TIME MANAGEMENT

WINNIE M. PINEDA
MARIS N. COMBES
 MODULE 1:
GETTING STARTED
Cherish your
• Time Management Training most often begins
dreams, as they
with setting goals. are the children
• These goals are recorded and may be broken of your soul, the
down into a project, an action plan, or a simple blueprints of
task list. your ultimate
• Activities are then rated based on importance achievements.
and urgency, priorities assigned, and deadlines
set. Napoleon Hill
• This process results in a plan with a task list or
calendar of activities.
• This entire process is supported by a skill set
that should include personal motivation, delegation skills,
organization tools, and crisis
management.
• We’ll cover all this and more during this
workshop.
 Pre-Assignment Review
• What are your biggest time wasters?
• What are you currently doing to manage
your time?
• What could you be doing better?
• If you came away from this workshop with
only one thing, what would that be?
 Workshop Objectives
• Plan and prioritize each day’s activities in a more
efficient, productive manner
• Overcome procrastination quickly and easily
• Handle crises effectively and quickly
• Organize your workplace and workflow to make
better use of time
• Delegate more efficiently
• Use rituals to make your life run smoother
• Plan meetings more appropriately and effectively
 Module Two:
Settings SMART Goals
• Goal setting is critical to effective time
management strategies.
• Goal setting can be used in every area of your
life.
• Setting goals puts you ahead of the pack!
• Some people blame everything that goes wrong
in their life on something or someone else.
• Successful people dedicate themselves towards
taking responsibility for their lives, no matter
what the unforeseen or uncontrollable events.
 The Three P’s
• POSITIVE

• PERSONAL

• POSSIBLE
• POSITIVE: Who can get fired up about a goal such as “Find a
career that’s not boring”? Goals should be phrased positively,
so they help you feel good about yourself and what you’re
trying to accomplish. A better alternative must be like this:
“Enroll in a pre-law classes so that I can help people with legal
problems someday.”

• PERSONAL: Goals must be personal. They must reflect your

own dreams and values, not those of friends, family, or the
media. When crafting your goal statement, always use the
word “I” in the sentence to brand it as your own. When your
goals are personal, you’ll be more motivated to succeed and
take greater pride in your accomplishments.

• POSSIBLE: When setting goals, be consider what’s possible

and within your control. Getting into an Ivy League university
may be possible if you are earning good grades but unrealistic
if you’re struggling. In latter case, a more reasonable goal
might be to attend a university or trade school that offers
courses related to your chosen career. You might also pursue
volunteer work that would strengthen your college
applications.
 The SMART Way
SMART is a convenient acronym
for the set of criteria that a goal
must have in order for to be
realized by the goal achiever.
S- PECIFIC
M-EASURABLE
A-CHIEVABLE
R-ELEVANT
T-IMED
• Specific: Success coach Jack Canfield states in his book The
Success Principles that, “Vague goals produce vague results.”
In order for you to achieve a goal, you must be very clear about
exactly what you want. Often creating a list of benefits that the
accomplishment of your goal will bring to your life, will you give
your mind a compelling reason that pursue that goal.
• Measurable: It’s crucial for goal achievement that you are able to
track your progress towards your goal. That’s why all goals need
some form of objective measuring system so that you can stay
on track and become motivated when you enjoy the sweet taste
of quantifiable progress.
• Achievable: Setting big goals is great but setting unrealistic
goals will just de-motivate you. A good goal is one that
challenges, but is not so unrealistic that you have virtually no
chance of accomplishing it.
• Relevant:: Before you even set goals, it’s a good idea to sit down
and define your core values and your life purpose because it’s
these tools which ultimately decide how and what goals you
choose for your life. Goals, in and of themselves, do not provide
any happiness. Goals that are in harmony with our life purpose
do have the power to make us happy.
• Timed: Without setting deadlines for your goals, you have no
real compelling reason or motivation to start working on them.
By setting a deadline, your subconscious mind begins to work
on that goal, night and day, to bring you closer to achievement.
 Prioritizing Your Goals
• Achieving challenging goals
requires a lot of mental energy.
• Invest your mental focus on one
goal, the most important goal right
now.
• Choose a goal that will have the
great impact on your life compared
to how long it will take to achieve.
• A large part of a goal setting is not
just identifying what you want, but
also identifying what you must give
up in your life in order to get it.
 Visualization
• Emotionalizing and visualizing
your goal will help you create
the desire to materialize it in to
your life.
• One of the best visualization
tools is a vision board.
• Create a lists of benefits you will
see when you achieve your goal
and concentrate on how that will
make you feel.
 Module Three:
Prioritizing Your Time
• Time management is about more than just
managing our time, it is managing ourselves in
relation to time.
• It is about setting priorities and taking charge.
• It means changing habits or activities that cause
us to waste time.
• It means being willing to experiment with
different methods and ideas to enable you to
find the best way to make maximum use of time.
 The 80/20 Rule
• The 80/20 rule, also known as
the Pareto’s Principle, states
the 80% of your results come
from only 20% of your actions.
• For most people, it really
comes down to analyzing
what are you spending your
time on.
• Are you focusing in on the
20% of activities that produce
80% of the results in your life?
 The Urgent/Important Matrix (I)
• Managing time effectively, and achieving the
things that you want to achieve, means spending
your time on things that are important and not
just urgent.
-IMPORTANT: These are the activities that
lead to the achieving your goals and have the
greatest impact on your life.
-URGENT: These activities demand immediate
attention, but are often associated with someone
else’s goals rather than our own.
The Urgent/Important Matrix (II)

Urgent and Important, But

Important Not Urgent

• CRISIS •OPPORTUNITIES
• PROBLEMS •PROGRESS
•DEADLINES •HIGH VALUE
•LONG-TERM

Urgent, But Not Not Urgent and

Important Not Important

•Maintenance •Trivia
•Routine Tasks
 Being Assertive
• Say no, followed by an honest explanation.
• Say no and then briefly clarify your reasoning
without making excuses.
• Say no, and then give an alternative.
• Empathetically repeat the request in your own
words, and then say no.
• Say yes, and then give your reasoning for not
doing it, and provide an alternative solution.
• Provide an assertive refusal and repeat it no
matter what the person says.
 Module Four:
Planning Wisely
• The hallmark of successful time
management is being consistently
productive in each day.
• Having a daily plan and committing to it
can help you stay focused on the priorities
of that particular day.
• As well, you are more likely to get things
accomplished if you write down your plans
for the day.
 Creating Your Productivity
Journal
1.To start, get yourself a spiral notebook and
label it as your Personal Productivity
Journal or your Professional Productivity
Journal.
2. Label each page with the day and the date
and what needs to be done that particular
day.
3.Next, prioritize each task in order of
importance.
4. Highlight on the top three items and focus
on those first.
5. Cross off items as you complete them.
6. Items that are not completed should be
carried over to the next page.
 Maximizing the Power of Your
Personal Productivity Journal
• By planning the night before, you
will also start fresh and focused on
the most important tasks for the
day.
• During the day, keep your journal
with you to avoid becoming
sidetracked.
• Crossing off completed tasks will
give your subconscious mind a
tremendous amount of satisfaction.
• If you postponed a task three times.
it does not belong on your action
list.
 The Glass Jar:
Rocks, Pebbles, Sand and Water
• ROCKS: These represent your
highest priority projects and
deadlines with the greatest value,
often important, but not urgent
tasks that move you toward your
goals.
• PEBBLES: These represent tasks
that are urgent, and important.
• SAND: Now add sand to fill your
jar. In other words, schedule
urgent, but not important tasks,
only after important tasks.
• WATER: Finally, pour water into
your jar. These trivial time-wasters
are neither important nor urgent.
 Chunk, Block, and Tackle
• CHUNK: Break large projects into specific
tasks that can be completed in less than
15 minutes.
• BLOCK: Block out set times to complete
specific chunks as early in the day as
possible.
• TACKLE: Now tackle the specific task,
focusing only on this task rather than the
project as a whole.
 Ready, Fire, Aim!
• READY! Do not over-plan each of your
actions. By the time you fire, the target
may have moved.
• FIRE! Remember the 80/20 rule and just
take action. Even if you don’t hit the bull’s
eye, you’ll probably still hit the target.
• AIM! Make a new plans based on new
information. Request your aim based on
where you hit the target.
 Module Five: Tackling
Procrastination
• Procrastination means delaying a task (or
even several tasks) that should be a
priority.
• The ability to overcome procrastination
and tackle the important actions that have
the biggest positive impact in your life is a
hallmark of the most successful people out
there.
 Why We Procrastinate
• No clear deadline
• Inadequate resources
available
• Don’t know where to begin
• Task feels overwhelming
• No passion for doing the
work
• Fear of failure or success
 Nine Ways to Overcome
Procrastination
1.DELETE IT.
2.DELEGATE.
3. DO IT NOW.
4. ASK FOR ADVICE.
5. CHOP IT UP.
6. OBEY THE 15 MINUTE RULE.
7. HAVE CLEAR DEADLINES.
8. GIVE YOURSELF A REWARD.
9.REMOVE DISTRACTIONS.
 Eat That Frog!
• “If the first thing you do each
morning is to eat a live frog,
you can go through the day
with the satisfaction of
knowing that is probably the
worst thing is going to happen
to you all day long!”
• “If you have to eat two frogs,
eat the ugliest one first!”
• “If you have to eat a live frog, it
does not pay to sit and look at
it for a very long time!”
 Module Six:
Crisis Management

• With better planning, improved efficiency

and increased productivity, the number of
crises you encounter should decline.
• However, you can’t plan for everything, so
in this module we’ll look at what to do
when crisis does occur.
 When the Storm Hits (I)
• The first thing to do when a crisis hits is to identify
the point of contact and them aware of the
situation.
• Then, you will want to gather and analyze the
data.
-What happened?
-What were the direct causes? What were the
indirect causes?
-What will happen next? What could happen next?
-What events will this impact?
-Who else needs to know about this?
Above all, take the time to do proper research.
You will also want to identify the threshold time.
 Executing the Plan
• As you execute the plan, make
sure that you continue
evaluating if the plan is working.
• During execution, it is important
to stay organized and on top of
events to make sure that your
plan is still applicable.
• This will also help you deliver
accurate, effective
communication to others
affected by the crisis.
 Lessons Learned
• After the crisis is over, take a moment to look at
why it happened and how to prevent it in the
future.
• The planning and prioritizing tools that we are
discussing in this workshop should help prevent
those kinds of emergencies. However, you will
likely find that you’re always adjusting and
perfecting your approach, so it is important to
learn from the times where those tools don’t
work.
• You can even be prepared for the disasters that
can be predicted, such as illness, fire, or theft.
 De-Clutter
• To retrieve materials quickly, you’ll need an
effective filling system that includes three basic
kinds of files:
• -WORKING FILES
• -REFERENCE FILES
• -ARCHIVAL FILES
• Once clutter has been eliminated and other
materials have been filed, the effective
workspace includes only what is essential: a set
of three trays to control the workflow on your
desk (see the next topic), standard office
supplies, a computer, and a telephone.
 Module Seven: Organizing Your
Workspace
• In order to effectively manage your time
and be productive each day, you must
create an appropriate environment.
• By eliminating clutter, setting up an
effective filling system, gathering essential
tools, and managing workflow, you will be
well on your way to creative an effective
workspace.
 Managing Workflow (I)

• DO
• DELETE
• DEFER
• DELEGATE
 Managing Workflow (II)
• Remember to take the S.T.I.N.G.
out of feeling overwhelmed about a
task, follow these steps:
-Select one task to do at a time.
-Time yourself using a clock for no
more than one hour.
-Ignore everything else during that
time.
-No breaks or interruptions should
be permitted.
-Give yourself a reward when the
time is up.
 Dealing with E-mail (I)
• Electronic communication can be managed
easily and quickly with the four D’s.
• Like other routine tasks, e-mail is best handled
in batches at regularly scheduled times of the
day.
• Ask your e-mail contacts to use specific subject
lines, and make sure to use them yourself. This
will help you to determine whether your incoming
e-mail is business or personal, urgent or trivial.
• Once you know the subject of the message,
open and read urgent e-mails, and respond
accordingly. Non-urgent e-mails can be read
later. Delete e-mail that you have no interest in.
 Dealing with E-mail (II)
• Create different folders for different topics or
projects, or by senders.
• Most e-mail systems also allow you to create
folders and add keywords or categories to
messages.
• Many e-mail programs allow you to create rules
that automatically move messages to the
appropriate folder. This can help you follow your
e-mail plan.
• Finally, don’t forget to delete e-mail from your
trash can and junk folder on a regular basis.
 Using Calendars
• A calendar (paper or electronic) is the obvious
place to record meetings, appointments, and
due dates.
• For people with multiple responsibilities, an
annual calendar organized by areas of
responsibility may be especially valuable.
• For each of these areas, one can list the major
responsibilities month by month and thereby see
glance what tasks must be completed in a given
month of the year.
• Don’t forget the Productivity Journal that we
discussed earlier.
 Module Eight: Delegating
Made Easy
• If you work on your own, there’s only so much
you can get done, no matter how hard you work.
• One of the most common ways of overcoming
this limitation is to learn how to delegate your
work to other people.
• At first sight, delegate can feel like more hassle
than it’s worth. By delegating effectively, you can
hugely expand the amount of work that can you
deliver.
• There’s a lot to this, but you’ll achieve so much
more once you’re delegating effectively!
 When to Delegate
• Keep these criteria in mind when deciding
if a task should be delegated:
-The task should provide an opportunity
for growth of another person’s skills.
-Weight the effort to properly train another
person against how often the task will
occur.
-Delegating certain critical tasks may
jeopardize the success of your project.
 To Whom Should You Delegate?

• What experience, knowledge, skills, and attitude

does the person already have?
• What training or assistance might they need?
• Do you have the time and resources to provide
any training needed?
• What is the individual’s preferred work style? Do
they do well on their own or do they require
more support and motivation? How independent
are they?
 To Whom Should You Delegate?

• What does he or she want from his or her job?

• What are his or her long-term goals and interest,
and how do these align with the work proposed?
• What is the current workload of this person?
Does the person have time to take on more
work?
• Will you delegating this task require reshuffling
of other responsibilities and workloads?
 Keeping Control
• Now, once you have worked through the
above steps, make sure you brief your
team member appropriately.
• You will want to make sure that the team
member knows that you want to know if
any problems occur, and that you are
available for any questions or guidance
needed as the work progresses.
• We all know that as managers, we
shouldn’t micro-manage.
• However, this doesn’t mean we must
abdicate control altogether.
• One way to encourage growth is to ask
for recommended solutions when
delegates come to you with a problem,
and then help them explore those
solutions and reach a decision.
 The Importance of Full
Acceptance
• When delegated work is deliver back to you, set
aside enough time to review it thoroughly.
• If possible, only accept good quality, fully
complete work.
• Of course, when good work is returned to you,
make sure to both recognize and reward the
effort.
• As a leader, you should get in the practice of
complimenting members of your team every time
you are impressed by what they have done.
 Module Nine:
Setting a Ritual
• Rituals and routines can actually help
increase the spontaneity and fun in your
life.
• Because routine tasks are already planned
for, you have more energy to spend on the
tasks that will bring you closer to your
goals and bring more joy to your life.
 What is a Ritual?
• The Random House Dictionary defines a
ritual as, “any practice or pattern of behavior
regularly performed in a set manner.”
• In fact, you can build any type of ritual in
three easy steps.
-IDENTIFY THE TASK.
-IDENTIFY THE TIME AND/OR TRIGGER.
-IDENTIFY THE SUB-TASKS.
 Ritualizing Sleep, Meals, and
Exercise (I)
• SLEEP:
-Establish a ritual for half an hour before
you sleep.
-This might include filling out your
Productivity Journal for the next day,
enjoying a cup of tea, taking a warm bath,
performing some stretches….
-All of these activities will help you wind
down and sleep better.
-It is best to try to go to bed at around the
same time every night, too.
 Ritualizing Sleep, Meals, and
Exercise (II)
• MEALS:
-Take a half hour each weekend to plan
meals for the next week, including lunches
and supper.
-Then, make a grocery list and get
everything you will need.
-Appliances like slow cookers and
delayed-start ovens can also help you
make sure supper is ready when you are.
 Ritualizing Sleep, Meals, and
Exercise (III)
• EXERCISE:
- Try to exercise for one hour three
times a week, or half an hour each
day.
- One easy way is to go for a brisk
walk at lunch, or do yoga in the
morning before work.
 Example Rituals
• Instead of checking e-mail, news, and Web
sites throughout the day, set aside one or
several periods. Then, batch and sequence
your activities.
• Set up a system for maintaining your
Productivity Journal.
• In the morning, perform your tasks in an
organized, routine manner. You can also lay
out your clothes and prepare your lunch the
night before for maximum efficiency.
Using Rituals to Maximize Time
• Once you have been using a ritual for a while, you may have
find that you have bits of extra time here and there.
• This is where the “Trigger” parts of rituals can come into play.
Instead of setting a specific time of the day, you choose a
situation or an event that will cause a ritual to come into play.
-During break at work or at home, read for ten minutes.
-Take one minute to do some deep breathing and stretches.
-Take five minutes to clean off your desk or some other small
area.
-Take ten minutes to update your Personal Productivity
Journal.
-Set aside one lunch hour a week to do personal errands. Or,
make a list at the beginning of each week, and do one a day.
 Module Ten:
Meeting Management
• Few people look forward for meetings, and
good reason.
• Too many meetings lack of purpose and
structure.
• However, with just a few tools, you can
make any meeting a much better use of
everyone’s time.
Deciding if a Meeting is Necessary
• The first thing you need to decide is if a formal
meeting is necessary.
• Perhaps those morning staff meetings could be
reduced to a few times a week instead of
everyday, or maybe they could take place over
morning coffee and be more informal.
• If a formal meeting is necessary, divide your
attendees into two groups: participants and
observers.
• Let people know where group they belong in so
that they can decide whether they want to
attend.
 Using the PAT Approach
• We use the PAT approach to prepare for and
schedule meetings.
-PURPOSE: What is the purpose of the
meeting? Example: “This meeting is to review
the new invoice signing policy.”
-AGENDA: This is the backbone of the
meeting. It should be created well in advance of
the meeting, sent to all participants and
observers and be used during the meeting to
keep things on track.
-TIME FRAME: How long will the meeting be?
Typically, meetings should not exceed one hour.
If the meeting needs to be longer, make sure to
include breaks, or divide it into two or more
sessions.
 Make Sure the Meeting was
Worthwhile
• After the meeting, send out the summary
of the meeting, including action items, to
all participants and observers, and anyone
else who requires a copy.
• Action items should be clearly indicated,
with start and end dates, and progress
dates if applicable.
• If follow-up meetings were scheduled,
these should also be communicated.
 Module Eleven :
Alternatives to Meetings
• Sometimes, a face- to- face meeting isn’t
the best solution. In this module, we will
explore alternatives to meetings that can
help you and your team save time and be
more productive.
• Don’t forget that even if you use a meeting
alternative, you should still use the PAT
approach that we discussed in the last
module, take minutes, and distribute post-
meeting notes and action items.
 Instant Messaging and
Chat Rooms (I)
• Instant message applications and chat rooms, can
be a great alternative to meetings, especially if
meeting members are separated by distance.
• Some things to remember:
-Make sure you have an agenda and stick to it.
-The chairperson’s role in keeping the things on
track is more important than ever.
-Set some ground rules at the beginning of the
meeting to eliminate some distractions such as
emoticons, sounds, and acronyms.
-Make sure you keep a record of the meeting.
 Instant Messaging and
Chat Rooms (II)
• Some applications to try:
-Camp fire
-Meeting Pal
-Microsoft Office Communicator
-Windows Live Messenger
 Teleconferencing
• If more personal contact and real-
time sharing is needed, try a
teleconferencing system like
Adobe’s Acrobat.com, Microsoft
Live Meeting, or Citrix’s
GoToMeeting.
• Most teleconferencing applications
feature:
-Screen sharing
-Collaboration tools
-Interactive whiteboards
-Voice and text chat support
-Meeting recording capabilities
E-mail Lists and Online Groups
• If your meeting group requires ongoing,
interactive communication, rather than
periodic face-to-face gatherings, an e-mail
list, forum, or online group can be an
effective tool.
• A few things to keep in mind:
-Having a moderator is essential.
-Make sure you monitor the time spent on
these tools.
-Just like a meeting, an online list or group
should have a purpose and stick to it.
 Collaboration Applications
• Systems like Microsoft Sharepoint,
Wrike, Pelotonics, Google Docs,
and Basecamps can give users
interaction and collaboration tools
from any location.
• These sorts of tools may be most
beneficial for project meetings, or
situations where users need to
peer review each other’s work.
 Module Twelve:
Wrapping Up
• Although this workshop is coming to a
close, we hope that your journey to
improve your time management skills is
just beginning.
• Please take a moment to review and
update your action plan. This will be a key
tool to guide your progress in the days,
weeks, months, and years to come.
• We wish you the best of luck on the rest of
your travels!
 Words from the Wise
• HARVEY MACKAY: Time is free, but it’s
priceless. You can’t own it, but you can
use it. You can’t keep it, but you can
spend it. Once you’ve lost it, you can
never get it back.

• STEVE JOBS: your time is limited, so don’t

waste it living someone else’s life.
 Words from the Wise

• NAPOLEON BONAPARTE: Take time to

deliberate, but when the time for the action
arrives, stop thinking and go.

• BENJAMIN FRANKLIN: You may delay, but time

will not.
THANK YOU!!!!