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Management
Course Objectives
• Explain What is Time Management
• Explain the Benefits of Time Management
• Describe the Various Elements of Time Management
• Explain the Principles of Time Management
• Explain the Various Time Management Styles
• Explain the Steps for Managing Your Time
• Describe the Various Components of Time Management
• Explain the Tools for Time Management
• Explain the Role of Technology in Time Management
• Explain the Urgent/Important Matrix
• Explain the Action-Priority Matrix
• Explain the Role of Biological Clocks in Time Management
• Explain How to Avoid Multitasking
• Explain the Common Time Management Pitfalls
• List the Tips for Effective Time Management
Introduction
Oh no! I am
late to office
again!
Introduction
Oh! I forgot I
also have to
attend the
Parent-
Teacher
meeting of
my kid today!
Introduction
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
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?
Time is the point or period at which things occur or simply put, time is when stuff
happens.
There are two types of time:
Clock Time: In clock time, there are 60 seconds in a minute, 60 minutes in an hour, 24
hours in a day and 365 days in a year. In clock time, all time passes equally. For
example: When someone turns 60, he is exactly 60 years old, no more or no less.
Real Time: All time is relative in real time. Hence, depending on what you're doing you
would feel that time flies or drags. For example: Two hours waiting for an appointment
may feel like 5 years whereas two hours at the movies may fly by like 15 minutes.
Importance of Time Management
Time management is important as it helps to manage your time efficiently. It is
beneficial to every individual as proper time management helps us to:
Plan efficiently
Business Leaders
Politicians
Executives
Students
Teachers
Laborers
Writers
Working Professionals
Home Makers
Actors
Freelancers/Consultants
Need for Time Management
Increased productivity
Less stress
Improved self-esteem
Priorities
Self-management
Goal Setting
Planning
Objectives
• Explain What is Time Management
• Explain the Benefits of Time Management
• Describe the Various Elements of Time Management
• Explain the Principles of Time Management
• Explain the Various Time Management Styles
• Explain the Steps for Managing Your Time
• Describe the Various Components of Time Management
• Explain the Tools for Time Management
• Explain the Role of Technology in Time Management
• Explain the Urgent/Important Matrix
• Explain the Action-Priority Matrix
• Explain the Role of Biological Clocks in Time Management
• Explain How to Avoid Multitasking
• Explain the Common Time Management Pitfalls
• List the Tips for Effective Time Management
Principles of Time Management
The following are some of the core principles that you should
follow for successful time management. Roll your mouse
over the icon,
to learn more.
Develop a habit of
eliminating at least one Reserve large blocks of
time waster from your life time for important
each week activities
No matter what type of work you do, your work will be composed of
only three items. So, the only thing that you need to do to manage your
time well is to decide the proportion of the distribution of these three
items in your work. People can spend their time in only the following
three ways:
• Thoughts
• Conversations
• Actions
Objectives
• Explain What is Time Management
• Explain the Benefits of Time Management
• Describe the Various Elements of Time Management
• Explain the Principles of Time Management
• Explain the Various Time Management Styles
• Explain the Steps for Managing Your Time
• Describe the Various Components of Time Management
• Explain the Tools for Time Management
• Explain the Role of Technology in Time Management
• Explain the Urgent/Important Matrix
• Explain the Action-Priority Matrix
• Explain the Role of Biological Clocks in Time Management
• Explain How to Avoid Multitasking
• Explain the Common Time Management Pitfalls
• List the Tips for Effective Time Management
Time Management Styles
• Pros:
o Others see such people as
dependable and helpful.
• Con:
o The lack of completion of projects.
Achievement Management
• Pros:
o Casual managers think with their
“right brain” and hence tend to be
more creative.
• Con:
o A tendency to miss deadlines or to
leave things unfinished.
Casual Management
• Pros:
o Tendency to work well under pressure.
o Tasks get finished as the deadlines help
to drive such people.
• Con:
o Getting easily stressed and distracted.
Crisis Management
• Pros:
o People are considered detail
oriented and highly capable.
• Con:
o A waste of time and energy due to
spending of an outrageous amount
of time and resources on a project.
Precision Management
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MCQ
The first step towards managing your time is to ‘Set Goals’. While setting goals,
you should always keep in mind that you should set goals that are specific and
concrete. Never define vague goals. Also, make sure that you determine and
set both long-term goals and short-term ones to support them. Another
important thing while setting goals is to also set a deadline for your goals.
Step 1: Set Goals
Step 2: Develop a Schedule
Now, you know the goals that you want to reach and you have developed a
planned schedule to reach those goals. The next crucial step in time
management is to check whether the plan is working and check how you are
actually using your time. This step will help you identify the deviance between
your planned schedule and your actual followed schedule. You need to then
alter your schedule or your actions and revise your plan for better time
management.
Step 3: Revisit and Revise Your Plan
Objectives
• Explain What is Time Management
• Explain the Benefits of Time Management
• Describe the Various Elements of Time Management
• Explain the Principles of Time Management
• Explain the Various Time Management Styles
• Explain the Steps for Managing Your Time
• Describe the Various Components of Time Management
• Explain the Tools for Time Management
• Explain the Role of Technology in Time Management
• Explain the Urgent/Important Matrix
• Explain the Action-Priority Matrix
• Explain the Role of Biological Clocks in Time Management
• Explain How to Avoid Multitasking
• Explain the Common Time Management Pitfalls
• List the Tips for Effective Time Management
Components of Time Management
The following are crucial Components of Time Management:
Planning
Organizing
Delegating
Managing Interruptions
Scheduling
Prioritizing
For effective planning it is important that you know the difference between
‘Urgent’ and ‘Important’.
Urgent tasks assume importance as they demand immediate attention.
However, you should also bear in mind that important tasks may become
urgent if left undone. Such important tasks when are left undone may usually
have a long term effect.
Planning
So, how can you judge or gauge the balance between important versus urgent
tasks?
You should always decide to do the tasks based on the following two
considerations:
• Impact of doing a task
• Effect of not doing a task
One of the best ways to decide between ‘Urgent’ versus ‘Important’ tasks and
to balance between them is to use the ‘Stephen Covey’s Urgent Vs Important
Matrix’.
Organizing
Set Goals
Prioritize
Set Goals
Set Goals:
• Organizing begins with setting goals
both short-term and long-term goals.
Prioritize
• Goals should be ‘SMART’
• Always remember that all Goals have a
beginning and an end and to identify
these beginnings and endings is
Form Good Habits
important.
Set Goals
Prioritize:
• Put first things first.
Prioritize
Prioritize • Priority is a ‘must’ to do rather than a
‘want’ to do.
• Scheduling is an important part of
Prioritizing.
Form Good Habits
Set Goals
FormGood
Form GoodHabits
Habits
Authority
Responsibility
Accountability
Authority
Authority:
Authority can be defined as the power and
right of a person to use and allocate the
Responsibility resources efficiently, to take decisions and to
give orders so as to achieve the
organizational objectives.
Authority must be well- defined.
People with authority should know the
Accountability scope of their authority.
Authority always flows from top to bottom.
Authority
Authority:
Responsibility:
Authority
• Responsibility is the duty of the person
to complete the task assigned to him.
• A person who is given the responsibility
should ensure that he accomplishes the
Responsibility
Responsibility tasks assigned to him.
• Responsibility without adequate
authority leads to discontent and
dissatisfaction among the person.
Accountability • Responsibility flows from bottom to top.
• The person held responsible for a job is
answerable for it.
Authority
Accountability:
• Accountability means giving
Responsibility explanations for any variance in the
actual performance from the
expectations set.
• Accountability cannot be delegated.
Accountability
Accountability
Authority
Accountability:
YES
Consider NO Does it need to be done by
Delegating ME?
YES
NO Does it need to be done
Plan and ...
NOW?
YES
DO IT!
Steps of Effective Delegation
Step 8:
Provide
Step 7: Recognition
Support
and
monitor
Step 6:
Set
deadlines &
Step 5: ask for
Give clear reports
instructions
& request
Step 4: feedback
Organize
the tasks
being
Step 3:
delegated
Select the
Step 2: right
Decide person
Step 1: what goals
Clarify your and
goals & projects can
opportunities be done by
others
Managing Interruptions
The following are some of the methods to
manage various kinds of interruptions:
Managing Workspace
Managing Documents
Managing Phone
Managing Workspace
Managing Workspace:
Managing Documents • De-clutter your desk by clearing it at the
end of each working day
• File documents once they have been
Managing Drop-in visitors used
• Organize a work flow system in your
space
Managing Phone
Managing Workspace
Managing Documents:
ManagingDocuments
Managing Documents • Define what you need to keep and for
how long
• Arrange file materials logically
Managing Drop-in visitors
• Facilitate easy access to materials
• Purge the files on a regular basis
Managing Phone
Managing Workspace
Managing Drop-in visitors:
• Create a visual barrier at your
Managing Documents
workspace to reduce the ‘drop-in’ visits
• Don’t have extra chairs in your
workspace as people would not hang
ManagingDrop-in
Managing Drop-invisitors
visitors
around long if they have to stand
• For important work , move to another
space
Managing Phone
• Learn to say ‘NO ‘in a polite way
Managing Workspace
Managing Phone:
• Batch your outward calls
Managing Documents • Delegate calls that you don’t have to
make personally to one of your team
members
Managing Drop-in visitors • Terminate calls once the business has
been done
• Set up a rotation of team members of
ManagingPhone
Managing Phone
your team for handling incoming calls
Scheduling is the process by which you look at the time available to you and
plan how you will use it to achieve the goals you have identified.
By using a schedule properly, you can:
• Understand what you can realistically achieve with your time.
• Plan to make the best use of the time available.
• Leave enough time for things you must absolutely do.
• Preserve contingency time to handle 'the unexpected'.
• Minimize stress by avoiding over-commitment to yourself and others.
Prioritizing
Roll your
mouse over theHow much time does this activity require for completion?
icon, to learn
more.
Tip
MCQ
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MCQ
2 Calendar
To-do
Lists 3
4 Activity
Logs
Diary 5
Let us look at each in detail.
Planners
1 Planners
2 Calendar
To-do
3 Lists
4 You can use a to-do list to list down all the tasks that you need to
complete and in the order of priority in which they have to be
completed. So, a to-do list has the most important tasks listed at the
top of the list, and the least important tasks at the bottom. Also,
5 such a list helps you to work as per the set priorities as you have
listed the important tasks on top.
To-do Lists
Activity Logs
1 Most people are not aware about how they spend their day and time.
Generally, people do not have the habit of keeping track of and are
unaware of the amount of time that they wasted in breaks, idle chit-
chat, checking emails, browsing through useless sites etc.
2 An ‘Activity Log’ is a vital tool that helps you to keep a track of your
time. You can use an activity log to keep track and later analyze how
you actually spend your time. You can use it to see at a glance, the
amount of time you wasted and the activities that you waste your time
3 on. Always make a habit of keeping an Activity Log for several days.
4 Activity
Logs
Then, you should analyze your daily activity log
after you have logged your time for a few days.
Keep a track of the areas on which you have
wasted time and also track the low value jobs.
5
Activity Logs
Diary
2
• One of the most common and effective tools of time
management is a ‘diary’.
3 • You can use a diary as a journal to list down your daily
experiences, action plans, your techniques to save time,
resources etc.
• Hence, you can use a diary to reflect back on your day and help
4 you to save time and plan for the future.
5 Diary
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7
Telephone
1
• Telephone is a great time-saving tool when
used correctly.
• Telephones help you to communicate with the
other person without having to waste the time
of meeting a person face-to-face.
• It also helps to save money and time as
communication can be carried out without the
need to travel.
• For efficient time management, it is important
that you plan your calls in advance before
making them.
• If possible, set aside a block of time for making
and receiving calls.
• While on a call, make sure you keep track of
the time and do not waste time on idle chit-
chat.
Telephone
1
Email
2
• Email or electronic mail is a form of electronic
communication. For efficient time
management, the best way to handle emails is
in batches at regularly scheduled times of the
day, just like other routine tasks.
• Inform and ask your contacts to use specific and
meaningful subject lines to help you identify
the purpose of the email at a glance.
• Use specific and meaningful subject lines in
your emails.
• Classify the emails as you view the subject lines
as business or personal, urgent or trivial.
• First of all, make a habit of reading the urgent
emails and responding to them as and when
you view them
Email
2
Teleconferencing
3
7
• Collaboration Applications are another
modern-day technology tool that help in
time management.
• Such various kinds of collaboration tools
can be used to save a lot of time that gets
wasted in meetings or phone calls.
• Users can use various systems like
Microsoft SharePoint, Wrike, Pelotonics,
Google Docs, and Basecamp for interaction
and collaboration with each other from any
location.
• Such collaboration tools prove to be most
useful for project meetings, or situations
where users need to peer review each
other’s work.
Real Life Example
List down all the activities and projects you feel you have to do
Make sure that you include all tasks that take up your time
at work, even if you feel the task is unimportant.
Now, use a scale of 1 to 5 to assign importance to each activity
1. 2.
Quadrant of Manage Quadrant of
Leadership & Quality
Not Important
3. 4.
Quadrant of Quadrant of Waste
Deception
Quadrant I of Urgent/Important Matrix
ACTIVITIES 2.
• Crisis
• Pressing Problems Quadrant of
• Deadline-driven Projects Leadership & Quality
Not Important
• Quadrant I represent things that are both “urgent” and “important”. Hence,
you should make 3. 4. listed in this
sure you spend your time on the activities
quadrant. This is the Quadrant
Quadrant of of Manage. Quadrant of Waste
• This is where you manage; you produce, where you bring your experience
Deception
and judgment to bear in responding to many needs and challenges.
• Many important activities become urgent through procrastination, or
because you don’t do enough prevention and planning.
Quadrant II of Urgent/Important Matrix
1. ACTIVITIES
Quadrant of Manage • Prevention &
• Relationship Building
• Recognize New Opportunities
• Planning & Recreation
•
Not Important
Quadrant II includes activities that are “important, but not urgent”. This
is the Quadrant of3. Quality. 4.
• Here’s where you do your
Quadrant of long-range planning, anticipate
Quadrant of and prevent
Waste
problems, empower
Deception others, broaden your mind and increase your skills.
• Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress,
burnout, and deeper crises for the person consumed by it.
• Investing in this Quadrant shrinks Quadrant I.
Quadrant III of Urgent/Important Matrix
1. 2.
• The feeling that a task is urgent creates the illusion of importance. The
Quadrant of Manage Quadrant of
actual activities, if they’re important at all, are important to someone
else. Leadership & Quality
• Many phone calls, meetings and drop-in visitors fall into this category.
Not Important
3. Quadrant of Deception
ACTIVITIES 4.
• Interruption
• Some Calls, Mails, Reports &
Quadrant of Waste
Meetings
• Proximate
• Pressing Matters
Quadrant IV of Urgent/Important Matrix
4. Quadrant of Waste
Not Important
ACTIVITIES
3. • Trivia
Quadrant of • Busy Work
Deception • Some Mails & Calls
• Time Wasters
• Pleasant Activities
Urgent/Important Matrix
For efficient time management, increase your Q-2 and ensure your tasks are
important but not urgent.
Urgent Non-Urgent
Important Q-1 Q-2
Quadrant of Necessity Quadrant of Quality and Personal
Examples: Deadline-driven Leadership
project, crisis, resolving Examples: Problem prevention,
immediate problems relationship building, finding your
life partner, building your dream
career, personal development,
improving your health.
Not Q-3 Q-4
Important Quadrant of Deception Quadrant of Waste
Examples: Interruptions, certain Examples: Time wasters, surfing
phone calls / emails / meetings / TV channels, mindless web
reports, certain pressing surfing/chatting, etc.
matters.
MCQ
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MCQ
• A simple technique to help you decide and choose which activities/tasks to prioritize, and
which ones you should drop is the ‘Action-Priority Matrix’.
• The Action-Priority Matrix helps you in prioritizing the tasks and hence helps you make
the most of your time and opportunities.
• A variant of this tool is the ‘Impact-Feasibility Matrix’, which substitutes ‘Feasibility’ for
‘Effort’ on the horizontal axis.
• The ‘Impact-Feasibility Matrix’ gives a different perspective by looking at the
organization’s ability to deliver important changes.
High Action-Priority Matrix
12
1 1: :00
09
10
08 :00
00 the morning.
07
08
09
10: :0000
06 Note: If you are a Night Owl,
shift these times about 3-4
hours later in the day.
Long Term Memory
13
14
16
15 : 00
in the afternoon.
15
16
14
17 : 00
18
and early evening.
• • • •
Keep your thoughts Improve your concentration Check emails at Plan your day in
together when you feel and focus properly on one designated time blocks
they are wandering task at a time intervals only
from the current task
Time Wasters
Some of the most common time wasters are as follows:
Procrastination
Perfectionism
Stress & Anxiety Lack of
Planning
Interruptions
Depression
Being unorganized
Time Wasters
Meetings without Fear of
agenda delegating
Problems With
Objectives/Priorities
No clear deadline
Inadequate
resources
Paralyzing Perfectionism
Not
Overburdening
Keeping a
Yourself
To-Do List
Getting Avoiding
Distracted Not Breaks Multitasking
Prioritizing
Not
Overburdening
Keeping a Not Keeping a To-Do List:
Yourself
To-Do List
One of the most common mistakes
Procrastinating Ineffective
that Addiction
everyone makes while trying to
Absence Scheduling to
manage time is not keeping a to-do
of Goals ‘Busyness’
list. For effective time management, it
is crucial that you should learn to
maintain and keep a to-do list.
Getting Avoiding
A to-do list will help you to effectively
Distracted Not Breaks Multitasking
prioritize the tasks on your list.
Prioritizing
Absence of Goals:
Not
Overburdening
Keeping a You will not be able to manage your
Yourself
To-Do List time well if you do not know what
goals you want achieve by making use
Ineffective
Procrastinating Addiction
Absence of your time.
Scheduling Hence, to manage your
to
of Goals time effectively, it is crucial that you
‘Busyness’
should know where you are trying to
reach. Therefore, goal setting is a
crucial component of effective time
Getting management.
Avoiding When you set goals, the
Distracted Not goals give
Breaksyou a senseMultitasking
of direction and
Prioritizing you know the destination and vision
to work toward.
Getting Distracted :
Not
Overburdening
Keeping a While trying to manage time and
Yourself
To-Do List completing many tasks, one of the
common pitfalls that most people face
Ineffective
Procrastinating Addiction
Absence isScheduling
that of getting distracted. So, it is
to
of Goals obvious that when you fail to manage
‘Busyness’
such distractions they can prove to be
a major pitfall in time management.
So, in order to be in control of your
Getting time Avoiding
and manage it well, it is vital that
Distracted Not Breakslearn to Multitasking
you should minimize
Prioritizing distractions and manage interruptions
effectively.
Not
Overburdening
Keeping a Procrastinating:
Yourself
To-Do List
One of the most serious pitfalls of
Procrastinating Ineffective
time management is ‘procrastination’
Addiction
Absence Scheduling
or the habit of ‘procrastinating’. to
When
of Goals a person tends to procrastinate, he
‘Busyness’
tends to postpone tasks. Postponing
the tasks ultimately leads to the piling
Getting up of several tasks together. This can
Avoiding
Distracted Not lead to stress and a failure to complete
Breaks Multitasking
Prioritizing any or all of the tasks.
Addiction to ‘Busyness’:
Not
Overburdening
You should not Keeping a
make a habit of getting
Yourself
To-DoofList
addicted to a sense ‘Busyness’. It
has been found that some people tend Ineffective
Procrastinating Addiction
to get a kick out of feeling thatAbsence
they Scheduling to
are forever busy. You should bear in
of Goals ‘Busyness’
mind that always being busy and an
"addiction to busyness" does not
necessarily improve your efficiency or
Getting Also, it does not show
effectiveness. Avoiding
you're effective. OnNot
thatDistracted the other Breaks Multitasking
hand, such an addictionPrioritizing
can lead to
stress and a nervous breakdown.
Not
Overburdening
Keeping a
Multitasking: Yourself
To-Do List
Most people believe that the best way Ineffective
Procrastinating Addiction
for effective time management is
Absence Scheduling to
‘multitasking’. However, it hasofbeen
Goals ‘Busyness’
found that you would take 20-40
percent more time to finish a list of
jobs when you multitask, instead of
whenGetting
you complete the same list of Avoiding
tasksDistracted Not the other.
sequentially one after Breaks Multitasking
Prioritizing
Not
Ineffective Scheduling: Overburdening
Keeping a
Yourself
A common mistakeTo-DoofList
time
management is ineffective scheduling. Ineffective
Procrastinating Addiction
Scheduling tasks effectively isAbsence
very Scheduling to
important. Also, you should keep in
of Goals ‘Busyness’
mind that you should schedule tasks
as per your biological clock and energy
levels. Therefore, a morning person
shouldGetting
schedule tasks that require Avoiding
Distracted
focus Not than at
in the mornings rather Breaks Multitasking
Prioritizing
later in the day and vice versa.
Click on the
video link to
play it!
http://www.youtube.com/watch?v=X-Q0eP42uv0
Practice
Time Management
Time Management
Step 2: Develop a
Schedule
Summary
To-do Lists
Planners Diary
Time Management
Summary
Quadrant of
Quadrant of Waste
Manage
Strategies to Evaluate
Urgent/Important Matrix
Time Management
Summary
Quick Wins (High Major Projects
Fill Ins (Low Impact,
Impact, Low Effort) (High Impact, High
Low Effort)
Effort)
Strategies to Evaluate
Action-Priority Matrix
Thankless Tasks (Low
Impact. High Effort)
Time Management
Summary
Not Keeping a To-Do
List Time Management
Absence of Goals
Ineffective
Common Time Scheduling
Management Pitfalls
Addiction to
Procrastinating
‘Busyness’
Overburdening Yourself
Glossary
Click each alphabet to learn more.
S
Glossary
Click each alphabet to learn more.
S
Glossary
Click each alphabet to learn more.
S
Glossary
Click each alphabet to learn more.
S
Glossary
Click each alphabet to learn more.
• Procrastinating - Procrastinating B
means to postpone or delay
needlessly
G
• Project - Project is a planned
undertaking
S
Glossary
Click each alphabet to learn more.
• Strategy - Strategy is an G
elaborate and systematic plan of
action
M