TIME MANAGEMENT

I shall tell you a great secret, my

friend.
Do not wait for the last
judgment; it takes place everyday.
Albert Camus

SEQUENCE

Introduction
Why time and motion study is
important?
Vilfredo Paretos 80/20 Principle
ABC System
Time Management Matrix
Time Management Tools
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Dont try to manage the clock;

Learn instead to manage yourself

WHY TIME AND MOTION

STUDY IS IMPORTANT?

To see more clearly what part of the

work can be improved.
To train workers to use their time
judiciously.
Time can be best managed when the
leader can see how much of it is spent
productively and how much is actually
wasted.
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WHY TIME AND MOTION STUDY IS

IMPORTANT?
INTERNAL TIME WASTERS: Putting things off to do them tomorrow.
Long tea breaks.
Socialising
Misplaced items.
Poor organisation of ones work and work
place.
Lack of self-discipline.
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WHY TIME AND MOTION STUDY IS

IMPORTANT?
EXTERNAL TIME WASTERS: Meetings
Briefings
Too much mail and lengthy
correspondence.
Visitors
Phone calls.
Pet projects of the senior officer.
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VILFREDO PARETOS 80/20 PRINCIPLE

80% of file usage is in 20% of the files.

80% of telephone calls come from 20% of all
callers.
80% of discussion in a group is carried out
by 20% of those present.
80% of absenteeism results from 20% of the
employees.
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ABC SYSTEM

A = High value activities that must be carried out

without further delay (i.e. 20% that yields 80% of
results)

B = Medium value activities that yield some

benefits; these should get second priority

C = Low value activities that may be deferred for

the time being

CZ = No value activities that may be ignored.

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URGENT ACTIVITIES

IMPORTANT
ACTIVITIES

NOT
IMPORTANT
ACTIVITIES

NOT URGENT ACTIVITIES

Quadrant-I
Crises
Pressing problems
Deadlines
Redress of grievances
Trial of charges
Meetings with
customers

Quadrant-II
Prevention
Updating activities
Relationship building
Recognising new
opportunities
Planning activities
Recreation

Interruptions, some
calls
Some mail, some
reports
Some meetings
Pressing matters
Popular activities

Trivial activities
Busy work
Some mail
Some phone calls
Time wasters
Pleasant activities

Quadrant-III

Quadrant-IV
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QUADRANT-I RESULTS
Quadrant-I:-

Crises
Pressing problems
Deadlines
Redress of grievances
Trial of charges
Meetings with customers

Stress
Burnout
Crisis management
Always putting out fires
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QUADRANT-III RESULTS
Quadrant-III:-

Interruptions, some calls

Some mail, some reports
Some meetings
Pressing matters
Popular activities

Short-term focus.
Crisis management.
Reputation chameleon character.
See goals and plans as worthless.
Feel victimised and out of control in their lives.
Shallow or broken relationships.
Stress
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QUADRANT-III & IV RESULTS

Quadrant-III
Interruptions, some calls
Some mail, some reports
Some meetings
Pressing matters
Popular activities

Quadrant-IV
Trivial activities
Busy work
Some mail
Some phone calls
Time wasters
Pleasant activities

Total irresponsibility
Getting dismissed from jobs
Dependence on others
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QUADRANT-II RESULTS
Quadrant-II:-

Prevention
Planned Change activities
Relationship building
Recognising new opportunities
Planning activities
Recreation

Vision, perspective, mission.

Balance
Discipline
Control
Fewer crises.

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