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Time Management

The document discusses time management and how to effectively manage one's time. It defines time management and explains its importance and benefits. It provides tips and best practices for time management, including prioritizing tasks, using the 80/20 rule, classifying tasks by importance and urgency, making plans and schedules, and focusing on important tasks. The document also discusses common time management issues and provides solutions.

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Nitta Mallik
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136 views22 pages

Time Management

The document discusses time management and how to effectively manage one's time. It defines time management and explains its importance and benefits. It provides tips and best practices for time management, including prioritizing tasks, using the 80/20 rule, classifying tasks by importance and urgency, making plans and schedules, and focusing on important tasks. The document also discusses common time management issues and provides solutions.

Uploaded by

Nitta Mallik
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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Seminar

on
Time management
What is Time Management

Time management” is the process of organizing and planning


how to divide your time between specific activities. Good time
management enables you to work smarter – not harder – so
that you get more done in less time, even when time is tight and
pressures are high. Failing to manage your time damages your
effectiveness and causes stress.
It seems that there is never enough time in the day. But, since we all get
the same 24 hours, why is it that some people achieve so much more with
their time than others? The answer lies in good time management.

The highest achievers manage their time exceptionally well. By using the time-
management techniques in this section, you can improve your ability to function
more effectively – even when time is tight and pressures are high.

Good time management requires an important shift in focus from activities to


results: being busy isn’t the same as being effective.

Spending your day in a frenzy of activity often achieves less, because you’re
dividing your attention between so many different tasks. Good time
management lets you work smarter – not harder – so you get more done in less
time.
The Purpose of Time managements:

 Saving money: using time efficiently makes our work more profitable. As the saying goes, ‘time is
money’, and in many contexts this is very literally true.

 Meeting deadlines: time management is an essential skill if we want to meet our deadlines.

 Achieving our goals: we can only achieve our goals if we have enough time to take all of the necessary
steps towards them.

 Enjoying our leisure time: when we manage our time well, we find that we have plenty of time left over
to relax in.

 Courtesy: it is courteous not to keep other people waiting whilst we try and finish other tasks.
Common questions
 Things like complaint and asking for instructions keep coming up
 Problems keep coming up, working busy
 Plan or target cannot be achieved
 Have no idea about what are the important/urgent things
 Afraid to say “NO”, time plan always being interrupted
 ……
What are your solutions?
 sorry , I can do nothing about that
 work overtime to finish it
 reduce leisure time
 seek help from your superior
 postpone/delay
 ……
Why are we always in hurry
 Telephone disruption
 Without plan
 Get report and instruction requisition from inferiors continuously
 Take unnecessary workload
 No procedure for workflow
 Cannot tell the priority/importance of works
 Do not know how to reject/ or say not to others
 Only finish the works you are fond of/familiar with, delay and ignore the works which you find
troublesome
 Do everything yourself, even do the works for the inferior.
Principle of time management
1. 80/20 principle
 20% critical work values 80% of whole work.
 Pay 80% of your attention to 20% critical work
 Pay 20% attention to the balance 80% work
How to apply that principle?

 List all work items


 Classify them as per importance
 Allocate your time and vigor

common mistakes:
•want to do everything perfectly
•want to do everything thoroughly
•spend same time and vigor to do everything
2. target classification

 A:Must be done
 B:Should be done

 C:Ok to do it later
3. priority sequence

urgent Not urgent

important
A:Urgent and important B:Important but not
urgent

C:Urgent but not D:Neither urgent nor


important
Not

important important
Time management skills

 Do not always try solve problems but to prevent problems from happening

 Learn how to adjust the attitude toward work and improve efficiency

 Take important things as urgent things

 Try to make plan for everything, and break up big plan into small ones

 Do things right the first time


4.Make plan
 Make plan for works and implement it
 Make extra time for handling unpredictable things
 Make daily/weekly/monthly work list
Methods of high efficiency time
management
Four rules of effective time management

Determine target Make plan


 sense of time  six important things
 rational short-term target  make effective plan
 target management  achieve long-term plan

Priority sequence Prompt actions


 Manage time and use it effectively  abstain from delay
 do important things
 Start one thing, finish it yourself
 time management skill
 take “today” seriously
 20/80 principle
For Effective Time Management one needs to be:
Organized - Avoid keeping stacks of file and heaps of paper at your workstation. Throw what all you
don’t need. Put important documents in folders. Keep the files in their respective drawers with labels on
top of each file. It saves time which goes on unnecessary searching.

Don’t misuse time - Do not kill time by loitering or gossiping around. Concentrate on your work and
finish assignments on time. Remember your organization is not paying you for playing games on
computer or peeping into other’s cubicles. First complete your work and then do whatever you feel like
doing. Don’t wait till the last moment.

Be Focused - One needs to be focused for effective time management.


Develop the habit of using planners, organizers, table top calendars for better time management. Set
reminders on phones or your personal computers.
Name : ID : Designation :

 Do things important only – six important things

Write down the six most important thing of your daily routine
1.
2.
3.
4.
5.
6.
How to choose

Think below questions before making decisions


 Are those things necessary?

 What would happen if I don't do it?

 What impacts would it bring to me if I delay/postpone?


Daily plan (A/B
column)
column A column B
 six important things  undone things
 Beginning and end time of them  factors of undone things
 Completion status/performance  Need to do it tomorrow?
 Can it be finished tomorrow?

Five minutes needed only to make it


Advantages of Time management:
• Greater productivity and efficiency.
• A better professional reputation.
• Less stress.
• Increased opportunities for advancement.

Greater opportunities to achieve important life and career goals.


THANKS

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