CHAPTER 3

TIME MANAGEMENT

Lecturer: Trần Thị Phương Thủy

Balance in your life

Family Balance in life is important.

Recognizing each aspect of
life is necessary.
Health Work •“I am not getting enough
time for family/personal life
because of Work.”
•“80% of day is spent at
Entertainment work.”
 Common problems with time

• I am very busy. The second crisis comes in before the first has
finished.
• I don’t feel I have achieved anything this year.
• I don’t have control on my life. Things pile one on top of the
other.
• I wish I have more than 24 hours per day so that I can get
more things done.
• The system overloads me with work. There is no time to
breathe.

Chapter 3: Time management

3.1 What is Time?

3.2 What is Time Management?

3.3 How to manage Time?

3.4 Organizing your work effectively

 3.1. What is time?
3.1.1. Time is The Present

Yesterday is History

Tomorrow’s a Mystery

But Today is a Gift

That’s Why They Call it

The Present

3.1. What is time

3.1.2. Time is a Non Renewable Resource
• Once it is gone, it is gone.
• You will never see this moment again.
Try and answer this quiz!
• How old were you five years ago?
• What did you look like at that time?
• What did you do then?
• What has changed ever since?
• What have you achieved in this time?
How quickly do you think has the time passed?
 3.2. What is Time management?
“Time management” is the process of organizing and planning
how to divide your time between specific activities.

Good time management enables you to work smarter – not

harder – so that you get more done in less time, even when time
is tight and pressures are high.

Failing to manage your time damages your effectiveness and

causes stress.

3.2. What is Time management?

• Time can not be managed, we can only manage

ourselves.
• Those who do not take the time to do something
right, must make the time to do it over.
• Doing a job right is efficient, doing the right job
right is effective.
• In control of Life, not driven by circumstances.
• Enjoying JOURNEY of life: every day of it, not
waiting for a perfect day in future.
 3.2. What is Time management?
Seven Dangers Signals
1) The belief that you are Indispensable: No One else can do your
work.
2) No time for important work you need and want to do: Daily
crisis consume your time.
3) Attempting too much at once by never saying “NO”.
4) Unrelenting pressure: Always feel behind schedule.
5) Habitual (not just occasional) long working hours.
6) Feeling guilty leaving work on time.
7) Taking worries and problems home.

3.2. What is Time management?

Benefits of good time management

• Greater productivity and efficiency.

• A better professional reputation.
• Less stress.
• Increased opportunities for advancement.
• Greater opportunities to achieve important life and
career goals.
 3.2. What is Time management?
The Central Shift in Attitude

Concentrate on results,
not on being busy.
Pareto Principle (the 80/20 rule)
Typically 80% of unfocussed effort generates only 20% of
results, and the remaining 80% of results are achieved with
only 20% of the effort.

3.2. What is Time management?

The Central Shift in Attitude

We should not count every hour in the day

We should try and make every hour in the day count
3.3. How to manage time?
 3.3. How to manage time?
3.3.1. Work With Your Body Cycles
Circadian Rhythms
 Circadian rhythms are internal biological
clocks that regulate many functions and
activities, including sleep, temperature,
metabolism, alertness, blood pressure, heart rate
and hormone levels and immunities.
 These Circadian Rhythms are reset by
sunlight each morning.
 Whether you are a “Morning Person” or a
“Night Owl” is determined by these cycles.

3.3. How to manage time?

 3.3. How to manage time?
3.3.1. Work With Your Body Cycles

WHAT IS PROPER
TIME?

3.3. How to manage time?

3.3.1. Work With Your Body Cycles

Cognitive Tasks
8am - 12 noon*

 Cognitive, or mental tasks such as reading,

calculating, and problem solving are performed most
efficiently in the morning.
*If you are a Night Owl, shift these times about 3-4 hours later in
the day.
 3.3. How to manage time?

3.3.1. Work With Your Body Cycles

Short term memory

6 am - 10 am

 Short term memory tasks such as last minute

reviewing for tests are best performed early in the
morning.
*If you are a Night Owl, shift these times about 3-4 hours later in
the day.

3.3. How to manage time?

3.3.1. Work With Your Body Cycles

Long term memory

1 pm - 4pm*

 Longer term Memory tasks such as memorizing

speeches and information for application are best
performed in the afternoon.
*If you are a Night Owl, shift these times about 3-4 hours later in
the day.
 3.3. How to manage time?
3.3.1. Work With Your Body Cycles

Physical Workouts
4 pm to 9 pm *

 Because of Circadian Rhythms it is best to engage in physical

activity in the evening when your large muscle coordination is at
its peak.
 Exercising about 5 hours before bedtime improves the quality
of sleep.
*If you are a Night Owl, shift these times about 3-4 hours later in
the day.

3.3. How to manage time?

3.3.2. Define your goals (objectives)

In business
Goals are statements you make about the future for your
business. You might say, “We seek to be the most widespread
widget maker in the country.” This statement demonstrates
that you have lofty plans for your business, but it does not say
specifically how you can meet your goal.
=> helps define the direction that a business will take.
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

In business
Objectives are the exact steps your company must take to
reach its goals. They are written without emotion, and they are
typically measurable and quantifiable. They also are realistic
and attainable and have an associated timeline.
“We will increase our sales by 3 percent in each quarter of this
year in each region in which we currently operate.”
Or: “We will open new branches and plants in two states per
quarter this year.”

3.3. How to manage time?

Goals are: Objectives are:

Broad in nature Narrow in scope

Abstract ideas Specific steps

Valuable for setting a general Associated with a schedule and

direction or vision time frame

The end result The means to the end result

Difficult to measure Easy to measure

Longer term Short term or medium term

 3.3. How to manage time?

Examples of goals Examples of objectives

 I want to become known as an  I will speak at five

expert in business strategy. conferences in the next year.

 I will commit to my career  I will read one book about

development and learn how to sales strategy every month.
increase sales.

 I want to be more confident.  I will work with a coach to

practice my networking skills
by the end of this month.

3.3. How to manage time?

3.3.2. Define your goals (objectives)

Goals (objectives) and time span
• Long-term > 10 years
• Intermediate 01 – 05 years
• Short-term < 01 year
• Quarterly
• Monthly
• Weekly
• Daily
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Three Kinds of Goals
• Personal Goals
• Career/Organizational Goals
• Professional Long-term Goals
What are your goals?

3.3. How to manage time?

How Goals and Objectives Work Together

 Setting goals without assigning measurable objectives
will likely lead to goals that never get accomplished.
 Creating objectives without a broad goal or target lacks
meaning.
 Goals can seem impossible or overwhelming without
breaking them down into measurable tasks with
objectives.
 3.3. How to manage time?
3.3.2. Define your goals (objectives)

S.M.A.R.T. goal setting method

 S.M.A.R.T. goal setting method to lay out specific
objectives towards reaching each goal.
 Whether you are self-employed, have a small business or
are part of a large organization, your goals need to be
supported with precise objectives.
 The S.M.A.R.T method helps make goals achievable by
breaking the goal down and assigning responsibility to
team members - they describe who will do what, by
when.

3. How to manage time?

3.3.2. Define your goals (objectives)

"SMART" GOALS
S - Specific
M - Measurable
A - Achievable
R – Realistic/ Relevant
T - Time Bound
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Specific: means that the objective

should state what actions need to
be carried out, using language that
is easily understood by everyone
concerned.
Your goal should be clear and
specific, otherwise you won't be
able to focus your efforts or feel
truly motivated to achieve it.

3.3. How to manage time?

3.3.2. Define your goals (objectives)

Measurable: it needs to be set in a

way that allows for assessment. It's
important to have measurable
goals, so that you can track your
progress and stay motivated.
Assessing progress helps you to
stay focused, meet your deadlines,
and feel the excitement of getting
closer to achieving your goal.
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Achievable: Your goal also needs

to be realistic and attainable to be
successful. In other words, it
should stretch your abilities but
still remain possible. When you set
an achievable goal, you may be
able to identify previously
overlooked opportunities or
resources that can bring you closer
to it.

3.3. How to manage time?

3.3.2. Define your goals (objectives)

Relevant: it needs to make

sense to individuals in terms of
their job roles. It must also
support the overall objectives of
the department and the
business. Make sure that your
plans drive everyone forward,
but that you're still responsible
for achieving your own goal.
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Time bound: Every goal needs

a target date, so that you have a
deadline to focus on and
something to work toward. This
part of the SMART goal criteria
helps to prevent everyday tasks
from taking priority over your
longer-term goals.

3.3. How to manage time?

3.3.2. Define your goals (objectives)

 3.3. How to manage time?
3.3.3. Set priorities

3.3. How to manage time?

3.3.3. Set priorities
• Economist Vilfredo Pareto identified the 80/20 Rule.
• In any list of tasks, 80% of the importance lies in 20%
of the list.
 3.3. How to manage time?

3.3.3. Set priorities

3.3. How to manage time?

3.3.3. Set priorities

 3.3. How to manage time?
3.3.3. Set priorities
ABC analysis

Value of the activity

65% 20% 15%
A tasks B tasks C tasks

Very important important trivial /routine

15% 20% 65%

Actual Use of Time

3. How to manage time?

Write the underlined word of the tasks which would be
on your “A” List; “B” List”; “C” List.
• Buy laundry detergent.
• Write a eight page essay for English.
• Prepare for a Economics quiz.
• Dust the videos on the bookcase.
• Review for midterm test.
• Schedule an appointment with a Professor.
• Complete a journal entry.
• Email a high school friend on another campus.
• Shop for a new pair of athletic shoes.
 3.3. How to manage time?
3.3.3. Set priorities
Priority Matrix
Urgent Not Urgent
Quadrant I. Quadrant II.
 Prevention
Important

 Crises  Relationship Building

 Deadlines  Planning
 Recreation

Quadrant III. Quadrant IV.

Not Important

 Pleasant Activities
 Interruptions
 Busy Work
 Some Meetings
 Time Wasters
 Popular Activities
 Trivia

3.3. How to manage time?

3.3.3. Set priorities
Priority Matrix
Urgent Not Urgent
Quadrant I. Quadrant II.
Important

Manage Leadership & Quality

(High priority) (Planning)
Quadrant of Necessity Quadrant of Focus
Quadrant III. Quadrant IV.
Not Important

Avoid Avoid
(Quick and simple)
Quadrant of Deception Quadrant of Waste
 3.3. How to manage time?
3.3.3. Set priorities
To-do list

Important /Urgent Time

Activity
Priority Estimate

3.3. How to manage time?

3.3.4. Catch the time thieves

Time Thieves

 Paper work  Interruptions

 Telephone  Meetings
 Office logistics  Procrastination
 Visitors  Signatures
 3.3. How to manage time?

3.4. Organizing your work effectively

3.4.1. Time logs
 3.4. Organizing your work effectively
3.4.1. Time logs
English Maths French Physics Geog TOTAL
2hours 2hours 3hours 4hours 4hours
Equations Sound
Monday (1hr) (1hr) 2
Holidays Tourism
Tuesday (1hr) (1hr) 2
Wednesday Poem Waves 2
(1hr) (1hr)
Grammar Industry
Thursday
(1hr) (1hr) 2
Friday FRIDAY NIGHT AT THE CINEMA 0
Macbeth Vectors Transport
Saturday (1hr) (1hr) (1hr) 3
Magnetism Weather
Sunday (2hrs) (2hrs) 4
TOTAL 2 2 3 4 4 15

3.4. Organizing your work effectively

3.4.2. Planning time

Gantt chart: is commonly used in project
management. It is one of the most popular and useful
ways of showing activities (tasks or events) displayed
against time. On the left of the chart is a list of the
activities and along the top is a suitable time scale. Each
activity is represented by a bar; the position and length
of the bar reflects the start date, duration and end date
of the activity.
 3.4. Organizing your work effectively
3.4.2. Planning time
Gantt chart:
• What the various activities are;
• When each activity begins and ends;
• How long each activity is scheduled to last
• Where activities overlap with other activities, and by
how much;
• The start and end date of the whole project

3.4. Organizing your work effectively

3.4.2. Planning time

Gantt chart
 3.4. Organizing your work effectively
3.4.2. Planning time

Microsoft Outlook

3.4. Organizing your work effectively

3.4.2. Planning time

Sticky notes
 3.4. Organizing your work effectively
3.4.3. Mind Map
a. What is a mind map?
A mind map is a visual way of organizing ideas in a web-
like structure.

3.4. Organizing your work effectively

3.4.3. Mind Map

b. Why mind map?
• Use right brain (visual, intuitive) as well as left brain
(logical, linear).
• Make new connections between ideas.
• Fast and easy to create.
• Easy to learn.
• Fun!
 3.4. Organizing your work effectively

3.4.3. Mind Map

c. Parts of a mind map
• Center word and image.
• Branches.
• Sub-branches – less important information
• Single keywords.
• Images and color.

3.4. Organizing your work effectively

3.4.3. Mind Map

d. Mind map design tips
• Single words.
• Use colors.
• Use pictures.
• Use zigzags instead of straight lines.
 3.4. Organizing your work effectively
3.4.3. Mind Map

3.4. Organizing your work effectively

3.4.4. PDCA cycle