Time Manamement

Designed & Developed by : Wong Yew Yip 27 June 2021
What is Time?
1. It is an economic resource
2. It cannot be expanded or contracted
3. It is irrecoverable and irreplaceable
4. It is expensive and precious
5. It is highly perishable
6. Its flow is one way and irreversible
7. It is quantifiable (seconds, minutes,
hours, days, weeks, months, years)
8. All processes that we manage are time
processes

What is Time Management?
“Time Management
requires you to plan
and organize in such a
way, that you
accomplish your most
important goals as
quickly as possible”
~ Brian Tracy

6 Terrific Truths about Time
Nobody can manage time
But you can manage those things that take up your time
1
Time is expensive
80% of our time is spent on things/people that only bring us 20% results
2
Time is perishable
It cannot be saved for later use
3
Time is measurable
It is not how much time you have; it is how much you use
4
Time is irreplaceable
We never make back time once it is gone
5
Time is a priority
You have enough time for anything if it ranks high in your priorities
6

 How to set priorities
 How to allocate time
 How to effectively use it
 How to get the best of
the given time
4 Objectives of Time Management

Good Time Managers
 Plan for the unplanned
 Follow a schedule that can
adapt to changes
 Get the important things done
 Are productive
 Can juggle several activities
 Have short and long term goals
in mind
 May keep a daily, weekly and
monthly schedule

4 Generations of Time Management
1G
2G
3G
4G

❖ Based on reminders
❖ Attempt to keep track of
things you do with your time
❖ Simple notes and checklists
❖ Carry lists with you and refer
to them in order to remember
❖ Incomplete tasks put on
tomorrow’s list
Notes and Checklists
1G

STRENGTHS
 Flexible
 Responsive to people
 Not over-structured
 Less stress
 Tracks to-do’s
WEAKNESSES
 No real structure
 Things fall through
cracks
 Commitments suffer
 Little accomplished
 Crisis to crisis
 First things - things
right in front of you
Notes and Checklists
1G

Planning and Preparation
2G
❖ Calendars and appointment
books
❖ Efficiency in goal setting and
planning ahead
❖ Make appointments, write
down commitments, identify
deadlines
❖ May keep information on
computer or network

Planning and Preparation
2G
STRENGTHS
 Tracks commitments and
appointments
 More accomplished
through planning and goal
setting
 More effective meetings
and presentations due to
preparation
WEAKNESSES
 Puts schedule over
people
 Accomplish more of what
you want - not necessarily
what is needed or fulfilling
 Independent thinking -
see people as means or
barriers
 First things- those that
are on the schedule

Planning, Prioritizing and Controlling
3G
❖ Spend time clarifying values
and priorities
❖ Set long, medium and short-
term goals to attain values,
prioritizes on a daily basis
❖ Use wide variety of planners
and organizers, with detailed
forms for daily planning
❖ Get more done in less time -
but still feels frustrated

Planning, Prioritizing and Controlling
3G
STRENGTHS
 Assumes responsibility for
results
 Connects with values
 Taps into the power of
long, medium, and short-
term goals
 Translates values into
goals and actions
 Gives structure and order
to life
WEAKNESSES
 Can lead to false sense
of control, pride
 Power of vision untapped
 Can lead to guilt,
imbalance of roles
 Less
flexibility/spontaneity
 First things set by
urgency and values

Relationships and Results
4G
❖ Puts people ahead of
schedules, compasses
ahead of clocks
❖ Uses the best of Generations
1, 2, and 3
❖ You want to lead a life of
meaning and contribution,
with balance

Relationships and Results
4G
The 4th generation mindset is that:
 I will value relationships over
results
 I will always be open in the flow
of my life to change direction on
any given day when a greater
priority comes into my life
 The use of time is based on
core values and is not driven by
efficiency but effectiveness

The Bank Account of Life
 There is a bank that gives
you a cash cheque each
morning with RM86,400
 At the end of day,
whatever part of the
balance you failed to use
during the day will be
taken back
How would you use the RM86,400?

 Each of us is given such a “cash
cheque” everyday
 Its name is TIME
 Every morning, it gives you 86,400
seconds
 Every night it writes off, as lost, whatever
you have failed to use to good purpose
 It carries over no balance
 It allows no overdraft

 If you fail to use the day’s
“money”, the loss is yours
 There is no drawing against
the “tomorrow”
 Invest it so as to get from it
the utmost in health,
happiness and success!
 The clock is running
 Make full use today -
86,400 seconds!

To realize the value of ONE YEAR….
ask a student who failed a grade
To realize the value of ONE MONTH…..
ask a mother who gave birth to a
premature baby
To realize the value of ONE WEEK……
ask the editor of a weekly newspaper
To realize the value of ONE HOUR……
ask the lovers who are waiting to meet
The Value of Time

To realize the value of ONE MINUTE…..
ask a person who missed the train
To realize the value of ONE SECOND….
ask a person who just avoided an accident
To realize the value of ONE MILLISECOND…..
ask the person who won silver medal in the
Olympics
The Value of Time

8 Time Management Myths
Personal organization involves breaking old habits and forming
new, effective ones
It is a state of mind as opposed to a state of the office
Some people are more organized using a 555 notepad than
others using a RM300 organizer
1 You need a “Personal Organizer” or other time
management system to get organized
Effective time management actually refers to getting done
fewer things of greater importance
We cannot do everything we want to do, or do all things that
there are to do
We have to prioritize and focus to be more effective
2 Time management involves getting more done in less
time

“To-do” lists do nothing - they simply remind us that they are
not done yet
Scheduling time in your planner to work on the tasks helps to
get them done
“To-do” lists are just intentions; scheduled time is commitment
3 “To-do” lists help to get things done
We cannot manage time, save it or control it - Time ticks away
We are given 24 hours of time each day to use as we like
We can use it wisely or we can waste it and at the end of day,
it is gone
4 We can manage time

We should have one planner, period
Since we are only one person with one life, one planner will do
Both business and personal activities should be scheduled in
the same planner so business activities do not take
precedence over personal or family activities
5 We should have one planner for the office and a
separate planner for the home
It may be more efficient but it is not effective
It is more effective to break large projects into smaller chunks
and work on them for a brief period each day
Working on priorities involves frequent sprints not occasional
marathons
6 It is more efficient to stick to one task until it is
completed

These are not time wasters, they are time obligations, they
come with the job
The biggest time wasters are self-imposed - procrastination,
making mental notes, searching for things, perfectionism
Being effective is managing ourselves, not blaming others
7 The biggest time wasters include telephone
interruptions, visitors, meetings and rush jobs
Time is more than money, it is life
You can always get more but you can never get more time
It is an irreplaceable resource
When time is gone, its is gone
8 Time is money

Common Time Wasters
• Cluttered desk
• Lack of delegation
• Lack of discipline
• Unnecessary socializing
• Indecision
• Inability to say “No” to
others
• Lack of goals and priorities
• Procrastination
INTERNAL TIME WASTERS
• Telephone interruptions
• Drop-in visitors
• Some meetings
• Management by crisis
• Unclear responsibility and
authority
• Incomplete information
• Red tape
EXTERNAL TIME WASTERS

10 WORST TIME WASTERS AT WORK
Culprit No. 1 - Instant Messaging
Useful intra-office tool but productivity’s worst enemy - work related
discussion quickly degenerates into a gossip session
Culprit No. 2 - Over Reliance on emails
A lot of time is wasted on back and forth emails that would be more
easily resolved as a verbal conversation
Culprit No. 3 - Meandering Meetings
Poorly run meetings can be a colossal waste of time.
Culprit No. 4 - Short Gaps between Meetings
Those 15-30 minute gaps between meetings, nothing can ever be
accomplished in that time
Culprit No. 5 - Reacting to Interruptions
Reacting to emails, SMS and phone calls takes you away from the
task at hand

10 WORST TIME WASTERS AT WORK
Culprit No. 6 - Ineffective Multi-Tasking
Many think they’re great at multi-tasking but there’s a limit to how
many things you can do at once without slowing down the process
Culprit No. 7 - Disorganized Workplace
If it’s messy, you’ll end up wasting a lot of time looking for things
Culprit No. 8 - Personal Communications
Chatting with friends or responding to personal emails e.g.
Facebook, SMS, Skype, Twitter
Culprit No. 9 - Web Surfing Breaks
It’s just too easy to get sucked in when there’s endless information
at your fingertips
Culprit No. 10 - Coffee/Chat Breaks
Frequent coffee and chat breaks reduce your productivity as you
will not get into the groove of your work

50 Practical Time Savers
Write things down
1
Think before acting
6
Prioritize your to-do list
2
Continuously improve
yourself
7
Plan your week
3 Think about what you
are giving up to do
your regular activities
8
Carry your notebook
4
Learn to say no
5
Identify bad habits
10
Use a time
management system
9

Don’t do other’s work
11
Use “productive
procrastination”
16
Keep a goal journal
12
Ask questions
17
Don’t be a perfectionist
13
Apply 80:20 rule
18
Beware of “filler” tasks
14
Avoid “efficiency traps”
15
Use your energy
cycles
20
Avoid attempting to do
too much
19

Avoid saving too much
stuff in your files
21
Avoid wishful thinking
26
Urgent vs Important
tasks
22
Don’t over schedule
27
Make time for
important projects
23
Learn to do group
tasks
28
Clean your desk
24
Learn to relax
25
Don’t file an item that
still requires action
30
Don’t automate emails
29

Balance your time
31
Learn to speed read
36
Weekly planning
routine
32
Back up your work
37
Practice easy-reach
filing
33
Schedule according to
your energy
38
File folders and labels
34
Record your favorite
shows
35
Sort your stuff, toss out
those you don’t need
40
Give each item a
“home”
39

Make a checklist for
repeat tasks
41
Just begin
46
Take baby steps to
time management
42
Organize your
workspace
47
Write in a journal
43
Get active
48
Plan goals in small
steps
44
Find a role model
45
Have fun
50
Get enough sleep
49

Procrastination
Putting off work,
postponing decisions,
and not starting or
finishing tasks are all
forms of
procrastination

Reasons for Procrastination
 The task is too big, I don’t know
where to start
 It involves a difficult decision, I
don’t know what to do
 It involves doing something
unpleasant
 I feel rather low and don’t have
the energy
 I have trouble getting started in
the morning/afternoon
 I suspect that I am a poor finisher

Cure Procrastination
NOT

Prioritizing Your Time
 Time management is about
more than just managing our
time; it is about managing
ourselves in relation to time
 It is about setting priorities and
taking charge
 It means changing habits or
activities that cause us to waste
time
 It means being willing to experiment with different
methods and ideas to enable you to find the best way
to make maximum use of time


Law of Priorities
 Prioritizing is identifying the appropriate value
and order of events
 Divide the activities into A, B and C categories
A High Value and must be done today
B Medium Value and should be done this week
C Optional and could be done

Managing time effectively, and achieving
the things that you want to achieve,
means spending your time on things that
are important and not just urgent
The Urgent/Important Matrix
IMPORTANT
Activities that lead to the achieving
your goals and have the greatest
impact on your work/life
URGENT
Activities that demand immediate
attention, but are often associated with
someone else’s goals rather than our own

Quadrant of
Deception
Things are urgent but
not important
Quadrant of
Necessity
Things are both urgent
and important
Quadrant of Waste
Things are neither
important nor urgent
Quadrant of
Focus
Things are important but
not urgent
DO IT DELAY IT
DELEGATE IT DROP IT
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
Time Quadrant Matrix

You are a Leader. It is first things on a Monday morning and you
have a list of tasks needed to be done for the week ahead
Apologize to a major
customer for a mistake
made on Friday
Conduct quarterly staff
appraisal for your Officer
Attend weekly Monday
morning10.00am office
meeting
Type up and email a
weekly report to your
General Manager
Fill up personal travelling
and expenses claim for
RM150
Prepare marketing and
communication campaign
for next year
Prepare notes for
meeting with an important
customer at 11.00am
today
Try to collect an overdue
payment from a customer
for RM75,000
Catch up with work
colleagues what you did
during the weekend
1 2 3
4 5 6
7 8 9
Managing Leader’s Time
How do you manage your time
according to Time Quadrant Matrix?

DO IT DELAY IT
DELEGATE IT DROP IT
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT

DO IT DELAY IT
DELEGATE IT DROP IT
URGENT NOT URGENT
IMPORTANT
NOT
IMPORTANT
Apologize to a major
customer for a mistake
made on Friday
1
Prepare notes for
meeting with an
important customer at
11.00am today
7
Conduct quarterly staff
appraisal for your Officer
2
Prepare marketing and
communication campaign
for next year
6
Try to collect an overdue
payment from a customer
for RM75,000
8
Type up and email a
weekly report to your
General Manager
4
Fill up personal travelling
and expenses claim for
RM150
5
Catch up with work
colleagues what you did
during the weekend
9

You cannot leave your
major customer upset too
long
This is important but do
you have the time at the
moment?
You are quite busy today.
Perhaps your Asst. Manager
can attend and you can attend
the meeting after the meeting
with the important customer.
You have a busy morning
and have already
prepared a draft email
This is not important or
urgent
This is important but do
you have the time at the
moment?
You have to make sure
you are adequately
prepared for the meeting
This is important but you
do not have the time at
the moment
Your work colleagues are
busy and so are you
1 2 3
4 5 6
7 8 9
You are a Leader. It is first things on a Monday morning and you
have a list of tasks needed to be done for the week ahead

DAILY TIME LOG
Time Activity Notes
8.00 – 8.30
8.30 – 9.00
9.00 – 9.30
9.30 – 10.00
10.00 –10.30
10.30 –11.00
11.00 –11.30
11.30 –12.00
12.00 –12.30
12.30 –1.00
1.00 – 1.30
1.30 – 2.00
2.00 – 2.30
2.30 – 3.00
3.00 – 3.30
3.30 – 4.00
4.00 – 4.30
4.30 – 5.00
5.00 – 5.30
Date : _______________

Weekly Organizer
Activity Priority Time Required Assigned Day
Notes : A – Top priority (Must be done now)
B - Secondary concern (Must be done but can be POSTPONED or DELEGATED)
C - Least Important (Can be DEFERRED or FORGOTTEN)
WEEKLY GOALS WEEK OF :
1.
2
3
4

Individual Project - Time Management
1. Identify which are your
“Time Wasters” and your
action plans to eliminate
them
2. Identify which “Practical
Time Savers” you will
undertake to improve your
Time Management

Suggested Format for Time Wasters
No. Time Waster Actions to be taken When
1.
2.
3.
4.
5.
6.

Suggested Format for Time Savers
No. Time Saver Actions to be taken When
1.
2.
3.
4.
5.
6.

Thank You
Contact :
yewyip@gmail.com
for PowerPoint file

Time Manamement

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