This document discusses time management principles and strategies. It begins by stating that time cannot be managed itself, but people can manage their activities with reference to time. It then discusses moving from mediocrity to excellence and focusing on results rather than just being busy. Specific strategies discussed include prioritizing important tasks, setting both long-term and short-term goals, managing energy levels throughout the day, avoiding time wasters, and daily planning. The document emphasizes the importance of self-discipline, delegation, avoiding procrastination, and saying no to unnecessary meetings and interruptions.

1. By: SyedAamir Mahmood
Executive Director
Ghazali EducationTrust
Time Management

2. Managing Time
1st
Principle…
Time cannot be managed…

3. 2nd
Principle…
However, People mange with reference to time

4. From Mediocrity to Excellence
 Mediocrity: The quality of being average or not very good.
 Excellence: The quality of extremely good.

5. Time
Performance

6. The illiterate of 21st
century will not be those who cannot
read and write, but those who cannot learn, unlearn and re-
learn.

7. A Shift in Focus
Concentrate on Results, not being busy!

8. Our Time
Pareto Principle : Twenty percent of your time will produce 80%
of your productive output. Can you afford not to manage at-least
that 20% ?
Planning is key managerial function but research shows that less
than 5% of management time goes on planning.
Parkinson’s Law : Work expands to fill the time available for it.

9. Efficiency vs. Effectiveness
Often worst performers are those who seem
to be working hardest and longest. They are
very busy but not effective.

10.  Effective but not efficient
Goals achieved
Resources wasted
 Effective and efficient
Goals achieved
No wasted of resources
High productivity
 Neither effective nor efficient
Goals not achieved
Resources wasted
 Efficient but not effective
No wasted resources
Goals not achieved

11. The Improvement Cycle
Plan
DO
Review
Improve
This year improvement are next year norm. Don’t get imprisoned by yesterday success.

12. Urgent Not Urgent
Important Crises
Deadlines
Projects
R/ships
New opportunities
Planning
Not Important Interruptions
Calls/mails
Meetings
Popular activities
Pleasant activities
Mails/ calls
Time wasters

13. The Time management matrix
Do it now
Do it yourself
Do it later
Ask some one else
to do it.
Don’t do it

14. Setting Goals
Life Time Goals 20 Years
Intermediate Goals 5 Years
Short-term Goals 6 Months
There is no guarantee of reaching a goal at a certain time, but there is a guarantee of
never attaining goals that are never set.

15. Energy Level
Example 1
0%
50%
100%
150%
6:00am
8:00
10:00
12:00
2:00
4:00
6:00pm

16. Example 2
0%
50%
100%
150%
6:00am
8:00
10:00
12:00
2:00
4:00
6:00pm

17. Make sure you know where your time goes

18. Do you know that a 70 years life how it is spent..?
25 years in sleep
8 years in study
6 years in rest & illness
7 years in holidays & recreation
5 years in commuting
4 years in eating
3 years in traveling/ preparing
12 years of work…?

19. How We Waste Time
Lack of discipline
Inability to say NO
Poor delegation skills
Day dreaming
Worry
Personal disorganization
Procrastination

20. Time Waste… Caused by Others
Telephone interruptions
Drop in visitors
Unscheduled meetings
Poor communications
Confused chain of authority

21. Meetings
Meetings are potential time wasters.
Meetings are necessary evil; distractions from one’s regular work.
Try to say ‘No’ to a meeting where you are not required.
Agenda should be definite. Every one should receive the agenda
and relevant papers well in advance.
There should be a finishing time for meeting.
Average executive: > 40% of time
Lock the door, unplug the phone
Maximum of 1 hour

22. Daily Organization
 Goal for the day
 List… things to-do
 Estimate time for each item on the list
 Setting deadlines
 Priorities important vs. urgent
 Diary for future planning
 Delegate
 Acknowledge results
 Incorporate ideas for improvement in tomorrow’s planning

23. Final Thoughts
Yesterday is a cancelled cheque, Tomorrow is a promisory
note,Today is ready cash. Use it.
When feasible, delegate.
Don’t let paperwork pile up.
Do not postpone work.
Identify your time waster and resolve to eliminate them.
Add times for relaxation and recreation in your schedule.

24. Learn to say “NO.” It is not a crime.
Make use of committed time – travel time, waiting time etc.
Plan the day.
Set goals and work towards achieving them.

25. Many People….
Think too much of destinations and too little of
preparations
They don’t realize that today’s actions
will determine tomorrows achievements

26. Any Question?