Basic knowledge for better time management for everyone, not just in work, but can be applied in real life.

1. Time Management

3. Effective Time Management
We begin by defining our values & important
things in our life, what goals we plan to
accomplish and how we see ourselves at the
end.
Begin With The End In Mind

4. With many things that we want to do in our life,
we need to arrange and prioritize among those
goals.
Prioritize
Create a realistic plan based on the priority that
we have, in work and life.
Planning & Organizing

5. There will be many things will come along the way, the plan may need to be adjusted.
Therefore we need a goal/end in our mind before we begin, as our light/guidance on what
is important and not. And as human being, we should treat things and people differently
Act & Live With It

6. Begin With The End in Mind

7. Begin with The End In Mind
• Imagine that you attend the funeral..
……. of yourself
• Someone closest to you is reading a eulogy about you
• Are you, right now, who you want to be? Doing what is the most important to you every day?

8. Finding Your Ends
• Things are created two times, in mind and physical
• Create a personal mission statement
– Align your values and organizational values
– Consider these aspects
• Ourselves
• Family
• Community
• Professional

9. Write Down Personal Mission in Professional

10. Prioritize

11. Important,
Not
Urgent
Important,
Urgent
Urgent,
Not
Important
Not
Urgent,
Not
Important
Eisenhower’s Principle
Classify these situations
• Production problem
• Phone call
• Lunch with key-user
• Meeting
• Physical Exercise
• Read email
URGENCY
I
M
P
O
R
T
A
N
T
A
N
C
E

12. Prioritize Technique
• ABC Analysis
The ABC analysis allows us to prioritize tasks into three different categories:
– A - Tasks that are important and urgent
– B - Tasks that are important but not urgent
– C - Tasks that are not important and not urgent
• Scale 1 - 10
List all of your tasks, and if you have time only to do 1 task, choose this as
priority #1.
Do this for the rest of the tasks

13. Prioritize Technique
• Pareto Analysis
The 80/20 Rule means that in anything a few (20
percent) are vital and many (80 percent) are
trivial (most things in life are not distributed
evenly)
• Sample of Pareto:
– 20% of features contribute 80% of bugs: Focus
on fixing these features first.

14. Things to Consider
• Procrastination
is the practice of carrying out less urgent tasks in preference to more urgent
ones, or doing more pleasurable things in place of less pleasurable ones, and
thus putting off impending tasks to a later time
• Set priority for multiple assignment
If you have been given multiple assignment by different people and potential
conflict of time, talk to them and set expectation of the priority
• Balance
Create a balance of your time for various aspect, like work, personal, family,
friends

15. List down things that you would like to achieve in a
week and prioritize them

16. Planning & Organizing

18. Know your role, yourself & your team
• Know your main roles & responsibilities
• Based on your roles, reserve time for people surround you (do not create an
overoptimistic / over pessimistic plan)
• Consider other people schedule when planning with customer, other division, etc
• Get to know yourself: Know your prime time (Morning, evening, late night?)
• We don’t find, instead we make time for important things to do

19. Create a SMART goal
• “Not-so-smart” goal:
– Complete Design Document 5 days
• SMART goal:
– Create Design Spec 3 modules Mon, 1 day
– Create ERD & Data Dictionary Tue, 0.5 day
– Merge & create draft DD Tue, 0.5 day
– Review with Technical Lead Wed,0.5 day
– Revise DD Wed,0.5 day
– Submit for review with client Thu, 5 days
– Revise DD Fri, 1 day
– Print-out DD Mon, 0.5 day

20. Create a Todo List
• Create a Master List for things to do in the future
• Break it to Quarterly/Monthly List
• Break down to Weekly & Daily List (make it unity)
• Use existing tools / resources to integrate your whole activities (like phone
calendar, Cloud Calendar, etc)

21. Create a Weekly and Daily Goal
• Create a Weekly Plan and do it in daily basis
• Based on SMART goal principle, create stepping goals (decompose bigger
goals)
• Do this for a smaller plan
• Be effective, not efficient with people
An Hour of Planning can
Save 10 Hours of Doing

22. Act

23. Act!
• Commit to achieve your plan & focus on your goal
• Be flexible about your schedule without compromising weekly schedule
• Monitor in timely manner
• Report & Escalate if necessary during assignment, do not create surprise near
the end

24. Act!
• Avoid unnecessary interruptions
• Use your waiting time
• Do what you can do the soonest possible
• Make the day as if you have very important appointment/date
• Challenge yourself every time!

25. Small change
15’/day to read
If we start reading 15 minutes a day, we can read approximately 3,000
words or 10 pages, which means we could probably finish a book in a
month – or 12 books a year which is as many as most people read in a
lifetime.
1 hour for independent study
By taking 1 hour per day for independent study, 7 hours per week, 365
hours in a year, one can learn at the rate of a full-time student. In 3-5
years, the average person can become an expert in the topic of their
choice, by spending only one hour per day.

26. Create a new habit that use minimum amount of
your time

27. Most of us spend too much time on what is urgent
and not enough time on what is
IMPORTANT
- Stephen Covey

28. Hard Things about Time Management
• Time management requires behavioural change
• Any kind of change in behaviour is difficult because humans are creatures of
behavioural habit
Whether You
Think You Can,
Or Think You Can’t.
You’re RIGHT.