8. time management

CK Consultancy

Time
Management
Learning Partner: Carlina Patuwo

Characteristics of Time
 Time is a scarce/limited commodity
 Time cannot be bought or exchanged or What is Time?
rented
 A dimension within
 Un-storable: Time cannot be saved or stored which things change
 It is impossible to increase or decrease time  The medium through
which goals are
 Invariable: The passage of time is constant accomplished
 Irrevocable: Time cannot be recalled  Time can not be

 Universal: Time is equal for all people managed, we can only
manage ourselves
 Indivisible: Time is life  Those who do not
take the time to do
something right, must
make the time to do it
over

Feb 2012 @CK CONSULTANCY | To Be A Smart Secretary | All rights reserved 2

What is Time
Management ?
 Time management is about
managing your day effectively
so you can achieve all that you
want to achieve.
 Doing the Right job right
(Effective) and not doing the
job/thing right
(Efficiency/Efficient)
 The more hour people work, the
more time they assume they
have to finish.


Why Secretary
Needs To Manage
Her Time
Because:
 Wasting time causes stress
 Managing time improves
productivity
 Managing time improves your
quality of life


Time
Management
Tools
 Costing Your Time - finding out
how much your time is worth
 Deciding Work Priorities –
making sure you concentrate on
the right things
 Activity Logs – checking how you
really spend your time
 Prioritized To Do Lists - tackling
the right tasks first
 Effective Scheduling – planning
to make the best use of your time


Common Problems
 I am BUSY
 I do not have time
 I am not happy with my life
 I do not feel I have achieved
anything this year
 I do not have control on my life
 I wish I have more than 24 hours per
day, so that I can get more things
done


Time Management Barriers
Identify Time Management
Barriers and Dealing with Time
Wasters
 Efficiency
 Overwhelm
 Interruptions
 Prioritizing
 Setting Limits


Setting The
Priorities
Concentrates on three areas:
 Clarifying what you enjoy,
 Understanding what your
strengths, and weaknesses
are, and
 Working out both what your
job is and what constitutes
excellent performance.


Steven R. Covey Matrix
Urgent – Important Matrix
 Urgent: An activity that you or others feel requires immediate
attention.
 Important: An activity that you find valuable and that contributes
to your mission, values, and high-priority goals.

Urgent Not Urgent
Important
Important
Not


Setting Priorities
+ Urgent

- Important + Important

- Urgent


At the heart of time
management is an important
shift in focus:
Concentrate on Results, NOT on
Being Busy.


Procrastination
 Procrastination is the habit of
postponing an important task or
activity endlessly without any
reason.
 Procrastination leads to
• Wasted Time
• Missed Opportunities
• Poor Performance
• Self-Depreciation
• Increased Stress


Why Do We Really
Procrastinate?
Because ..

 Stress and Anxiety
 Difficulty Concentrating
 Negative Beliefs
 Fear of Failure
 Boring Tasks
 Unrealistic
Expectations/Perfectionism
 Poor Time Management
 Preoccupation with Personal
Problems


Questions?


Thank You & Good Luck
For further information, please don’t hesitate to call:

CK CONSULTANCY
(E) ckconsultancy.training@gmail.com


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