This presentation covers 1. What is time management? 2. Benefits of time management 3. Busy vs. Productive 4. Elements of time management 5.Components of time management -Planning -Organizing -delegating -Managing interruptions - Control 6. Individual difference in time management 7. Common time wasters 8. Some tools for time management 9. Additional Tips

1. TIME MANAGEMENT

2. LEARNING OBJECTIVES
1. What is time management? What are it’s benefits?
2.Elements of time management
3.Components of time management
• Planning : SMART GOALS, Urgent - Important Matrix
• Organizing & Scheduling : Action- Priority Matrix
• Delegating
• Managing Interruptions
• Control
4. Individual differences in time management
5. Common time wasters
6. Some tools for time management
7. Additional Tips

3. WHAT IS TIME MANAGEMENT?
• The art of arranging, organizing, scheduling and budgeting ones time for the
purpose of generating more effective work and productivity is known as time
management.
• It involves exercising conscious control over the amount of time spent on
specific activities with the focus to increase effectiveness, efficiency and
productivity

4. WHY IS IT IMPORTANT?
Organizational Benefits
• Improved Productivity
• Better performance in terms of on time delivery to clients
• Increased profitability through better use of human and non-human
resources
Individual Benefits
• Better work life balance
• Reduced stress and related complications

5. THINGS TO KEEP IN MIND
Being busy and productive is not the same.
If you are occupied doing things that do not contribute to your goals , you are
busy. However if you are occupied doing tasks that contribute to your goal,
you are productive.
Time management aims to help you be more productive – achieve maximum
results with the available time.

6. ELEMENTS OF TIME MANAGEMENT
BE AWARE OF YOUR TIME
BEING AWARE OF YOUR TIME WASTERS
BEING AWARE OF YOUR PRIORITIES
SELF MANAGEMENT
MANAGEMENT OF YOUR PERSONAL RESOURCES
GOAL SETTING AND MEASURING ACHIEVEMENT
PLANNING

7. COMPONENTS OF TIME
MANAGEMENT
Planning Organizing Delegating
Managing
Interruptions
Control

8. PLANNING
Failing to plan is planning to fail.

9. • A plan is a road map set in real time to reach an objective through the use
of defined resources.
• To begin the planning process you need to identify your goals. Without a
clear direction your everyday life will feel like an aimless journey. A purpose
will relieve you of activities that are not essential.
• The goals can be :
Strategic Goals – long term goals that require more than 3 years to complete
Tactical Goals – medium term goals that require 3 -12 months to complete
Operational Goals – short term goals defining exact actions to be taken. Their
span may range from a few hours to a few days

10. S.M.A.R.T. GOALS
• When deciding your goals, it is essential that they are S.M.A.R.T. This means
Specific – It should answer the questions of what, where, how and when
Measurable – This is essential to evaluate your progress towards the goal
Attainable - It should give you an affirmative answer to the question ‘ Do I
have the resources or the capacity to procure the resources for the goal?
Relevant – Is the goal important to you and your long term plans?
Timely – What is the time span within which you wish to achieve the goal?

11. THE URGENT-IMPORTANCE MATRIX
For effective planning you need to understand the difference between
‘Urgent’ and ‘Importance’
• Urgent task demand immediate attention. However just because a task is
urgent , it does not automatically become important as it may not directly
impact your goals.
• Important tasks are those that directly impact your goals. However they may
not require immediate attention. However important task can become
urgent if left undone
The urgent important matrix helps you get over the habit of focusing on urgent
activities irrespective of whether they are important or not. It helps you keep
enough time for what is really important.

12. USING THE URGENT IMPORTANT
MATRIX
1
•List down all the activities and projects that you feel you have to do.
2
•Make sure that you include all the tasks that take up your time at work, even if you feel that the task is unimportant.
3
•Now use a scale of 1- 5 to assign importance to each activity, 1 being the lowest and 5 being the highest
4
•To identify if the task is important or not – analyze if the task helps you achieve your goals
5
•Next determine the urgency of each activity, after you have assigned importance to the activity.
6
•As per the assigned importance and urgency, see where the task falls in the importance – urgency matrix. Schedule your
tasks by assigning strategies for each quadrant

13. THE URGENT – IMPORTANT MATRIX
Urgent Not Urgent
Important
Q1 – Quadrant of Manage
Crisis, Deadline driven projects,
Pressing Problems
Q2 –Quadrant of leadership and
quality
Prevention of crisis, Relationship
Building, Planning, Recognizing
Opportunities etc.
Not Important
Q3 – Quadrant of deception
Interruptions, some
meeting/mails/reports/calls etc.
Q4 – Quadrant of waste
Trivia, Busy and not productive work,
time wasters, pleasant activities etc.

14. PLANNING AND URGENT –
IMPORTANT MATRIX
Urgent Not Urgent
Important
Q1 - Eliminate – Keep few tasks
here, finish such tasks as soon as
possible
Q2 - Spend Most Time Here as
these tasks greatly contribute to
your goals and you have enough
time to do them well
Not Important
Q3- Spend some time here but
not a lot as these tasks ask for
immediate attention but do not
directly contribute your goals.
Q4 -Avoid such tasks as far as
possible as they simply take away
your time , resources and energy
from tasks that actually work
towards your goals

15. ORGANIZING AND
SCHEDULING

16. STEPS IN ORGANIZING
• Prioritize all tasks to figure out which task are important/ not important and
urgent/ not urgent.
• Next block out all the tasks that need to be completed as per their due
date- the most important first and moving on to the less important.
• Next high light all important milestones and due dates.
• Now map out the time required to achieve each task by working back ward
from the due date. Ensure you give adequate time for your top priorities.
• Check to make sure that you have kept adequate breaks at strategic
periods.

17. ORGANIZING AND SCHEDULING
• Initially planning may seem hard but with practice it becomes easier
• There are a few considerations you need to keep in mind when developing
a schedule. Ask yourself the following questions:
1. What are the goals I have set for myself?
2. What approach do I need to adapt to reach these goals?
3. What tasks are more important than the others?
4. How much time will each task require?
5. What time of my day is best suited to do each activity?
6. What provisions do I need to keep my schedule flexible to allow for
unexpected things?

18. ACTION PRIORITY MATRIX

19. USING THE ACTION PRIORITY
MATRIX
1
• Make a list of all the activities you would like to
complete.
2
• Score all the activities based on their impact from 0
for no impact to 5 for maximum impact
3
• Next score all the activities based on their required
effort from 0 for not effort to 5 for maximum effort.
4
• Use the matrix to decide to either complete the
activity or drop the activity based on the matrix

20. DELEGATING

21. DELEGATING
• Delegating involves entrusting responsibility and authority to others who may
be better at performing a particular task than we are or might save time,
while holding them accountable for their performance.
• Delegation has 3 elements
• Authority – the power and right of a person to use and allocate resources
efficiently , to take decisions and give orders to get the work done. Authority
must be well defined and the individual must be aware of the scope of their
authority. Authority always flows from top to bottom.
• Responsibility – The duty of a person to complete the task assigned to him.
Authority should be accompanied by an equal amount of responsibility.
• Accountability – A person is held accountable for the tasks assigned to
him/her. Accountability cannot be delegated.

22. DELEGATION FLOW CHART
If no, Plan and Accomplish it
If YES
If no – Consider Delegating
If yes
If no – Resist and Dump
If Yes
Does this
need to be
done?
Does this
need to be
done by
me?
Does this
need to be
done now?
Do it!

23. STEPS OF EFFECTIVE DELEGATION
1 - Clarify your goals and objectives
2 - Decide what goals and objectives can be done by someone else
3 - Select the right person
4 – Organize the tasks being delegated
5 – Give clear instructions and request feedback
6- Set deadlines and ask for reports
7 – Support and monitor
8 - RECOGNIZE

24. MANAGING
INTERRUPTIONS

25. TYPE OF INTERRUPTIONS
Over Socializing
on the Job
• Unnecessary
meetings
• No fixed break
times
Telephone
interruptions
• Ineffective
prioritization
• Spam calls and
mails
• Overly long calls
and emails-
ineffective
communications
Poorly Run
Meetings
• No specific
agenda
• Lack of planning
Drop in visitors
• Cluttered work
place
• Extended work
breaks
Procrastination
• Waiting / Delays
• Ineffective
delegation

26. MANAGING INTERRUPTIONS
Manage your phone and emails :
Delegate calls that you don’t need to take personally to a subordinate, terminate calls once the business is
done, set a rotation of team members to handle calls, clear out your email from time to time etc.
Managing Drop – In Visitors :
Learn to say no in a polite way, Don’t have too many extra chairs in the work space as people don’t tend
to hang around if they need to stand etc.
Manage your Work Space – Declutter your desk ,
file your documents etc.
Managing your documents – Define how long you
need to keep them, Arrange file materials logically,
Facilitate easy access to materials etc.

27. CONTROL

28. REVISIT AND REVISE YOUR
SCHEDULE
• It is extremely important to check whether your plan is working and check how you are
actually using your time.
• This will help you identify the deviation between your planned schedule and your actual
followed schedule.
• You then need to alter your schedule or your actions and revise your plan for better time
management.
However before you revise your schedule you need to ask yourself the following questions:
1. Are you making progress?
2. Which tasks did I successfully complete and which ones did I fail to accomplish?
3. Did your energy level match the energy level for the designated task?
4. How much stress did you suffer?
5. What are your most common time wasters and how much did you procrastinate if at
all?

29. INDIVIDUAL DIFFERENCES
IN TIME MANAGEMENT

30. Achievement
Management
•This style describes
people who measure
their success based
on how much they
take on. Such people
cannot say no and
often get over
whelmed by the
amount of work they
have.
•Such people are
viewed to be
dependable and
helpful and often fail
to complete tasks
Casual Management
•This style describes
people who
procrastinate. Such
individuals have a
tendency to believe
that they will get the
work done when they
have the time but
often tend to lose
track of time.
•Casual mangers tend
to think with their right
brain and are hence
often more creative
but on the downside
they have a
tendency to miss
dead lines or leave
projects unfinished.
Crisis Management
•Such individuals have
a tendency to
consider every task as
a top priority task.
Such people tend to
take on several tasks
at once since they
can’t decide their
priorities and hence
several projects get
started and few get
finished.
•Such individuals work
well under pressure
and deadlines
motivate such
people.
•They however get
stressed easily and
are easily distracted.
Precision
Management
•Such individuals can
be described as
perfectionists. They
consistently deliver
high quality work but
the high quality is
usually delivered at
the expense of a lot
of time
•Such individuals are
detail oriented and
highly capable
•However they often
tend to waste a lot of
time an energy due
to the outrageous
amount of effort put
of each an every
project
Social Management
•Such individuals are
socially very active
and would rather
‘talk’ than ‘do’
•They often loose track
of time as they busy
themselves chit
chatting the hours
away.
•Such individuals have
excellent
communication skills ,
generally make great
contributions in brain
storming sessions and
can effectively get
their ideas across.
•However they often
waste a lot of time in
meaningless
converstation

31. WHICH ONE ARE YOU?

32. TIPS FOR VARIOUS TIME
MANAGEMENT STYLES
Achievement
Management
To help with their overly committed
schedules such individuals can
benefit from
• To Do Lists
• Supply Lists
• Committee Lists
• Event Lists
Casual Management
Such individuals can benefit from
• Timelines to help remind them of
their deadlines and how much
time they really have
• Alert systems like alarms or
electronic reminders to remind
them of tasks they have put aside
from time to time
Crisis Management
Different type of visual reminders can
be used to remind what is coming
down the pipeline and to help them
be focused.
Visual reminders can be
• Desktop calendar
• Alert
Block scheduling can be used to set
aside the time that is needed for
each task.

33. TIPS FOR VARIOUS TIME
MANAGEMENT STYLES
Precision Management
• Day planners can help such
individuals keep a track of time by
staying focused on the big picture
as it helps to block out time
allotments.
Social Management
• Portable alarms like wrist watch or
mobile alerts can help remind such
people to keep their interactions
short and get back to the task at
hand.

34. COMMON TIME WASTERS
Lack of PlanningBeing unorganized
Procrastination Perfectionism
InterruptionsNot saying ‘ No’
Stress and Anxiety Depression
Attempting
too much
Procrastinati
on
Meetings
without
agenda
No clear
deadlines
Inadequate
Resources
Shifting
priorities
Fear of
failure
Tiredness or
inability to
concentrate

35. SOME TOOLS FOR TIME
MANAGEMENT
Planners Calendars To – Do
Lists
Activity
Logs Diary

36. ADDITIONAL TIPS
• Take Action
Don’t wait for the perfect weather, time or conditions. They don’t exist. Energize
yourself and start working on that purpose.
• Overcome Procrastination
Identifying the cause of delays is the first step. Find a solution. Review your real
priorities and don’t postpone unpleasant tasks.
• Stop Multitasking
Juggling multiple tasks has its limits and leads to too many things being started and
nothing finished. This is consistently counterproductive and unhealthy in the long run.
• Set Deadlines
Setting a due date is simply a way of budgeting your time and accomplishing more.

37. THE END.