TIME MANAGEMENT

Intro
• “Time management” is the process of organizing and planning how to
divide your time between specific activities.
• Good time management enables you to work smarter – not harder –
so that you get more done in less time, even when time is tight, and
pressures are high.
• Failing to manage your time damages your effectiveness and causes
stress.
• It seems that there is never enough time in the day.
• But, since we all get the same 24 hours, why is it that some people achieve so
much more with their time than others? The answer lies in good time
management.
• The highest achievers manage their time exceptionally well.
• By using the time-management techniques, you can improve your ability to
function more effectively – even when time is tight, and pressures are high.
• Good time management requires an important shift in focus from activities to
results: being busy isn’t the same as being effective. (Ironically, the opposite is
often closer to the truth.)
• Spending your day in a frenzy of activity often achieves less, because you’re
dividing your attention between so many different tasks. Good time management
lets you work smarter – not harder – so you get more done in less time.
Time: the Most Valuable Resource
• According to most approaches to management, time is just one of the resources, along
with stable funding, strong team, necessary equipment, and so on.
• Of course, all resources are important.
• The fundamental question is what is the most important resource.
• In the long run, all resources can be replenished.
• All except time.
• You can get more money through various avenues but once time is gone, it’s gone
forever.
• You can’t buy more or borrow more, so time is a limited resource that expires every day
• You can either master your time or be a slave to it. You can allow other people to steal
your time, or you can be in control.
• Time is your most valuable resource and must be guarded carefully or you won’t have
enough of it
Benefits of Time Management
• Good time management leads to improved efficiency and productivity, less stress, and more success in life.
• Stress relief
• Making and following a task schedule reduces anxiety. As you check off items on your “to-do” list, you can
see that you are making tangible progress. This helps you avoid feeling stressed out with worry about
whether you’re getting things done.
• More time
• Good time management gives you extra time to spend in your daily life. People who can time-manage
effectively enjoy having more time to spend on hobbies or other personal pursuits.
• More opportunities
• Managing time well leads to more opportunities and less time wasted on trivial activities. Good time
management skills are key qualities that employers look for. The ability to prioritize and schedule work is
extremely desirable for any organization.
• Ability to realize goals
• Individuals who practice good time management are able to better achieve goals and objectives and do so in
a shorter length of time.
Implications of Poor Time Management
• Let’s also consider the consequences of poor time management.
• Poor workflow
• The inability to plan ahead and stick to goals means poor efficiency.
• For example, if there are several important tasks to complete, an effective
plan would be to complete related tasks together or sequentially.
• However, if you don’t plan ahead, you could end up having to jump back
and forth, or backtrack, in doing your work. That translates to reduced
efficiency and lower productivity.
• Wasted time
• Poor time management results in wasted time. For example, by talking to
friends on social media while doing an assignment, you are distracting
yourself and wasting time.
• Loss of control
• By not knowing what the next task is, you suffer from loss of control of
your life.
• That can contribute to higher stress levels and anxiety.
• Poor quality of work
• Poor time management typically makes the quality of your work suffer.
For example, having to rush to complete tasks at the last minute usually
compromises quality.
• Poor reputation
• If clients or your employer cannot rely on you to complete tasks in a
timely manner, their expectations and perceptions of you are adversely
affected.
• If a client cannot rely on you to get something done on time, they will
likely take their business elsewhere.
Time Management Techniques
Pareto Analysis (a.k.a., the 80/20 rule)

• List some of the problems you are facing. For example, maybe
your grades are slipping.

• Identify the root cause of each problem. Maybe your grades

are slipping because you spend too much time on social
media.

• Assign a score to each problem: Assign higher numbers to

more important problems
• Group problems together by cause: Group together all the
problems caused by spending too much time on social
media.

• Add up the score of each group: The group with the highest
score is the issue you should work on first.

• Take action
 Eisenhower Matrix
• Before Dwight Eisenhower became president in 1953, he
served in the U.S. Army as an Allied Forces Commander
during World War II.

• He was faced with difficult decisions every day that led him
to invent what is now called the Eisenhower matrix, or the
urgent-important matrix

• Organize your tasks into four separate quadrants, sorting

them by important vs. unimportant and urgent vs. not
 Parkinson’s Law
• “work expands so as to fill the time available for its
completion.”
• The amount of time you give yourself to complete a task is
the amount of time it will take you to complete that task.
• This is not a time management technique per se.
• It’s a law that, when understood, can be applied as one of
the most beneficial time management methods out there—
but you will have to put in the work.
•That means working more efficiently in
shorter bursts of time. Here are some tips:

•Try working without a laptop charger. This

will force you to finish a project before your
computer dies.

•Get it done early. Instead of finishing an essay

by midnight, try to get it done by noon.
•Set a deadline. Give yourself a set time to
do something—and then cut it in half.

•Limit time for tasks. Give yourself only 20

minutes in the morning to answer emails.
Time Blocking Method
•From the moment you wake up, assign each
time block in your day to a task.

•These tasks can be anything from eating

breakfast to studying for a test.

•Below are the steps Elon Musk uses to block

his time:
• Divide a piece of paper into two columns. On the
left, write down each hour of the day and create
blocks of time such as half-hour or hour chunks.

• Estimate the time it’s going to take to complete

each of your tasks and fit them into your time
blocks.

• Add buffer times in between each time block to

allow for adjustments during the day.
Getting Things Done (GTD) Method
• Capture the actions that have your attention:
• These actions are tasks that can relate to anything from work to
school to your personal life.

• Clarify what they mean:

• Decide whether the tasks that have your attention are
actionable or not. If an item is not actionable, ignore it for now.
If the item is actionable, do it, delegate it, or set it aside.
•Organize your actions:
•Prioritize your list according to what you need to
get done when.
•Reflect:
•Review your list of actions frequently to
determine your next priority. Cross off tasks you
have accomplished and update your list.
•Engage:
•Take the actions you can complete right now.
 Eat That Frog Technique
•Get clear on a goal. What do you want to achieve
most?

•Write it down.

•Set a deadline.

•Compile a list of things you need to do to achieve

your goal.
• Organize this list in order of priority. The most
important items are probably the most difficult.
These are your “frogs.”

• Take action. If you have more than one frog on your

plate, eat the nastiest one first.

• Repeat this cycle every day so that you’re always

doing something that will push you toward your
goal.
Conclusion: Additional Tips
• Doing too many of the little things. An unwillingness to delegate work to
others can rob you of time you could spend more profitably elsewhere.
• It can also steal your personal time by forcing you to work later to get
everything done

• Not scheduling time for routine tasks. It’s easy to get busy and put off
doing some of the routine tasks in the business, like paying bills or
quarterly taxes until they become time-critical.

• Then you’re forced to give them your immediate attention, whether or

not it’s convenient. Your day is disrupted and your time stolen.
Meetings at inconvenient times. Scheduling a
meeting at 14:00 instead of 13:00 can blow your
entire afternoon if it chops up your day.
• Figure out a scheduling process that will work for
most days and try to stick to it.

• For example, we schedule 2-hour client meetings

at 8:00, 10:00, 13:00 and 15:00 so we can work
four clients into a day. Scheduling someone at
9:00 or 2:00 limits the number of clients we can
see.
•Not creating or sticking to agendas.
Meetings can get totally out of hand if
people are allowed to go off on rabbit
trails.

•Not following an agenda and controlling

how the meeting progresses will waste
your time.
Not having a gatekeeper. Whenever possible, even
the smallest business needs someone to screen
calls.
• This can be accomplished through in-house staff or an
answering service.

• Your gatekeeper serves as a shield between you and

solicitors or calls that might not fit into your schedule
and would be a disruption.
END,THANKS