Time Management

Time Management
A Presentation by Rajiv Bajaj

The objective of the session is to...
Identify your personal attitudes toward time

management
Discuss key steps in planning / prioritizing
Recognize internal / external time wasters

Imagine there is a bank that credits your
account each morning with Rs. 86,400. It
carries over no balance from day to day
Every “evening” deletes whatever part of the

balance you failed to use during the day
What would you do? Draw out every paisa,

of course!!
Each of us has such a “bank”. It’s name is TIME
Every morning, it credits you with 86,400

seconds
Every night it writes off, as lost, whatever of this

you have failed to invest to good purpose
It carries over no balance. It allows no overdraft

Each day it opens a new account for you
Each night it burns the remains of the day
If you fail to use the day’s deposits, the loss is

yours
There is no going back. There is no drawing

against the “tomorrow”
Time is democratic. Nobody has more or less time
You must live in the present on today’s deposits
Invest it so as to get from it the utmost in

health, happiness, and success!
The clock is running. Make the most of today

What is Time ?
It is your most under-valued resource
Time = Money
Always, time is a ‘scarce resource’
Managing your Time is as important

as managing your Money !
There is never enough time to do a job
right, but always time to do it over !
We should not rush through our work

at the risk of making mistakes !
If you want time, you must make time !
We need to allocate time according to

our priorities
A job will fill all of the time allocated for it
Poor planning and procrastination are

time wasters
Have the time of your life !
Good Time Management will allow you

to fulfill your personal / professional
goals
Why do we fail?
“Most people set them, and then get behind

schedules. They then give up this ‘hopeless
cause’.
Even the most successful people get setbacks,

but they work twice as hard to ensure they
achieve what they set out to do.”
- Michael Podolinsky
Does this sound familiar ?
I am busy round the clock
I don’t have time to do anything I like. I’m not

happy as I don’t get time to enjoy life
I don’t feel I have achieved anything this year
I don’t have control over my day
I wish I had 28 hours in a day so that I could get

more things done
Balance Your Life
Balance in life is important
Recognize each aspect of

life is important
I am not getting enough

time for family /personal
Health Work
Family Finance
life because of work
80% of time is spent on

work
Time Management
Get “SMART” with TIME
SMART is Simple Measures that Ascertain

Resourceful usage of Time
Resources of a Manager
Men
Money
Minutes - TIME
Material
Information
Unique Characteristics of Time
Regular
Inflexible
Non-discriminatory / Democratic
Once lost, ……. LOST FOREVER !

What are our Time Wasters?
Personal / Internal
Organisational / External
External Time Wasters
Be aware of ways others or the environment

waste your time:
Interruptions, especially email

Office socializing Too many meetings
Unclear goals Unscheduled visitors
Poor work environment
Trying to get other’s cooperation
Bureaucratic “red tape”
Others you can think of ____________________
Internal Time Wasters
Be aware of ways in which you waste your
own time:
Procrastination Lack of planning

Lack of priorities Indecision
Slow reading skills
Physical or mental exhaustion
Not being able to say “No”
Messy work areas Low motivation
Others you can think of ____________________
Time Management Process
1. Set your own priorities

1. Personal
2. Professional
2. Determine your goals for each priority
3. Plan the steps for goal attainment
4. Allocate time appropriately for each step
5. Use time management tools / techniques
Step 1- Set Priorities
Are you unsure about what is important to
you?
Think about what you would do if you only had

one more year to live !
You can’t do everything - Think about

what you would like to accomplish !
Think about what regrets you might have for

not accomplishing something
Step 2 - Set Goals for each priority
Remember, You can’t do everything !
Personal priority: Spend more time with my

family
Goal: Spend additional ½ hour with family at

dinner
Goal: Spend one afternoon every three

months with parents
Professional priority: Achieve a promotion
Goal: Learn to make powerful presentations

using Audio-Visuals in next 3 months
Goal: Enroll in IATA Diploma Programme in

Marketing by year-end and complete it in 6
months
Your Goals should be …..
Step 3 - Plan for Goal Attainment
“Planning is bringing the future into the

present so you can do something about
it now.” - Alan Lakein, Time Management
“Guru”
“If you don’t know where you are going,

any road will take you there !” - From the
book ‘Alice in Wonderland’
Step 4 - Plan to allocate time
Visualize the end result : Your Goal
Estimate the time required

Break the whole into pieces
Develop a schedule
Check your progress against your time
estimate
Refine the schedule if needed
Anticipate / allow for possible problems
Step 5 - Time Management
Tools and techniques
Use “To Do” lists for planning
Create a time diary to track where your time

actually goes
Become aware of your external and internal

timewasters and avoid them
Pulverize paperwork
T.O.S.S. Paperwork / Email
Trim – Remove yourself from excess email, mail,
memo, newsletter, and magazine routings
Outsource immediately – Throw it away, pass it
on
Save – File things you must save immediately.
Regularly compress electronic files. 80% of
what you keep, you’ll never use again!
Start – Do it now. Set aside time daily to handle
email and paperwork, then junk it, handle it,
answer it, file it as you work through the pile
To Do lists
Remember -
If you Fail to Plan, you Plan to Fail !
To Do lists
A to-do list is a standard tool in time
management. It usually is a flat list of
tasks that a person needs to complete. To
increase the efficiency of the ordinary to-
do list, prioritize the tasks in four different
categories:
1. Important and Urgent

2. Important but not Urgent
3. Not Important but Urgent
4. Not important and Not urgent
Activity Quadrants – To Do Lists
Urgent Not Urgent
I II
Important
•Crisis •Preparation
•Unscheduled client meeting •Prevention
•Pressing problems •Planning
•Deadline-driven projects •Relationship Building
•Empowerment
III IV
Not Important
•Interruptions, •Trivial activities

•Some meetings •Some phone calls
•Popularity actions •Time wasters
•Peer pressure •“Escape” activities
•Irrelevant mail
•Excessive TV
Activity Quadrants – Actual
Urgent Not Urgent
I 30% II 5%
Important
•Unscheduled client mtg •Prevention
•Deadline-driven projects •Relationship building
•Empowerment
III 50% IV 15%

Not important

•Irrelevant mail
•Excessive TV
Activity Quadrants – Desirable
Urgent Not Urgent
I 20% II 75%
Important
•Unscheduled client meeting •Prevention
•Deadline-driven projects •Relationship building
•Empowerment
III 5% IV 0%
Not Important

•Irrelevant mail
•Excessive TV
The Quadrants Explained
Effective People –
Stay out of Quadrants III & IV because they

are not important
They shrink Quadrant I down to size by

spending more time in Quadrant II
People become inefficient, when they

focus only on I & III and not on II
The Quadrants Explained
People become non-performers, when they
focus on III & IV
Working on Quadrant II is the heart of

personal time management
Being high impact activities, when done

regularly would make a tremendous
difference in our lives
Initially, the time for quadrant II activity must

come from Quadrants III & IV
Improving Yourself
Do a SWOT analysis of yourself (with no
inhibitions)
Identify your :
S – Strength
W– Weakness
O – Opportunity
T – Threats
How do you do a SWOT of yourself?
Strengths:
What advantages do you have ?
What do you do well ?
What relevant resources do you have access

to ?
What do other people see as your strengths ?

Weaknesses:
What could you improve ?
What do you do badly ?
What should you avoid ?
Are you fully qualified for the future

opportunities ?
Opportunities:
Where are the good opportunities available to

you ?
What are the interesting trends that you are

aware of ?
What is your special talent that can get you

ahead ?
What are you really good at ?

Threats:
What obstacles do you face?
Are the required specifications for your job

changing?
Is changing technology threatening your

position?
Could any of your weaknesses seriously
threaten your job?
Is there any threat to you which will force you

not to take the “Opportunity” when it comes
along?
Carrying out a personal SWOT Analysis

is an important step in finding life and
career direction !
Getting SMART with Time
Chalk out a strategy to overcome your W’s and
T’s
Constantly work towards improvement. It has

to be a daily affair, not to be accumulated for
a week and done at the end of the week
Put little bit of time apart EVERYDAY for this

and you will see the improvement for yourself
very fast
Finding That Extra Hour
Early or Late – Get up an hour earlier than

usual and / or Go to sleep an hour later than
usual. Difficult task, but necessary in today’s
world
Delegate & Distribute – Another way of

gaining little extra time – easier said than done
– but needs to be done ruthlessly
Take Quick Decisions – Do not keep
pondering over an issue. A timely decision,
even if it is not the best one, would provide
far better output than a Wonderful decision
taken after the time is past !
Is it my problem ? – Most of us have this

habit of getting into matters that do not
concern us – mostly because we do not
know how to say NO politely.
Remember, solving the whole world’s

problems is not your job and you will never
be able to do it
You can’t win it all – Everyday we undergo
continuous struggle and competition. We
can’t win all the time
Learn to accept failures with modesty and

grace
No battle is the last battle and No opportunity

is the last opportunity
The Biggest Mistake
The Biggest Mistake people can make is try to
use each second fully, which is impossible.
So, “Don’t try to achieve every goal you want

to achieve. Achieve only the goals you need
and stay focused on the important things in
life.”
And don’t forget to make
time for your long-term
Goals !
“Time = Life, Therefore,

waste your time and
waste your life, or
master your time and
master your life.” -
Alan Lakein
THANK YOU ….
FOR YOUR TIME !

Time Management

Uploaded by

Copyright:

Available Formats

Time Management

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Time Management

Uploaded by

Copyright:

Available Formats

What are the main points about time management discussed in the document?

What are the main points about time management discussed in the document?

What analogy is used to illustrate the importance of time management?

What analogy is used to illustrate the importance of time management?

Time Management

A Presentation by Rajiv Bajaj

Identify your personal attitudes toward time

Discuss key steps in planning / prioritizing

Recognize internal / external time wasters

Every “evening” deletes whatever part of the

What would you do? Draw out every paisa,

Every morning, it credits you with 86,400

Every night it writes off, as lost, whatever of this

It carries over no balance. It allows no overdraft

Each night it burns the remains of the day

If you fail to use the day’s deposits, the loss is

There is no going back. There is no drawing

You must live in the present on today’s deposits

Invest it so as to get from it the utmost in

The clock is running. Make the most of today

Always, time is a ‘scarce resource’

Managing your Time is as important

We should not rush through our work

We need to allocate time according to

Poor planning and procrastination are

Good Time Management will allow you

“Most people set them, and then get behind

Even the most successful people get setbacks,

I don’t have time to do anything I like. I’m not

I don’t feel I have achieved anything this year

I don’t have control over my day

I wish I had 28 hours in a day so that I could get

Recognize each aspect of

I am not getting enough

80% of time is spent on

Get “SMART” with TIME

SMART is Simple Measures that Ascertain

Once lost, ……. LOST FOREVER !

Be aware of ways others or the environment

Interruptions, especially email

Procrastination Lack of planning

1. Set your own priorities

Think about what you would do if you only had

You can’t do everything - Think about

Think about what regrets you might have for

Remember, You can’t do everything !

Personal priority: Spend more time with my

Goal: Spend additional ½ hour with family at

Goal: Spend one afternoon every three

Goal: Learn to make powerful presentations

Goal: Enroll in IATA Diploma Programme in

“Planning is bringing the future into the

“If you don’t know where you are going,

Estimate the time required

Create a time diary to track where your time

Become aware of your external and internal

1. Important and Urgent

•Interruptions, •Trivial activities

Urgent Not Urgent

III 50% IV 15%