Time Management

1. By Samavia Munir

2. Time management (TM)
Time Management refers to managing
time effectively so that the right time is
allocated to the right activity.

3. Use your time wisely
 Time is what we want most, but what we use worst.
William Penn
 The common man is not concerned about the passage
of time, the man of talent is driven by it.
Schopenhauer
 The key is in not spending time, but in investing it.
Stephen R. Covey
 Make use of time, let not advantage slip.
William Shakespeare

4. What is Time Management?
 Time management has five main aspects:
 Planning & Goal Setting
 Managing Yourself
 Dealing with Other People
 Your Time
 Getting Results
 The first 4 all interconnect and interact to generate the
fifth - results

5. Why do we need TM ?
 To save time
 To reduce stress
 To function effectively
 To increase our work output
 To have more control over our job responsibilities.

6. Time Management Process

7. 1,Costing your Time
 Understand the true value by calculating your cost per
year
Cost per year=(salary + taxes +office space + office
equipment + profit you generate)

8. 2,Making Activity Logs
 Make a realistic estimate of time spend during day on
job orders.
 Pinpoint the critical areas.
 Finding the high yielding time of our day.

9. 3,Goal Setting
 Setting lifetime goals help to chart your life course and
your career path.
 Breakup your lifetime goal in smaller goals.
 Make a daily To-Do list.
 Revise and update your list on daily bases and judge
your performance.

10. 4,Planning
 Draw an action plan –A list of things that need to be
done to achieve your goals

11. 5,Prioritizing
 Make a To-Do List.
 Consider the value of the task before to do it-
Is it worth spending your time and company resources.
 Prioritize your task- The
most important jobs should be completed first followed by
other jobs.

12. Scheduling
 Make a realistic estimate of how much you can do.
 Plan to make the best use of the available time.
 Reserve some contingency time to deal with
‘unexpected jobs’.
 Minimize stress by avoiding commitment by yourself
and others.
 Reward when tasks are completed
 Punish when tasks are not completed on schedule

13. Time as a Commodity
 Time is the most precious thing we have
 Time is ultimately the most valuable resource
 Time and how we spend it within the organization must be
managed effectively
 Time is totally perishable
 Time cannot be stored up for use later

14. Essential Habits
 Essential habits for good time management are:
 Know where the hours are going
 Keep focused on the end result
 Work to defined priorities
 Schedule time for important issues
 Delegate routine tasks and responsibility for them
 Confront your own indecision and delay
 Take the stress out of work
 Keep applying the essential habits!

15. Types of Time
 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
 when scared

16. Over- & Under-estimating Time
 Time for tasks or activities can be over- or under-
estimated due to
 Intensity of activity
 Level of brain function
 Length of gaps between enjoyments
 Fear or ecstasy

17. Effects of Estimating Time
Incorrectly
 Under-estimation of time
 Stress due to committing to too many tasks
 Poor quality output
 Deadlines may be missed
 Over-estimation of time
 Stress due to people pressing to have activities completed
 Poor quality output

18. Time Management Principles
Time Management Principles
Spent Time Matrix
Quadrant 2
Time-Based
Management

19. Spent Time Matrix
Q1
Q3
Q2
Q4
Crises
Deadlines
Prevention
Relationship Building
Planning
Recreation
Interruptions
Some Meetings
Popular Activities
Pleasant Activities
Busy Work
Time Wasters
Trivia
Urgent Not Urgent
Important
Not
Important

20. Quadrant 1
 Being in Quadrant 1 brings
 Stress
 Burnout
 Crises management
 Firefighting
 Focus on the immediate

21. Quadrant 3
 Being in Quadrant 3 brings
 Short term focus
 Crises management
 Low value on goals
 lack of control
 Shallow relationships

22. Quadrants 3 & 4
 Cycling between Quadrants 3 & 4 brings:
 Total irresponsibility
 High dependency on others for basics
 Short career path in the organization

23. Quadrant 2
 Being in Quadrant 2 brings:
 Vision
 Perspective
 Balance
 Discipline
 Control

24. Characteristics of a Quadrant 2
Person
 There are six basic criteria to allow a person to
function in Quadrant 2:
 Balance
 Focus
 An ability to get on with people
 Flexibility
 Portability

25. Quadrant 2 Requirements
The basic requirements to reach Quadrant 2 are:
 Clear definition of organizational roles and
specifically your own role
 Selection of and focus on SMART goals
 Development and utilization of schedules
 The practice of daily adapting in work role

26. Saying No and Quadrant 2
 To stay within Quadrant 2, there is a requirement
that you must say no:
 In a professional manner
 When items are associated with Quadrant 3 or Quadrant
4 activities
 Not important not urgent
 Not important but urgent
 Will not deliver competitive advantage

27. Prioritization Grid

Importance
Urgency
Priority 1Priority 2
Priority 3Priority 4

28. Busy and Productive Work
 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

29. Dealing with Indecision or Delay
 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
 Dissect it

30. Overwork
Overwork can have effects that may be classified as
 Psychological
 Physiological

31. Overwork
 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

32. Achieve your goals
Be your own judge and your own
motivator.
Make Time Management your tool for
success.