A report on

Effective Time Management

Techniques
Prepared For: Ankur Sandal
Prepared By: Amit Kumar ( A00106100)
 
Time management skills:
Setting SMART goals – Set the goals as Specific,
Measurable, Attainable, Relevant, and Time-bound.
Effective planning - Set clear objectives, as well as
defined tasks and resources in order to make a clear
plan that will leads to achievement of goals.
Stress management – Manage stress with stress
relieving strategies and tactics, in order to feel more
relaxed while doing your work.
Proper task delegation - Delegating tasks helps to ease
the workload and share it with competent colleagues
and employees.
Avoiding distractions - Distractions should always be
avoided, while working on some important projects.
Single-tasking - focusing on one task at a time helps to
deliver quality end results much better rather than
multitasking.
Saying "No" - This little two-letter word will help to
save more time for dealing priorities.
 List of time management
Techniques
Kanban
Pomodoro Plan your day
(Break Down (Follow the
B ig Ta s k s ) in advance progress)

Eat that Frog

( P r i o r i ti z e
The 10- Time-
Ta s k s ) Minute Rule boxing
The Seinfeld Who's Got the
Method The Eisenhower
Overview
This involves parsing of work into 25-minute work Pomodoro
Technique
sessions (pomodoros), and 5-minute breaks.
After 4 cycles, taking a 20-minute break.

Time management skills it improves: Effective

planning, stress management, avoiding distractions,
single-tasking, setting priorities, saying "No"
Issues it solves: Ineffective scheduling, skipping breaks,
multitasking, missed deadlines.
How it works:
 Set timer for 25 minutes.
 Focus on work during these 25 minutes.
 Stop as soon as the alarm goes off.
 Take a 5-minute break.
 Resume work for another 25 minutes after the break.
 After four 25/5 minute cycles, take a 20-minute break.
 Repeat the process until finished with task or project.
Overview
Plan your day in
Planning is the first, the best, and most proven of all time advance
management techniques.
Firstly, because it helps to properly organize the work.
Secondly, because it gives  a detailed insight into all the
things one need to do.
There are many ways to plan and organize your work:
Fancy calendars.
Personal organizers
Apps and tools such as Evernote, Post-it-notes, and
notepads.
Overview
A visual time management technique that helps to follow Kanban
Technique
the progress with the projects to track how the tasks move
across differently labeled columns.
Time management skills it improves: Effective planning,
SMART goals, proper task delegation, single-tasking.
Issues it solves: Multitasking, Missed deadlines, Ineffective
scheduling.
How it works:
 One can use project management software, a pen and
paper, or a whiteboard and sticky notes.
 Determine the number of stages in the project or task,
and create the columns. For example, one can create four
columns, and move tasks within a project across these
stages:
a) Backlog – Include brainstorming and defining all tasks
to decide what tasks to move to.
b) To do column, and what tasks can wait their turn.
c) To do the tasks to work on them.
d) In Progress - Tasks on which one is currently working on.
e) Done - tasks you've finished
Overview Eat that
 This time management technique is Frog
aimed at prioritizing tasks. One can pick out
(Prioritiz
their most important, or worst task ("frog"), e Tasks)
and tackle it first thing tomorrow.
 Once finished with "frog", one can move Time management skills it improves: Effective planning, setting
on to other tasks for the day, but not before. priorities, SMART goals.
 This may be a task that requires all the Issues it solves: Ineffective scheduling, multitasking, missed
attention (due to its importance or deadlines
difficulty), one that you've been avoiding How it works:
(because it's boring, demanding or difficult). One has to identify tasks based on their priority, and label
accordingly:
Task A - Most important task, which should be tackled first, or suffer
the consequences.
Task B -Second most important task, which should tackle after Task A.
Task C - A task to be done but without suffering consequences if not
done.
Task D - A task to be ideally delegated to someone else, and allocate
this time to Task A.
Task E - A task to avoid and eliminate .
 The 10-Minute Rule
Technique
Overview
You tell yourself you'll work on a task for 10 minutes. After the 10 minutes
are up, you determine whether you'll stop or keep going.
Time management skills it improves: Effective planning, stress
management, single-tasking, setting priorities.
Issues it solves: Multitasking, Skipping breaks.
How it works
 Select a task
 Start working on it immediately
 After ten minutes have passed, reflect on your focus and patience: Do you
want to stop working on the task, or do you wish to continue for 10 minutes
more?
Work for 10-minute time periods until you want to stop working on this
task for the day.
Overview
You allocate time periods (timeboxes) to
activities; you work within this time period, and Time Boxing
then stop once the set time runs out.
How it works:
Timeboxing often includes fixed deadlines, so
1. Lay out all your activities and tasks on a list .
it's used in project management.
2. Decide what you want to accomplish with these tasks to
Timeboxing works as a more general
define goals.
approach to the Pomodoro technique, instead of
3.If a task is important and requires great focus, allocate a
25-minute sessions (timeboxes).
longer time period to it (for example, 1 or 2 hours).
The period of time within a timebox isn't as
4.If it's a difficult task, parse it, and allocate shorter time
fixed.
periods (for example, 20-30 minutes) to parts of it, to make the
Time management skills it improves:
task easier to manage.
Effective planning, avoiding distractions, single-
5.Start from your first task, and work your way down.
tasking, setting priorities
6.When the allocated time for a task is up, stop working in it.
Issues it solves: Missed deadlines, ineffective
7.Take a break .
scheduling, multitasking, skipping breaks.
8.Review what you've managed to accomplish .
9.Turn your attention to other time boxes in your schedule.
Overview The Seinfeld
Method
A specific calendar system claimed to be inspired by Jerry
Seinfeld's productivity quote: "Don't break the chain". (( W
W o
FF rr o o m
o
m
rr kk
tt h
h e
e

Each day you work on a skill, you mark that day with red, and C
C a l e
a l
aa rr
e n
n d
))
d

form a chain of "red" days. If you don't work for a day, you don't
mark it with red, and you "break the chain".
Time management skills it improves: SMART goals
Issues it solves: Missed deadlines
How it works:
For example, you want to improve your coding skills:
 You get a red marker and a big calendar, one that shows all
the days in the year.
 Each day you code, even for a short time period, you mark
that day with the red marker.
 The days marked red continue to grow as you continue coding
each day, and they form a chain.
 If you miss a day of coding, you don't mark that day with red,
and you "break the chain“.
 Code each day so you "don't break the chain“.
Overview
A time management technique in which tasks are prioritized is known
as the Eisenhower Matrix. This technique is based on labeling each task
as important / not important, and urgent / not urgent.
The Eisenhower
You assess the tasks according to their importance and urgency and
tackle them in relation to this. Matrix
Time management skills it improves: Effective planning, setting
priorities, single-tasking, saying "No", avoiding distractions, SMART
goals, proper task delegation .
Issues it solves: Ineffective scheduling, missed deadlines, multitasking .

How it works:
List all your tasks, and divide them into 4 quadrants:

 The 1st quadrant - Tasks that are important and urgent. You should
do them immediately.
 The 2nd quadrant - Tasks that are important, but are not urgent. You
should make a plan when you'll tackle them.
 The 3rd quadrant - Tasks that are not important, but are urgent. You
should delegate these tasks to your colleagues.
 The 4th quadrant - Tasks that are not important and not urgent. You
should eliminate them altogether from your schedule.
Overview
The emphasis of this method is on delegating tasks and is
Who's Got
mostly aimed at project managers, though others can make the Monkey
use of it as well. Monkeys are tasks, and you have to consider
how to deal with them.
(Delegati
There are 3 types of "monkeys" and managed time:
Boss-imposed time: Activities the boss required. ng)
System-imposed time: Colleagues' requests and questions.
Self-imposed time: The actions you decide to undertake.
Time management skills it improves: Effective planning,
proper task delegation, setting priorities, SMART goals, stress
management, single-tasking .
Issues it solves: Multitasking, Ineffective scheduling.
How it works:
 Recognize and describe the "monkey" - specify what the
task is, and what actions are needed for its completion.
 Assign the "monkey" - Allocate the "monkey" to a person.
 Insure the "monkey" - Make sure the person handles the
"monkey" appropriately:
 If a monkey is important and allows no mistakes, then
you should recommend what should be done and act if
needed.
Overview
Biological
Biological Prime Time is the time of day when one the highest energy levels, Prime Time
to be productive with the work.
Once a biological prime time is determined, allocation is possible to the (Highest
(Highest
energy
energy level-
level-
most important priority tasks to this time. time)
time)
Time management skills it improves: Effective planning, setting priorities,
avoiding distractions, SMART goals.
Issues it solves: Ineffective scheduling.
How it works:
 You'll have to experiment with your work across several days, say 20 days.
 Track your focus, energy, motivation, and attention span during these
days.
 It's best that you track these variables within a fixed time period, say,
from 9 AM to 5 PM every day.
 Chart your results every hour, and every day.
 After 20 days, analyze your results, if you're bound to notice that a
certain time of day stands out as the time when you were able to perform
the most work.
 Once you have identified your most productive hours of the day across
these 20 days, start allocating your future priority tasks to this time.
 Allocate less important tasks to the time periods you've noticed that your
focus, energy levels, and attention span are low.
Overview
A contrast to the classical To-do List, one can list all the tasks
and activities not to be performed.
To-Don't List
Time management skills it improves: Effective planning,
stress management.
Issues it solves: Ineffective scheduling.
How it works:
 You make a list before each workday.
 Note in all the tasks, ideas and habits, you'll aim NOT to do,
or think about.
This can be distractions, overly ambitious ideas, you
objectively have no time to work on or bad habits you want to
quit.
 Include the word "Don't" in front of each listed item.
 Cross over each item at the end of the day if you've managed
to avoid it.
Overview
Instead of listing what you need to do, you list
your accomplishment and the tasks you've
To-Done List
finished so far, within a certain time period.

Time management skills it improves: Effective

planning, stress management.
Issues it solves: Ineffective Scheduling.

How it works:
 At the end of each work week, take 10-15
minutes to note down everything you've
accomplished.
 Next to each item include what you've learned
while working on it.
 Also for each item, note what you could do
differently next time, to improve your results.
References:
https://www.timecamp.com/blog/2018/07/15-effective-proven-time-managemen
t-techniques/
https://www.timecamp.com/blog/2018/07/15-effective-proven-time-managemen
t-techniques/
https://memory.ai/timely-blog/time-management-techniques
https://www.moneycrashers.com/wp-content/uploads/2015/05/effective-time-m
anagement-tips-skills-techniques-1068x713.jpg
https://clockify.me/time-management-techniques
The End