This document provides an introduction to time management. It defines time management as understanding how one's time is spent and prioritizing tasks to maximize efficiency. Good time management involves efficiency, which is completing tasks with minimal time and effort, and effectiveness, which is producing high quality results given the time available. Prioritizing tasks based on importance and urgency is key, with important tasks that help reach goals taking priority over urgent but unimportant tasks. The document includes activities to help readers assess their own time management and prioritize tasks.

1. TIME
MANAGEMENT
PART 1
“HE WHO GAINS TIME GAINS EVERYTHING.”
–BENJAMIN DISRAELI
ORGANIZATION AND
TIME MANAGEMENT
SESSION 5

2. ACTIVITY
BEFORE WE START!
Here are some new words you will see in this session. Take a few
minutes to look up the definitions and write them out. If you come
across other words that are new you can add them to the list.
New Words
• Prioritize
• Maximize
• Efficiency
• Effectiveness
• Procrastination
• Management
• Priority
• Multi-tasking

3. ACTIVITY
Complete the “Time
Management Inventory”.

4. WHAT IS TIME MANAGEMENT?
Time: A point of time measured in hours and minutes.
Management: The act of organizing, handling and directing situations.
Time management… is
the understanding of how the
hours in our day are spent and
the prioritization of task to
maximize personal efficiency in
the workplace.

5. ACTIVITY
Do the “How much time do
you really have?”activity.

6. E & E
Efficiency Effectiveness
Good Time
Management
Good time management boils down to having two
things: E & E

7. Efficiency
Completing a task with minimum
expenditure of time and effort
Are you planning and
structuring your time
strategically?
Are you making intelligent
and thoughtful decisions
about what tasks to do when
it is easiest to do them?

8. Effectiveness
How well you are producing
the desired result
How well are you using
the time you have?
Does the quality and
quantity of your work
justify the amount of time
you have spent on it?

9. ACTIVITY
Do the “E & E Fact
Chart” activity.

10. PRIORITIZING
Prioritizing is a skill that will be mentioned a lot in this session.
To prioritize is to decide what the most important jobs are.
Your priority is the task that is most important.
Prioritizing is the key to
time management. To
manage your time you
should always prioritize
your tasks and
accomplish them in the
order of priority.

11. PRIORITIZING
Here are some examples of prioritizing…
Example 1
Marcus has to prepare a speech for his
parents 50th wedding anniversary next month.
However, he also has to finish a report for his
job that is due by the end of the week.
Marcus decides to finish the report before he
starts thinking about the speech because it is
due first.

12. PRIORITIZING
Here are some examples of prioritizing…
Example 2
Clara has two projects on the go at work.
She has to finish a budget summary and
and inventory report in two weeks. The
budget report is essential to the company’s
upcoming meeting and can only be
completed by her. The inventory report can
be done with her co-workers and is an
important topic of interest at the meeting.
Clara decides to start the budget report first.
She also asks her co-workers to start the
inventory report on their own; she will join
them later.

13. ACTIVITY
Complete the “Ali’s Calendar”
activity.

14. URGENT VERSUS IMPORTANT
Although we try to prioritize, many people end up filling their day with
urgent tasks instead of important tasks. Then they realized they have not
accomplished anything.
Urgent Jobs are jobs that need
to be done as quickly as possible
Important jobs are necessary to
reach your goals

15. REMEMBER!
Not everything is urgent!

16. URGENT VERSUS IMPORTANT
When faced with urgent tasks you must decide if they are also important
tasks. If they are not, then you should say no.
Daily Work
Urgent
Important
Urgent
and
Important
Not urgent
but
important

17. URGENT VERSUS IMPORTANT
Important
Urgent Not Urgent
NotImportant
• Deadline-driven
projects
• Meetings
• Emergencies
• Commitments
• Health
• Planning
• Self-development
• Relationships
• New opportunities
• Recreation
• Junk mail
• Social media
• TV
• Shopping
• Unfocused net surfing
• Interruptions
• Unimportant mail and
calls
• Unnecessary reports
• Other people’s
unimportant requests

18. ACTIVITY
Complete the “Urgent
versus Important
Checklist”.

19. MILESTONE 60
Complete milestone 60 to show your progress!

20. QUESTIONS?

21. CREDITS
This Power Point was created by Laubach Literacy Ontario.
The resources can be downloaded free of charge at www.laubach-on.ca.
This Employment Ontario project was funded by the Ontario Government.
2015
All website links were accurate at the time of original distribution-March 2015.
All of the images and clip art used in this Power Point are from Clipart.com
and Microsoft Office.com.