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Chapter 2: Time management

1 Introduction to Time Management

CHAPTER 2
2 Prioritization

TIME MANAGEMENT 3 Goal Setting & Maintaining Focus

4 Organizing Tasks Effectively

1.1. What is Time management? 1.1. What is Time management?

“Time management” is the process of organizing and • Tim e ca n not be mana ged, we can only m ana ge
planning how to divide your time between specific ourselves.
activities. • Those who do not take the time to do something right,
Good time management enables you to work smarter – not must make the time to do it over.
harder – so that you get more done in less time, even when • Doing a job right is efficient, doing the right job right is
time is tight and pressures are high.; effective.
Failing to manage your time damages your effectiveness • In control of Life, not driven by circumstances.
and causes stress. • Enjoying JOURNEY of life: every day of it, not waiting for
a perfect day in future.

1.2. Why Do We Struggle with Time? Common problems

• 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.

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Balance in your life 1.3. Common Time-Wasters

Balance in Life is • Social Media Overuse

Family important. • Unproductive Meetings
Recognize each aspect of
• Perfectionism: Spending too much time on tasks that
life.
don’t need it.
Health Finance I am not getting enough
time for family/personal life
=>Solutions:
because of Work.
• Limit social media.
80% of day is spent at
Work • Only attend necessary meetings.
work.
• Use time limits for tasks to avoid perfectionism.

2.1 The Importance of Prioritization 2.2. Set priotities

• Economist Vilfredo Pareto identified the 80/20 Rule.
Not all tasks are • 80% of results come from 20% of the effort.
created equal. • In any list of tasks, 80% of the importance lies in
Prioritization is about 20% of the list.
focusing on what ’s => Focus on the 20% of tasks that generate the biggest
important, not just impact.
urgent. We often get
caught in the trap of
responding to urgent
but low-impact tasks.

2.3. Tools for prioritization 2.3. Tools for prioritization

ABC analysis The Eisenhower Matrix

Urgent Not Urgent

Value of the activity
Quadrant I. Quadrant II.
65% 20% 15% ü Prevention
Important

ü Crises ü Relationship Building

A tasks B tasks C tasks ü Deadlines ü Planning
ü Recreation

Very important important trivial /routine Quadrant III. Quadrant IV.

Not Important

ü Pleasant Activities
ü Interruptions
15% 20% 65% ü Busy Work
ü Some Meetings
ü Time Wasters
ü Popular Activities
Actual Use of Time ü Trivia

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2.3. Tools for prioritization 2.3. Tools for prioritization

The Eisenhower Matrix To-do list

Urgent Not Urgent Important

Time /Urgent
Quadrant I. Quadrant II. Activity
Estimate Priority
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

3.1. Define your goals 3.1. Define your goals

In business In business
Goals are statements you make about the future for your Objectives are the exact steps your company must take to reach
bu si ness . You mi ght say, “We see k to be t he most its goals. They are written without emotion, and they are

widespread widget maker in the country.” This statement typically measurable and quantifiable. They also are realistic
and attainable and have an associated timeline.
demonstrates that you have lofty plans for your business,
“We will increase our sales by 3 percent in each quarter of this
but it does not say specifically how you can meet your goal.
year in each region in which we currently operate.”
=> helps define the direction that a business will take.
Or: “We will open new branches and plants in two states per
quarter this year.”

3.1. Define your goals 3.1. Define your goals

Goals (objectives) and time span
Three Kinds of Goals
Ø Long-term > 10 years
• Personal Goals
Ø Intermediate 01 – 05 years
• Career/Organizational Goals
Ø Short-term < 01 year
• Professional Long-term Goals
Ø Quarterly
What are your goals?
Ø Monthly
Ø Weekly
Ø Daily

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3.1. Define your goals 3.1. Define your goals

Features of Effective Objectives Features of Effective Objectives

"SMART" GOALS
Specific: means that the objective
should state what actions need to
be carried out, using language
t h at i s e a s i l y u n d e rsto o d b y
S - Specific & Self
everyone concerned.
M - Measurable Your goal should be clear and
A - Achievable&Attainable specific, otherwise you won't be
able to focus your efforts or feel
R - Realistic & Relevant truly motivated to achieve it.
T - Time Bound

3.1. Define your goals 3.1. Define your goals

Features of Effective Objectives Features of Effective Objectives

Measurable: it needs to be set in Achievable: Your goal also needs

a way that allows for assessment. to be realistic and attainable to be
It's important to have measurable successful. In other words, it
goals, so that you can track your should stretch your abilities but
progre ss and stay motivated. still remain possible. When you
Assessing progress helps you to set an achievable goal, you may be
stay focused, meet your deadlines, able to identify prev iously
and feel the excitement of getting o ve r l o o ke d op po rt un i t i e s o r
closer to achieving your goal. re sources that can b ri ng you
closer to it.

3.1. Define your goals 3.1. Define your goals

Features of Effective Objectives Features of Effective Objectives

Relevant: it needs to make Time bound: Every goal needs a

sense to individuals in terms of target date, so that you have a
their job roles. It must also dea dline to foc us on and
support the overall objectives something to work toward. This
of th e dep ar tme nt and the part of the SMART goal criteria
business. Make sure that your helps to prevent everyday tasks
plans drive everyone forward, from taking priority over your
but that you're still responsible longer-term goals.
for achieving your own goal.

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3.2. Overcome Procrastination & Maintain Focus 3.2. Overcome Procrastination & Maintain Focus
Procrastination happens when there’s a gap between intention The Pomodoro Technique
and action. Sometimes it’s fear of failure, other times it’s
simply not knowing where to start. Helps maintain focus by working in 25-minute intervals,
• Break down ta sks: Divide big project s into smaller, followed by a 5-minute break.”
manageable parts. Step 1: Pick a task.
• The Two-Minute Rule: If a task takes less than two minutes, Step 2: Set a 25-minute timer.
do it immediately. Step 3: Work on the task until the timer rings.
• Rewa rd Yo urse l f : Use rewa rds a s m o ti vati o n af te r Step 4: Take a 5-minute break.
completing tasks. After 4 sessions, take a 15-30 minute break.
• Focusing on one task at a time improves productivity.
• Start with your hardest task of the day to boost motivation.

3.2. Overcome Procrastination & Maintain Focus 4.1. Work With Your Body Cycles
Time Blocking

Circadian Rhythms
Time blocking is planning your day by scheduling blocks of time v Circadian rhythms are internal biological clocks that
for each task or activity. Instead of working from a to-do list, regulate many functions and activities, including sleep,
you follow a structured calendar where tasks are allocated temperature, metabolism, alertness, blood pressure,
specific slots.” heart rate and hormone levels and immunities.
v These Circadian Rhythms are reset by sunlight each
morning.
v Whether you are a “Morning Person” or a “Night
Owl” is determined by these cycles.

4.1. Work With Your Body Cycles 4.1. Work With Your Body Cycles

Cognitive Tasks
8am - 12 noon*

v Cog ni t ive , or me ntal tasks such as re adi ng ,

WHAT IS PROPER TIME?
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.

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4.1. Work With Your Body Cycles 4.1. Work With Your Body Cycles

Short term memory Long term memory

6 am - 10 am 1 pm - 4pm*

v Short term memory tasks such as last minute v Longer term Memory tasks such as memorizing
reviewing for tests are best performed early in the speeches and information for application are best
morning. performed in the afternoon.
*If you are a Night Owl, shift these times about 3-4 hours later in *If you are a Night Owl, shift these times about 3-4 hours later in
the day. the day.

4.1. Work With Your Body Cycles 4.1. Work With Your Body Cycles
Seven Dangers Signals
1) The belief that you are Indispensable : No One else can do your
Physical Workouts
work.
4 pm to 9 pm *
2) No time for important work you need and want to do: Daily

v Because of Circadian Rhythms it is best to engage in physical crisis consume your time.
3) Attempting too much at once by never saying “NO”.
activity in the evening when your large muscle coordination is at
4) Unrelenting pressure: Always feel behind schedule.
its peak.
5) Habitual (not just occasional) long working hours.
v Exercising about 5 hours before bedtime improves the
6) Feeling guilty leaving work on time.
quality of sleep. 7) Taking worries and problems home.
*If you are a Night Owl, shift these times about 3-4 hours later in
the day.

4.2. Time Management Techniques 4.2. Time Management Techniques

1. Time logs 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

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4.2. Time Management Techniques 4.2. Time Management Techniques

2. Planning time 2. Planning time

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

4.2. Time Management Techniques 4.2. Time Management Techniques

2. Planning time 2. Planning time
Gantt chart Microsoft Outlook

4.2. Time Management Techniques 4.2. Time Management Techniques

2. Planning time 3. Mind Map
a. What is a mind map?
Sticky notes
A mind map is a visual way of organizing ideas in a
web-like structure.

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4.2. Time Management Techniques 4.2. Time Management Techniques

3. Mind Map
3. Mind Map
b. Why mind map?
c. Parts of a mind map
v Use right brain (visual, intuitive) as well as left brain
v Center word and image.
(logical, linear).
v Branches.
v Make new connections between ideas.
v Sub-branches – less important information
v Fast and easy to create.
v Single keywords.
v Easy to learn.
v Images and color.
v Fun!

4.2. Time Management Techniques 4.2. Time Management Techniques

3. Mind Map
3. Mind Map
d. Mind map design tips
v Single words.
v Use colors.
v Use pictures.
v Use zigzags instead of straight lines.

4.2. Time Management Techniques Conclusion

Our goal is working smart but working hard.
4. Batch Processing • Being productive in what you are doing
• Create your own formula for work/life balance
Batch processing is grouping similar tasks and doing them
• Estimate the time required to complete your highest
all together. For example, respond to all emails at once priority tasks
rather than checking your inbox constantly. • Identify the time of day when you achieve peak
performance
• Identify your most common distraction
• Design and implement a plan to manage your most
common distraction
• Create long-term study plan and set goals for personal
achievement and career path