2. TIME MANAGEMENT
Time Management is a
myth
You cannot manage
time
All you can try to do is
to manage yourself
3. TIME MANAGEMENT
Time in any organisation
is constant
Nothing can be substituted
for time
Once wasted it can never
be regained
Leaders have many
demands on their time &
they have to make choices
4. TIME MANAGEMENT
But, by becoming
obsessed with managing
your time, you can
actually waste time
All you need to do is to
make a simple assessment
of how to use your
workplace time most
effectively
5. THE TIME MGT MYTH
“I’ve got a problem with time
management, so ...”
I should attend a time
management course – 16hrs
I need to order planning
charts, agendas etc – 2hrs
I must read the definitive book
– 50hrs
I have to set aside at least an
hour a day to plan my time
mgt – 240hrs Total 308hrs
Why with all this effort
doesn’t it work
6. COMMON SENSE TIME WASTERS
Indecision – worrying &
procrastinating
Implementing – instead of
analysing first
Accepting unimportant
interruptions
Procrastinating
Making unrealistic time
estimates
7. TIME WASTERS
Poor organisation
Innefective meetings
Micro-managing
Doing urgent, rather
than important tasks
Poor planning & lack
of contingency plans
Failing to trust &
delegate
8. COMMON SENSE TIME SAVERS
Managing the decision
making process, not the
decisions
Concentrating on doing
only one task at a time
Establishing daily, short
term, mid term & long
term priorities
Throwing unneeded things
away
9. TIME SAVERS
Establishing personal &
organisational deadlines
Not wasting yours or other
peoples time
Ensure that all meetings
have a clear purpose &
time limit
Maintaining an accurate
agenda & sticking to it
10. TIME SAVERS
Knowing when to stop a
task, policy or procedure
Effective delegation &
empowerment of
subordinates
Setting aside time to
accomplish high priority
tasks
Setting aside time for
reflection & evaluation
11. TIME SAVERS
Regularly assess where
you’re wasting time
Create time management
goals – you are changing
your behaviour – not time
Establish routines & stick
to them as far as possible
Look at the big picture &
do not get bogged down in
details
12. TIME SAVERS
Get into the habit of
setting time limits for your
tasks
Be sure that your systems
are organised in the most
effective way
Don’t waste time waiting
Reward yourself from
time to time
13. TIME SAVERS
Schedule your most
important work during your
most productive time
Always ask yourself – “Am
I making the most of my
time?”
Begin everything knowing,
what you want to achieve
14. TIME SAVERS
Do not say “yes” to too
many things
Divide large tasks into
manageable portions
Do not put unneeded
effort into tasks
Deal with it once & for
all – do not put it off
Set start & stop times
15. TIME MANAGEMENT GRID
Quadrant 1 focusses on
things which are both
‘urgent’ & ‘important’
They need to be dealt with now
Quadrant 2 represents
things which are important
but not urgent
These activities can be scheduled to
when you can give quality thought to
them. Personal activities can be part
of this quadrant
16. TIME MANAGEMENT GRID
Quadrant 3 are distractions
They must be dealt with right now, but
frankly are not important eg. unwanted
interruptions or phone calls
Quadrant 4 are things which
are neither urgent or
important
Often unprepared meetings fall into this
category
17. RECOMMENDATIONS
Maximise quadrant 2 time
Do these tasks when you are at your
best
Many quadrant 1 activities could
have been quadrant 2 if they had
been done earlier
You can also reduce time spent in
quadrant 3 by improving your
systems & processes for dealing
with distractions
You can eliminate quadrant 4
activities by finding new ways to
deal with time wasting
18. CONCLUSIONS
You have to change your
behaviour – not time
You have to take control
to ensure that you are
working as effectively as
possible
Delegate as much as
possible, while still
staying in control
19. CONCLUSIONS
Do not sacrifice regular
interaction with your staff
– but do it on a more
structured basis
Consider appointing an
executive assistant to assist
with Board preparation &
business development etc
Allocate yourself time to
assess the ‘big picture’ &
‘plan strategically’
20. CONCLUSIONS
Use the ‘Time Mgt Grid’
to help you assess &
prioritise what is
important
Demonstrate that you are
not only successful in
your present position, but
that you are also building
up the leadership skills &
experience to take on the
next career promotion