Time-Management Updated

TIME MANAGEMENT
Unit3- professional Practice

What do you understand by time?
• Time is a dimension in which events can be
ordered from the past through the present
into the future and also the measure of
durations of events and the intervals between
them.
• Time is the only article that cannot be
recycled. Time lost can never be recovered.
SESSION OBJECTIVES
• Effective Time Management

• Planning & Prioritizing.
• Importance of Time Logs & To-do lists
• Identifying Time wasters/Time robbers
• Understanding the Pareto principle of 80/20
• Urgent v/s Importance matrix
• Being Busy v/s being Productive
What then is time management?
• Time management refers to a range of skills,
tools and techniques used to manage events
in your life in relation to time.
• Time management doesn’t “just happen” for

anyone – it is a skill that must be worked on,
and that most people find to be a life-long
challenge.
Why manage time?
• To reduce
• To have a Balance
• To function effectively
• To increase our work output
• To have more control over our job responsibilities
• Helps you Prioritize
• Get more done in less time
• More quality work
• Helps to discipline ourselves
• Making sure you deliver what is promised
SMART Goals
Productivity= If you can become more effective
with your time, you automatically increase your
productivity.
Goals= To make progress toward achieving your

personal and professional goals, you need
available time. Nothing can be done when
you’re out of time.
Exercise.
1) List all the aspects of your life that are
important to you in order of preference such
as family, friends etc.
2) Draw a circle and give each section a title.

Exercise.
3) Colour them out 1 to 6 according to how
much time you spend them currently.
4) How does your result in (3) match with your

preferences list in (1).
Identify
5) How is my time used?
To get a more accurate estimate, you may keep
track on how you spend your time during a
week. This will help you get a better idea of how
much time you need to prepare for each
subject. It will also help you identify your time
wasters.
Time stealers(wasters).
1) Procrastination. The biggest time stealer of all
is not decision-making but decision-avoidance.
2) Telephone interruptions. The telephone is

one of our greatest communication tools – but it
can also be our biggest time waster.
Time stealers(wasters).
3) Distractions. This is very common today such

as friends, internet and what have you.
Tips for Effective Time Management.
• Know how you spend your time. Becoming

aware of how you use your time may improve
your time management skills.
Set Goals:
• Decide what you want to do
• Take a “SMART” approach
• Goals give you required direction
Prioritize:
• Prioritize and identify what you value
• Highlighting can be very helpful
• Once prioritize, concentrate on those that

would add value.
Productive journal
.
Use a to do list:
• Find out what is urgent and important
• Put them in order of preferences
• Once completed delete them from your list

Flexibility
Be Flexible:
• Allow time of interruptions and distractions
• Save larger block of time for priorities
• Ask yourself questions and get back to your

goal
Use Wisely
Consider your Biological Time:
• Find out which is the best time for you study
• Are you a morning person?
• A night owl?
• Late Afternoon?
Prioritize Tasks
Eliminate the Urgent:
• Urgent tasks have short term Consequences
• Important tasks are long term and goal related
• Flagging and or highlighting items are

important
• Attach deadline to each of the items

Procrastination
Conquer Procrastination:
• Learn to say “NO”
• Reward Yourself
Time Management Matrix.
Otherwise called the Urgent/Important Matrix is

a tool which helps you think about your
priorities and determine which of your activities
are important, and which are, essentially,
distractions.
How you can the Urgent/Important Matrix be
used to manage time effectively?
• The Urgent/Important Matrix is a powerful way of
thinking about priorities. Using it helps you overcome the
natural tendency to focus on urgent activities, so that you
can keep clear enough time to focus on what's really
important.
Here's how it works:
The matrix can be drawn as shown in figure 1 below, with

the dimensions of Importance and Urgency.
• Figure 1 – The Urgent/Important Matrix
• The first step is to list all the activities and
projects that you feel you have to do. Try to
include everything that takes up your time at
work, however unimportant.
• Next, on a scale of 1 to 5, assign importance to
each of the activities. Remember, this is a
measure of how important the activity is in
helping you meet your goals and objectives.
Try not to worry about urgency at this stage.
• Once you've assigned an important value to
each activity, evaluate its urgency. As you do
this, plot each item on the matrix according to
the values that you've given it.
• Now study the matrix using the strategies

described below to schedule your priorities.
Strategies for Different Quadrants of the
Matrix
• Urgent and Important
There are two distinct types of urgent and
important activities: Ones that you could not
foresee, and others that you've left to the last
minute.
You can avoid last-minute activities by planning

ahead and avoiding procrastination.
• Urgent and Not Important
Urgent but not important activities are things
that stop you from achieving your goals, and
prevent you from completing your work. Ask
yourself whether these tasks can be
rescheduled, or whether you can delegate them.
Not Urgent, but Important
• These are the activities that help you achieve

your personal and professional goals, and
complete important work. Make sure that you
have plenty of time to do these things
properly, so that they do not become urgent.
• And remember to leave enough time in your
schedule to deal with unforeseen problems.
This will maximize your chances of keeping on
schedule, and help you avoid the stress of
work becoming more urgent than necessary.
Not Urgent and Not Important
• These activities are just a distraction, and
should be avoided if possible. Some can simply
be ignored or cancelled. Others are activities
that other people may want you to do, but
they do not contribute to your own desired
outcomes. Again, say "No" politely, if you can.
QUESTIONS

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TIME MANAGEMENT

Unit3- professional Practice

• Effective Time Management

• Time management doesn’t “just happen” for

Goals= To make progress toward achieving your

2) Draw a circle and give each section a title.

4) How does your result in (3) match with your

2) Telephone interruptions. The telephone is

3) Distractions. This is very common today such

• Know how you spend your time. Becoming

• Prioritize and identify what you value

• Highlighting can be very helpful

• Once prioritize, concentrate on those that

• Find out what is urgent and important

• Put them in order of preferences

• Once completed delete them from your list

• Allow time of interruptions and distractions

• Save larger block of time for priorities

• Ask yourself questions and get back to your

• Find out which is the best time for you study

• Are you a morning person?

• Important tasks are long term and goal related

• Flagging and or highlighting items are

• Attach deadline to each of the items

• Learn to say “NO”

Otherwise called the Urgent/Important Matrix is

Here's how it works:

The matrix can be drawn as shown in figure 1 below, with

• Now study the matrix using the strategies

You can avoid last-minute activities by planning

• These are the activities that help you achieve

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