time management - university of · pdf filetime management try and answer this quiz! how old...

Time Time

managementmanagementmanagementmanagement

Time managementTime management

Try and answer this quiz!Try and answer this quiz!

�� How old were you five years ago?How old were you five years ago?

�� What did you look like at that time?What did you look like at that time?

�� What did you do then?What did you do then?

What has changed ever since?What has changed ever since?�� What has changed ever since?What has changed ever since?

�� What have you achieved in this time?What have you achieved in this time?

And…….And…….

�� How quickly do you think has the time How quickly do you think has the time passed?passed?


You will agree with no hesitation that TIME You will agree with no hesitation that TIME

has passed very quickly!has passed very quickly!

That is the mystery with this phenomenon called TIMEThat is the mystery with this phenomenon called TIME

It passes very quickly and no one seems to know how!!It passes very quickly and no one seems to know how!!

Any way like in everybody’s case, in your case also, Any way like in everybody’s case, in your case also,

nothing can be done about the past. nothing can be done about the past.

So let us look at the Future So let us look at the Future –– next 5 years!next 5 years!


�� How old will you be 5 years from now?How old will you be 5 years from now?

�� What do you think you will look like at that time?What do you think you will look like at that time?

�� What do you think you will be doing then?What do you think you will be doing then?

�� What would have changed by then?What would have changed by then?

�� What do you wish to achieve in this time?What do you wish to achieve in this time?�� What do you wish to achieve in this time?What do you wish to achieve in this time?

And…….And…….

�� How quickly do you think would the time How quickly do you think would the time pass now?pass now?

Would it be slower or faster than the last Would it be slower or faster than the last

5 years ???5 years ???


NONE OF THESE!NONE OF THESE!

The time would neither be faster nor slower.The time would neither be faster nor slower.

The clock would move at the same speed, oneThe clock would move at the same speed, one

second at a time.second at a time.second at a time.second at a time.

This has never changed and will never change!This has never changed and will never change!

What matters is how well What matters is how well YOU YOU keep pace withkeep pace with

this speed!this speed!


24 hours is what all have in common.24 hours is what all have in common.

Yet some achieve SO MUCH in this time and Yet some achieve SO MUCH in this time and

some achieve NOTHING. some achieve NOTHING. some achieve NOTHING. some achieve NOTHING.

MANAGING TIME IS

A HABIT

NOT MANAGING TIME

IS ALSO A HABIT

QUADRANTS OF TIME MANAGEMENT

IMPORTANT &

NOT URGENT

IIURGENT &

IMPORTANT

NOT URGENT &NOT IMPORTANT IV

URGENT &

NOT IMPORTANTIII

Time Management MatrixTime Management MatrixUrgentUrgent Not urgent Not urgent

ImportanImportantt

11 -- DODO NOWNOW 33 -- PLANPLAN TOTO DODO

realreal majormajor emergenciesemergencies andand crisiscrisis issuesissues planningplanning andand preparationpreparation

significantsignificant demandsdemands forfor informationinformation fromfrom

superiorssuperiors oror customerscustomersprojectproject planningplanning andand schedulingscheduling

projectproject workwork withwith imminentimminent deadlinedeadline researchresearch andand investigationinvestigation

meetingsmeetings andand appointmentsappointments networkingnetworking relationshiprelationship buildingbuilding

reportsreports andand otherother submissionssubmissions thinkingthinking andand creatingcreating

staffstaff issuesissues oror needsneeds modellingmodelling,, designing,designing, testingtesting

problemproblem resolution,resolution, firefire--fighting,fighting, fixesfixes systemssystems andand processprocess developmentdevelopment

Not Not ImportanImportant t

22 -- REJECTREJECT (DIPLOMATICALLY)(DIPLOMATICALLY) 44 -- RESISTRESIST ANDAND CEASECEASE

trivialtrivial andand 'off'off--loaded'loaded' requestsrequests fromfrom othersothers unnecessaryunnecessary andand unchallengedunchallenged routinesroutines

apparentapparent emergenciesemergencies'comfort''comfort' activitiesactivities;; computercomputer games,games, netnet surfing,surfing,

excessiveexcessive cigarettecigarette breaksbreaks

adad--hochoc interruptionsinterruptions chatchat andand gossipgossip faceface--toto--faceface andand phonephone

misunderstandingsmisunderstandings appearingappearing asas complaintscomplaints socialsocial andand domesticdomestic communicationscommunications

irrelevantirrelevant distractionsdistractions sillysilly emailsemails andand texttext messagesmessages

pointlesspointless routinesroutines oror activitiesactivities daydreamingdaydreaming andand doodlingdoodling

dealingdealing withwith accumulatedaccumulated unresolvedunresolved triviatrivia interruptinginterrupting othersothers

duplicatedduplicated efforteffort readingreading nonsensenonsense oror irrelevantirrelevant materialmaterial

unnecessaryunnecessary doubledouble--checkingcheckingunnecessaryunnecessary adjusting,adjusting, tidying,tidying, updatingupdating equipment,equipment,

systems,systems, screensavers,screensavers, etcetc..

boss'sboss's whimswhims oror tantrumstantrums overover--longlong breaks,breaks, canteen,canteen, kitchenkitchen visitsvisits


Get “SMART” with TIMEGet “SMART” with TIME

SMARTSMART is is SSimple imple MMeasures that easures that AAscertain scertain RResourcefulesourceful

usage of usage of TTime ime


Getting SMART with timeGetting SMART with time

Some of the measures are:Some of the measures are:

To do list To do list �� To do list To do list

�� Goal setting Goal setting

�� ProactivenessProactiveness

�� Priorities (ABC)Priorities (ABC)

�� Understanding others Understanding others

�� Improving yourself Improving yourself

Time managementTime management-- Getting SMART with timeGetting SMART with time

Let us look at each of these in detailLet us look at each of these in detail

Todo listTodo list

A todo list is a standard tool in time management. It usually is a flat listA todo list is a standard tool in time management. It usually is a flat list

of tasks that a person needs to complete. To increase the efficiency ofof tasks that a person needs to complete. To increase the efficiency of

the ordinary todo list, prioritize the tasks in four different categories:the ordinary todo list, prioritize the tasks in four different categories:

1.1. important and urgent, important and urgent,

2.2. important and not urgent, important and not urgent,

3.3. not important and urgent, not important and urgent,

4.4. not important and not urgent. not important and not urgent.

Effective time management is learning to say Effective time management is learning to say NoNo to tasks to tasks

in categories 3 and 4 to make more time for tasks in in categories 3 and 4 to make more time for tasks in

categories 1 and 2. categories 1 and 2.

Freeing yourself from doing the unimportant tasks leaves Freeing yourself from doing the unimportant tasks leaves


more time to focus on the important matters.more time to focus on the important matters.

Hence PRIORITISE your tasks and LEARN to SAY Hence PRIORITISE your tasks and LEARN to SAY NONOto certain tasksto certain tasks

But if You still need to do those under cat 3&4, then how But if You still need to do those under cat 3&4, then how

to proceed?to proceed?

-- Set some time apart everyday to do such Set some time apart everyday to do such things (say evening 5 to 5.30 ?)things (say evening 5 to 5.30 ?)


things (say evening 5 to 5.30 ?)things (say evening 5 to 5.30 ?)

-- See whether You can See whether You can DelegateDelegate them to them to your subordinatesyour subordinates

-- Do not get immersed in these tasks just Do not get immersed in these tasks just because the Boss wants it! The Mantra is because the Boss wants it! The Mantra is PRIORITISEPRIORITISE

Goal setting:Goal setting:

Set Rational specific short term goals Set Rational specific short term goals –– short term couldshort term could

be a week, a day or even an hourbe a week, a day or even an hour


be a week, a day or even an hourbe a week, a day or even an hour

Set Directional goals Set Directional goals –– general direction for long term general direction for long term ––

say “in one year I should be the HR person here”. Thissay “in one year I should be the HR person here”. This

directional goal should answer a question You have to askdirectional goal should answer a question You have to ask

Yourself Yourself –– “What do I want to be 3 years from now?”“What do I want to be 3 years from now?”

Goal setting:Goal setting:

Once the goals are set, GO for itOnce the goals are set, GO for it


Deviate only if the basic premise (circumstances) changeDeviate only if the basic premise (circumstances) change

Prioritise Your tasks based on the goalsPrioritise Your tasks based on the goals

Set apart some time everyday for Your Directional GoalSet apart some time everyday for Your Directional Goal

(Long term) also.(Long term) also.

Proactiveness:Proactiveness:

Get proactive in your discussions. Get proactive in your discussions.


Ask and force Colleagues (including Boss) to explain what Ask and force Colleagues (including Boss) to explain what

they want in one Go! (like the PM in the story).they want in one Go! (like the PM in the story).

Then PRIORITISE the jobsThen PRIORITISE the jobs

Understanding OthersUnderstanding Others

Extremely important in Your jobExtremely important in Your job


Understand thoroughly what are the expectations fromUnderstand thoroughly what are the expectations from

You.You.

Ask, clarify, ask again (if you are not clear) before youAsk, clarify, ask again (if you are not clear) before you

start the jobstart the job

Improving Yourself:Improving Yourself:

Do a SWOT analysis of Yourself (with no inhibitions)Do a SWOT analysis of Yourself (with no inhibitions)


S S –– StrengthStrength

WW–– Weakness Weakness

O O –– OpportunityOpportunity

T T –– Threats Threats

How do you do a SWOT of yourself?How do you do a SWOT of yourself?

Strengths: Strengths:


�� What advantages do you have? What advantages do you have?

�� What do you do well? What do you do well?

�� What relevant resources do you have access to? What relevant resources do you have access to?

�� What do other people see as your strengths?What do other people see as your strengths?

Weaknesses: Weaknesses:

�� What could you improve? What could you improve?

�� What do you do badly? What do you do badly?

�� What should you avoid?What should you avoid?

�� Are You not qualified fully for the future opportunities?Are You not qualified fully for the future opportunities?


Opportunities:Opportunities:

�� Where are the good opportunities facing you? Where are the good opportunities facing you?

�� What are the interesting trends you are aware of?What are the interesting trends you are aware of?

Useful opportunities can come from such things as:Useful opportunities can come from such things as:

Your immediate boss quittingYour immediate boss quitting

Alternate portfolio in a related fieldAlternate portfolio in a related field

Threats: Threats:

�� What obstacles do you face? What obstacles do you face?

�� Are the required specifications for your job changing? Are the required specifications for your job changing?

�� Is changing technology threatening your position? Is changing technology threatening your position?


�� Is changing technology threatening your position? Is changing technology threatening your position?

�� Could any of your weaknesses seriously threaten your Could any of your weaknesses seriously threaten your

job?job?

�� Is there any threat to you which will force you not to Is there any threat to you which will force you not to

take the “Opportunity” when it comes along?take the “Opportunity” when it comes along?

Chalk out a strategy to overcome your W’s and T’s. Chalk out a strategy to overcome your W’s and T’s.

Constantly work towards improvementConstantly work towards improvement


It has to be an Everyday affair, not to be accumulated forIt has to be an Everyday affair, not to be accumulated for

a week and done at the end of the week.a week and done at the end of the week.

Put little bit of time apart EVERYDAY for this and You willPut little bit of time apart EVERYDAY for this and You will

see the improvement for Yourself very fastsee the improvement for Yourself very fast

Carrying out a personal SWOT Analysis is an important

step in finding life and career direction.

Working towards minimising your W’s and T’s is the next


Working towards minimising your W’s and T’s is the next

Most important step.

Remember that improvement is an EVERYDAY affair!

Finding that EXTRA hour for improvement is the next

most important task.

For improvement, may be, You would need to do some

Time managementTime management-- Finding that extra hourFinding that extra hour

For improvement, may be, You would need to do some

Part time learning.

Here are a few simple steps to find that extra hour for all

these.

Early or Late – Get up an hour earlier than usual and / or Go to sleep

an hour later than usual. Difficult task ofcourse, but necessary in

today’s World


Delegate and Distribute – Another way of gaining little extra time –

Of course easier said than done – but needs to be done ruthlessly.

Take quick decisions – Do not keep pondering over an issue. A

timely decision, even if it is not the best one, would provide far better

output than a Wonderful decision taken after the time is past!


Little drops of Water

And Little Grains of Sand

Make the mighty Ocean

And the Pleasant land

This is the Time

This is the Place

This is your Life

This is your OpportunityAnd the Pleasant land

So the little Minutes

Humble thought they be

Make the mighty Ages

Of Eternity

This is your Opportunity

Seize the Day

Use this Moment

ACT NOW

Final Tips for Effective Time Final Tips for Effective Time

ManagementManagementSpend time in Planning and Organizing:Spend time in Planning and Organizing:�� Think and PlanThink and Plan�� Organize in a way that makes sense to Organize in a way that makes sense to

youyouSet Goals:Set Goals:�� Decide what you want to doDecide what you want to do�� Take a “SMART” approachTake a “SMART” approach�� Goals give you required directionGoals give you required directionPrioritize:Prioritize:

Consider your Biological Time:Consider your Biological Time:�� Find out which is the best time for you Find out which is the best time for you

studystudy�� Are you a morning person?Are you a morning person?�� A night owl?A night owl?�� Late Afternoon?Late Afternoon?Do Right Things Right:Do Right Things Right:�� Doing things right is EffectivenessDoing things right is Effectiveness

Prioritize:Prioritize:�� Prioritize and identify what you valuePrioritize and identify what you value�� Flagging/Highlighting can be very helpfulFlagging/Highlighting can be very helpful�� Once prioritize, concentrate on those that Once prioritize, concentrate on those that

would add valuewould add valueUse a to do list:Use a to do list:�� Find out what is urgent and importantFind out what is urgent and important�� Put them in order of preferencesPut them in order of preferences�� One completed delete them from your listOne completed delete them from your listBe Flexible:Be Flexible:�� Allow time of interruptions and Allow time of interruptions and

distractionsdistractions�� Save larger block of time for prioritiesSave larger block of time for priorities�� Ask yourself questions and get back to Ask yourself questions and get back to

your goalyour goal

�� Doing things right is EfficiencyDoing things right is Efficiency�� Focus first for EffectivenessFocus first for Effectiveness�� Concentrate on EfficiencyConcentrate on EfficiencyEliminate the Urgent:Eliminate the Urgent:�� Urgent tasks have short term Urgent tasks have short term

ConsequencesConsequences�� Important tasks are long term and goal Important tasks are long term and goal

relatedrelated�� Flagging and or highlighting items are Flagging and or highlighting items are

importantimportant�� Attach deadline to each of the itemsAttach deadline to each of the itemsConquer Procrastination:Conquer Procrastination:�� Learn to say “NO”Learn to say “NO”�� Reward YourselfReward Yourself

�� “The bad news is that time flies. “The bad news is that time flies.

�� The good news is that you’re the pilot.”The good news is that you’re the pilot.”

-- Michael AltshulerMichael Altshuler-- Michael AltshulerMichael Altshuler

Today we learntToday we learnt

�� Through this Through this programmeprogramme you now you now understand:understand:

�� Why….????? Time Management….Why….????? Time Management….

�� Need or proper Utilization of Managing Need or proper Utilization of Managing timetime

�� Time Management ModelTime Management Model�� Time Management ModelTime Management Model

�� Urgent & Important QuadrantUrgent & Important Quadrant

�� To do listTo do list

�� Delegation Delegation -- to enhance the Action to enhance the Action Plan…Plan…

�� Ineffective Delegation…..Causes / Ineffective Delegation…..Causes / SolutionsSolutions

�� SMART SMART –– Goal SettingGoal Setting

�� SWOT AnalysisSWOT Analysis

�� Benefits of Time Management…..!!!!!!Benefits of Time Management…..!!!!!!

time management - university of · pdf filetime management try and answer this quiz! how old...

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