TIME

What is lost is a
part of our life

IT IS IMPOSSIBLE TO
MANAGE TIME

BENEFITS FROM EFFECTIVE TIME
MANAGEMENT
• We have more time to do things we
want to do………rather than do things
what we have to do
• We get control over our life - dealing
with internal & external time
hindrances
• We are free of stress and tension
• We can achieve our goals in life

“I do not have
to do”

MY
PRIORITIES
ARE
DIFFERENT
IF YOU REALLY WANT TO DO A THING
YOU WILL FIND TIME TO DO IT

WE WILL!!
• Learn that time management is a
habit
• How to develop this habit
• Understand how we spend our
time
• Create awareness about the four
quadrants of time mgmt
• Share tips on how to manage our
time better

Habits are powerful factors
in our lives. Because they
are consistent, often
unconscious patterns, they
constantly, daily, express
our character and produce
our Effectiveness or
Ineffectiveness

MANAGING TIME IS
A HABIT
NOT MANAGING TIME
IS ALSO A HABIT

HOW TO DEVELOP A HABIT OF
MANAGING TIME
• Recognise the need
• Believe improvement is possible
• Plan the activity – small
improvements lead the way
• Reinforce good behaviour

HOW DO WE
SPEND OUR
TIME?

QUADRANTS OF TIME MANAGEMENT
URGENT &
NOT IMPORTANT
II
NOT URGENT &
NOT IMPORTANT IV
URGENT &
IMPORTANT
I
IMPORTANT &
NOT URGENTIII

• I - THEYACT ON US
• II - DECEPTION - WE ARE MEETING
OTHER PEOPLE’S PRIORITIES &
EXPECTATION
• III - WE MUST ACT ON THEM
• IV - MOSTLY WASTE OF TIME
URGENT &
IMPORTANT
URGENT &
NOT IMPORTANT
IMPORTANT &
NOT URGENT
NOT URGENT &
NOT IMPORTANT
II
IV
I
III

PROCRASTINATION
DISORGANISATION
INABILITY
TO
SAY
“NO”
INABILITY
TO
DELEGATE
GOSSIP
PHONE
CALL
WE
MAKE
Internal time wasters

PAPER WORK
TRAVEL TIME
WAITING
FOR
SOMEONE
CRISIS
MANAGEMENT
VISITORS
PHONE
CALL
OTHERS
MAKE
External time wasters

HOW TO DEAL
WITH
TIME
HINDERANCE
?
ELIMINATE
THEM
SHORTEN THE
TIME SPENT
ON THEM

Why don’t we delegate
 “I can do it better”
 “I can do it faster”
 “I am insecure”
 “I do not want to give it up”
 “It is a dirty job”
 “I want to keep control”

Delegation
• The points to be considered before
delegation
– How much of responsibility, authority &
accountability will I delegate
– How closely will I monitor
– How much will I participate
– How often will I need an update &
progress information

PROCRASTINATION is a
vicious circle where…..
we never do today what
we can postpone to tomorrow

• Why do we procrastinate?
– Lack of motivation
– Laziness
– Lack of dead line
– Personal disorganisation
– Anxiety about the future
– Fear of failure
Procrastination

Procrastination
• Do not fear failure
• Set a deadline
• Break it into small easy to do pieces
– start with the easiest parts first
• Set a reward system
• Do not allow perfectionism as a reason for
procrastination

Why do we say “Yes” when we
want to say “No”
• Wanting to be in the thick of things
• “I’m the only one who can do it well”
• Fear of being disliked
• Fear that our “NO” has to be
justified
• Being flattered to be asked

How to say “No”
• Be polite - explain to reason for
refusal
• Respect yours & other people’s time
• Keep your promises of calling back,
etc.
• Train others to do the jobs which can
be delegated

Disorganisation
• PHYSICAL DISORGANISATION
• Keep your work place in such a way that
things are easy to reach
– Label everything like trays, files
– Use color coded files as per priority
– Do not clutter your work place

Disorganisation
• MENTAL DISORGANISATION
(e.g. out of fuel, delayed proposal, missed
appointments)
• How to overcome
– Recognize the symptoms
– Believe
– Plan for improvement

Tips on how to manage our
time better
• Examine our time management habits
• Plan our day
• Work smart rather than hard
• Concentrate on one job at a time
• Discover the benefits of delegation

IF YOU WRITE DOWN
THINGS TO DO
YOU WILL HAVE MORE
TIME TO DO THINGS

Tips on how to prepare
‘To Do’list
• Prepare it daily
• Do three things
– List the tasks to be done
– Assign priorities
– Tick the tasks completed

• Be realistic and aware of your time
• Make a provision for emergencies
• Add jobs as and when required
• Review your list every morning
Tips on how to prepare
‘To Do’ list

PRIME TIME
Energy
Level

Handling paper work
• Handle each paper only once
• Write on the same paper and send it back
• Use the F-WAD approach
• File if needed for future reference
• Waste basket if read & nothing to be done
• Action folder if needs detailed study
• Delegate to others in the team

SUMMARY
• We control our time
• Time management is a habit we can
develop
• Analyse how you spend your time
• Concentrate on your III quadrant
• Follow the tips given

THE BEST WAY TO BEGIN,
IS TO BEGIN