklists
1G
Designed & Developed by : Wong Yew Yip 27 June 2021
STRENGTHS
 Flexible
 Responsive to people
 Not over-structured
 Less stress
 Tracks to-do’s
WEAKNESSES
 No real structure
 Things fall through
cracks
 Commitments suffer
 Little accomplished
 Crisis to crisis
 First things - things
right in front of you
Notes and Checklists
1G
Designed & Developed by : Wong Yew Yip 27 June 2021
Planning and Preparation
2G
❖ Calendars and appointment
books
❖ Efficiency in goal setting and
planning ahead
❖ Make appointments, write
down commitments, identify
deadlines
❖ May keep information on
computer or network
Designed & Developed by : Wong Yew Yip 27 June 2021
Planning and Preparation
2G
STRENGTHS
 Tracks commitments and
appointments
 More accomplished
through planning and goal
setting
 More effective meetings
and presentations due to
preparation
WEAKNESSES
 Puts schedule over
people
 Accomplish more of what
you want - not necessarily
what is needed or fulfilling
 Independent thinking -
see people as means or
barriers
 First things- those that
are on the schedule
Designed & Developed by : Wong Yew Yip 27 June 2021
Planning, Prioritizing and Controlling
3G
❖ Spend time clarifying values
and priorities
❖ Set long, medium and short-
term goals to attain values,
prioritizes on a daily basis
❖ Use wide variety of planners
and organizers, with detailed
forms for daily planning
❖ Get more done in less time -
but still feels frustrated
Designed & Developed by : Wong Yew Yip 27 June 2021
Planning, Prioritizing and Controlling
3G
STRENGTHS
 Assumes responsibility for
results
 Connects with values
 Taps into the power of
long, medium, and short-
term goals
 Translates values into
goals and actions
 Gives structure and order
to life
WEAKNESSES
 Can lead to false sense
of control, pride
 Power of vision untapped
 Can lead to guilt,
imbalance of roles
 Less
flexibility/spontaneity
 First things set by
urgency and values
Designed & Developed by : Wong Yew Yip 27 June 2021
Relationships and Results
4G
❖ Puts people ahead of
schedules, compasses
ahead of clocks
❖ Uses the best of Generations
1, 2, and 3
❖ You want to lead a life of
meaning and contribution,
with balance
Designed & Developed by : Wong Yew Yip 27 June 2021
Relationships and Results
4G
The 4th generation mindset is that:
 I will value relationships over
results
 I will always be open in the flow
of my life to change direction on
any given day when a greater
priority comes into my life
 The use of time is based on
core values and is not driven by
efficiency but effectiveness
Designed & Developed by : Wong Yew Yip 27 June 2021
The Bank Account of Life
 There is a bank that gives
you a cash cheque each
morning with RM86,400
 At the end of day,
whatever part of the
balance you failed to use
during the day will be
taken back
How would you use the RM86,400?
Designed & Developed by : Wong Yew Yip 27 June 2021
The Bank Account of Life
 Each of us is given such a “cash
cheque” everyday
 Its name is TIME
 Every morning, it gives you 86,400
seconds
 Every night it writes off, as lost, whatever
you have failed to use to good purpose
 It carries over no balance
 It allows no overdraft
Designed & Developed by : Wong Yew Yip 27 June 2021
The Bank Account of Life
 If you fail to use the day’s
“money”, the loss is yours
 There is no drawing against
the “tomorrow”
 Invest it so as to get from it
the utmost in health,
happiness and success!
 The clock is running
 Make full use today -
86,400 seconds!
Designed & Developed by : Wong Yew Yip 27 June 2021
To realize the value of ONE YEAR….
ask a student who failed a grade
To realize the value of ONE MONTH…..
ask a mother who gave birth to a
premature baby
To realize the value of ONE WEEK……
ask the editor of a weekly newspaper
To realize the value of ONE HOUR……
ask the lovers who are waiting to meet
The Value of Time
Designed & Developed by : Wong Yew Yip 27 June 2021
To realize the value of ONE MINUTE…..
ask a person who missed the train
To realize the value of ONE SECOND….
ask a person who just avoided an accident
To realize the value of ONE MILLISECOND…..
ask the person who won silver medal in the
Olympics
The Value of Time
Designed & Developed by : Wong Yew Yip 27 June 2021
8 Time Management Myths
Personal organization involves breaking old habits and forming
new, effective ones
It is a state of mind as opposed to a state of the office
Some people are more organized using a 555 notepad than
others using a RM300 organizer
1 You need a “Personal Organizer” or other time
management system to get organized
Effective time management actually refers to getting done
fewer things of greater importance
We cannot do everything we want to do, or do all things that
there are to do
We have to prioritize and focus to be more effective
2 Time management involves getting more done in less
time
Designed & Developed by : Wong Yew Yip 27 June 2021
8 Time Management Myths
“To-do” lists do nothing - they simply remind us that they are
not done yet
Scheduling time in your planner to work on the tasks helps to
get them done
“To-do” lists are just intentions; scheduled time is commitment
3 “To-do” lists help to get things done
We cannot manage time, save it or control it - Time ticks away
We are given 24 hours of time each day to use as we like
We can use it wisely or we can waste it and at the end of day,
it is gone
4 We can manage time
Designed & Developed by : Wong Yew Yip 27 June 2021
8 Time Management Myths
We should have one planner, period
Since we are only one person with one life, one planner will do
Both business and personal activities should be scheduled in
the same planner so business activities do not take
precedence over personal or family activities
5 We should have one planner for the office and a
separate planner for the home
It may be more efficient but it is not effective
It is more effective to break large projects into smaller chunks
and work on them for a brief period each day
Working on priorities involves frequent sprints not occasional
marathons
6 It is more efficient to stick to one task until it is
completed
Designed & Developed by : Wong Yew Yip 27 June 2021
8 Time Management Myths
These are not time wasters, they are time obligations, they
come with the job
The biggest time wasters are self-imposed - procrastination,
making mental notes, searching for things, perfectionism
Being effective is managing ourselves, not blaming others
7 The biggest time wasters include telephone
interruptions, visitors, meetings and rush jobs
Time is more than money, it is life
You can always get more but you can never get more time
It is an irreplaceable resource
When time is gone, its is gone
8 Time is money
Designed & Developed by : Wong Yew Yip 27 June 2021
Common Time Wasters
• Cluttered desk
• Lack of delegation
• Lack of discipline
• Unnecessary socializing
• Indecision
• Inability to say “No” to
others
• Lack of goals and priorities
• Procrastination
INTERNAL TIME WASTERS
• Telephone interruptions
• Drop-in visitors
• Some meetings
• Management by crisis
• Unclear responsibility and
authority
• Incomplete information
• Red tape
EXTERNAL TIME WASTERS
10 WORST TIME WASTERS AT WORK
Culprit No. 1 - Instant Messaging
Useful intra-office tool but productivity’s worst enemy - work related
discussion quickly degenerates into a gossip session
Culprit No. 2 - Over Reliance on emails
A lot of time is wasted on back and forth emails that would be more
easily resolved as a verbal conversation
Culprit No. 3 - Meandering Meetings
Poorly run meetings can be a colossal waste of time.
Culprit No. 4 - Short Gaps between Meetings
Those 15-30 minute gaps between meetings, nothing can ever be
accomplished in that time
Culprit No. 5 - Reacting to Interruptions
Reacting to emails, SMS and phone calls takes you away from the
task at hand
10 WORST TIME WASTERS AT WORK
Culprit No. 6 - Ineffective Multi-Tasking
Many think they’re great at multi-tasking but there’s a limit to how
many things you can do at once without slowing down the process
Culprit No. 7 - Disorganized Workplace
If it’s messy, you’ll end up wasting a lot of time looking for things
Culprit No. 8 - Personal Communications
Chatting with friends or responding to personal emails e.g.
Facebook, SMS, Skype, Twitter
Culprit No. 9 - Web Surfing Breaks
It’s just too easy to get sucked in when there’s endless information
at your fingertips
Culprit No. 10 - Coffee/Chat Breaks
Frequent coffee and chat breaks reduce your productivity as you
will not get into the groove of your work
Designed & Developed by : Wong Yew Yip 27 June 2021
50 Practical Time Savers
Write things down
1
Think before acting
6
Prioritize your to-do list
2
Continuously improve
yourself
7
Plan your week
3 Think about what you
are giving up to do
your regular activities
8
Carry your notebook
4
Learn to say no
5
Identify bad habits
10
Use a time
management system
9
Designed & Developed by : Wong Yew Yip 27 June 2021
50 Practical Time Savers
Don’t do other’s work
11
Use “productive
procrastination”
16
Keep a goal journal
12
Ask questions
17
Don’t be a perfectionist
13
Apply 80:20 rule
18
Beware of “filler” tasks
14
Avoid “efficiency traps”
15
Use your energy
cycles
20
Avoid attempting to do
too much
19
Designed & Developed by : Wong Yew Yip 27 June 2021
50 Practical Time Savers
Avoid saving too much
stuff in your files
21
Avoid wishful thinking
26
Urgent vs Important
tasks
22
Don’t over schedule
27
Make time for
important projects
23
Learn to do group
tasks
28
Clean your desk
24
Learn to relax
25
Don’t file an item that
still requires action
30
Don’t automate emails
29
Designed & Developed by : Wong Yew Yip 27 June 2021
50 Practical Time Savers
Balance your time
31
Learn to speed read
36
Weekly planning
routine
32
Back up your work
37
Practice easy-reach
filing
33
Schedule according to
your energy
38
File folders and labels
34
Record your favorite
shows
35
Sort your stuff, toss out
those you don’t need
40
Give each item a
“home”
39
Designed & Developed by : Wong Yew Yip 27 June 2021
50 Practical Time Savers
Make a checklist for
repeat tasks
41
Just begin
46
Take baby steps to
time management
42
Organize your
workspace
47
Write in a journal
43
Get active
48
Plan goals in small
steps
44
Find a role model
45
Have fun
50
Get enough sleep
49
Designed & Developed by : Wong Yew Yip 27 June 2021
Procrastination
Putting off work,
postponing decisions,
and not starting or
finishing tasks are all
forms of
procrastination
Designed & Developed by : Wong Yew Yip 27 June 2021
Reasons for Procrastination
 The task is too big, I don’t know
where to start
 It involves a difficult decision, I
don’t know what to do
 It involves doing something
unpleasant
 I feel rather low and don’t have
the energy
 I have trouble getting started in
the morning/afternoon
 I suspect that I am a poor finisher
Designed & Developed by : Wong Yew Yip 27 June 2021
Cure Procrastination
NOT
Designed & Developed by : Wong Yew Yip 27 June 2021
Prioritizing Your Time
 Time management is about
more than just managing our
time; it is about managing
ourselves in relation to time
 It is about setting priorities and
taking charge
 It means changing habits or
activities that cause us to waste
time
 It means being willing to experiment with different
methods and ideas to enable you to find the best way
to make maximum use of time
Designed & Developed by : Wong Yew Yip 27 June 2021

Law of Priorities
 Prioritizing is identifying the appropriate value
and order of events
 Divide the activities into A, B and C categories
A High Value and must be done today
B Medium Value and should be done this week
C Optional and could be done
Designed & Developed by : Wong Yew Yip 27 June 2021
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
The Urgent/Important Matrix
IMPORTANT
Activities that lead to the achieving
your goals and have the greatest
impact on your work/life
URGENT
Activities that demand immediate
attention, but are often associated with
someone else’s goals rather than our own
Designed & Developed by : Wong Yew Yip 27 June 2021
Quadrant of
Deception
Things are urgent but
not important
Quadrant of
Necessity
Things are both urgent
and important
Quadrant of Waste
Things are neither
important nor urgent
Quadrant of
Focus
Things are important but
not urgent
DO IT DELAY IT
DELEGATE IT DROP IT
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
Time Quadrant Matrix
Designed & Developed by : Wong Yew Yip 27 June 2021
You are a Leader. It is first things on a Monday morning and you
have a list of tasks needed to be done for the week ahead
Apologize to a major
customer for a mistake
made on Friday
Conduct quarterly staff
appraisal for your Officer
Attend weekly Monday
morning10.00am office
meeting
Type up and email a
weekly report to your
General Manager
Fill up personal travelling
and expenses claim for
RM150
Prepare marketing and
communication campaign
for next year
Prepare notes for
meeting with an important
customer at 11.00am
today
Try to collect an overdue
payment from a customer
for RM75,000
Catch up with work
colleagues what you did
during the weekend
1 2 3
4 5 6
7 8 9
Managing Leader’s Time
How do you manage your time
according to Time Quadrant Matrix?
Designed & Developed by : Wong Yew Yip 27 June 2021
DO IT DELAY IT
DELEGATE IT DROP IT
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
Managing Leader’s Time
Designed & Developed by : Wong Yew Yip 27 June 2021
DO IT DELAY IT
DELEGATE IT DROP IT
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
Apologize to a major
customer for a mistake
made on Friday
1
Prepare notes for
meeting with an
important customer at
11.00am today
7
Conduct quarterly staff
appraisal for your Officer
2
Prepare marketing and
communication campaign
for next year
6
Try to collect an overdue
payment from a customer
for RM75,000
8
Type up and email a
weekly report to your
General Manager
4
Fill up personal travelling
and expenses claim for
RM150
5
Catch up with work
colleagues what you did
during the weekend
9
Managing Leader’s Time
Designed & Developed by : Wong Yew Yip 27 June 2021
You cannot leave your
major customer upset too
long
This is important but do
you have the time at the
moment?
You are quite busy today.
Perhaps your Asst. Manager
can attend and you can attend
the meeting after the meeting
with the important customer.
You have a busy morning
and have already
prepared a draft email
This is not important or
urgent
This is important but do
you have the time at the
moment?
You have to make sure
you are adequately
prepared for the meeting
This is important but you
do not have the time at
the moment
Your work colleagues are
busy and so are you
1 2 3
4 5 6
7 8 9
Managing Leader’s Time
You are a Leader. It is first things on a Monday morning and you
have a list of tasks needed to be done for the week ahead
DAILY TIME LOG
Time Activity Notes
8.00 – 8.30
8.30 – 9.00
9.00 – 9.30
9.30 – 10.00
10.00 –10.30
10.30 –11.00
11.00 –11.30
11.30 –12.00
12.00 –12.30
12.30 –1.00
1.00 – 1.30
1.30 – 2.00
2.00 – 2.30
2.30 – 3.00
3.00 – 3.30
3.30 – 4.00
4.00 – 4.30
4.30 – 5.00
5.00 – 5.30
Date : _______________
Weekly Organizer
Activity Priority Time Required Assigned Day
Notes : A – Top priority (Must be done now)
B - Secondary concern (Must be done but can be POSTPONED or DELEGATED)
C - Least Important (Can be DEFERRED or FORGOTTEN)
WEEKLY GOALS WEEK OF :
1.
2
3
4
Designed & Developed by : Wong Yew Yip 27 June 2021
Individual Project - Time Management
1. Identify which are your
“Time Wasters” and your
action plans to eliminate
them
2. Identify which “Practical
Time Savers” you will
undertake to improve your
Time Management
Designed & Developed by : Wong Yew Yip 27 June 2021
Individual Project - Time Management
Suggested Format for Time Wasters
No. Time Waster Actions to be taken When
1.
2.
3.
4.
5.
6.
Designed & Developed by : Wong Yew Yip 27 June 2021
Individual Project - Time Management
Suggested Format for Time Savers
No. Time Saver Actions to be taken When
1.
2.
3.
4.
5.
6.
Thank You
Contact :
yewyip@gmail.com
for PowerPoint file

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Time Manamement

  • 2. Designed & Developed by : Wong Yew Yip 27 June 2021 What is Time? 1. It is an economic resource 2. It cannot be expanded or contracted 3. It is irrecoverable and irreplaceable 4. It is expensive and precious 5. It is highly perishable 6. Its flow is one way and irreversible 7. It is quantifiable (seconds, minutes, hours, days, weeks, months, years) 8. All processes that we manage are time processes
  • 3. Designed & Developed by : Wong Yew Yip 27 June 2021 What is Time Management? “Time Management requires you to plan and organize in such a way, that you accomplish your most important goals as quickly as possible” ~ Brian Tracy
  • 4. Designed & Developed by : Wong Yew Yip 27 June 2021 6 Terrific Truths about Time Nobody can manage time But you can manage those things that take up your time 1 Time is expensive 80% of our time is spent on things/people that only bring us 20% results 2 Time is perishable It cannot be saved for later use 3 Time is measurable It is not how much time you have; it is how much you use 4 Time is irreplaceable We never make back time once it is gone 5 Time is a priority You have enough time for anything if it ranks high in your priorities 6
  • 5. Designed & Developed by : Wong Yew Yip 27 June 2021  How to set priorities  How to allocate time  How to effectively use it  How to get the best of the given time 4 Objectives of Time Management
  • 6. Designed & Developed by : Wong Yew Yip 27 June 2021 Good Time Managers  Plan for the unplanned  Follow a schedule that can adapt to changes  Get the important things done  Are productive  Can juggle several activities  Have short and long term goals in mind  May keep a daily, weekly and monthly schedule
  • 7. Designed & Developed by : Wong Yew Yip 27 June 2021 4 Generations of Time Management 1G 2G 3G 4G
  • 8. Designed & Developed by : Wong Yew Yip 27 June 2021 ❖ Based on reminders ❖ Attempt to keep track of things you do with your time ❖ Simple notes and checklists ❖ Carry lists with you and refer to them in order to remember ❖ Incomplete tasks put on tomorrow’s list Notes and Checklists 1G
  • 9. Designed & Developed by : Wong Yew Yip 27 June 2021 STRENGTHS  Flexible  Responsive to people  Not over-structured  Less stress  Tracks to-do’s WEAKNESSES  No real structure  Things fall through cracks  Commitments suffer  Little accomplished  Crisis to crisis  First things - things right in front of you Notes and Checklists 1G
  • 10. Designed & Developed by : Wong Yew Yip 27 June 2021 Planning and Preparation 2G ❖ Calendars and appointment books ❖ Efficiency in goal setting and planning ahead ❖ Make appointments, write down commitments, identify deadlines ❖ May keep information on computer or network
  • 11. Designed & Developed by : Wong Yew Yip 27 June 2021 Planning and Preparation 2G STRENGTHS  Tracks commitments and appointments  More accomplished through planning and goal setting  More effective meetings and presentations due to preparation WEAKNESSES  Puts schedule over people  Accomplish more of what you want - not necessarily what is needed or fulfilling  Independent thinking - see people as means or barriers  First things- those that are on the schedule
  • 12. Designed & Developed by : Wong Yew Yip 27 June 2021 Planning, Prioritizing and Controlling 3G ❖ Spend time clarifying values and priorities ❖ Set long, medium and short- term goals to attain values, prioritizes on a daily basis ❖ Use wide variety of planners and organizers, with detailed forms for daily planning ❖ Get more done in less time - but still feels frustrated
  • 13. Designed & Developed by : Wong Yew Yip 27 June 2021 Planning, Prioritizing and Controlling 3G STRENGTHS  Assumes responsibility for results  Connects with values  Taps into the power of long, medium, and short- term goals  Translates values into goals and actions  Gives structure and order to life WEAKNESSES  Can lead to false sense of control, pride  Power of vision untapped  Can lead to guilt, imbalance of roles  Less flexibility/spontaneity  First things set by urgency and values
  • 14. Designed & Developed by : Wong Yew Yip 27 June 2021 Relationships and Results 4G ❖ Puts people ahead of schedules, compasses ahead of clocks ❖ Uses the best of Generations 1, 2, and 3 ❖ You want to lead a life of meaning and contribution, with balance
  • 15. Designed & Developed by : Wong Yew Yip 27 June 2021 Relationships and Results 4G The 4th generation mindset is that:  I will value relationships over results  I will always be open in the flow of my life to change direction on any given day when a greater priority comes into my life  The use of time is based on core values and is not driven by efficiency but effectiveness
  • 16. Designed & Developed by : Wong Yew Yip 27 June 2021 The Bank Account of Life  There is a bank that gives you a cash cheque each morning with RM86,400  At the end of day, whatever part of the balance you failed to use during the day will be taken back How would you use the RM86,400?
  • 17. Designed & Developed by : Wong Yew Yip 27 June 2021 The Bank Account of Life  Each of us is given such a “cash cheque” everyday  Its name is TIME  Every morning, it gives you 86,400 seconds  Every night it writes off, as lost, whatever you have failed to use to good purpose  It carries over no balance  It allows no overdraft
  • 18. Designed & Developed by : Wong Yew Yip 27 June 2021 The Bank Account of Life  If you fail to use the day’s “money”, the loss is yours  There is no drawing against the “tomorrow”  Invest it so as to get from it the utmost in health, happiness and success!  The clock is running  Make full use today - 86,400 seconds!
  • 19. Designed & Developed by : Wong Yew Yip 27 June 2021 To realize the value of ONE YEAR…. ask a student who failed a grade To realize the value of ONE MONTH….. ask a mother who gave birth to a premature baby To realize the value of ONE WEEK…… ask the editor of a weekly newspaper To realize the value of ONE HOUR…… ask the lovers who are waiting to meet The Value of Time
  • 20. Designed & Developed by : Wong Yew Yip 27 June 2021 To realize the value of ONE MINUTE….. ask a person who missed the train To realize the value of ONE SECOND…. ask a person who just avoided an accident To realize the value of ONE MILLISECOND….. ask the person who won silver medal in the Olympics The Value of Time
  • 21. Designed & Developed by : Wong Yew Yip 27 June 2021 8 Time Management Myths Personal organization involves breaking old habits and forming new, effective ones It is a state of mind as opposed to a state of the office Some people are more organized using a 555 notepad than others using a RM300 organizer 1 You need a “Personal Organizer” or other time management system to get organized Effective time management actually refers to getting done fewer things of greater importance We cannot do everything we want to do, or do all things that there are to do We have to prioritize and focus to be more effective 2 Time management involves getting more done in less time
  • 22. Designed & Developed by : Wong Yew Yip 27 June 2021 8 Time Management Myths “To-do” lists do nothing - they simply remind us that they are not done yet Scheduling time in your planner to work on the tasks helps to get them done “To-do” lists are just intentions; scheduled time is commitment 3 “To-do” lists help to get things done We cannot manage time, save it or control it - Time ticks away We are given 24 hours of time each day to use as we like We can use it wisely or we can waste it and at the end of day, it is gone 4 We can manage time
  • 23. Designed & Developed by : Wong Yew Yip 27 June 2021 8 Time Management Myths We should have one planner, period Since we are only one person with one life, one planner will do Both business and personal activities should be scheduled in the same planner so business activities do not take precedence over personal or family activities 5 We should have one planner for the office and a separate planner for the home It may be more efficient but it is not effective It is more effective to break large projects into smaller chunks and work on them for a brief period each day Working on priorities involves frequent sprints not occasional marathons 6 It is more efficient to stick to one task until it is completed
  • 24. Designed & Developed by : Wong Yew Yip 27 June 2021 8 Time Management Myths These are not time wasters, they are time obligations, they come with the job The biggest time wasters are self-imposed - procrastination, making mental notes, searching for things, perfectionism Being effective is managing ourselves, not blaming others 7 The biggest time wasters include telephone interruptions, visitors, meetings and rush jobs Time is more than money, it is life You can always get more but you can never get more time It is an irreplaceable resource When time is gone, its is gone 8 Time is money
  • 25. Designed & Developed by : Wong Yew Yip 27 June 2021 Common Time Wasters • Cluttered desk • Lack of delegation • Lack of discipline • Unnecessary socializing • Indecision • Inability to say “No” to others • Lack of goals and priorities • Procrastination INTERNAL TIME WASTERS • Telephone interruptions • Drop-in visitors • Some meetings • Management by crisis • Unclear responsibility and authority • Incomplete information • Red tape EXTERNAL TIME WASTERS
  • 26. 10 WORST TIME WASTERS AT WORK Culprit No. 1 - Instant Messaging Useful intra-office tool but productivity’s worst enemy - work related discussion quickly degenerates into a gossip session Culprit No. 2 - Over Reliance on emails A lot of time is wasted on back and forth emails that would be more easily resolved as a verbal conversation Culprit No. 3 - Meandering Meetings Poorly run meetings can be a colossal waste of time. Culprit No. 4 - Short Gaps between Meetings Those 15-30 minute gaps between meetings, nothing can ever be accomplished in that time Culprit No. 5 - Reacting to Interruptions Reacting to emails, SMS and phone calls takes you away from the task at hand
  • 27. 10 WORST TIME WASTERS AT WORK Culprit No. 6 - Ineffective Multi-Tasking Many think they’re great at multi-tasking but there’s a limit to how many things you can do at once without slowing down the process Culprit No. 7 - Disorganized Workplace If it’s messy, you’ll end up wasting a lot of time looking for things Culprit No. 8 - Personal Communications Chatting with friends or responding to personal emails e.g. Facebook, SMS, Skype, Twitter Culprit No. 9 - Web Surfing Breaks It’s just too easy to get sucked in when there’s endless information at your fingertips Culprit No. 10 - Coffee/Chat Breaks Frequent coffee and chat breaks reduce your productivity as you will not get into the groove of your work
  • 28. Designed & Developed by : Wong Yew Yip 27 June 2021 50 Practical Time Savers Write things down 1 Think before acting 6 Prioritize your to-do list 2 Continuously improve yourself 7 Plan your week 3 Think about what you are giving up to do your regular activities 8 Carry your notebook 4 Learn to say no 5 Identify bad habits 10 Use a time management system 9
  • 29. Designed & Developed by : Wong Yew Yip 27 June 2021 50 Practical Time Savers Don’t do other’s work 11 Use “productive procrastination” 16 Keep a goal journal 12 Ask questions 17 Don’t be a perfectionist 13 Apply 80:20 rule 18 Beware of “filler” tasks 14 Avoid “efficiency traps” 15 Use your energy cycles 20 Avoid attempting to do too much 19
  • 30. Designed & Developed by : Wong Yew Yip 27 June 2021 50 Practical Time Savers Avoid saving too much stuff in your files 21 Avoid wishful thinking 26 Urgent vs Important tasks 22 Don’t over schedule 27 Make time for important projects 23 Learn to do group tasks 28 Clean your desk 24 Learn to relax 25 Don’t file an item that still requires action 30 Don’t automate emails 29
  • 31. Designed & Developed by : Wong Yew Yip 27 June 2021 50 Practical Time Savers Balance your time 31 Learn to speed read 36 Weekly planning routine 32 Back up your work 37 Practice easy-reach filing 33 Schedule according to your energy 38 File folders and labels 34 Record your favorite shows 35 Sort your stuff, toss out those you don’t need 40 Give each item a “home” 39
  • 32. Designed & Developed by : Wong Yew Yip 27 June 2021 50 Practical Time Savers Make a checklist for repeat tasks 41 Just begin 46 Take baby steps to time management 42 Organize your workspace 47 Write in a journal 43 Get active 48 Plan goals in small steps 44 Find a role model 45 Have fun 50 Get enough sleep 49
  • 33. Designed & Developed by : Wong Yew Yip 27 June 2021 Procrastination Putting off work, postponing decisions, and not starting or finishing tasks are all forms of procrastination
  • 34. Designed & Developed by : Wong Yew Yip 27 June 2021 Reasons for Procrastination  The task is too big, I don’t know where to start  It involves a difficult decision, I don’t know what to do  It involves doing something unpleasant  I feel rather low and don’t have the energy  I have trouble getting started in the morning/afternoon  I suspect that I am a poor finisher
  • 35. Designed & Developed by : Wong Yew Yip 27 June 2021 Cure Procrastination NOT
  • 36. Designed & Developed by : Wong Yew Yip 27 June 2021 Prioritizing Your Time  Time management is about more than just managing our time; it is about managing ourselves in relation to time  It is about setting priorities and taking charge  It means changing habits or activities that cause us to waste time  It means being willing to experiment with different methods and ideas to enable you to find the best way to make maximum use of time
  • 37. Designed & Developed by : Wong Yew Yip 27 June 2021  Law of Priorities  Prioritizing is identifying the appropriate value and order of events  Divide the activities into A, B and C categories A High Value and must be done today B Medium Value and should be done this week C Optional and could be done
  • 38. Designed & Developed by : Wong Yew Yip 27 June 2021 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 The Urgent/Important Matrix IMPORTANT Activities that lead to the achieving your goals and have the greatest impact on your work/life URGENT Activities that demand immediate attention, but are often associated with someone else’s goals rather than our own
  • 39. Designed & Developed by : Wong Yew Yip 27 June 2021 Quadrant of Deception Things are urgent but not important Quadrant of Necessity Things are both urgent and important Quadrant of Waste Things are neither important nor urgent Quadrant of Focus Things are important but not urgent DO IT DELAY IT DELEGATE IT DROP IT URGENT NOT URGENT IMPORTANT NOT IMPORTANT Time Quadrant Matrix
  • 40. Designed & Developed by : Wong Yew Yip 27 June 2021 You are a Leader. It is first things on a Monday morning and you have a list of tasks needed to be done for the week ahead Apologize to a major customer for a mistake made on Friday Conduct quarterly staff appraisal for your Officer Attend weekly Monday morning10.00am office meeting Type up and email a weekly report to your General Manager Fill up personal travelling and expenses claim for RM150 Prepare marketing and communication campaign for next year Prepare notes for meeting with an important customer at 11.00am today Try to collect an overdue payment from a customer for RM75,000 Catch up with work colleagues what you did during the weekend 1 2 3 4 5 6 7 8 9 Managing Leader’s Time How do you manage your time according to Time Quadrant Matrix?
  • 41. Designed & Developed by : Wong Yew Yip 27 June 2021 DO IT DELAY IT DELEGATE IT DROP IT URGENT NOT URGENT IMPORTANT NOT IMPORTANT Managing Leader’s Time
  • 42. Designed & Developed by : Wong Yew Yip 27 June 2021 DO IT DELAY IT DELEGATE IT DROP IT URGENT NOT URGENT IMPORTANT NOT IMPORTANT Apologize to a major customer for a mistake made on Friday 1 Prepare notes for meeting with an important customer at 11.00am today 7 Conduct quarterly staff appraisal for your Officer 2 Prepare marketing and communication campaign for next year 6 Try to collect an overdue payment from a customer for RM75,000 8 Type up and email a weekly report to your General Manager 4 Fill up personal travelling and expenses claim for RM150 5 Catch up with work colleagues what you did during the weekend 9 Managing Leader’s Time
  • 43. Designed & Developed by : Wong Yew Yip 27 June 2021 You cannot leave your major customer upset too long This is important but do you have the time at the moment? You are quite busy today. Perhaps your Asst. Manager can attend and you can attend the meeting after the meeting with the important customer. You have a busy morning and have already prepared a draft email This is not important or urgent This is important but do you have the time at the moment? You have to make sure you are adequately prepared for the meeting This is important but you do not have the time at the moment Your work colleagues are busy and so are you 1 2 3 4 5 6 7 8 9 Managing Leader’s Time You are a Leader. It is first things on a Monday morning and you have a list of tasks needed to be done for the week ahead
  • 44. DAILY TIME LOG Time Activity Notes 8.00 – 8.30 8.30 – 9.00 9.00 – 9.30 9.30 – 10.00 10.00 –10.30 10.30 –11.00 11.00 –11.30 11.30 –12.00 12.00 –12.30 12.30 –1.00 1.00 – 1.30 1.30 – 2.00 2.00 – 2.30 2.30 – 3.00 3.00 – 3.30 3.30 – 4.00 4.00 – 4.30 4.30 – 5.00 5.00 – 5.30 Date : _______________
  • 45. Weekly Organizer Activity Priority Time Required Assigned Day Notes : A – Top priority (Must be done now) B - Secondary concern (Must be done but can be POSTPONED or DELEGATED) C - Least Important (Can be DEFERRED or FORGOTTEN) WEEKLY GOALS WEEK OF : 1. 2 3 4
  • 46. Designed & Developed by : Wong Yew Yip 27 June 2021 Individual Project - Time Management 1. Identify which are your “Time Wasters” and your action plans to eliminate them 2. Identify which “Practical Time Savers” you will undertake to improve your Time Management
  • 47. Designed & Developed by : Wong Yew Yip 27 June 2021 Individual Project - Time Management Suggested Format for Time Wasters No. Time Waster Actions to be taken When 1. 2. 3. 4. 5. 6.
  • 48. Designed & Developed by : Wong Yew Yip 27 June 2021 Individual Project - Time Management Suggested Format for Time Savers No. Time Saver Actions to be taken When 1. 2. 3. 4. 5. 6.