1.
Time Management
For Improved Productivity
By – N.G.Palit
1

2.
Problem Of Time
• In today’s fast moving world,
one of the biggest problem
faced by all, is how to squeeze
out some additional time.
• This problem relates to
lack of time management
2

3.
Why Time Management?
• To utilise the available
time in the best
possible manner to
achieve one’s personal
as well as professional
goals.
3

4.
What is Time Management?
• Time management refers to managing
our time effectively so that the right
amount of time can be allocated to the
right activity.
4

5.
What is TimeManagement?
• It means – ”Applying management
principles in maximizing the value of
time by including productive activities
and eliminating activities which are
waste of time or produce negative
results.”
5

6.
Why do we need Time
Management?
• To save time
• To reduce stress
• To increase our work
output.
• To function more
effectively.
6

7.
Time Management
• In the present generation of intense
competition, there is always a
tremendous pressure for optimal
utilization of the most valuable
resource –’Time’
7

8.
Time Management
• The two important aspects of time
management are:
1. “Bad news is that time flies very fast.
2. But, the good news is that you are
the Pilot and you can control it, if
you want.”
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9.
Time Management
• Time is a unique
resource.
• Once used or misused,
it is gone for ever.
• Yet, it is the easiest
thing to waste, and then
to complain about
shortage of time. 9

10.
Time Management
• The supply of time is
cruelly restricted, out
of which we have to
spin health, pleasure,
money and respect.
10

11.
Time Management
* ” Right and effective
use of time is a matter
of the highest urgency
and the most thrilling
activity.
- Armoly Bannet
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12.
What is Time?
12
Time
The only commodity
that
matters

13.
13
What is Time?
• ‘Time’ is a continuum in which events
succeed one another from Past
through Present to Future.

14.
Time Management
• The term ’Time Management’ leads us to
think that we can manage ’time’.
• But, time can’t be managed. Actually,
time management is about applying
techniques to manage yourself (self-
management).
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15.
Think of
‘time management’
more as
SELF MANAGEMENT
Stephen R.Covey

16.
Remember
• 1. Planning our time is, in fact, planning
our actions.
• 2. We are the creator of our life (time).
• 3. Everyone’s day lasts 24 hours.
• 4. Time has three dimensions:
Past, Present & Future
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17.
Time Management
• The unique feature of
time is that each
and every person has
the same 24 hours a
day, and 365 days in a
year.
17

18.
Everyone has 2 choices:
ORGANIZE
or
‘go with the flow’
(Yoder-Wise, 1999)

19.
When we begin to
MANAGE OURSELVES
we will begin to
MANAGE OUR TIME!

20.
Don’t manage time, manage
activities
• Yes, everybody has the same amount
of time, regardless of who he or she is.
• Therefore, the key question arises:
how best one is making use of the
available time for productive purpose.
20

21.
Manage
Yourself
-
manage
your time!

22.
Time Management
• Remember that
Time is Money.
No, it is even more
than Money.
- Ben Franklin (1748)
22

23.
Time Bank
• Each morning our Time
bank is credited with
86,400 seconds.
• Whether used or misused
it carries no balance, nor
allows any overdraft.
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24.
Time Management
• It is rightly said that:
”Yesterday is a cancelled cheque,
Tomorrow is a promising note, only
Today is the ready cash, so use it.”
• Therefore, time must be explicitly
managed just like money.
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25.
Relativity Of Time
* Your time is yours alone.
You can expand or
contract it depending
upon the effectiveness of
its use.
• This is called ”The theory
of relativity of Time”.
25

26.
Managing Work Activities
• It involves the following:
• Job clarification
• Priority setting
• Planning & Organizing
• Delegation
26

27.
Don’t Manage Time, Manage Activities
• Consciously decide how best to
utilize your time on purposeful
activities.
• Don’t waste it on useless works,
commonly known as ’Time Pass’.
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28.
Outline
• Why is Time Management
Important?
• Goals, Priorities, & Planning
• TO DO Lists
• Desks, paperwork,
telephones
• Scheduling yourself
• Delegation
• Meetings
28

29.
Why Time Management is
Important
• “The Time
Famine”
• Bad time
management
= stress
29

30.
The Importance of Time
Management
• The key is not spending
Time, but in investing
it.
- Stephen R. Covey
30

31.
Top Time Wasters
• They are the real ’time
thieves’.
• There are two types of
’Time wasters’:
1. External – caused by
others.
2. Internal – caused by
self. 31

32.
Eleminate Time Thieves
32

33.
External Time Thieves
• Interruptions by
telephone or mobile
• Drop in visitors
• Visual distractions
33

34.
Cutting Things Short
• ” I am in the middle of
something now.”
• Start with - ”I have only
5 minutes”.
• Clock –watching; on the wall
behind them.
• Stand up, stroll to the
door, thank, shake hands.
34

35.
Internal Time Thieves
Crisis Management
• One has to resort to
crisis management
mostly when starting
a work without a
proper plan
35

36.
Internal Time Thieves
• Too much paper work:
It can be minimized by-
* using telephone
* writing small note
on a slip.
* Preparing reports
using computer 36

37.
External Thieves
Open-door Policy
• It is good to have an
open-door policy.
• But, sometimes we also
need to close the door
to concentrate on our
work. 37

38.
Internal Thieves
Indecision:
* In management the act
of decision making is
like shooting a flying
duck.
”Even the right decision
is wrong, if it is made
too late”.
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39.
Procrastination
• ”Procrastination
is the thief of
time”.
- Edward Young
39

40.
Procrastination
• It is the negative habit of putting things off
for a later time.
• Words like,- ’later’, ’not now’ are the
examples of procrastination.
• ’Do it now’ or else it may even become
obsolete.
• Don’t defer difficult decision. Delay won’t
make them easier.
40

41.
Avoiding Procrastination
• Doing things at the last
minute is much more
expensive than just before
the last minute.
• Deadline are really
important:
- ’establish them
yourselves.’ 41

42.
Avoid Procrastination
• If you think you can
do it, begin it.
• Begin and the mind
grows heated.
• Begin, and the task
is completed.
42

43.
Delegation Is Not Dumping
• Learn to delegate the
routine jobs, keeping
minimum supervision
and control.
* Grant authority with
responsibility
• Remember, you can accomplish a lot
more with other’s help 43

44.
Inability to say ’No’
• Don’t say ’Yes’, when
you want to say ’No’
• Learn to say ’No’,
when it is appropriate
44

45.
Learn to say ’No’
• ”A ’no’ uttered from the deepest
conviction is better than a ’yes’ merely
uttered to please, or what is worse, to
avoid trouble”.
- Mahatma Gandhi
45

46.
Meeting without Agenda
• Decide clear agenda
of the meeting and
allocate time to each
topic.
46

47.
Control Time Killers
• Don’t waste time in
’idle chatting’.
• If you take more
time in the bathroom
than usual, then try to
reduce it gradually.
47

48.
Writing Time
• Organize your ideas
before writing.
• Decide in advance
how to structure the
content.
48

49.
Dealing With Papers
• Handle it only
once.
• Read, and decide
what you want to
do with it
49

50.
Dealing With Papers
• Keep desk clear: focus on one thing
at a time.
• Touch each piece of paper only once.
• Touch each piece of e-mail once;
your inbox is not your ’To Do’ list.
• A good file system is essential
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51.
‘TOSS’ Principle
Regarding Paperwork / E-mail
• Trim: Remove yourself from excess
E-mail, mails, memos, minutes etc
• Outsource immediately – throw it
away or pass it on ---.
• Save- file things which you must save
immediately. Regularly compress
electronic files. 80% you will not
51

52.
‘TOSS’ Principle
use never again!
• Start- Do it now. Set aside time daily to
handle E-mail and paper work.
52

53.
How To Use Time Better
• Plan for short, medium
and long run
• Keep focus on your
priorities
• Distinguish between
’urgent and important’ work
53

54.
How To Use Time Better?
• Equip yourself with effective time
management
• Eliminate obvious ’Time Wasters’.
• Delegate efficiently
• Maintain your ’Time Log’
• Avoid ’monkey- on -the -shoulder’
54

55.
Plan Your Activities
• Planning is essential to convert
priorities into actions.
• Remember, ’if you fail to plan, then
you plan to fail.’
• Decide in advance:
- what needs to be done?
- by whom?
- by when? 55

56.
Monkey –On-The- Shoulder
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• Delegate efficiently
• Avoid - ’monkey –
on- the- shoulder’
• Maintain your
’Time Log’

57.
Monkey on the shoulder
• Some managers pick up staff’s jobs. They
enjoy and are good at it.
• It can be explained by ’Monkey-on-the-
shoulder’ analogy.
• Once we pick up ’Monkeys’ from
suborinates we accept responsibility for his
problems.
57

58.
Monkey- on- the- shoulder
• Sometimes, colleagues also try to pass
on their ’Monkeys’.
• These take our valuable time with no
time left to look after our own ’Monkey’.
• So, be careful and don’t accept other’s
’Monkeys’.
58

59.
Monkey –On –The - Shoulder
• Despite busy schedule, you may get sucked
into doing things which your subordinates
are supposed to do.
• Remember, each time you say ’yes’ to these
requests, you collect another ’monkey’
(someone else’s problem)
• These ’monkeys’ eat into your valuable
time. 59

60.
How To Handle These Monkeys?
* Deal with them immediadely.
* Never say ’leave it with me’.
* Don’t allow them to become
too many.
* Feed them once or twice, then put pthe
monkey back on their shoulders.
• Whatever you do, keep the monkey off
your shoulder.
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61.
Putting Things In Writing
• Write it down, don’t try
to remember.
* Always carry a pocket
diary or a jotting pad
• Start making notes of
appointments, ideas, events & goals
• Soon, you will become more organized.
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62.
Use Wasted Time
• Try to make good use of
the ’waiting time’
• Think, what you can do:
- When you commute in a
train or bus.
- Time you spend ’on hold’
on telephone’, etc
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63.
Set & Achieve Goals
• Set strong goals & decide:
- What to do?
- When?
- What are the deadlines?
• Decide the task to be done,
in order of importance
• Reject unimportant time wasters
63

64.
Priority Setting
64

65.
Guide To Priority Setting
• Quadrant -1 – Do it now. Do it yourself
• Quadrant -2 - Do it later
• Quadrant -3 - Ask someone else to do
• Quadrant -4 - Don’t do it.
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66.
Do It Now
• Stop keeping things pending, so,
’do it now’
• Remember, every ’done’ job is a
small goal achievement, which
motivates you to achieve further.
66

67.
Pareto’s Law (80/20 Principle)
Vilfredo Pareto –
(1843-1923),
a French- Italian economist &
sociologist.
• “Law” first published in 1896-97, related to taxes, i.e. 20%
people paid 80% of taxes.
• Currently, observed/used in diverse settings.
– e.g. ~20% patients utilize up to ~80% hospital’s resources.
– 80% of the work is done by 20% of the people!

68.
PARETO’S (80: 20 : RULE)
• 20% of what you do,
produces
80% of the results.
• But, 80% of your time
spent, brings only 20%
effects.
68

69.
Pareto’s (80: 20 Rule)
• As per Pareto’s Principle
typically 80% of
unfocussed effort
generates only 20% of results.
• The remaining 80% of results
are achieved with only 20% of efforts.
69

70.
TIPS
• So, select 3 or 4 targets which will
give you high payoff and concentrate
your efforts only on these.
• The essence of ’Time Management’
is to prioritize.
• Time management permits us to work
smarter not harder. 70

71.
Telephone
• Keep calls short
• Start by announcing
goals for the call
• Have something in view
that you’re waiting to get
to next
71

72.
The Balancing Act
“Work expands so as
to fill the time
available for its
completion”
Parkinson’s Law
72

73.
Summing Up
• 1. Plan: Start the day by making a ’to-do’
list.
• 2. Prioritise: Select the task according to
their importance & urgency.
• 3. Get rid of excess baggage: Learn to say
’No’
• 4. Delegate: You can not be omnipresent.
So, delegate some work. 73

74.
Summing Up
• 5. Organise: Maintain a reference folder,
where important things can be easily
found
• 6. Act: Don’t procastrinate. Just do what
needs to be done.
• 7. Respect your time: Do’t allow your
professional life gatecrash into your
personal space, and vice versa. 74

75.
Your future is what you make it
To Day!
• ” The best thing about
the future is that it
only comes one day
at a time”.--
Abraham Lincoln
75

76.
Make the Best Use Of Today
* ”The only
preparation for
tomorrow, is the
right use of
TODAY
76

77.
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Time Management
TimeTime is a difficult concept to defineto define
Time management is event controlevent control
The only time you can exercise any
control over isis right nowright now!!

78.
Even More Benefits
• Work smarter,
not harder.
• Open up free time
for family, friends,
and fun.
• Enjoy peace of
mind. 78

79.
Closing Thought
• ” A journey of a thousand miles
must begin with a single step.”
- Lao- Tzu
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80.
The Heart of Time Management
Concentrate on RESULTS
Not On
being BUSY
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81.
Achieve your Goals
Be your own judge and your
own motivator, make Time
Management your tool for
success.
81

82.
Being successful does not
make you manage your time
well
82
Managing your time well makes you successful

83.
Manage your time & keep
smiling
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84.
Any Question?
84

85.
THANK YOU
- N.G.Palit
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86.
At the End
Please feel free to send your valuable
Feedback to me at
nandapalit@yahoo.co.in
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