PPT ON TIME MANAGEMENT

1. Dr. Renju Joseph
TOTS 20 Batch
Vision: Adolescent Transformation Mentor
Mission: Educate, Empower, Enlighten
TIME MANAGEMENT

2. Introduction
David, a Project Manager.
Let us look at what is going on in
David’s mind on a typical workday.

3. Introduction
Oh no! I am
late to office
again!

4. Introduction
So many emails to check!
I don’t even have time left for
morning tea now.

5. Where did I put the file for the Maxwell
Project?
Introduction

6. Oh no! I still haven’t got the presentation
ready for today’s client meeting.
Introduction

7. I’ll have to skip my lunch to complete
the status report which I need to send
to boss.
Introduction

8. Oh! I forgot I also
have to attend
the Parent-
Teacher meeting
of my kid today!
Introduction

9. I think I’ll be late for
my wedding
anniversary party in
the evening as I
don’t think
I’ll be able to leave
office on time.
Introduction

10. David is surrounded by various kinds
of troubles….
Introduction

11. So, what do you think is
the root cause of all of
David’s problems?
Introduction

12. • Yes, all of David’s problems
arise due to lack of proper time
/ self management.
Introduction

13. Let us see how David suffers
from poor time management.
Introduction

14. Late
Emails
breakfast
Project, PTA
Presentation Lunch, Wedding
Anniversary
Introduction

15. We suffer not only
on the professional
but also on the
personal front.
Introduction

16. So, it is crucial that whether you are a student, a working
professional or a homemaker, you should learn to manage
your time effectively.
Introduction

17. What is Time Management?
The art of arranging, organizing, scheduling, and
budgeting one’s time for the purpose of generating
more effective work and productivity is known as Time
Management.

18. Why Time Management?
Do you feel the need to be more organized and/or more
productive?
Answer them with a ‘Yes’ or ‘No’.
Do you spend your day feeling very busy and yet wondering why you
haven't accomplished much?
Do you wish you had a more than 24-hour day to complete all your
tasks?
Do you feel stressed by an ever busy schedule with no time for yourself?
Do you feel you rarely achieve your 100% production capability?

19. If you have answered ‘Yes’ to
any of the earlier questions,
then the solution to your
dilemma lies in ‘time
management’.
Why Time Management?

20. Need for Time Management

21. Steps for Managing Your Time
Step 1: Set Goals
Step 2: Develop a Schedule
Step 3: Revisit and Revise Your Plan

22. Step 1: Set Goals
 Specific And Concrete.
 Rational goals (specific short
term)
 Directional goals (general goals for long term)
 Muddling thru (best option when the
environment is in flux)

23. Exercise: Action Plan
Goal (What do you want to
accomplish?
-------------------------------------
Driving Forces:
__________________
Restraining Forces
_____________________
Action Plan:
_____________________

24. Step 2: Develop a Schedule
 Daily
 Weekly
 Monthly
 Semester
 Yearly
Prioritize

25. Is the Jar Full?
"Okay. Let's find out."

26. Seems like
Gravel can
make it space in
that Full Jar…
Is the Jar Full?

27. "Okay. Let's find out."
Is it Full Now?

28. Seems like Sand
can make it
space in that
Full Jar…
Is the Jar Full?

29. "Okay. Let's find out."
Is it Full Now?

30. Seems like
Water can make
it space in that
Full Jar…
What's The Point?
Is the Jar Full?

32. Gossips
Chit Chat

33. The Action Priority Matrix
1. Tasks to focus on, and
2. In which order.

34. Strategies to Evaluate Action-Priority Matrix
Let us look at each in detail.

35. Quick Wins
• Quick Wins (High
Impact, Low Effort)
• High-value tasks
• Good return
• Focus on these
Do these tasks
first.

36. Major Projects
Major Projects (High
Impact, High Effort):
• Give good returns
• Long time to complete.
Set deadlines and build
checkpoints into your
schedule.

37. Fill Ins
Fill Ins (Low Impact,
Low Effort):
• spare time.
• do not have the spare
time,----drop
Delegate or decline
these tasks.

38. Thankless Tasks
Thankless Tasks (Low
Impact. High Effort):
Do these tasks later, or try
to eliminate them entirely.

39. Steps to Use the Action Priority Matrix
Make a list of
all the activities
that you would
like to complete. Score all the
activities based on
their impact such
as: 0 for no impact
to 10 for
maximum impact
.
Score all the activities
based on their required
effort such as: 0 for no
real effort to 10 for a
very major effort.
Now, plot all of
the activities on
the Action -
Priority Matrix.
Next, you can
decide to either
complete or
drop the
activities
appropriately
based on the
matrix.

40. Step 3: Revisit and Revise Your Plan
 Check whether the plan is working
 Identify the deviance between your planned schedule and
your actual followed schedule
Alter your schedule and revise your plan.

41. Delegation Decision
Does this NEED to be done?
Resist & Stop
(Dump)
YES
YES
YES
DO IT!
Consider
Delegating
Plan and ...
NO Does it need to be done by
ME?
NO Does it need to be done
NOW?
NO

42. Managing Interruptions
Managing Workspace
Managing Documents
Managing Drop-in visitors
Managing Technology

43. Telephone
1

44. Email
2
Unsubscribe
Important

45. Chat
3

46. Web Meeting
4

47. Tools for Time Management
Planners 1
2
3
4
5
To-do
Lists
Diary
Calendar
Activity
Logs

48. Let us now look at a real
life example to
understand the methods
of time management.
Real Life Example

49. PTA
Wedding
Anniversar
y
Presentatio
n
Workplace
organize
Importan
t Emails
Get up
early
Delegate
Pre-
plan

50. • At what time of the day do you
feel most energetic?
Use Your Energy
Efficiently
 Morning Person
 Night Person

51. Cognitive Tasks
Cognitive Tasks
8 a.m. - 12 noon
Reading, calculating,
and problem solving

52. Short Term Memory
Short term memory
6 a.m. - 10 a.m.
Last minute
reviewing for tests

53. Long Term Memory
Long term memory
1 p.m. – 4 p.m.
Memorizing
speeches and
information for
application

54. Manual Dexterity
Manual Dexterity
2 p.m. to 6 p.m.
Keyboarding and
carpentry in the
afternoon and early
evening.
Note: If you are a Night Owl,
shift these times about 3-4
hours later in the day.

55. Time Wasters
Interruptions
Procrastinatio
n
Perfectionis
m
Lack of
Planning

56. Common Time
Management Pitfalls

57. Not
Keeping a
To-Do List
Absence
of Goals
Not
Prioritizing
Getting
Distracted
Procrastinating
Common Time Management Pitfalls
The following are some of the most common mistakes or pitfalls of time
management:
Overburdening
Yourself
Addiction
to
‘Busyness’
Multitasking
Avoiding
Breaks
Ineffective
Scheduling

58. Practice
Let us now practice
all that you have
learned about Time
Management.

59. Practice
• What is the one major important
activity that you need to perform
daily?
• What are your biggest and most
frequent time wasters?
• Which time management tool is
most useful to you in managing
time?
• How can you improve your time
management skills?

61. Summary
Steps for Managing Your Time
Time Management
Step 1: Set Goals
Step 2: Develop a
Schedule
Step 3: Revisit and
Revise Your Plan

62. Summary
Time Management
Tools for Time Management
Planners
Calendar
To-do Lists
Diary
Activity Logs

63. Summary
Major Projects (High
Impact, High Effort)
Quick Wins (High
Impact, Low Effort)
Fill Ins (Low Impact,
Low Effort)
Strategies to Evaluate
Action-Priority Matrix
Thankless Tasks (Low
Impact. High Effort)
Time Management

64. Summary
Common Time
Management Pitfalls
Time Management
Not Keeping a To-Do List
Not Prioritizing
Getting Distracted
Procrastinating Addiction to ‘Busyness’
Multitasking
Avoiding Breaks
Ineffective Scheduling
Absence of Goals
Overburdening Yourself

65. If you fail to Plan
You are Planning to Fail