TIME MANAGEMENT

Time can't be managed, time is

uncontrollable.
We can only manage ourselves and our
use of time.
The old adage reminds us that

"People don't plan to fail but a

lot of people do fail to plan."
 Tell me now

Why you want to manage you time?

What made you not to think of this

before
 Why don't people manage their
time?
Despite the benefits of time
management, why do so many people
do not use it?
This is because:
they don't know about it,
they are too lazy to plan,
they enjoy the adrenaline buzz
of meeting tight deadlines,
they enjoy crisis management.
 How busy are you?
There are occasions when you are busy all day
long, but nothing important gets done. You
might spend the day in a frenzy of activity, but
achieve very little.

Why does this happen? Because we are not

concentrating on the right things.

To succeed, we must concentrate on:

1. The results to be achieved, not on being
busy.
2. Setting priorities, which is vital.

Time management aims to ensure that we

concentrate our effort on the high payoff
tasks.
 Do not live life by accident,
be encouraged to live your
life on purpose.
How can I find purpose in my life?
You can look for these answers in
many places—
newspaper columns, friends' advice
or new-age philosophies, but have
you considered looking within
yourself?
 Are You Sure

Your days are never wasted.

You are very organized.

You clearly know where you are going and

what you are going to do
 If Yes
You are in
the
minority
 The four D’s, the four rules for
mastering time management are
Desire
– To become efficient at Time Management
Decision
– Decide to become Organized
Determination
– Keep trying to master the techniques
Discipline
– Be willing to pay the price
 If you are willing, you can
become a master of your time !
Most people would like to get
more done in a day!
There are common time
wasters and you need to
identified.
There is no mystery about managing time.
Everyone has 24 hours each day and 168 hours
each week.

We must use this time to eat, sleep, work, relax,

exercise, groom, attend class, and study.

It requires planning to get the most from these

hours.

Planning time management requires self-

discipline and control until the behavioral
changes becomes an everyday habit.

Remember, plans and schedules for managing

time are useless if one does not follow them.
 Manage yourself, not time!
Time management is actually self-
management.
What do we need to manage ourselves?
The ability to:
plan
delegate
organize
direct
control
Time Management is a common-sense skill
that help us use our time in the most effective
and productive way possible.
 TIME / SELF MANAGEMENT
-Using Time Effectively & Efficiently
-Debunking Time-Management Myths (e.g., people
work "better" under pressure)
-Combating Procrastination
-Identifying & Eliminating Time-Wasting Habits or
Activities
-Balancing & Prioritizing Multiple Responsibilities
(e.g., school, work, family)
-Understanding How We Spend Our Time
Reflects/Reveals Our Priorities & Values
 Some of the strategies to use in
managing time are:

1. Always define your objectives as

clearly as possible.
Without a goal or objective people tend to
just drift personally and professionally.
You might not be doing what you want
because your goals have not been set.
Develop the ability to work out what you
want to achieve by writing goals which you
can review often.
SIX “DYNAMICS” OF GOAL
SETTING

Set High but Achievable Goals

Be Realistic
Keep Focused on the Goal
Follow-Through
Expect Frustration
Persevere (Despite Frustration)
5 Characteristics to establishing
a useful Goal
Specific:
– Names, amounts, dates, qualifiers.
Verifiable:
– Observable or measurable by others.
Realistic:
– Achievable with reasonable efforts and costs.
Challenging:
– Not to easy; achievable with some "stretch".
Self-motivating:
– What's in it for me (WHIIFM).
The 3 Phases to Accomplishing
Goals are
Phase I
– Benefit Statements - should be
descriptive in nature. They should
also be written in the first person,
so that they are personalized and
meaningful to the person writing the
statement.
The 3 Phases to Accomplishing
Goals are
Phase II
– Potential Obstacles / Strategies to
Overcome - It is important to look at
your goals from all the angles. The
best way to do this is to put any
potential obstacles you anticipate
down in writing.
The 3 Phases to Accomplishing
Goals are
Phase III
– Taking Action - Begin by listing all the
things you must complete before you
can realize your goal. No matter how
small the task, list it. When you feel that
you are finished, go over your list and
ensure it is complete. As you go over
your list prioritize it for action.
2. Analyze your use of time

To determine if you are spending

enough time on the projects you
need to do:
Ask yourself "What is the most
important project right now?"
it will help you to focus on important
tasks and not on those that carry no
importance towards your goals
 How to analyze use of time
Make a list of your daily activity
Make a list of your weekly activity
Calculate time taken for each in
hourly basis
Multiply sum of daily activity by 6
Add up with weekly activity sum
Check whether the sum is less than
50
 How to analyze use of time
If the sum is less than 50
– No problem
If Not, check for the following
– Get a similar list from your subordinate and
check for leisure hrs
– Delegate appropriately
– Limit your activity by sum of 60 hrs
– If job requires more than 60 hrs, put 60 hrs of
job and spend rest of time towards time saving
activities
 3. Have a plan
Like most people, you might know what
you want, but have no plan to achieve
it except by hard work.

You most make lists constantly in order

to stay on top of priorities and remain
flexible to changing priorities.

This should be done for both personal

and business goals.
 Planning Tools Include

Year - In - Sight
Month - In - Sight
Week - In - Sight
Daily Plan
 Year-In-Sight

Should be viewed as a changing and

evolving document. As the year
progresses, ther will and should be
changes, additions, and deletions to the
plan. Any positive or negative events
encountered in the previous year should
be considered and noted on the YIS plan.
 Month in Sight
Month-In-Sight - Is derivative of the annual
plan. It is based on your monthly mission
letter. The position should be studied,
analyzed, and discussed any concerns
regarding the “mission” prior to
developing this plan.
It has to be completed prior to the
beginning of the month. The planning
process for the new new month has to
start 3 to 4 days prior to the end of the
current month
 Week-In-Sight

This is where the YIS and

MIS are put in action. The
majority of weekly plan
should be full of
Target/Achievement
especially for Consultants.
 Daily Plan
It is critical that a Consultant
daily schedule is full of
activity.
Remember the two most
important things normal
consultant do is PROSPECT
and SELLING
 Scheduling Activity

Avoid scheduling Schedule important tasks

systems that overload for peak times
Schedule work in blocks Block out time for fun and
of time relaxation
Schedule similar tasks Schedule in breaks
together
Don’t underestimate the
Be in a hurry to get
things done time the task will take
Don’t get caught in the Don’t overestimate the
activity trap time the task will take
 Scheduling Activity

Tackle important Make phone

work, not the urgent appointments
Resist unscheduled Make an appointment
activities with yourself
Drop the heavy cargo Schedule meetings
Be appointment
savvy
SUGGESTIONS FOR THE “DAILY
PLANNER”
Start with pre-scheduled activities
Add regular/scheduled activities or practices
Insert 10 minutes before
Set aside 10 minutes at the end of the day
Fill in planned time
Fill in planned Breaks and Diversions
Expect changes
Carry schedule with you
 4. Action plan analysis
"I tried time management once and it doesn't work for
me".
You must be committed to build time management
techniques into your daily routine.

Setting goals and eliminating time wasters means

extra time in the week to spend on those people and
activities most important to you

The value of a good plan is to:

Identify early problems that might occur and seek
out solutions
Measure the progress towards your goals
Be proactive
FOUR KEY QUESTIONS OF
ACTION PLANS

WHAT?
WHO?
WHEN?
HOW?
More on Questions of Action Plans

• What needs to be done

• what are the steps
• what order of the steps
• who does each step
• who is responsible
• where?
• What resources - time, equipment,
funding, data, intellectual resources
(training)
More on Questions of Action Plans

• What is already available?

• Risks - what can go wrong?; what
prevention
• Links to other projects
• Consultation
• Institutional Arrangements
• Method of Evaluation
 ABC of Risk Planning
Consider each risk and develop a strategy to
manage that risk
Avoidance strategies
– The probability that the risk will arise is
reduced
Backup strategies
– The impact of the risk on the project or product
will be reduced
Contingency plans
– If the risk arises, contingency plans are ones
that deal with risk
 Tell a problem

Then tell your

–A
–B
–C
 Risk Monitoring

Assess each identified risks regularly

to decide whether or not it is
becoming less or more probable
Also assess whether the effects of
the risk have changed
Each key risk should be discussed at
Management Progress Meetings
 Daily activities
Keep accurate record of daily
activities
Review daily time spent on each
activity
Enter daily hours totals for each
activity
– Productive Time 60%
– Supportive Time 30%
– Unproductive Time 10%
Time management will enable you to:

– Manage priorities
– Increase work effectiveness and
productivity
– Enjoy a more balanced lifestyle
– Feel more in control of their daily
activities
– Reduce the stress, which results from a
lack of effective time planning
 Poor time management
It is often a symptom of:

Over Confidence:
You apply techniques that used to work with small
projects.
You cannot drive a motor bike like a bicycle, nor
manage a supermarket-chain like a market stall.

The Demands:
The problems and the payoffs for increased
efficiency are all larger as your responsibility
grows;
You must learn to apply proper techniques.
 Time Waster
Something that
prevents a person
from accomplishing a
job or achieving a
goal
 Common Time Wasters
Identifying your time stealers
Interruptions – telephone, visitors, computer
chatting, etc.
Meetings
Tasks you should have delegated
Procrastination and indecision
Acting with incomplete information
Crisis management
Unclear communication
Inadequate technical knowledge
Unclear objectives and priorities
Lack of planning
Stress and fatigue
Inability to say "No"
Personal disorganization
Identify your Time Wasters

Interruptions
– How often you get interrupted
in your work
Colleagues
Phone calls
Chatting
Net surfing & Chatting
Identify your Time Wasters

Meetings
– Unnecessary Meetings
– Meetings with no purpose –
only for complaining
– Chat break converted into
meeting
– What needs a chat does not
require a meeting
Identify your Time Wasters
Delegation
– Wrong delegation
Check whether the person is involved in the job
process
– Carrying other people ‘monkeys’
Taking delegation back
– If you feel you had delegated and found no
result
You do not know how to delegate
You are over delegating
You are taking credit for the work delegated
depriving the person who was working on that
Your performance after delegation is meagre
You are not supporting your line staff intimately
but supporting only for serving your purpose
 Delegation
You can only delegate those tasks for
which you are responsible
and…to clearly understand WHO is
responsible, it is important to look at
practice acts, standards of care, job
descriptions, and policy statements
Along with responsibility, you must
transfer authority
Authority - the right to act
 Work Allocation

Work allocation differs from

delegation in that with work
allocation there is no transfer
of authority
 The Delegation Process
Define the task
Determine to whom to delegate
Provide clear communication
regarding expectations
Reach mutual agreement about the
task
Monitor & evaluate the results
Provide feedback
 Describing Expectations

Communication should be clear &

complete
Delegating should not be done in the
middle of a crisis
Encourage questions
Avoid distractions
 Obstacles to Delegation

Lack of trust
Believe others incapable
Fear of liability
Fear of blame for others mistakes
Fear of loss of control
Fear of overburdening
Insecurity
Inexperience (or bad) in delegation
Inadequate organizational skills

Back to Time waster

Identify your Time Wasters
Procrastination and indecision
– Will be discussed later

Acting with incomplete information

– Waiting for information and vexed
– Before starting you are not aware of
the fact that you are working with
incomplete information
– You feel there is no other go
Identify your Time Wasters
Crisis management
– Running behind crisis always
Find a crisis handler
Otherwise – DO NOT COMPLAINT
Try to believe that talent also lies
beyond you scope
Separate slide on the topic

Unclear communication
– Use vernacular language to
communicate with down line people
– Enquire the level of understanding
Identify your Time Wasters
Inadequate technical knowledge
– Organize training programme
– Check for understanding
– Avoid delegation
Unclear objectives and priorities
– Objectives and priorities will be next
session
Lack of planning
– No scope
Identify your Time Wasters
Stress and fatigue
– Stress management
This will be a separate presentation and
training programme
Inability to say "No"
– Learn the art of saying “No”
– Do not say “No” to help offered
– Recognize the help so offered
– Do not confine the compliments inter
persona
Personal disorganization
– Learn the art of Organizing
– Do not delegate organizing work
 Crisis Management
The problem with crisis
management and tight deadlines is
that,
While they can be fun, often they
can lead to situations such as:
High levels of stress
A disrupted private life
Tiredness
Failure of projects
What do I learn by utilizing Time
Management skills?

Determine which of the things you do are most

important, and which can be dropped.

Accomplish all the tasks most needed in the

most effective way possible.

Control the distractions that waste your time

and break your flow.

Increase the time in which you can work and

play.

Increase your effectiveness and reduce stress.

 Stress Reduction
Once you become more effective in your
use of time, you can reduce stress by:

Being more in control of what you do.

Being productive, and secure in your

daily tasks.

Enjoying what you do.

Giving your-self more quality time to

relax and enjoy life outside work.
 Daily Schedules
There is a variety of time schedules to fit our personality:

Engagement books - DIARY,

Palm Computers - ORGANISER
A piece of poster board tacked to a wall - POSTER
3 x 5 index cards – REMEMBER ME CARD

Once you decide upon the style, the next step is

construction.
Allow spaces for each hour, even half-hours for a busy
schedule.

First, put down all of the necessities; work, meals, etc.

Then block in your time. Schedule IMPORTANT EVENT

for a time when you are most alert and energized.
Review of effective scheduling and time
management:
Keep a calendar and include in it all your activities (tests, projects,
appointments, work, TV shows, socials)

Keep weekly and daily schedules. Plan the week ahead and review
your schedule daily.

Keep a long-term schedule (one yr., four yrs.) and plan ahead.

Take into account your learning style when developing a study

schedule. Select the times when you are most alert and the most
appropriate place for you to study.

When setting up your schedule, organize tasks in order of priority.

(Get the most important things done first.)

Spread work out over a week period. Performing small amounts

daily works better than does cramming or pulling an "all-nighter".

Plan ahead your computer access needs and avoid time of heavy
user traffic.
 Once scheduling becomes a
habit, you will discover that:

“It is easier to find something

to do with extra time then to find
extra time to do something.”
It is important that you make the
schedule work for you.
A time schedule that is not
personalized and honest is not a
time schedule at all.
 Procrastination= Negative Delay
When we delay or put off a task until it is unavoidable, we
are

procrastinating
1. Slows achievement of current goals,
2. Restricts future opportunity as time is clogged up.

You know that you are procrastinating when observe:

Paralysis by planning – The planning process is

drawn out to avoid confronting the issue.
Plans are argued and polished and perfected, but
implementation of the plans is delayed unnecessarily.

Perfectionism - Often tasks are fussed over long after

they have been achieved.
This often serves to delay tackling other problems.
Often perfection simply is not required, and is not cost-
effective to achieve.
 -2-
Boredom
Boring jobs are very easy to delay for spurious reasons. That’s
when self-discipline is very much needed.

Hostility
When you are hostile to the task or to the person giving the
task, there is a strong temptation to delay.

The Deadline High

Coming up against a tight deadline and meeting it is immensely
satisfying. It can be associated with strong rushes of adrenaline.
The problems with this are that you may find that: 1)You have
delayed the job precisely to get the adrenaline rush, and 2)
occasionally jobs may fail because they have been left too late.

How to tackle procrastination?

Set deadlines by which goals should be achieved.

How to avoid Deadline High procrastination?

Set intermediary goals which must be achieved.
 Tips to avoid procrastination:
Are you putting things off because of your fear of failure?
If so,…

Identify the fear and determine its causes.

Rationally analyze your situation.

Do a task analysis - If the task seems to be overwhelming,

break it down into smaller pieces, set goals for each segment
and achieve them one by one until you cross the finish line.

Weigh the consequences - What if I put this off? I might not

be able to finish this before its due, then I will not get a
passing grade. I might fail in this course...

Create a deadline

Work with the deadline set by your professor, and create

sub deadlines along the way.
Prioritizing
Results of Living in Quadrant I
(Urgent/Important)

Stress
Burnout
Crisis Management
Always putting out fires
Results of living in Quadrant III
(Urgent/Not Important)

Short-term focus
Crisis Management
Reputation-chameleon character
See goals and plans as worthless
Feel victimized, out of control
Shallow or broken relationships
Results of living in Quadrants
I, III and IV

Total irresponsibility
Fired from jobs
Dependent on others or institutions
for basics
 Maxwell’s Three R’s
What is required? Your list of priorities
must always begin with what is required of
you.
What gives the greatest return? Spend
most of your time working in your areas of
greatest strength.
What brings the greatest reward? The
things that bring the greatest reward are
the fire lighters in a leader’s life.
 So.. how could you use your
time in the most effective way
possible?

Evaluating your use of time

Focusing on your priorities
Planning for effective use of time
Using time to work for you
Creating more time
Avoiding distractions
Keep in mind that:
The main reason for managing time
is to:

provide structure to one's life and,

in turn, piece of mind.

Managing time is just something

one does for:

one's own psyche, to make one's

days easier.
TIME MANAGEMENT PRINCIPLES
1.Identify "Best Time" for Working:
Everyone has high and low periods of attention and
concentration. Are you a "morning person" or a "night person"?
Use your power times to do hard jobs; use the down times for
routines.

2.Study Difficult Jobs First:

When you are fresh, you can process information more quickly
and save time as a result.

3.Use Distributed Work and Practice:

Work in shorter time blocks with short breaks between. This
keeps you from getting fatigued and "wasting time." This type of
work is efficient because while you are taking a break, the brain
is still processing the information.

4.Make Sure the Surroundings are Conducive to Work:

This will allow you to reduce distractions which can "waste
time." For E.g. If there are times in the residence halls or your
apartment when you know there will be noise and commotion,
use that time for mindless tasks.
 TIME MANAGEMENT PRINCIPLES
5.Make Room for Entertainment and Relaxation:
Office is more than Job. You need to have a Career, yet,
you need to have a balance in your life.

6.Make Sure you Have Time to Sleep and Eat

Properly: Sleep is often used by so called professionals
as their time management "bank." When they need a few
extra hours, they withdraw a few hours of sleep. Doing this
makes the time they spend is less effective because they
will need a couple hours of clock time to get an hour of
productive time. This is not a good way to manage yourself
in relation to time.

7.Try to Combine Activities: Use the "Twofer"

concept. If you are spending time at the client place, bring
your planning notes for completion. If you are waiting in
line for tickets, bring your flashcards to memorize new
concepts in place.
Principles of Time Management
– in Nut Shell

Goal setting
Time analysis
Priority determination
Daily planning
Delegation
Interruption control
Evaluation
 Remeber
“Half our life is spent trying to find
something to do with the time
we have rushed through life
trying to save.”

Will Rogers
 Sowing and Reaping
• Sow an act,

• Reap a habit,

• Sow a habit,

• Reap a lifestyle,

• Sow a lifestyle,

• Reap a DESTINY