Time Management

By Uttam Acharya

Deputy Director of StudiesNASC

Objectives

• At the end of the training participants will be able to :• Explain time and its importance • Describe time management with example• Apply time management tools and

techniques in work life

Content

• What is time• Importance• Priority• Tools and techniques• Tips of time management• Exercise

Understanding Time

• Don’ live tomorrow. How can you be certain about tomorrow ?

- Satpath Brahman• Time and tide wait for none.• An inch of gold cannot buy an inch of

time. - Chinese Proverb• Time is totally perishable

Understanding Time

• Don’t live in tomorrows’ dream. - Rigveda• All great achievements require time.

- Maya Angelou

• "Live each day as if it be your last." - Marcus Aurelius, 140 AD

• Time is money

TIME : Definition• Time is a part of the measuring system  used

to sequence events, to compare the durations of events in • PAST, • PRESENT and • FUTURE and the intervals between them, and to 

quantify  rates of change such as the motions of objects.

• The temporal position of events with respect to the transitory present is continually changing; events happen, then are located further and further in the past.

• A simple definition states that "time is what clocks measure".

Time needed• Time is a unique and precious resource -

need • in order to do work, • accomplish goals, • spend time with loved ones, • and enjoy everything that life has to offer.

• Perhaps we may have a heavy workload and want to find ways to become more effective• so we can get more done in less time.

Time management ????

• Leon Alberti, an Italian merchant introduced

• Time management is • a set of principles, practices, skills, tools,

and systems working together to help with the aim of improving the quality of life.

What is Time Management ?• Time management refers to a range of skills,

tools, and techniques used to manage time when accomplishing specific tasks, projects and goals.

• This set encompasses a wide scope of activities, and these include planning, allocating, setting goals, delegation, analysis of time spent, monitoring, organizing, scheduling, and prioritizing.

• A time management system is a designed combination of processes, tools and techniques.

Importance of Time (realizing value)

• ONE YEAR, ask a student who failed a grade.• ONE MONTH, ask a mother who gave birth to a

premature baby.• ONE WEEK, ask the editor of a weekly

newspaper.• ONE DAY, ask a daily wage laborer with kids to

feed.• ONE HOUR, ask the lovers who are waiting to

meet.• ONE MINUTE, ask a person who missed the train.• ONE SECOND, ask a person who just avoided an

accident.• ONE MILLISECOND, ask the person who won a

silver medal in the Olympics.

Importance

•Being successful doesn’t make you manage your time well.

•Managing your time well makes you successful.

Time management skills• What Time Management Skills do we

need to have feeling that we have more hours in the day?

• There are other tools and techniques depending on personal style and preferences.

Time management skills

•Need to create •our own system or structure that suits to an individual.

•what is best for one may be very different from what suits other (e.g. friend, your boss or your parents! )

Priorities: Techniques for setting priorities • ABC analysis• A technique that has been used in

business management for a long time is the categorization of large data into groups.

• These groups are often marked A, B, and C—hence the name.

• Activities are ranked upon these general criteria:

ABC analysis

• A – Tasks that are perceived as being urgent and important.

• B – Tasks that are important but not urgent.

• C – Tasks that are neither urgent nor important.

Exercise

1 Midterm test that counts for 50% of grade.2 Write a eight page essay for English.3 Prepare for a quiz in Biology.4 Schedule an appointment with a Professor.5 Complete a journal entry.6 Buy laundry detergent.7 Dust the videos on the bookcase.8 Email a high school friend on another campus.9 Shop for a new pair of athletic shoes.10 “Armor-al” the dashboard of the car.

Pareto analysis

• This is the idea that 80% of tasks can be completed in 20% of the disposable time.

• The remaining 20% of tasks will take up 80% of the time.

• This principle is used to sort tasks into two parts. According to this form of Pareto analysis it is recommended that tasks that fall into the first category be assigned a higher priority.

POSEC method

• POSEC is an acronym : • Prioritize ,• Organizing, • Streamlining, Economizing and • Contributing.

• It suggests that by attending to one's personal responsibilities first, an individual is better positioned to shoulder collective responsibilities.

MINOR TIME WASTERS

• Interruptions we face during the day

• Being a slave on the telephone• Unexpected/Unwanted visitors• Needless reports/Junk mail• Meetings without agenda

MAJOR TIME WASTERS

• Procrastination• Afraid to Delegate• Not Wanting to Say "NO"• Low Self-Esteem• Problems With

Objectives/Priorities

Time management Tips• 1. Write things down • 2. Prioritize your list

• Prioritizing your to-do list

• 3. Plan your week• 4. Carry a notebook (when ideas come) • 5. Learn to say no• 6. Think before acting• 7. Continuously improve yourself

(abilities)

Tips• 8. Think about what you are giving up to

do your regular activities • 9. Use a time management system Keeping track of everything that needed to do,

organizing and prioritizing work, and developing sound plans to complete it.

• 10. Identify bad habits• 11. Don’t do other people’s work• 12. Don’t be a perfectionist

Thank you

• Queries