Effective time management, Better Management

1. Time Management

2. Inspirational quotes on time management
• Michael Altshuler
The bad news is time flies. The good news is
you're the pilot.
• Richard H. Nelson
Never let yesterday use up today.
• H. Jackson Brown
Don't say you don't have enough time. You
have exactly the same number of hours per
day that were given to Helen Keller, Pasteur,
Michelangelo, Mother Teresa, Leonardo da
Vinci, Thomas Jefferson, and Albert Einstein.

3. Inspirational quotes on time management
• M. Scott Peck
Until you value yourself, you will not value
your time. Until you value your time, you
will not do anything with it
• Samuel Smiles
Lost wealth may be replaced by industry,
lost knowledge by study, lost health by
temperance or medicine, but lost time is
gone forever.

4. What is Time Management?
• Time management is the development of processes and
tools that increase an individual’s time-efficiency.
– The ability to manage and control time.
– The use of planners, calendars, and the like as effective tools in
managing time.
– Implementing a routine as a method of scheduling actions
which enforce a regiment to fit with a person's flow of work and
activities.
• Time Management teaches a number of techniques that aim
to increase the effectiveness of a person in getting the
things done that need to be done

5. Why Is Time Management
Important?
• Time is limited
• Time is scarce
• You need time to get what you want out of
life
• You can accomplish more with less effort
• Too many choices

6. Let’s now do a small time audit to see how
much time we spend every day on various
activities….

7. Time Audit
• A time Audit is nothing but the exaination of time spent on various
activities.
• Make a note of all your activities for a routine day.
• Some examples of activites can be as under:
– Classes
• College
• Tuitions
• Extra curricular activities (dance, music, cricket,etc)
– Studying
– Sports/exercise
– Work (if working)
– Family Commitments
– Personal care / grooming
– Meal preparation/eating/cleaning up
– Travel (to college, office, etc)
– Relaxing alone (TV, Games, hobbies, etc)
– Socializing with friends/colleagues
– Sleeping
• Visit the following link to check how much time you spend on the above
activities:
http://www.studygs.net/schedule/

8. A sample Time Audit Sheet
(fill your activities in the grid)
Mon Tues Wed Thur Fri Sat Sun
6:00 AM
6:30
7:00
7:30
8:00
8:30
9:00
9:30
10:00
10:30
11:00
11:30
NOON Mon Tues Wed Thur Fri Sat Sun
12:30
1:00
1:30
2:00
2:30
3:00
3:30
4:00
4:30
5:00
5:30
Mon Tues Wed Thur Fri Sat Sun
6:30
7:00
7:30
8:00
8:30
9:00
9:30
10:00
10:30
11:00
11:30
Midnight Mon Tues Wed Thur Fri Sat Sun
12:30
1:00
1:30
2:00
2:30
3:00
3:30
4:00
4:30
5:00
5:30

9. Analysis of the Time Audit Sheet
• Fill the Time Audit Sheet religiously for a week.
• At the end of the week examine the sheet to see
how productive each day has been.
• If you are honest with yourself you may find
activities that are just time-wasters which
probably can be abandoned.

10. Time Management Matrix

11. Schematically, this concept is shown below:
Importance-urgency
syndrome

12. Identifying between Urgent and
Important
I (Manage)
Crisis
Medical emergencies
Pressing problems
Deadline-driven projects
Last-minute preparations for
scheduled activities
II (Focus)
Preparation/planning
Prevention
Values clarification
Exercise
Relationship-building
True recreation/relaxation
III (Avoid)
Interruptions, some calls
Some mail & reports
Some meetings
Many “pressing” matters
Many popular activities
IV (Avoid)
Trivia, busywork
Junk mail
Some phone messages/email
Time wasters
Escape activities
Viewing mindless TV shows
Urgent Not Urgent
ImportantNotImportant
(Quadrant of deception)
(Quadrant of necessity) (Quadrant of quality and personal leadership)
(Quadrant of waste)

13. Quadrant I
• Quadrant I is both urgent and important.
• It deals with situations that require immediate
attention.
• They are generally termed as ‘crises’ or
‘problems’.
• Result of spending too long a time in Quadrant I
is stress and burnout.

14. Quadrant III & IV
• People who spend time only in these two
quadrants basically lead irresponsible lives.
• Effective people stay out of these two quadrants
as they are not important

15. Quadrant II
• Deals with activities that are not urgent, but are
important.
• This quadrant is the pivot of effective time management.
• Deals with activities like relationship building, long term
planning, preventive maintenance.
• If you focus on quadrant 2 activities, you will have
enhanced your vision, perspective, balance, discipline,
control, and have fewer crises.
• Try to set aside time each day to work on something that
is important but not necessarily urgent as a way of getting
ahead. In doing so, you buy extra time later to handle the
unexpected events that invariably happen to everyone.

16. Tips for Time Management

17. Tips for Time Management
• Spend time planning and organizing
– Maintain a calendar/diary
– List down important activities that need to be done
• Set SMART Goals
– Goals must be Specific, Measurable, Attainable,
Relevant and Time bound.
• Prioritize
– 80:20 Rule (80% of the output should be produced by
putting in 20% of your time)
Contd…

18. Tips for Time Management
• Use a To Do List
– Constantly add/delete as the status maybe
• Be Flexible
– Plan for 50% of your time, the balance for
unplanned interruptions/ emergencies
• Consider your biological prime time
– When are you most productive ?
• Do the right thing right
– Effectiveness or Efficiency?

19. • Eliminate the urgent
– Short term consequences Vs. Long- term goal related
implications
• Learn to say ‘No’
– Staying focused
• Reward yourself
– Celebrate Achievement to keep motivated
Tips for Time Management

20. Advantages of Time Management
• gain time
• motivates and initiates
• reduces avoidance
• promotes review
• reduces anxiety

21. Aids in Time Management
• ‘To do’ list
• Daily/weekly planner
• Long term planner

22. ‘To do’ List
• A To Do list is a list of activities that have
to be done by you.
• Once the list is made, then decide
– what to do at the moment/for the day
– what to schedule for later
– what to get someone else to do
– and what to put off for a later time
period
• Use the A-B-C Value rating system in your
To Do list (will be discussed shortly)

23. Making a ‘To Do’ list
• Assign high (A), medium (B), and low priority (C), to your
activities in the To Do list – called A-B-C rating.
• Ask yourself questions like: "What is important?" versus
"What is urgent?" versus "What is both urgent and
important?" If you have too many "A" tasks, you need to
decide which is more important.
• Keep important tasks at the top of your to-do list; write
them in red ink; or keep the important task list on top of
the less important task list.
• Break important tasks into manageable chunks. You may
be able to accomplish something on one or another
important task without having to do it all at once.

24. Making a ‘To Do’ list
• Understand that doing less important tasks may be easier
or more familiar or seem like you are getting things done,
BUT may not count for much (a clean room won't get you
an A in chemistry!).
• Important tasks are often difficult and anxiety provoking
simply because of their importance. Once again, break
them into manageable chunks, build your tolerance and
skill, and reward yourself for staying on target.

25. Tips to remember while making a To
Do list
• get into the habit of making your list every
morning or every evening.
• be specific - define exactly what you have to do
• break your tasks into small steps - it leads to
greater success
• ask yourself if it is feasible for you to complete all
your A's during the day
• ask yourself if you will feel good about yourself if
you complete all your A's for the day

26. Advantages of a To Do list
• A to-do-list is more dependable than our memory. It helps
us know the different things that have to be done so that
we do not miss anything.
• A to-do-list enables us to cross out the finished tasks which
gives us a sense of accomplishment and satisfaction. It also
has the effect of shocking us if nothing has been done and
crossed out.
• Balance or incomplete tasks can be carried over to te next
day’s To Do list. It is an excellent way of maintaining
continuity till finished.
• Once we have a written list of the things that we have to
do, we can prioritize and decide which jobs should be done
first.

27. A Sample ‘To Do’ List
1. Pay tuition fees. Last day today (A)
2. Pick up sister from the dance class (A)
3. Buy a present for mom’s birthday
4. Finish revising final accounts
5. Pick up clothes from the dry cleaners
6. Prepare for tomorrow’s aptitude test (A)
7. Recharge the cell phone currency (A)
To Do – 04/09/06

28. Time Management is all about
efficient Multi-tasking!

29. Thank You!