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Time Management


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Strategies to effectively manage your time.

Published in: Business, Education

Time Management

  1. 1. Time Management<br />Strategies to effectively manage your time<br />Presented by: Teoh Yuan Hui<br />
  2. 2. Benefits of time management<br />Reduce stress and frustrations<br /><ul><li>Improves performance and job satisfaction
  3. 3. More time to enjoy life
  4. 4. Have control over your life through planning
  5. 5. Get a sense of achievement</li></li></ul><li>Time Management Strategies <br />
  6. 6. 80:20 Rule<br />Pareto’s Principle:<br />80% of results are achieved with only 20% of the effort<br />Focus your time and energy on the high impact tasks to achieve the greatest benefit possible<br />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<br />Otherwise break the task down again working out the 20% that will bring the best results<br />
  7. 7. Goal Setting<br />To avoid the pitfalls of confusion and lack of motivation, you have to clarify what you want to achieve<br />SMART goal setting guidelines :<br />Specific - Have you clearly defined your goal?<br />Measurable - How do you know if you are making progress?<br />Achievable - Is your goal really achievable? Be ambitious but honest.<br />Rewarding - Is your goal something you are willing to make sacrifices for?<br />Timely - Is your goal achievable in a meaningful timeframe?<br />Write your goals down and be familiar with them<br />
  8. 8. Planning<br />Write down appointments, classes, and meetings on a chronological log book or chart<br />First thing in the morning, check what&apos;s ahead for the day<br />If you fail to plan, you plan to fail and you will waste a lot of precious time while failing<br />“Action without planning is the cause of every failure .”<br />Alex MacKenzie<br />
  9. 9. Prioritized To-Do List<br />Write down all the tasks you need to complete<br />Break large tasks into their component elements<br />Allocate priorities from A (very important, or very urgent) to E (unimportant, or not at all urgent)<br />You need to differentiate between urgency and importance<br />Rewrite the list in priority order<br />Take action immediately and finish them one by one<br />This helps you to focus on the important jobs first<br />
  10. 10. Urgent versus Important<br />Important activities have an outcome that leads to the achievement of your goals<br />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<br />
  11. 11. Prioritization<br />The Pickle Jar theory:<br />if you start by putting stones into a pickle jar, then pebbles and then sand, you will fit more into the pickle jar than if you do it the other way round<br />focus on the big, important tasks<br />have plenty of time left over to do other less important activities as well as the things that you enjoy<br />
  12. 12. Top Four<br />Identify your top 4 tasks for the week and for each day<br />Physically write them out, to give them a tangible form<br />Put your top four tasks in priority order<br />Complete the first one on the list before starting anything else<br />You need clear goals in your life to decide the top 4, and motivation to complete the task<br />
  13. 13. Procrastination<br />What is procrastination?<br />Putting off things that we should be doing<br />Avoid high priority, challenging tasks<br />Seek comfort in doing tasks you know you&apos;re capable of completing<br />Causes of procrastination:<br />Have doubt on your skills or resources<br />Do not know where to begin<br />Waiting for “right time” or “right mood”<br />Underestimate the difficulty of the task<br />Perfectionism<br />
  14. 14. Recognize that you are procrastinating<br />Work out why you are procrastinating<br />Ways to overcome:<br />Find a small part of the task you can do right now<br />Identify the emotion associated with doing it<br />Finish an incomplete<br />Delete it and move on<br />Face your fears and the risks head-on<br />Overcome Procrastination<br />
  15. 15. Get organized<br />Time is saved if you prepare your work environment and equipment beforehand<br />Tidy your desk, make sure your chair is in the correct position and you have all the information you need close at hand<br />Having your appointments, tasks and key notes in one place<br />Helps you find information faster and also helps prevent stress<br />
  16. 16. Utilize Time Gaps<br />Time gaps are intervals of time free of activities<br />E.g. gaps between classes, between meetings, in a queue, waiting in your car<br />Discover where you are likely to experience small, wasted gaps of time<br />Utilize them to finish tasks that can fit in<br />Examples of utilizing them effectively:<br />Make calls while waiting<br />Read up something<br />Prepare for the upcoming activities<br />
  17. 17. Using your time Twice<br />Doing two activities simultaneously<br />Productivity and efficiency are not being sacrificed<br />For example:<br />Read or study while using public transportation<br />Listen to the radio while driving<br />Use home exercise equipment in front of the TV<br />
  18. 18. Learn to say NO<br />Do not say yes when you don&apos;t have the time, motivation, interest or skills to do the task<br />Say “no” to tasks that have little impact on your targets<br />Prevent stress<br />Avoid overworking<br />
  19. 19. Delegation<br />Assign task responsibility and authority to others<br />Delegate to the right person<br />You are still responsible for the completion of the task<br />Give objectives or expected outcome, not procedures<br />
  20. 20. Thank you for your time<br />
  21. 21. Reference<br /><br /><br /><br /><br /><br /><br /><br /><br />