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2. OBJECTIVES At the end of this module one will be able to: define the key concepts associated with Time Management. identify the main obstacles to effective Time Management. understand the nature of Time Management understand a range of tools, techniques and concepts for Time Management 3/20/2011 2 TIME MANAGEMENT

3. OBJECTIVES (cont…) explain the benefits of having an effective Time Management process . use these techniques to build an effective Time Management process that will enhance your productivity and lower your stress 3/20/2011 3 TIME MANAGEMENT

4. Introduction What is Time Management? Time as a Commodity Types of Time Over & Under Estimation of Time 3/20/2011 4 TIME MANAGEMENT

5. What is Time Management? Planning & Goal Setting Managing Yourself Dealing with Other People Your Time Getting Results 3/20/2011 5 TIME MANAGEMENT

6. Time as a commodity… Time is the most precious thing we have Time is ultimately the most valuable resource Time and how we spend it within the organization must be managed effectively Time is totally perishable Time cannot be stored up for use later 3/20/2011 6 TIME MANAGEMENT

7. Types of TIME Time can be categorized into two types: Fast time when absorbed in, or enjoying an activity Slow time when bored with an activity or having a bad time when scared 3/20/2011 7 TIME MANAGEMENT

8. Time Management Principles Time Management Principles Spent Time Matrix Prioritization Grid Time-Based Management 3/20/2011 8 TIME MANAGEMENT

9. Time Management The 4 waves in time management are: 1 Notes and Checklists Recognition of the demands on energy & time 2 Calendars and appointment books Scheduling with some focus on the future 3 Prioritization Comparison of the relative worth of activities 4 Self management Realization that time cannot be managed - it is ourselves that we have to manage 3/20/2011 9 TIME MANAGEMENT

10. Spent Time Matrix Urgent Not Urgent Q2 Q1 Crises Deadlines Prevention Relationship Building Planning Recreation Important Q3 Q4 Interruptions Some Meetings Popular Activities Pleasant Activities Busy Work Time Wasters Trivia Not Important 3/20/2011 10 TIME MANAGEMENT

11. Prioritization Grid Importance Priority 2 Priority 1 Priority 3 Priority 4 Urgency The main aim of prioritization is to avoid a crisis 3/20/2011 11 TIME MANAGEMENT

12. Time based Management Fundamentals: Focus is on time and resources Pre-analysis of performance Analysis of goals and objectives Systemization of processes 3/20/2011 12 TIME MANAGEMENT

13. Planning A plan is a road map set in real time to reach an objective or set of objectives through the use of defined resources 3/20/2011 13 TIME MANAGEMENT

14. The Law of Planning Every minute spent in planning saves ten minutes in execution. The purpose of "personal strategic planning" is for you to increase your "return energy," and return on the mental, emotional, physical, and spiritual capital you have invested in your life and career. 3/20/2011 14 TIME MANAGEMENT

15. Tips & Techniques Time Logs A time-log is an effective way to see where your time actually goes. Quality Time Quality time is where you can plan to do the most important high priority tasks . Managing Documents Have a good system for handling your documents. Managing Interruptions Try to reduce the number of interruptions. Managing Workspace How our workspace is organized has an impact on how efficient we are. 3/20/2011 15 TIME MANAGEMENT

16. Summary Have a great planning system and use it. Take on realistic goals an schedule accurately. Do not over-commit . Set and agree priorities to distinguish between urgent and important tasks . Build in some flexibility to cope with anything unexpected. Control your documents, workspace. Define and use periods of quality time in your schedule. 3/20/2011 16 TIME MANAGEMENT