Time management

Presented by:
Saurabh Pansari
Article Assistant
Kalani & Company

IntroductionIntroduction
 Act or process of planning.Act or process of planning.
 Exercising conscious control over amount of timeExercising conscious control over amount of time
spent on specific activitiesspent on specific activities
 Increases efficiency, effectiveness or productivityIncreases efficiency, effectiveness or productivity
 Helps in achieving highest walks of life.Helps in achieving highest walks of life.

““Compass, Not the Clock”Compass, Not the Clock”
 Given ByGiven By Dr. Stephen CoveyDr. Stephen Covey
 Focuses onFocuses on life’s direction v/s getting worriedlife’s direction v/s getting worried
about the clockabout the clock or specific minutes each activityor specific minutes each activity
is taking.is taking.

Evolution of Time ManagementEvolution of Time Management
 First Generation:First Generation:- Focus on Reminder- Focus on Reminder
 Second Generation:Second Generation:- Calendars and Appointment- Calendars and Appointment
booksbooks
 Third GenerationThird Generation:- Personal Organizers, Computers:- Personal Organizers, Computers
and PDA based Systemsand PDA based Systems
 Fourth GenerationFourth Generation:- Using any of the above tools.:- Using any of the above tools.

The 80:20 RuleThe 80:20 Rule
 Popularly known asPopularly known as “Pareto“Pareto
Principle”Principle”
 Concentrate on Results, notConcentrate on Results, not
on Being Busy.on Being Busy.
 20% of efforts produce 80%20% of efforts produce 80%
of the results.of the results.
 It ensures time and energyIt ensures time and energy
to be focused on highto be focused on high
payoff skills.payoff skills.

Difference Between Urgent andDifference Between Urgent and
ImportantImportant
 Important Activities leads toImportant Activities leads to achievement of yourachievement of your
goals.goals.
 Urgent activities demandUrgent activities demand immediate actionimmediate action and areand are
associated with the achievement of someone else’sassociated with the achievement of someone else’s
goals.goals.

Time Management MatrixTime Management Matrix
 Being Effective and Efficient.Being Effective and Efficient.
 Managing Time Effectively to achieve the thingsManaging Time Effectively to achieve the things
you want to achieve.you want to achieve.
 Spending your time on important things and notSpending your time on important things and not
just urgent.just urgent.

Time Management ProcessTime Management Process
 Activity LogsActivity Logs
 Goal SettingGoal Setting
 PrioritisationPrioritisation
 Specific SchedulingSpecific Scheduling

Activity LogActivity Log
Day
Serial No. Activity Time Taken Value (High,
Medium, Low)
 Helps you to understand how you spend your time.
 Eliminates time wasters.
 Follow this periodically through out the day.
 Note how you feel, whether alert, flat, energetic etc.

ABC AnalysisABC Analysis
 AA:- Tasks that are urgent and important.:- Tasks that are urgent and important.
 B:-B:- Tasks that are important but not urgent.Tasks that are important but not urgent.
 C:-C:- Tasks that are neither urgent nor important.Tasks that are neither urgent nor important.

Time Management TipsTime Management Tips
 Learn to Say ‘Learn to Say ‘NO’NO’
 Organise your workOrganise your work
spacespace
 Work through othersWork through others
 Keep a LogKeep a Log
 Manage DistractionsManage Distractions
 Stop ProcrastinationStop Procrastination
 Use Waiting TimeUse Waiting Time

Time WastersTime Wasters
 Telephonic InterruptionTelephonic Interruption
 Inefficient DelegationInefficient Delegation
 Extended Lunch/ BreaksExtended Lunch/ Breaks
 Cluttered WorkspaceCluttered Workspace
 Poorly run meetingPoorly run meeting
 Socialising on the jobSocialising on the job

Meeting ManagementMeeting Management
The meeting has to have:The meeting has to have:
PP –– PurposePurpose
o Define a purpose of meeting in one or twoDefine a purpose of meeting in one or two
sentences at the mostsentences at the most
AA – Agenda– Agenda
o List the items you are going to review/ discuss/List the items you are going to review/ discuss/
inspectinspect
TT – Time Frame– Time Frame
o Set duration for each item in the agendaSet duration for each item in the agenda

Further ReadingFurther Reading
 Put First Things FirstPut First Things First
 The Seven habits of highly effective peopleThe Seven habits of highly effective people
 The 80-20 PrincipleThe 80-20 Principle
 Where Do Time Fly?Where Do Time Fly?

Time management

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