Learn Basic but powerful concepts of Time Management. What is time? What are Time Stealer? Time Management Matrix with explanation. Time Management Tips.

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Time ManagementTime Management

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 Time
 Every individual on earth has the same amount of
time - 60 seconds in a minute; 60 minutes in an
hour; 1,440 minutes in a day; and 525,600
minutes in a year
 Time can be of various types –
 Biological time
 This is the time we spend on sleep, physical
recreation and food etc.
 Social time
 This is the time we spend on meeting friends,
making social calls, talking on the telephone,
family occasions, get-togethers, spend on self
development like reading etc.
 Business time
 This is the time spent on meetings, interviews,
data entry etc.

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 Time Mgmt : Where are
You ?
 A. 20% people feel they are short of time. They feel so
concerned that they self find answers to Time Mgmt.
 B. 10% people feel they are short of time. They realize
this and are keen to get help and see how they can
improve Time Mgmt.
 C. 70% people feel they are not short of time. Though
they don’t mind listening to someone. And then tell him
why all that is impractical.

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 Time Management
 is more than just managing time. It is about controlling
the use of the most valuable - and
undervalued - resource
 It means changing those habits or activities that cause
waste of time. It is being willing to adopt habits and
methods to make maximum use of time.
 With good time management skills one is in control of
one’s time, stress and energy levels.
 One can maintain balance between one’s work and
personal life, finds enough flexibility to respond to
surprises or new opportunities
 It does not matter how hard You work or how
much Time You spend working, but what matters is
HOW much You achieve in a given period of time

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 Time Stealers
 Shifting priorities and crisis management.
The irony is that actions taken prior to the crisis could have
prevented the fire in the first place.
 The Telephone / Mobile
 Lack of priorities/objectives
Unfortunately too many of us think that goals and objectives are
yearly things and not daily considerations
 Attempting too much
Many people today feel that they have to accomplish everything
yesterday and don't give themselves enough time to do things
properly.
 Contd…

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 Time Stealers
 Ineffective delegation
The best managers have an ability to delegate work to
staff and ensure it is done correctly. This is probably the
best way of building a teams moral and reducing your
workload at the same time.
The general rule is -this; if one of your staff can do it
80% as well as you can, then delegate it.
Deciding what to delegate: Select capable, willing
people to carry out jobs: Delegate complete jobs:
Explain why the job is done, and what results are
expected: Then let go!
 Drop in visitors
The five deadliest words that rob your time are "Have
you got a minute". Everyone's the culprit-colleagues.,
the boss, your peers.
 Contd..

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 Time Stealers
 Procrastination
The biggest thief of time; not decision making but
decision avoidance.
 The inability to say "no!"
The general rule is; if people can dump their work or
problems on to your shoulders they will do it
 Meetings
Hold meetings only when trigger events occur
 The cluttered desk
The most effective people work from clear desks.

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 Time Management Matrix
Urgent Not Urgent
 Important
 Not
Important
 By Stephen Covey S R (The Seven Habits of Highly Effective
People; Simon & Schuster)
Quadrant 1 Quadrant 2
Crises, Planning, Exercise,
Projects, Relationship etc
Accidents Etc
Quadrant 3 Quadrant 4
Phone Calls, Day Dreaming, TV,
Visitors, Procrastination etc
Small Talks Etc

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 Time Management MatrixTime Management Matrix
 Quadrant 1 : Struggling to Stay AheadQuadrant 1 : Struggling to Stay Ahead
 The activities in Q1 are both important and urgent.
These include deadline-driven tasks
and important daily chores.
 The results of operating in this Quadrant are stress,
burnout and crisis management
 Quadrant 2 : Calm and in ControlQuadrant 2 : Calm and in Control
 The activities in Q 2 are important and but not urgent.
These include planning, crisis prevention etc.
 Operating in this Quadrant will mean a manager
having a proper perspective, vision, balance,
discipline, control and few crises.
 Contd..

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 Time Management MatrixTime Management Matrix
 Quadrant 3 : Busy going nowhereQuadrant 3 : Busy going nowhere
 The activities in Q3 are not important but urgent.
These include responding the drop in visitor, meetings,
mails that do not increase the productivity or
effectiveness.
 Operating in this Quadrant means short term focus, crisis
management, broken relationships etc.
 Quadrant 4 : Aspiring to mediocrityQuadrant 4 : Aspiring to mediocrity
 The activities in Q 4 are neither important nor urgent.
These include busywork, time wasters, junk mail etc.
 Operating in this Quadrant will mean a total
irresponsibility and over dependency.
 Contd..

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 Time Management Tips –
 Conquer the clutter
 Defuse distractions
 Know thyself
 Eliminate redundancy
 Group and separate
 Share the burden
 Seize the moment
 Emulate others
 Make Work Fun
 Listen to radio and TV news shows to keep up on the
latest news; this should enable you to skim through
newspapers and magazines.
 Open and sort through mail as soon as it arrives at your
desk or home; handle
each piece only once.
 Eliminate snacking between meals; eat three balanced
meals a day

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 The ‘Five Time Zone’ Concept
 To Have a proper balance between monochronic and
polychronic aspects of time management the ‘Five Time
Zone Concept’ advocated by Lewis, Justus and Storz,
Moni Laui
 The five links in the ‘Five Time Zone’
approach are
 Vision,
 Plans,
 Personal Organization Systems,
 Commitment
 Energy.
 Contd…

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