TIME MANAGEMENT &

STRESS

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 What is time?

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 What is Time?

 "Time is something we measure by a

calendar or clock,“
 "Time is a measurement of activity."
 “Time is a period during which something
exists or continues."
[Webster's Third New International Dictionary]

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 Characteristics of Time
 Time is democratic.
 Everyone gets 24 hours in a day.
 Time is perishable; it cannot be stored.
 Time cannot be bought.
 Time is a valuable and limited
resource.

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What is Time Management?

 Time management (TM) is the ability

to effectively set priorities and to carry out
those priorities within a given time
framework.

 TM is utilizing the available time in optimum

manner to achieve one’s personal and
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 professional goals.

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What Time Management is NOT

 TM is NOT a way to make you work

harder
and longer,
but
a means to help you work
smarter to accomplish your work
more easily and rapidly.
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Obstacles of Effective Time Management
1. Unclear objectives
2. Disorganization
3. Inability to say
4. Interruptions
5. Periods of inactivity
6. Too many things at once
7. Stress and fatigue
8. All work and no play

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� It is often said that if the project
manager cannot control his own
time, then he will control nothing
else on the project.

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Developing a Time Management Plan
�7 steps
1. IDENTIFY PERSONAL VALUES AND ATTITUDES
Values are things of highest priorities and most important.
2. IDENTIFY LONG TERM AND SHORT TERM
GOALS
A goal is a statement expressing what to achieve. (based on identified
values)
3. SET PRIORITIES
Prioritizing means the ranking of goals in order of importance or
relevance
4. IDENTIFY OBJECTIVES
Is breaking goals down into smaller goals or ‘stepping
stones’…SMART
5. SETTING TASKS/STRATEGIES
specific things /steps which need to be done (with deadlines) in order
to achieve the objective.
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 6. IDENTIFY BARRIERS
making a list of barriers and then devising strategies to overcome them.
7. DEVELOP A PLAN: Create a Time Management Plan for 1 week

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… Developing a Time Management Plan
STEPS TO OVERCOME BARRIERS
1. Make lists
Rewards don’t have to involve large
2. Break big jobs into little steps
amounts of money – but they
3. Promise yourself a reward should generate large amounts of
4. Do important things right awaypositive feelings and emotions.
5. Be adaptable Dr. Joe Vitale
6. Learn to say NO (when it is appropriate)

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 The Time Management Matrix
� Pareto’s Rule: (Vilfredo Pareto: Italian economist)
 20% of your tasks take 80% of your time and
 80% of your tasks take 20% of your time.

� Eisenhower Urgency/Importance Grid can help:

� to prioritize tasks to ensure that energy is spent on the
20%
of tasks that produce 80% of results.
� to discover how much time you might be wasting.

• The Matrix has four quadrants.

Quadrant 1: Important and
Urgent Quadrant 2: Important
and Not Urgent Quadrant 3: Not
Important and Urgent
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Quadrant 4: Not Important and Not Urgent
 Urgent Not Urgent
I II
(MANAGE/ (FOCUS/ DELAY with
deadline)
• Crisis DO)
 Preparation/planning
• Medical emergencies  Prevention
Importa • Pressing problems  Values clarification
nt • Deadline-driven  Physical exercise
projects
• Last-minute preparations for scheduled  Relationship-building
activities
 True recreation/relaxation

Quadrant of Necessity Quadrant of Quality & Personal Leadership

III
(AVOID/ DELEGATE)
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 Interruptions, some calls
 Some mail & reports
Not
 Some meetings
Importa
 Many “pressing” matters
nt
 Many popular activities
Quadr  Trivia, busywork
ant of I
 Some phone messages/ Junk mail
Dece V
ption  Escape activities

( Quadrant of
Waste
A
V
O
I
D
/
D
E
L
E
T
E
)
 Time wasters
 Viewing mindless TV
shows
 STRATEGIES for Personal TM
1) Learn to Say “NO”

� FOUR Principles to be able to say “NO”

1) If you realize that you can NOT do everything
2) If you will NOT agree to undertake a task/project that you DON’T know
3) If you will NOT be able to complete in the timeframe required
4) *** If you do NOT make commitments that are NOT consistent with
the
goals and objectives you have set for yourself

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 ... STRATEGIES for Personal TM
2) Concentrate on the Task at Hand
1) Focus on your goal
2) Tune out interruptions
3) Consider Your Prime Time
� Most researches show that tasks that take the most
mental concentration are most effectively
accomplished early in the day, but even this studies
acknowledge that this is Not always true, and that
everyone has a “Personal Prime Time”.
4) Celebrate Your Success
WORK
� It motivates you for
the next activity
PLAY
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 Tips
Eliminate Time Wasters!

I. Control Telephone Calls with effective management.

II. Discourage Drop-in Visitors or reduce the amount of

time they spend in your office.

III. Handle Each Piece of Paper Once

 Dump it if it is unimportant; do not waste time reading each word.
 Defer items until there is more time if they do not need to
be handled immediately.
 Delegate tasks that are not a priority for you to complete at this time.
 Do it if it is something important that should be done.

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IV. Ending PROCRASTINATION
 It is putting off the doing of something intentionally and
habitually. It is world’s #1 time waster.
V. Manage Meetings- so that they do not last too long
 Prepare for the meeting ahead of time by distributing the agenda
before the meeting. The agenda should include timeframes for each
topic.
Schedule meetings carefully; they should begin and end on
time.
VI. Delegate, don’t try to do everything by your own
� Delegating is getting things done through others.
� Failure to delegate occurs too often, but it happens for a variety
of reasons.
 Belief that no one can do it as well as yourself
 Doesn’t want to let go of a task
16  Insecurity
Project Time Management

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� Managing projects within time,
cost, and performance is easier
said than done.

� The project management environment

is extremely turbulent, and is composed
of numerous meetings, report writing,
conflict resolution, continuous planning
and replanning, communication with the
customer, and crisis management.
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� Formost people, time is a resource that, when
lost or misplaced, is gone forever.

� Fora project manager, however, time is more of a

constraint, and effective time management
principles must be employed to make it a
resource.

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What is Project Time Management?
Project time management is…
• Determining the time needed to
complete the project and
scheduling activities to meet that
time
• Critical to the success of the project
• Without careful scheduling and planning, a project is
at risk of failure
Often regarded as the hardest part of project
management
Project time management
It includes:
• Activity definition
• Activity sequencing
• Activity duration estimating
• Schedule development
• Schedule control
 Activity definition
� This step requires you to define the tasks,
milestones, and other activities needed to complete
the project.
� This is done by using the work breakdown
structure (WBS).
� Thework breakdown structure (WBS) is a checklist of every
activity that must be performed to create the
endproduct.
� The WBS lists all of the work packages that need to be done in
order to complete all the project deliverables.
� For each work package, you will define the specific activities
that need to be performed in order to complete the work
package.The result of this step is a comprehensive activity list
for the project.
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Activity sequencing
� This
is determining the order each of the activities
needs to be completed in.
� Putting activities in order of execution
� Todetermine the sequence of activities, you will
need to understand the relationships between
them.
� By understanding which activities are related to each
other, you will be able to determine which activities
need to be completed in order to start another one.
�A network diagram can be drawn to visually
represent the sequence of activities.

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Activity duration estimating
� Thisis to estimate how long each activity will
take to complete.
� This needs to take into account the type, amount, and
availability of people, material, equipment and supplies
that are needed to perform each activity.

� Thereare different techniques that you can

use to estimate durations.
� For example, you can use expert judgment or
base your estimate on a similar project
(analogous estimating).

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Schedule development
� This is analyzing activity sequences, durations,
resource requirements, and schedule constraints
to create
the project schedule.
� No matter the size or scope of your project, the schedule is
a
key part of project management.
� The schedule tells you when each activity should be
done, what has already been completed, and the
sequence in which things need to be finished
� But, this process is an iterative process: Because of the
uncertainty involved, the schedule is reviewed regularly,
and it is often revised while the project is in progress.
� Tools and Techniques used for scheduling includes
Schedule network analysis, Critical path method, Critical
chain method, … 26🞂 There are many software packages,
such as Microsoft Project, that
will assist you to develop reliable and accurate project schedule.
Schedule control
� ControlSchedule is the process of monitoring the
status of project activities to update project progress
and manage changes to the schedule baseline to
achieve the plan.
� The key benefit of this process is that it provides the means to
recognize deviation from the plan and take corrective and
preventive actions and thus minimize risk.
� Thereare many techniques used for schedule
control including...
� Variance Analysis
� Performance Reviews
� What-If Scenario Analysis
� Variance analysis and performance reviews will help you determine
if the project is progressing as planned. If it isn't, then what-if
scenario analysis can be used to identify any changes that could
help to bring the project schedule back on track.
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TIME ROBBERS
� The most challenging problem facing the project manager is
his
inability to say no.
� There are numerous time robbers in the project
management environment.These include:
� Incomplete work
� A job poorly done that must be done over
� Telephone calls, mail, and email
� Lack of adequate responsibility and commensurate authority
� Changes without direct notification/explanation
� Waiting for people
� Failure to delegate, or unwise delegation
� Poor retrieval systems
28🞂 Lack of information in a ready-to-use format
� EFFECTIVE TIME MANAGEMENT
� There are several techniques that project
managers can practice in order to make better
use of their time:
🞂

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 Stress and burnout

What is Stress?
🞂
What is burnout?

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What is stress?

� Stress is the “psychological, physiological and behavioural

response by an individual when they perceive a lack of
equilibrium between the demands placed upon them
and their ability to meet those demands, which, over a
period of time, leads to ill-health”
(Palmer, 1989).

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Symptoms of stress
Although we all experience stress differently, some
common symptoms include:
� Difficulty sleeping; � Sweaty hands or feet;
� Weight gain or
� Heartburn;
weight loss;
� Excessive sleeping;
� Stomach pain;
� Social isolation;
� Irritability;
� Fatigue;
� Teeth grinding;
� Nausea;
� Panic attacks;
� Feeling overwhelmed;
� Headaches;
� and obsessive or
� Difficulty
compulsive
concentrating behaviors.
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 Burnout is
� consequences of “excessive stress” placed
on any individual, no matter their occupation.
� When we get to the point of no longer being able to
cope,
we are “burned out,” like a candle.

� Job burnout is a special type of work-related stress

�a state of physical or emotional exhaustion that also involves
a
sense of reduced accomplishment and loss of personal identity.

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� Thefactors that serve to make any occupation
stressful are
� responsibility without the authority or ability to exert
control, a necessity for perfection, the pressure of
deadlines, role ambiguity, role conflict, role overload, the
crossing of organizational boundaries, responsibility for
the actions of subordinates, and the necessity to keep up
with the information explosions or technological
breakthroughs.

� Project managers have all of these factors in their jobs.

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� Project
managers are subject to stress due to
several different facets of their jobs.This can
manifest itself in a variety of ways, such as:

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 stress management is:
� “is set of techniques and programs
intended to help people deal more
effectively with stress in their lives by
analysing the specific stressors and
taking positive actions to minimize their
effects”
(Gale Encyclopaedia of Medicine, 2008).

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 Yesterday is a cancelled check,

tomorrow is a promissory note,

and
today is a ready cash.  USE IT

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 Thank you

2 -Feb-23
The Quest44for H
Knowledge