This is a very good presentation to maange your time.

1. Time Management
Learning how to better manage your busy
schedule, prioritize your work, and still
have time for fun!
PROPRIETARY & CONFIDENTIAL 1

2. As we all know that Time & Tide wait for no one. We should understand
the importance of time and learn the art of Time Management.
In Modern age, we have to carry out or perform many important activities in
available time.
“We all have time to either spend or waste and it is our decision what to do
with it. But once passed, it is gone forever.”
Hence, it becomes very necessary to Manage your time wisely. And the art
or techniques to manage time effectively is known :-
as
“ Time Management”.
PROPRIETARY & CONFIDENTIAL 2

3. TIME IS LIMITED
 We need to stop wishing for more time & start learning how to make
effective utilization of available time.
Example:- All the great & successful persons
have the same time as we get.
Those who make the best use of the time do not
complain of its shortness.
PROPRIETARY & CONFIDENTIAL 3

4. The Usual Time Wasters --- SELF
• Lack of discipline – You lack self-discipline because you don't clearly
understand what's important. People who lack discipline tend to be not in
control of themselves, their time & even other people. People have goals or
habits they want to achieve, but lack that discipline needed to stick with it.
• Indecisiveness – Obtain critical information in available time
Make a decision and go for it.
• Personal Disorganization- It doesn’t take much “neglect” for your
workspace to fill up with things that eat at your productivity . “The average
desk worker has 36 hours worth of work on their desk and wastes up to 3
hours a week just “looking” for STUFF!”
• Procrastination - Procrastination is generally triggered off by the fear of
failure / success, perfectionism, wanting to do it all or incorrect priorities.
But some people become so anxious about getting a job done perfectly that
they never complete it.
PROPRIETARY & CONFIDENTIAL 4

5. The Usual Time Wasters --- SELF Cont..
• Inability to say “NO” - Learn to say no nicely & in a polite
manner. Don’t be rude.
• Poor Delegation Skills – Delegation is not dumping . Signs of poor
delegations are team is confused / conflicting / tense, get questions about
delegated tasks too often , late working, some employees are much busier than
others, competent employees feel frustrated and bored, Employees are unsure
of their authority and responsibility,Manager does not meet the deadline
• Day Dreaming
• Worry
PROPRIETARY & CONFIDENTIAL 5

6. Time Wasters - Caused by Others
• Telephone Interruptions -To get results and relief you must
control the telephone. Use your support person to buffer you.
• Drop-In Visitors -Don't meet unknown visitors who don't have an
appointment.
PROPRIETARY & CONFIDENTIAL 6

7. Time Wasters - Caused by Others
• Unscheduled Meetings - If a meeting is held without a specific
agenda and nothing productive comes out of it, clearly that
meeting was unnecessary. Obviously, such meetings are thieves as
the time is wasted and things just do not get started
• Poor Communications -Somewhere along the line, you are
going to have to tell another person how to perform a task. Your
ability to give good instructions will affect the speed at which they
learn. Clear directions save time.
• Confused chain of Authority
PROPRIETARY & CONFIDENTIAL 7

8. Inefficiency - Can Your Company Afford It?
• Statistics show the average worker loses at least one
hour of productivity each day due to the fact that he
is not organized.
• How much is this disorganization costing the
company?
PROPRIETARY & CONFIDENTIAL 8

9. Do the Math
• 1 hour X one workers hourly salary =Rs.
____________
• 5 days a week X____ Rs lost today=Rs. lost
this week.
• 48 weeks X Rs. lost this week+___Rs. lost this
year.
• Number of employees x __Rs. lost this year
=Rs. total.
PROPRIETARY & CONFIDENTIAL 9

10. PIT FALLS OF POOR TIME MANAGEMENT
• Stress
• Reduced Performance
• Tension with others
• Sickness
• Constant rushing
• Low productivity, energy and motivation
• Frustration
• Impatience
• Difficulty in setting and achieving goals
PROPRIETARY & CONFIDENTIAL 10

11. PIT FALLS OF POOR TIME MANAGEMENT Cont..
Cont
• Dissatisfaction in your life
• Low Performance
• External locus of Control
• The work Desk is cluttered with papers, files, equipment
• Poor or Inadequate filing system
• No follow-up system to ensure completion of work
• Don’t know what to do with incoming papers
• Being reactive instead of proactive to the job or task at hand
• Unable to identify between the urgent, the important and
the unnecessary
PROPRIETARY & CONFIDENTIAL 11

12. Key Questions to Ask Oneself
• Am I planning tomorrow’s work today?
• Am I able to dispose of unpleasant duties out of my
way as soon as possible?
• Am I able to deal firmly with people who waste my
time?
• Am I able to set aside a certain portion of my time on
each day to think, create, plan?
• Am I able to keep my desk and other work place/s
neat and tidy?
• Am I able to find what I need without wasting time?
PROPRIETARY & CONFIDENTIAL 12

13. Time Management
Matrix
PROPRIETARY & CONFIDENTIAL 13

14. How do I manage time?
Every activity we do during the day can be put in one of four quadrants :
Quadrant IV Quadrant I
NOT URGENT URGENT
AND AND
NOT IMPORTANT IMPORTANT
Quadrant III Quadrant II
URGENT NOT URGENT
BUT BUT
NOT IMPORTANT IMPORTANT
PROPRIETARY & CONFIDENTIAL 14

15. • Quadrant I
 Urgent And Important
 Activities in this Quadrant are Activities of Necessity .They must be
Managed
 Tasks created when we find ourselves rushed to make a deadline or to
accomplish a task.
 Estimated that we spend 90% of our time here.
 Some of these crises can be avoided if time is spent addressing the task
while it is still in a non-urgent mode, or quadrant II.
Examples:
 a crying baby
 cramming for tomorrow's examination,
 finishing a report due today,
 Medical emergencies.
 Last minute preparations for scheduled activities
 Deadline-driven projects/ Urgent meetings
PROPRIETARY & CONFIDENTIAL 15

16. • Quadrant II
 Not Urgent But Important
 Activities in this Quadrant are Activities that will bring Control to your life. This
should be your FOCUS
 Acting on tasks in the second quadrant means focusing on goal-oriented activities.
 People tend to put quadrant II activities off until they become more urgent, instead
performing activities that are less important and more urgent.
 Investing in this Quadrant shrinks Quadrant I
Examples:
 exercise is generally considered a Q-II activity because there is no deadline by which
you must exercise. However, if you neglect exercise long enough—“I'll do it when I
have more time”—it may become a Q-I (urgent) activity when your health care provider
tells you that you will face major health problems if you don’t start exercising
regularly.
 True recreation/relaxation
 quality time with family
 counseling
 starting to study for the final examination on the first day of class.
PROPRIETARY & CONFIDENTIAL 16

17. • Quadrant III
 Urgent But Not Important
 Activities in this Quadrant are Activities of Deception because we get
deceived into believing that these activities are important because
they are urgent, even though we’ve identified these activities as not
important.
 Tasks created by time deadlines but have little value.
• Examples:
 a one day sale that ends today
 Continuous small interruptions interruptions while you are planning or
studying
 priorities of a leader that do not contribute to personal goals or the mission
of the organization,
 some phone calls, some projects, and meetings and drop-in visitors
PROPRIETARY & CONFIDENTIAL 17

18. • Quadrant IV
 Not Urgent And Not Important
 Activities in this Quadrant are Activities of Waste. When the stress level gets
high enough, some people escape from reality by doing activities that do not
address or resolve the problem.
 These are non-productive tasks that will not help you to reach your goals
and, therefore, time is lost that could be used on activities from quadrants I
or II priorities.
 These activities are essentially “time wasters.”
Examples:
 unproductive activity
 worthless television shows
 gossiping
 sleeping in
 playing video games / fairly aimless web surfing
 chatting on the phone
PROPRIETARY & CONFIDENTIAL 18

19. Techniques for effective “Time Management”
 Keep your to – do list short. Do not go beyond 6-8 things to do. When you finish ticking each item on
the list, you will have a feeling of accomplishment.
 At the end of the day, organize your desk and e-mails so that you do not waste time next morning
 Identify time wasters- internet, emails, forwards phone calls before planning each day
 Learn to prioritize. Complete most important tasks first.
 When you have identified and prioritized your tasks, set a time limit & stick to it.
 Take regular breaks to get back to focus. It gets difficult to concentrate when you are something for too
long.
 Keep business and family separate. When at work, concentrate on it.
 Delegate work
 There are number of tasks which are repetitive. Develop a routine around them to be more productive
 Allow time between tasks to re-evaluate priorities.
 Be Proactive
 Begin with the End in Mind
 Think Win-Win
 Seek First to Understand, Then to Be Understood
 Synergize
 Sharpen the Saw
PROPRIETARY & CONFIDENTIAL 17

20. Some Tips on Time Management
1. THE PRESENT
2. 86400
3. Tick when should I Tock?
4. Am I Working MY A’s Off?
5. Conquer Procrastination
6. Pacing
7. Planner
8. Be Realistic to your Expectations
9. Is The Jar Full?
PROPRIETARY & CONFIDENTIAL 18

21. 1. The Present
 Never get worried of tomorrow, rather Plan it, because it is going to effect
your Today.
 Finally you will realize that the day went away you could have passed more
blissfully.
Remember :-
 Yesterday is history, Tomorrow is Mystery.
But Today is a Gift so why to think!” Let’s Lift”.
 Time is a Non Renewable Resource
Once it is gone, it is gone You will never see this
moment again.
PROPRIETARY & CONFIDENTIAL 19

22. 2. 86400
(THE COUNTDOWN BEGINS)
 It is as equal as 24 Hrs / day * 60 Mints / Hrs* 60 Sec / Mints.
 Realize an importance of every second of your life. Start Planning your every
second.
 Utilize Leisure Quotients (Time spent in non-productive works).
PROPRIETARY & CONFIDENTIAL 20

23. Realize the Value of Time:
 ONE YEAR, ask a student who failed a grade.
YEAR
 ONE MONTH, ask a mother who gave birth to a premature baby.
MONTH
 ONE WEEK, ask the editor of a weekly newspaper.
WEEK
 ONE DAY, ask a daily wage laborer with kids to feed.
DAY
 ONE HOUR, ask the lovers who are waiting to meet.
HOUR
 ONE MINUTE, ask a person who missed the train.
MINUTE
 ONE SECOND, ask a person who just avoided an accident.
SECOND
 ONE MILLISECOND, ask the person who won a silver medal in the Olympics.
MILLISECOND
PROPRIETARY & CONFIDENTIAL 23

24. 3. Tick when I should Tock?
 Am I trying to Tick when my Body Wants to Tock?
 Feel an importance of your Body. As how your body clock is reacting.
Tick
 Read your Circadian rhythm. Tock
 Allow proper rest to your body as and when required.
 Whether you are a “Morning Person” or a “Night Owl” is determined by these
cycles.
 Maximize your Efficiency
 Work With Your Body Cycles-not Against Them
As Healthy Mind survives in a Healthy Body & CONFIDENTIAL
PROPRIETARY 24

25. 4. Am I Working MY A’s Off?
 We can easily find people who always use to
replan their schedules because they do not
have priorities in their life or they are pretty
confused about their priorities.
 In any list of tasks, 80% of the
importance lies in 20% of the list.
PROPRIETARY & CONFIDENTIAL 23

26. 5. Conquer Procrastination
It has been analyzed that we humans always plan a lot but most of the time fail
to meet the same or we postpone it for next time. It results to frustration and
depression.
– Always plan positively and execute the same.
– Appreciate yourself once after executing the Plan.
To identify & set priority is the most important skill
and is known as:-
“TIME MANAGEMENT”.
 Do important jobs before they become urgent because,' Procrastination’ is the
thief of time.
 The habit of putting off important tasks can rob you off your hours of
achievements and success.
PROPRIETARY & CONFIDENTIAL 26

27. Conquer Procrastination
Fear of Success and Failure
 We procrastinate because we fear FAILURE.
– It is easier to accept that we failed because
we didn’t even attempt a project than to fail at doing
the project.

We procrastinate because we fear SUCCESS .
– If I get all “A’s” this semester, everyone will expect the same next
semester.
– If I do an outstanding job on this project, my boss will just pile on more
work
PROPRIETARY & CONFIDENTIAL 25

28. • 555555555555555555555555555555555555
6. Pacing
 There will never be enough time to get everything
done, But there will always be enough time to get
the most important things done.
 Always estimate your Daily Tasks and try completing them within -15%
of estimated time.
 Set Timer and calculate your time Consumption. It will help you reach
the goal of completing the task in reduced time.
PROPRIETARY & CONFIDENTIAL 28

29. 7. PLANNER
 Does this sound familiar?
 You urgently need to write down something
important - a telephone number or details of
an important meeting - so you use whatever
you can lay your hands on: a piece of paper, a
scrap of newspaper or the first computer text
file you come across.
 The future is something which everyone reaches at the rate of sixty
minutes an hour, whatever he does, whoever he is.
PROPRIETARY & CONFIDENTIAL 29

30. 8. Be Realistic to your Expectations
 A leader’s realistic expectations are those doubts and concerns about
the ability of others to perform. Realistic expectations help you see personal blocks that
prevent a person from solving problems or learning how to operate equipment
 Examine your schedule.
 Be realistic about what you can accomplish.
 Don’t try to juggle too many things.
 Don’t set yourself up for failure.
 "If you don't see yourself as a winner, then you
cannot perform as a winner.“
 "Always expect the worst, and you will never be disappointed.“
 "You were born to win, but to be a winner, you must plan to win, prepare to win, and expect
to win."
PROPRIETARY & CONFIDENTIAL 28

31. 9. Is Your Jar Full?
 When things in your life seem almost to much to handle, when 24 hours
in a day are not enough, remember the mayonnaise jar......and the beer.
+ + +

The point is this: Put the Big Rocks in First
 There is always some space for your WANTS but think, do you really need it?
 LEARN to distinguish between “Wants" and “Needs".
PROPRIETARY & CONFIDENTIAL 31

32. SUMMARY
• Time is one of your most valuable assets.
assets
• Planning & Organization are the keys to the time
management.
• Eliminating time wasters allow you to accomplish
essential tasks.
• Control your schedule instead of being controlled by
it.
• Have a great planning system and use it
• Set & agree priorities to distinguish between urgent
and important tasks.
• Build in some flexibility to cope with anything
unexpected
PROPRIETARY & CONFIDENTIAL 32

33. PROPRIETARY & CONFIDENTIAL 33

34. TIME MANAGEMENT EXERCISE -1
Categorize the listed activities in the four
quadrants
 Popular activities
 Skill improvement
 Hobbies
 Relationship building
 Winter repair work
 Deadline-driven project
 Time wasters
 Planning
 Prevention
 Last-minute financing
 Paying past-due bills
 Interruptions
 Recognizing new opportunities
 PROPRIETARY & CONFIDENTIAL 34

35. TIME MANAGEMENT EXERCISE -1
PROPRIETARY & CONFIDENTIAL 35

36. ANSWER
Deadline driven project
Last minute Financing
Hobbies
Paying past-due bills
Time Wasters
Skill Improvement
Popular Activities Relationship Building
Interruptions Winter Repair work
Some meetings Planning
Prevention
Recognizing new
opportunities
PROPRIETARY & CONFIDENTIAL 36

37. CONCLUSION
PROPRIETARY & CONFIDENTIAL 37

38. L,
Lets put our time to good use from now on…..
PROPRIETARY & CONFIDENTIAL 38