1. Claudia Lima
ARC Broward – Learning Institute

2.  Identify the main obstacles to effective Time
Management in your daily role
 Understand the nature of Time Management
 Understand a range of tools, techniques and concepts
for Time Management
 Use these techniques to build an effective Time
Management process that will enhance your productivity
and lower your stress
 Explain the benefits of having an effective Time
Management process
2

3. Time management has five main aspects:
2. Planning & Goal Setting
3. Managing Yourself
4. Dealing with Other People
5. Your Time
6. Getting Results
The first 4 are all interconnect and interact to generate
the fifth – “results”
3

4.  Time is the most precious thing we have
 Time is ultimately the most valuable resource
 Time is totally perishable
 Time cannot be stored up for use later
“Time is more valuable than money. You can
get more money, but you cannot get more time.”
4

5. Time can be categorized into two types:
Fast time
 when absorbed in, or enjoying an activity
Slow time
 when bored with an activity or having a bad time
5

6. Under-estimation of time
Stress due to committing to too many tasks
Poor quality output
Deadlines may be missed
Over-estimation of time
Poor quality output
Deadlines set may not match requirements
Stress due to people pressing to have
activities completed
6

7. Covey identified 4 waves in time management
1. Notes and Checklists
Recognition of the demands on energy & time
2. Calendars and appointment books
Scheduling with some focus on the future
3. Prioritization
Comparison of the relative worth of activities
4. Self management
Realization that time cannot be managed - it is ourselves that
we have to manage!
The Seven Habits of Highly Effective People: Covey,1989
7

8. Urgent Not Urgent
I •Crisis II •Preparation
•Unscheduled client mtg •Prevention
•Planning
Important •Pressing problems
•Deadline-driven projects •Relationship building
•Empowerment
III IV •Trivial activities
•Interruptions
Not •Some phone calls
•Some meetings •Time wasters
Important •“Escape” activities
•Emails
•Irrelevant mail
•Peer pressure
8

9. Urgent Not Urgent
I •Crisis
30% II •Preparation 5%
•Unscheduled client mtg •Prevention
•Planning
Important •Pressing problems
•Deadline-driven projects •Relationship building
•Empowerment
III 50% IV •Trivial activities 15%
•Interruptions
Not •Some phone calls
•Some meetings •Time wasters
Important •“Escape” activities
•Emails
•Irrelevant mail
•Peer pressure
9

10. Urgent Not Urgent
I •Crisis
20% II •Preparation 75 %
•Unscheduled client mtg •Prevention
•Planning
Important •Pressing problems
•Deadline-driven projects •Relationship building
•Empowerment
III 5% IV •Trivial activities 0%
•Interruptions
Not •Some phone calls
•Some meetings •Time wasters
Important •“Escape” activities
•Emails
•Irrelevant mail
•Peer pressure
10

11. I II •Vision
•Stress
•Burnout •Perspective
•Crises management •Balance
•Firefighting •Discipline
•Focus on the immediate •Control
III • IV •
Short term focus Total irresponsibility
•Crises management •High dependency on
•Low value on goals others for basics
•Feeling of victimization / •Short career path in the
lack of control organization
•Shallow relationships
11

12. The basic requirements to reach Quadrant 2 are:
Clear definition of organizational roles and specifically your
own role
Development and utilization of schedules
The practice of daily adapting in work role
 Say NO in a professional manner
12

13. Just because you are busy does not
mean that you are productive
 Differentiate between
› Effectiveness -- doing the right things
› Efficiency -- doing the right things
correctly*
13

14. Problem No 1: Procrastination
Putting off doing things that you should do first !
You have to
“eat THE FROG”
everyday
“The Frog” is the undesirable task.
Remember, if you look the frog for too long you
won’t eat it.
14

15. Start with the legs…
15

16. Problem No 2: Paralyzing perfectionism
This is a failure to recognize the difference
between excellence and perfection
 Excellence
 Achievable
 Healthy
 Satisfying
 Realistic
 Perfection
 Unattainable
 Frustrating
 Unrealistic
16

17. When faced with a task - decide to deal with it
according to one of the following actions:
› Do it
› Delegate it
› Dump it
› Deadline it
› Divide it
 Solution
 List all tasks that you are currently putting off
 Remove two from the list by doing them now!
 Plan and set a schedule for dealing with the rest
 Reward when tasks are completed
 Punish when tasks are not completed on schedule
17

18. To deal with over-work, try the following
› Understand your pressures
› Don’t get worked up or panicked
› Don’t blame everything on yourself
› Estimate time as well as possible
› Agree priorities and keep them
› Remind yourself that there is a limited amount
of time available to you
18

19. Differentiating between
› Urgent tasks
 assume importance as they demand
immediate attention
› Important tasks
 May become urgent if left undone
 Usually have a long term effect
To judge importance x urgency, estimate
tasks in terms of
 Impact of doing them
 Effect of not doing them
19

20. The main aim of prioritization is to
avoid a crisis
To do this then you must:
Schedule your Priorities
as opposed to
Prioritizing your Schedule
20

21. Organizing
Prioritizing
Scheduling
21

22. Proactive work Reactive work
concentrates on making concentrates on getting
things happen things done
› Developing plans › Handling daily
and schedules routines
› Focusing on key tasks
› Dealing with urgency
› Achieving deadlines
& Resolving crises
& targets
› Handling interruptions
› Managing projects
22

23. The most effective way to anticipate
and prevent crises is to:
› Set deadlines and stick with them
› Use temporary targets and milestones to
break the task or project into
manageable chunks
› Build the schedule so that it is realistic
23

24. A plan is a road map set in real time to
reach an objective or set of objectives
through the use of defined resources
Failing to Plan
is Planning to Fail
24

25. The Pareto principle is
based on the idea
that 20% of your tasks
yield 80% of your
results. By prioritizing
with the 80 / 20
principle you develop
time management
skills that boost your
effectiveness.
25

26. Planning levels should cascade as follows:
Yearly overview plan, Monthly Plan, Weekly Plan, Daily Plan
The Daily Plan should cover three main areas:
› Scheduled activities for the day showing time
allocated to each
› Identification of key tasks for the day to allow
them to be prioritized
› Indication of who you need to contact during
the day to allow you to complete tasks
26

27. When setting out the daily plan pay attention
to the following points:
› When do you perform best, suit your bio-rhythm
› Build in planning time at the start and end of the day
› Prioritize actions into ‘musts, shoulds and coulds and focus on
the ‘musts’
Guidelines continued
– Leave room for unexpected
– Don’t stack meetings back to back
– Batch telephone calls
– Build in quality time
27

28. Document handling can steal a vast quantity of time from our
working day. Improve your document usage by:
Touch each piece of paper once
Act on what is required by the document
File the document for reference later
Dump the document
Define what you need to keep and for how long
Allows you to file materials easily and logically
Facilitates access to materials
28

29. How our workspace is organized has an impact on how
efficient we are - try the following to improve efficiency
› De-clutter your desk by clearing it at the end of each working
day
› File cabinets have to be easily accessible
› Organize a work flow system in your space
› Purge files regularly
X
29

30. Try to reduce the number of interruptions by applying the
following techniques:
 Create a visual barrier at your workspace to reduce the incidence
of ‘drop-in’ visits
 Don’t have extra chairs in your workspace - people do not hang
around as long if they must stand
 For important work - move to another space so the potential
interrupters can’t find you!
 Tell people that you are busy, explain why and arrange to contact
them at a more suitable time
30

31. The telephone can be responsible for eating
vast quantities of time - control the phone
by using:
› Batch your external calls
› Delegate calls that you don’t have to make
personally to one of your team
› Terminate calls once the business has been
done
› Set up a rotation in your team for handling
incoming/outgoing calls
31

32. › Process your inbox in batches. Make it
once or twice a day
› Read it, answer it
› Keep it short
› Clean your inbox creating folder by
person or department.
32

33.  Develop plans – daily, weekly, monthly,
annual,
 Note all deadline on your plans
 Make a “to do” list daily
 Prioritize and reprioritize your daily list
 Work on your top priorities first. Eat the
Frog!
33

34. 34