1. Time Management Planning and Organising
Shamik Baranwal
&
Sadaf Tanweer

2. SOME POINTERS FOR YOU
• Do you sit late most of the days ?
• Do you go to office on most of the holidays ?
• Do you feel that you should do all important
things yourself ?
• Do you carry papers home ?
• Do you reach home, burnt out ?
home

3. SOME POINTERS FOR YOU.
Contd.
C td ...
• Do you feel y have not achieved ?
y
you
• Do you suffer from “I could do better
I
better”
syndrome ?
• Do you always postpone decisions ?
• Do you think you are not perfect ?

4. “I have no time !!!”
“I wish there were 48 hours every day !!!”
“Time is my enemy !!!”
“THE BUSY MAN HAS TIME FOR EVERYTHING
THE
EVERYTHING”
-HENRY FORD

5. TOP TIME THIEVES
External Thieves
• Interruptions by Telephones
• Drop-in Visitors
• Noise
• Visual Distractions
• Junk Mails
• S i l Site Al
Social Si Alerts

6. TOP TIME THIEVES
Internal Thieves
• Crisis Management
• Indecision
• Untidy Workplace
• Disorganisation
• Poor or Non Prioritisation

7. TOP TIME THIEVES
Internal Thieves
Contd.
• Total Perfectionist Tendency
y
• Non Delegation
g
• Hesitation to say “No”
y
• Meeting without Agenda
ee g
ou ge da

8. PRIORITISATION MATRIX
URGENT
3
1
NOT
IMPORTANT
IMPORTANT
4
2
NOT
URGENT

9. HOW TO PREPARE A
PRIORITISATION MATRIX
Step 1
Make a to-do list
(Monthly / Weekly / Daily )
Step 2
Analyse the list
Step 3
p
Segregate j
g g
jobs to be done
by self and jobs to be
delegated.
delegated

10. DELEGATION
“ Your own Time Management improves
when you learn to Delegate Efficiently”
Remember :
• Subordinates : Not a dumping ground
• Understanding what you delegate
• Managers forever Learners
fore er
• Can’t delegate and forget
g
g

11. What to delegate ?
• Matters that keep repeating themselves
• Minor decisions most frequently made.
made
• Details that take the biggest portion of time.
• Parts of the job that the Person is least
qualified to handle.
handle
• Parts of the job that make the Person over
specialised.
• Parts of the job that make the Person
under specialised.

12. DIVISION OF TIME
• Biological Time
•B i
Business Time
Ti
• Social Time

13. Biological Time
• Sleep
•F d
Food
• Physical Recreation
General Principles:
• Treat All Days Alike
• Time Saving Techniques for
repetitive techniques.
• Regulate daily activities

14. Business Time
Major Activities in office:
• Correspondence
• Use of telephone
• Visitors / Visits
• Committees
• Business / Professional Meetings / Conferences
• Travelling

15. Management of Business Time
General Principles:
• Go to work only when you feel fit
• Work in blocks for Efficient Time Management
p
g g
y
• Keep Changing / Monotony tires
• Be prepared for Crisis Management
• Learn the Value of Time.
• Use of Modern Technology

16. Social Time
• Family Ties
• Social visits, parties, weddings and religious
functions
• Time to think and discuss
• Fl d of information
Flood f i f
ti
• How to read your daily newspaper q
y
y
p p quickly
y
and meaningfully

17. SOME HANDY TIPS
Good Work Habits
•Work when you work and play when you play
•A stitch i ti
A tit h in time saves nine
i
•What s
•What’s there in a name
•Take notes
Take
•Share your load
y

18. SOME HANDY TIPS
Contd. ...
Improve your aTTitUdE
U
Being an optimist is ideal, but even
pessimists can work on their attitudes.
1. You are in a bad mood.
2. What is wrong ?
3. Is it justifiable ?
4.
4 The after effects
effects.
5. What to do ?
6. You are your master.

19. SOME HANDY TIPS
Getting the most of your time.
• Determine your goals
• Prioritize
• Break-Up the projects / assignments
• Fix your deadline
• Make a to-do list
• Review
Contd. ...

20. SOME HANDY TIPS
Improve your productivity
• Cleanliness pays
g
y
• Organise your files
• Plan your day
• Take a break
• A better tomorrow
Contd. ...

21. SOME HANDY TIPS
Contd. ...
Don’t cram your schedule
1. There’s
1 There s too much to do and too little time
time.
2. There’s plenty of time, I can do that later.
3. I am busier than usual right now, so it
makes sense to shift some tasks off to
another time.
g p
g
4. Rescheduling is procrastinating.
3. Tackling the mad rush - You cannot control
the passage of time but You can manage
your own self.