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
