Miha Culiberg's document discusses time management strategies. It begins by outlining the problem of time scarcity and wasted time at work. It then provides descriptions of different personality types - Producers, Administrators, Entrepreneurs, and Integrators - and how they approach tasks and work styles. The document outlines common obstacles to effective time management like lack of goals, disorganization, and inability to prioritize. It recommends setting SMART goals, prioritizing using the 80/20 rule, planning each day and week, avoiding interruptions, using waiting time productively, focusing on one task at a time, and celebrating successes. It emphasizes the importance of putting "big rocks" or highest priorities first in

1. Time Management
Miha Culiberg
Copyrights: GoSEE,
March 2109
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“The Time Famine” - a term that first emerged in the scientific literature around 1999,
refers to the universal feeling of having too much to do but not enough time to deal with
those demands.

2. ADIZES - PAEI
Producers
• Producers are high energy, active people. They like to be busy all the time, and their interests are overwhelmingly concrete.
• They love to attain tangible results, and to attain them often. They feel highly rewarded every time they can declare a task complete.
• They have little patience with future-oriented tasks and wild brainstorming.
• They are much more interested in getting a task done than they are in ensuring that their colleagues are happy with the way it got done.
• Producers help us stop talking about solutions and start implementing on them.
Administrators
• Administrators are quiet, cautious people who are less concerned with what we should do than how we should do it.
• They need to know what process or procedure we are planning to use before they can join in on the action.
• Administrators prefer to construct a system of routines and conventions for ongoing activities, so they can be conducted in the smoothest and least
disruptive manner possible.
• In organizational contexts, they bring stability and order to collective activities. They are slow and careful in decision-making because they track each detail
to make certain it is handled properly.
• They may say “no” to new proposals as a reflex, in order to slow things down so they can think through the proposal and deliver a revised opinion once
they have worked through their concerns.
• Administrators may see Producers as sloppy loose canons wreaking havoc upon organizational operations. Producers may see Administrators as fussy
obstructionists.
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3. ADIZES- PAEI
Entrepreneurs
• Entrepreneurs are easily typecast as dreamers focusing on bigger potential achievements in the future.
• Entrepreneurs feel stifled by the demands of ongoing activities. The here-and-now is a trap. Entrepreneurs are energized by novel challenges, exciting opportunities, new possibilities
and future achievements.
• They are talkative and charismatic.
• They track activities at a very high level of abstraction, looking for trends and anomalies.
• Producers are highly skeptical of this abstract exploration of mere possibilities, where there is a clear to-do list for the here and now. Administrators see Entrepreneurs as either
irrelevant or dangerous. Entrepreneurs want to dramatically change the whole game an organization is playing, with no detailed sense of what the new rules will be.
• Change is inevitable, and the structure of Entrepreneurial agency allows them to help the whole team anticipate and adapt to change in a timely, proactive manner.
Integrators
• Integrators are team-builders with the organization.
• They manage the interpersonal, interdepartmental, supplier and client relationships that allow the organization to function together as one organic whole. They attend to peoples’
needs, views, motivators, complaints and conflicts to foster a constructive working environment.
• Integrators help people focus on shared goals.
• In meetings where Producers are pushing for a quick decision about what to do, Administrators are slowing things down to make sure we carefully consider how best to proceed, and
Entrepreneurs are questioning why we are even doing any of that now, when a new long-term plan is more attractive, Integrators are thinking about who we are, who is in the room and
who our other stakeholders are.
• Integration is the only function focused on the organization itself as a group of people pulling together to exert more power as a team than any of them could do individually.
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4. The Problem is Severe
• Signs of time wasting:
• Messy desk and cluttered (or no) files
• Can’t find things
• Miss appointments, need to reschedule them late and/or unprepared for meetings
• Volunteer to do things other people should do
• Tired/unable to concentrate
It was discovered that employees spend 2 hours and 2 minutes a day procrastinating- that’s 10 hours and 10
minutes a week. This equates to essentially employees working just 73% of the hours we are employed to.

5. Time management ?
BALANCE
• Work
• Leisure
BENEFITS
• Efficient
• Successful
• Healthy (stress)
BY
• Clarifying and achieving
goals
• Handling people and
projects that waste your time
• Improving your delegation
Time must be explicitly managed, just like money

6. Obstacles to effective time management
• Unclear objectives
• Disorganization
• Inability to say “no”
• Interruptions
• Periods of inactivity
• Too many things at once
• Stress and fatigue
• All work and no play

7. What can we do ?
• Recognize that obstacles exist.
• Identify them.
• Employ strategies to overcome.

8. Time Management Strategies
• Set goals
• Prioritize
• Organize
• Learn when to say “NO”
• Use your waiting time
• Concentrate on the task at hand
• Consider your personal prime time
• Celebrate success

9. 1. SET GOALS 1/3
• Why am I doing this?
• What is the goal?
• Why will I succeed?
• What happens if I chose not to do it?

10. 1. SET GOALS – SMART 2/3
• Specific – Define the goal in detail
• Measurable – The goal must involve some unit of measurement in order to determine
whether it has been achieved.
• Achievable – The goal must be achievable. Setting the bar too high can lead to
disappointment when the goal is not achieved.
• Realistic – A goal must be relevant to the behavior you would like to change.
• Timely – It is important to set a time-frame as this will keep you motivated!

11. 1. SET GOALS – Inspiration 3/3
“If you can dream it, you can do it”
Walt Disney
• Disneyland was built in 366 days, from ground-breaking to first day open to the public.
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12. 2. PRIORITIZE 1/2
• Do.
• Delegate.
• Delay.
• Delete.
• Address the urgent
• Accomplish what you can early
• Attach deadlines to things you
delay
• Beware upward delegation!

13. 2. PRIORITIZE - The 80/20 Rule 2/2
• The 80/20 rule is one of the most helpful concepts for life and time management.
• Also known as the Pareto Principle, this rule suggests that 20 percent of your activities will account for 80 percent of your
results.
• This being the case, you should change the way you set goals forever.
• We can take Pareto’s 80 20 rule and apply it to almost any situation. Understanding the principle is essential to learning how
to prioritize your tasks, days, weeks, and months.
• The Pareto Principle is a concept that suggests two out of ten items, on any general to-do list, will turn out to be worth more
than the other eight items put together.
• The sad fact is that most people procrastinate on the top 10 or 20 percent of items that are the most valuable and important,
the “vital few,” and busy themselves instead with the least important 80 percent, the “trivial many,” that contribute very little
to their success.

16. 3. PLAN
• Failing to plan is planning to fail
• Plan Each Day, Each Week, Each Month, Each Year
• You can always change your plan, but only once you have one!
• You don’t find time for important things, you make it
• Everything you do is an opportunity cost
• Learn to say “No”

17. 4. AVOID INTERRUPTIONS
U.S. employees only spend 45 percent of their
time on primary job duties.
• 14 % of their workweek on email.
• 40 % meetings, administrative tasks, and
"interruptions."
All of the above prevent a worker from doing
their jobs—and nothing gets done.

18. 5. CUT THINGS SHORT
• “I’m in the middle of something now…”
• Start with “I only have 5 minutes” – you can always extend this
• Stand up, stroll to the door, complement, thank, shake hands
• Clock-watching; on wall behind them
• Meetings: Average executive: > 40% of time
• Meeting rules:
✓ Maximum of 1 hour
✓ Prepare: there must be an agenda
✓ Lock the door, unplug the phone
✓ Minute of meetings : an efficient way to keep track of decisions made in a meeting: who is responsible for what
by when?

19. 6. PROCRASTINATION
• Procrastination definition: the action of delaying or postponing something.
• “Procrastination is the thief of time” Edward Young Night Thoughts, 1742
• Doing things at the last minute is much more expensive than just before the last minute
• Deadlines are really important: establish them yourself!

20. 7. USE YOUR WAITING TIME
• On public transportation
• At the doctor’s office
• Waiting for your plane
• On hold
• When you are early

21. 8. CONCENTRATE ON A TASK
• Do the ugliest thing first – eat the frog
• Focus on your goal.
• Tune out interruptions.
• Break things down into small steps like a child cleaning his/her room
• Clutter is death; it leads to thrashing.
• Keep desk clear: focus on one thing at a time
• A good file system is essential
• Touch each piece of paper once
• Touch each piece of email once; your inbox is not your TODO list
• When done with a phone call get off
• Reduce unnecessary „team work“

22. 9. YOUR PERSONAL PRIME TIME
• Morning?
• Evening?
• Late night?
• Find your creative/thinking time. Defend it ruthlessly, spend it alone, maybe at
home.
• Find your dead time. Schedule meetings, phone calls, and mundane stuff during it.
• Group outgoing calls: just before lunch and 5pm

23. 10. CELEBRATE YOUR SUCCESS

24. 11. The Big Rocks of Life
One day this expert was speaking to a group of business students and, to drive home a point, used an illustration I’m sure those students will never forget. After I share it
with you, you’ll never forget it either.
As this man stood in front of the group of high-powered over-achievers he said, "Okay, time for a quiz." Then he pulled out a one-gallon, wide-mouthed mason jar and set it
on a table in front of him. Then he produced about a dozen fist-sized rocks and carefully placed them, one at a time, into the jar.
When the jar was filled to the top and no more rocks would fit inside, he asked, "Is this jar full?" Everyone in the class said, "Yes." Then he said, "Really?" He reached under
the table and pulled out a bucket of gravel. Then he dumped some gravel in and shook the jar causing pieces of gravel to work themselves down into the spaces between
the big rocks.
Then he smiled and asked the group once more, "Is the jar full?" By this time the class was onto him. "Probably not," one of them answered. "Good!" he replied. And he
reached under the table and brought out a bucket of sand. He started dumping the sand in and it went into all the spaces left between the rocks and the gravel. Once more
he asked the question, "Is this jar full?"
"No!" the class shouted. Once again he said, "Good!" Then he grabbed a pitcher of water and began to pour it in until the jar was filled to the brim. Then he looked up at the
class and asked, "What is the point of this illustration?"
One eager beaver raised his hand and said, "The point is, no matter how full your schedule is, if you try really hard, you can always fit some more things into it!"
"No," the speaker replied, "that’s not the point. The truth this illustration teaches us is: If you don’t put the big rocks in first, you’ll never get them in at all."
What are the big rocks in your life? A project that you want to accomplish? Time with your loved ones? Your faith, your education, your finances? A cause? Teaching or
mentoring others? Remember to put these Big Rocks in first or you’ll never get them in at all.

25. GENERAL ADVICE
•Never break a promise, but re-negotiate them if need be.
•If you haven’t got time to do it right, you don’t have time to do it wrong.
•Recognize that most things are pass/fail.
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