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Time Management
and Management

Introduction

Time Management
Time managementis the ability to plan
and control how you spend the hours in
your day to effectively accomplish your
goals. Poortime managementcan be
related to procrastination, as well as
problems with self-control.

Desirable(benefit)
consequences

Greater productivity and efficiency.

A better professional reputation.

Less stress.

Increased opportunities for advancement.

Greater opportunities to achieve important life and

career goals.

Undesirable
consequences

Missed deadlines.

Inefficient work flow.

Poor work quality.

A poor professional reputation and a stalled career.

Higher stress levels.

Time Management
Aspects
Time management has five main
aspects:

Planning & Goal Setting

Managing Yourself
Dealing with Other People
Your Time
Getting Results

Essential Habits

Essential habits for good time management

are:

Know where the hours are going

Keep focused on the end result
Work to defined priorities
Schedule time for important issues
Delegate routine tasks and responsibility for them
Confront your own indecision and delay
Take the stress out of work
Keep applying the essential habits!

Time Management
Principles

Time Management
Principles
Time
TimeManagement
ManagementPrinciples
Principles
Spent
SpentTime
TimeMatrix
Matrix

Time-Based
Time-Based
Management
Management

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Time Management

Covey identified 4 waves in time

management
1 Notes and Checklists
Recognition of the demands on energy & time

2 Calendars and appointment books

Scheduling with some focus on the future

3 Prioritization
Comparison of the relative worth of activities

4 Self management
Realization that time cannot be managed - it is
ourselves that we have to manage!

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Spent Time Matrix

Urgent
Q1

Important

Not
Important

Q3

Crises
Deadlines

Interruptions
Some Meetings
Popular Activities

Not Urgent
Q2

Q4

Prevention
Relationship Building
Planning
Recreation
Pleasant Activities
Busy Work
Time Wasters
Trivia

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Quadrant 1
Being in Quadrant 1 brings
Stress
Burnout
Crises management
Firefighting
Focus on the immediate

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Quadrant 2
Being in Quadrant 2 brings:
Vision
Perspective
Balance
Discipline
Control

The Seven Habits of Highly Effective People: Covey,1989

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Quadrant 3
Being in Quadrant 3 brings
Short term focus
Crises management
Low value on goals
Feeling of victimization / lack of control
Shallow relationships

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Quadrants 3 & 4

Cycling between Quadrants 3 & 4 brings:

Total irresponsibility

High dependency on others for basics

Short career path in the organization

Time-Based
Management

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Fundamentals:
Focus is on time and resources
Pre-analysis of performance
Analysis of goals and objectives
Systemization of processes

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Focus on Time &

Resources
For effective management of
time there needs to be a reasonable
attempt made to look at the time and resources required to complete a
task:

Quality

Resources

Time

The quality of the outcome is directly influenced by the resources and

time constraints involved

Pre-Analysis Of
Performance
The ability to learn from past experience allows

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time management to improve performance

The discipline of reviewing past performance

allows the organization to:
Debug projects before initiation and subsequent
waste of resources
Define critical points in processes which need to have
particular attention paid to them
Improve the overall utilization of resources by
capturing and implementing best practice

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Analysis of Goals & Objectives

By setting goals that relate to business

performance and conform to SMART criteria
the organization will improve productivity:
S -- specific and well defined objectives
M -- measurable outputs and inputs
A -- achievable in terms of resources available
and expectations
R -- relevant to the overall business strategy
T -- time bound with an operational schedule

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Systemization of
Processes
The ability
to design and implement
processes that allow consistency of
Input
Output
Training and skill transfer

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Productive Work

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Productive Work
Busy
BusyVs
VsProductive
Productive
Indecision
Indecision &&Delay
Delay
Overwork
Overwork
Urgency
UrgencyVVImportance
Importance
Prioritization
Prioritization

Busy Work

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Just because you are busy does not mean that you
are productive

Differentiate between

Effectiveness -- doing the right things

Efficiency -- doing the right things correctly

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Busy v Productive Work

Problem No 1: Procrastination
Putting off doing the things that you
should be doing at this point!
Solution
List all tasks that you are currently putting off
Remove two from the list by doing them now!
Plan and set a schedule for dealing with the rest
Reward when tasks are completed
Punish when tasks are not completed on schedule

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Busy v Productive Work

Problem No 2: Paralyzing perfectionism

This is a failure to recognize the difference between

excellence and perfection

Excellence
Achievable
Healthy
Satisfying
Realistic

Perfection
Unattainable
Frustrating
Unrealistic

Busy v Productive Work

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Problem No 3: Setting unchallenging objectives

Objectives need to be set that challenge you in a
realistic manner and take heed of resource availability
Otherwise you are busy without any possibility of
success

Use SMARTS criteria where the objectives are:

Specific
Measurable
Attainable
Realistic
Time-bound
Supported by the organization

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Overwork
Overwork can have effects that may be
classified as
Psychological
Physiological

People are overloaded for two main reasons

The person or team does too much
The person or team have too much to do

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Urgency V Importance

Differentiating between
Urgent tasks
assume importance as they demand immediate
attention

Important tasks
May become urgent if left undone
Usually have a long term effect

To judge importance v urgency, gauge tasks

in terms of
Impact of doing them
Effect of not doing them

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Prioritization Grid

Importance
Priority 2

Priority 1

Priority 4

Priority 3
Urgency

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Prioritization
The main aim of prioritization is to avoid a
crisis
To do this then you must

Schedule your Priorities

as opposed to
Prioritizing your Schedule

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Planning

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Planning
What
Whatis
isaaPlan?
Plan?
Information
Information&&Planning
Planning
Time
TimeManagement
Management Systems
Systems
Goals
Goals&&Time
TimeSpans
Spans
Cascading
Cascading

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Planning in Time
Management

Rule No 1
Failing to Plan
is Planning to Fail

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What is a Plan?

A plan is a road map set

in real time to reach
an objective or set of
objectives through the
use of defined
resources

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Information & Planning

Essential information:
You need to know what you have to plan
Once this is established
Break the task into manageable chunks
Gauge the time required for each chunk
Schedule each chunk into a logical sequence

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Time Management
Systems
There are certain key criteria that
need to be applied to a time
management system:
Functional
Portable
Intelligible

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Time Management
Systems
Key components

Appointments
Dated deadlines
Tasks - to do and work in progress
Ideas and notes
Key task identification
Personal information
Financial planning records
Crises log
Project log
Contact list

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Goals & Time-spans

A time management system is ineffective if
defined goals are not available to work towards
Strategic Goals - long term goals, perhaps out to five
years
Tactical Goals - medium term goals, from 3 - 12
months ahead
Operational Goals - short term goals defining the
exact action to be taken The schedule may cover
hours or days

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Checklist for Goals

Checklist for Goals
Are they realistic and challenging?
Have they been agreed with the manager and
linked to the performance appraisal system?
Do you know what it will look like when you
have achieved the goal (visualization)?
Are the goals important to you?
Is there a time bound aspect to the goals?
Are the goals SMART?
What will the reward be once the goals have
been achieved?

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Cascading

Planning levels should cascade as follows:

Yearly overview plan
Monthly Plan
Weekly Plan
Daily Plan
Note that in the cascade, the time span decreases
whereas the level of complexity increases

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Tips & Techniques

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Tips & Techniques

Time
TimeLogs
Logs

Quality
QualityTime
Time
Managing
ManagingWorkspace
Workspace
Managing
Managing your
your Phone
Phone

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Time-logs

A time-log is an effective way to see where

your time actually goes to during the working
day Record the information for about 2 weeks
to get a representative picture of time spent
By logging activities and the time taken to
complete them, the time-log provides useful
information that can identify
Accuracy of estimating time for tasks
Time stealing activities
Level of interruption
Loading during the day
Crises points / tasks

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Quality Time
Quality time is where you can plan to do
the most important high priority tasks
It allows for deep concentration through
eliminating interruptions
It imposes a structure on work
It allows you to move away from reactive
work to proactive work

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Managing Your Workspace

How our workspace is organized has an impact
on how efficient we are - try the following to
improve efficiency
De-clutter your desk by clearing it at the end of each
working day
File documents once they have been used
Purge files regularly
Organize a work flow system in your space

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Managing Your Phone

The telephone can be responsible for eating vast

quantities of time - control the phone by using:
Batch your outward calls
Delegate calls that you dont have to make personally to
one of your team
Terminate calls once the business has been done
Set up a rota in your team for handling incoming calls

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Recomendation

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Have a great planning system and use it

Take on realistic goals an schedule accurately
Do not over-commit
Set and agree priorities to distinguish between urgent and
important tasks
Control your documents, workspace and phone

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Define and use periods of quality time in your

schedule
Learn to say No in a professional manner
Build in time for personal development

TIME IS MONEY

You can make money; you cant make

time.
An inch of gold cannot buy an inch of
time.

To utilise the available time in

optimum manner to achieve
ones personal and professional
goals.

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