TIME MANAGEMENT AND
PERSONAL
DEVELOPMENT
Maldives Business School
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In this Presentation you will learn to:
◦ Clarify your goals and achieve them
◦ Handle people and projects that waste your time
◦ Be involved in better delegation
◦ Work more efficiently with your boss/advisor
◦ Learn specific skills and tools to save you time
◦ Overcome stress and procrastination
= really important point
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Why is Time Management
Important?
◦ Goals, Priorities, and Planning
◦ TO DO Lists
◦ Desks, paperwork
◦ Scheduling Yourself
◦ Delegation
◦ Meetings
◦ Technology
◦ General Advice
◦ Socializing
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Remember that time is money
Ben Franklin, 1748
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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.
◦ Time Management means working efficiently, and employers in
every industry look for staff that can make optimal use of the
time available to them on the job. Saving time saves the
organization money and increase revenue.
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Time Management quotes
◦ "Don't be fooled by the calendar. There are only as many days in
the year as you make use of. One man gets only a week's value
out of a year while another man gets a full year's value out of a
week." -- Charles Richards
◦ "Once you have mastered time, you will understand how true it is
that most people overestimate what they can accomplish in a year
- and underestimate what they can achieve in a decade!" -- Tony
Robbins
◦ "Time is really the only capital that any human being has, and the
only thing he can't afford to lose." -- Thomas Edison
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Can we manage time?
◦ Yes! We can manage time
◦ Being successful doesn’t make you manage your time well
◦ Managing your time well makes you successful.
◦ Plan Each Day, Each Week, Each Month and Each Year
◦ You can always change your plan, but only once you have
one!
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Time Management Tips
◦ Develop a Time Table Schedule
◦ Follow the schedule (list to do things)
◦ Make Time Management no.1 priority
◦ Cut television hours, Reduce chatting
◦ Use internet/social media wisely
◦ Identify timewasters; Telephone, Drop
in visitors, meetings, paperwork, others
priorities, coffees etc.
◦ Prioritize things in life – allocate time to
work/create boundaries between
work time and home time.
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Why Time Management Is
Important
◦ IMPROVE YOUR PERFORMANCE
◦ REDUCE YOUR STRESS
◦ IMPROVED CAREER OPPORTUNITIES
◦ BOOST YOUR CONFIDENCE
◦ BECOME MORE EFFICIENT
◦ PRODUCE BETTER WORK
◦ IT’S EASY TO BECOME ANXIOUS WHEN YOU HAVE A FULL LIST OF
TASKS TO ACCOMPLISH BOTH FOR WORK AND IN YOUR PERSONAL
LIFE. PRIORITIZING YOUR TASKS AND GIVING YOURSELF ENOUGH
TIME TO ACCOMPLISH THEM CAN HELP REDUCE YOUR STRESS LEVELS.
◦ WHEN YOU UNDERSTAND HOW TO MANAGE YOUR TIME EFFECTIVELY,
YOU’LL BECOME MORE FOCUSED AT WORK WHICH ALLOWS YOU TO
ACCOMPLISH MORE WITH LESS TIME AVAILABLE.
◦ WHEN YOU MANAGE YOUR TIME PROPERLY AND SUCCESSFULLY MEET
YOUR DEADLINES, YOU’LL FEEL A SENSE OF ACCOMPLISHMENT AND
CONFIDENCE IN YOUR ABILITIES
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Time Management Tips
1. Set goals
correctly
7. Plan
2. Prioritize
ahead
wisely
6. Remove
non
essential
tasks 3. Set a
time limit
4. Take
5.Organize breaks
yourself between
tasks
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Time Management skills
◦ Organization
◦ Prioritization
◦ Goal-setting
◦ Communication
◦ Planning
◦ Delegation
◦ Stress management
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How to improve time
management skills
◦ Set short and long-term goals.
◦ Manage your calendar.
◦ Prioritize your assignments.
◦ Self-awareness
◦ Self-motivated
◦ Focus
◦ Planning
◦ Communication skills
◦ Delegation
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Important Time Management
Skills For Workplace Success
◦ Employees who manage their time well are more productive, more
efficient, and more likely to meet deadlines.
◦ They focus on the most important and time-sensitive tasks and limit
the amount of time wasted on non-essential duties.
◦ Properly managing your time involves assigning every task on your
list to a specific blocks of time.
◦ Time management is important because it helps you control your
workday so you can build your business without compromising your
work-life balance.
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Goals, Priorities, and Planning
◦ Why am I doing this?
◦ What is the goal?
◦ Why will I succeed?
◦ What happens if I chose not
to do it?
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The 80/20 Rule
◦ The 80 20 rule is one of the most helpful concepts for life and time
management.
◦ this rule suggests that 20 percent of your activities will account for 80
percent of your results.
◦ also called the “Pareto Principle.” It was named after it’s founder, the
Italian economist Vilfredo Pareto, back in 1895.
◦ he discovered that virtually all economic activity was subject to this
principle, in that 80 percent of the wealth of Italy during that time was
controlled by 20 percent of the population.
◦ We can take Pareto’s 80 20 rule and apply it to almost any situation.
Understanding the principle is essential to learning how to prioritize
your tasks, days, weeks, and months.
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How Does The Pareto Principle
Work?
◦ The Pareto Principle is a concept that suggests two out of ten items,
on any general to-do list, will turn out to be worth more than the
other eight items put together.
◦ The sad fact is that most people procrastinate on the top 10 or 20
percent of items that are the most valuable and important,
the “vital few,” and busy themselves instead with the least
important 80 percent, the “trivial many,” that contribute very little to
their success.
◦ https://www.youtube.com/watch?v=cdiApKj3QPg
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How To Apply The 80 20 Rule To
Goal Setting
◦ First, take a piece of paper and write down ten goals.
◦ Then ask yourself: If you could only accomplish one of the goals on
that list today, which one goal would have the greatest positive
impact on your life?
◦ Then pick the second most important goal. What you’ll find is, after you
complete this exercise, you will have determined the most important
20 percent of your goals that will help you more than anything else.
◦ You should continue to work at those goals that you’ve chosen as the
most valuable all the time.
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Eat The Biggest Frog First
◦ You often see people who appear to be busy all day long but seem
to accomplish very little.
◦ This is almost always because they are busy working on tasks that are
of low value while they are procrastinating on the one or two
activities that could make a real difference to their companies and
to their careers.
◦ Before you begin work, always ask yourself, “Is this task in the top 20
percent of my activities or in the bottom 80 percent?”
◦ The rule for this is: resist the temptation to clear up small things first.
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Always Work Towards Your Main
Goal
◦ Finally, I want to tell you about a study that has just been done
about the attitudes of rich people versus poor people in regard
to goal setting.
◦ What they found is that 85% of rich people have one big goal
that they work on all the time.
◦ So, if you want to be wealthy, do what wealthy people do. Pick
one big goal and work on it all the time, and if you do, it will
change your life
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Inspiration
“If you can dream it, you can do it”
Walt Disney
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Planning
◦ Failing to plan is planning to fail
◦ Plan Each Day, Each Week, Each Semester
◦ You can always change your plan, but only once you have one!
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TO Do Lists
◦ Break things down into small steps
◦ Like a child cleaning his/her room
◦ Do the hardest thing first
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The four-quadrant TO DO List
Due Soon Not Due Soon
Important 1 2
Not
Important 3 4
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Time Management Matrix
Urgent Not Urgent
Q1. MANAGE Q2. MANAGE
IMPORTANT Crises, LEARNING
Customer PLAN
Complaints EMPOWER
Deadline driven LIFE BALANCE
Preparations
Telephone Calls
NOT Q3. AVOID Q4. AVOID
IMPORTANT Interruptions Meetings Junk Mail
Some meetings Social chat rooms
Someone else’s , Face book,
urgencies networks
Time wasters
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Paperwork
◦ Disorder is death; it leads to thrashing. Keep desk clear: focus on one
thing at a time
◦ A good file system is essential
◦ Touch each piece of paper once
◦ Touch each piece of email once; your inbox is not your TODO list
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Scheduling Yourself
◦ You don’t find time for important things, you make it
◦ Everything you do is an opportunity cost
◦ Learn to say “No”
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Learn to say “No”
◦ Will this help me get a job contract?
◦ Will this be a waste of my time?
◦ Will this help me get my masters?
◦ Can this be done by someone else?
◦ Will this help me get my Ph.D?
◦ Keep “help me” broadly defined
◦ Is this going to help me grow?
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Gentle No’s
◦ “I’ll do it if nobody else steps forward” or “I’ll be your deep fall
back,” but you have to keep searching.
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Everyone has Good and Bad
Times
◦ Find your creative/thinking time.
◦ Defend it cruelly, spend it alone, maybe at home.
◦ Find your relaxed/calmed time.
◦ Schedule meetings, phone calls, and boring tasks during it.
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Interruptions
◦ 6-9 minutes, 4-5 minute recovery –
five interruptions shoots an hour
◦ You must reduce frequency and
length of interruptions (turn phone
calls into email)
◦ E-mail noise on new mail is an
interruption -> TURN IT OFF!!
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Cutting Things Short
◦ “I’m in the middle of something now…”
◦ Start with “I only have 5 minutes” – you can always extend
this
◦ Stand up, turn to the door, complement, thank, shake
hands
◦ Clock-watching; on wall behind them
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Time Journals
◦ It’s amazing what you learn!
◦ Monitor yourself in 15 minute increments for between 3 days and
two weeks.
◦ Update every ½ hour: not at end of day
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Using Time Journal Data
◦ What am I doing that doesn’t really need to be
done?
◦ What am I doing that could be done by
someone else?
◦ What am I doing that could be done more
efficiently?
◦ What do I do that wastes others’ time?
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Procrastination
(Postponement)
“Procrastination is the
thief of time”
Edward Young
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Balancing Act
“Work expands so as to fill the
time available for its
completion”
Parkinson’s Law
Cyril Parkinson, 1957
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Avoiding Procrastination
◦ Doing things at the last minute is much more expensive than just
before the last minute
◦ Deadlines are really important: establish them yourself!
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Comfort Zones
◦ Identify why you aren’t passionate
◦ Fear of embarrassment?
◦ Fear of failure?
◦ Disinterested in the field of work?
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Delegation
◦ You can accomplish a lot more with help
◦ Delegation helps save time for management, and it allows more
work to be completed faster.
◦ Managers must delegate tasks to employees because they often
have to focus on higher-level work.
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Delegation is not dumping
◦ Grant authority with responsibility.
◦ Real goal, deadline, and consequences.
◦ Treat your people well
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Challenge People
◦ People rise to the challenge: You should delegate “until they
complain”
◦ Communication Must Be Clear: “Get it in writing” – Judge
Wapner
◦ Give objectives, not procedures
◦ Tell the relative importance of this task
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Meetings
◦ Average executive: > 40% of time
◦ Lock the door, unplug the phone
◦ Maximum of 1 hour
◦ Prepare: there must be an agenda
◦ 1 minute minutes: an efficient way to keep track of
decisions made in a meeting: who is responsible for what by
when?
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Technology
There are many technological advances that can help you save time.
Here are few:
◦ Microsoft Outlook Basics to Manage Your Days
◦ E-mail management
◦ Calendar management
◦ Task management
◦ E-mail Management
◦ Creating folders
◦ Setting rules
◦ Calendar Management
◦ Setting an appointment
◦ Updating and deleting an appointment
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Technology used:
◦ Use automation
◦ Video Calls (Zoom/Teams etc.)
◦ Use webinars to train employees
◦ Google Applications: According to experts, Google's offerings, including
Gmail, Google Docs, Google Calendar and Google Sites, are considered
best-in-class because of how they streamline tasks and facilitate
collaboration among people working together on projects.
◦ Utilizing the Cloud Saves Time and Money
◦ Task management applications (Eg: ToDoist, Facebook Workplace etc)
◦ Organize meetings online
◦ Use productivity apps to improve your efficiency
◦ Outsource work when needed
◦ Turn notifications off on phone/PC
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Randy’s Magic E-Mail Tips
◦ Save all of it; no exceptions
◦ If you want somebody to do something, make
them the only recipient. Otherwise, you have
diffusion of responsibility.
◦ Give a concrete request/task and a deadline.
◦ If you really want somebody to do something, CC
someone powerful.
◦ Nagging is okay; if someone doesn’t respond in
48 hours, they’ll probably never respond. (True for
phone as well as email).
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General Advice
◦ Prioritize tasks in life(how
badly do you want that job or your degree?)
◦ Turn money into time – especially important for people with
kids or other family commitments.
◦ Make time for yourself. Relax, enjoy.
◦ Eat and sleep and exercise. Above all else!
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General Advice
◦ Never break a promise, but re-negotiate them if
need be.
◦ If you haven’t got time to do it right, you don’t
have time to do it wrong.
◦ Feedback loops: ask in confidence.
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SELF/PERSONAL
DEVELOPMENT
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Everyone thinks of changing the world, but no
one thinks of changing himself/herself
LEO TOLSTOY
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What is Personal
Development?
◦ Personal development is the overall development of your work,
lifestyle, attitude, physique, and sociability.
◦ It is about your thought process and the way in which you are
working to transform yourself on a daily basis.
◦ Setting personal development goals and creating a plan helps
you take full advantage of any opportunity that may come your
way and make the most of your potential.
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Task!
1. Step 1: Write a list of the top ten most important goals you would
like to achieve.
2. Step 2: Write which of those ten is the most important to you and
why.
3. Step 3: Write down a specific timeline for achieving your goal.
4. Step 4: Write down your strengths and weakness.
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PDP – Personal Development Plan
◦ There are seven steps to writing a PDP:
◦ Set yourself goals.
◦ Prioritize those goals.
◦ Set yourself deadlines for when you want to achieve them.
◦ Recognize threats and opportunities.
◦ Develop your skills or increase your knowledge.
◦ Use your support network.
◦ Measure your progress
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Things to remember.
1. Search for the things you really want in life. (Set goals)
Life goals should be difficult; they should feel enormous, and scary, and
totally overwhelming. - You’re going to break them down into tiny baby steps,
and that will make them feel manageable and achievable, and you will achieve
them.
2. Next, you need to consider all the little steps that will help you
achieve your big goals. - You will need to prioritize these short-term goals.
Remember that you can’t do everything at once and trying to will lead to failure.
(Prioritizing)
3. Knowing when you want to achieve a goal is crucial and picturing your future is
an important source of motivation and inspiration. (Deadline)
4. There are going to be certain things – they could be external things or an
element of yourself – that, if you let them, will prevent you from achieving your
goals or delay you on your way. You have to find ways, to stay motivated or
connections that could help you with goals. (Threats & Opportunities)
These are things you should commit to doing; these are your
opportunities.
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More things to remember.
5. Once you have an idea of what could hinder you and what could help you, this is
when you can capitalize on those opportunities you recognized. Make an action
plan! Study a course, cut down on unnecessary spending or figure out a way to
make sure to stay motivated. (Develop yourself)
Whatever it is that hinders you, there’s a way to stop it, and your plan is the first
step.
6. You don’t have to do everything by yourself. (Use your support network)
7. Whether it’s big or small, after you’ve achieved some progress take time to
reflect on how far you’ve come. (Measure your progress)
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Personal development plan for
work:
When developing a personal development plan for work, you
should focus on SMART goals. SMART stands for “Specific”,
“Measurable”, “Achievable”, “Relevant”, and “Time-Bound”.
• What are my objectives?
• How will I measure my success?
• Is my goal realistic?
• Is this going to help me grow? Improve my performance?
Contribute to the organization?
• When should I set the deadline for?
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Basic Managerial Skills
◦ Philosophy Style and Approach of Management
◦ Planning and Organizing
◦ Setting Goals and Prioritize
◦ Self assessment
◦ Time and stress Management
◦ Team work and Motivation
◦ Coordination, Communication and Controlling
◦ Monitoring and Evaluation
◦ Effective Listening and Feedback
◦ Creativity and Innovation
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Managerial Skills
◦ Teamwork
◦ Fully integrating teams and teamwork into the organization’s
operations, structure and mission
◦ Employing team for primary means for delivering operating strategy
◦ Creating common structure and support to ensure teams functions
efficiently
◦ Developing team enabling tools and measurement
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Advantages:
Increased Productivity
◦ Increase capital investment
◦ Increase innovation
◦ Develops learning attitude
◦ Improve employee Motivation
Improved Quality of Work Life
◦ Autonomy and Empowerment
◦ Recognition and Rewards
◦ Belonging and Affiliation
◦ Progress and Development
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Managerial Skills
◦ Orientation and learning environment
◦ Training and development
◦ Participation
◦ Access to Information
◦ Awareness of Reward and punishment
◦ Good employee relation
◦ Two-way Communication
◦ Friendly environment for adapting change
◦ Readiness for Changes
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Indicators of Self Management
◦ Personal Growth
◦ Professional Growth
◦ Maintained Good Relationship
◦ Increase Wealth
◦ Good Health
◦ Integrity and Dignity
◦ Spirituality, Prosperity & Happiness
◦ Sense of Meaningful Life
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End of Time Management
& Self Development
module
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"One can choose to go back toward safety or forward toward growth.
Growth must be chosen again and again; fear must be overcome again
and again." - Abraham H. Maslow
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