GROUP NO.

02

Asad ur Rahman
Asmida
Arslan Mehmood
Ayesha Nisar
Ch. Abdullah

OBJECTIVES:
TIMELEARNING
MANAGEMENT

Executive Summary
Definition of Time Management
History of Time management
Understanding Time Management
Misconception about time
Why is time management so Important?
Symptoms of poor time management
Where does all the time go?
Time killers
Time management Matrix
Time Savers
Effective time management Training
Time management for Students
Time management for Parents
Conclusion

MBA- I (A), Morning

Submitted to:
Madam Shumaila

 EXECUTIVE SUMMARY:
Everyone knows that to be effective it is necessary to complete tasks on time and to be efficient
those tasks should be accomplished in order of priority. If its so easy the question remains; why do
so many people run out of time?
Because of the value placed on all resources we are forced to get more done, with fewer people, in
less time. While time is limitless we only ever have access to sixty minutes in an hour, twenty-four
hours in a day and seven days in a week etc. Therefore, like a precious consignment we have to use
time to its best advantage, which means that we have to develop new strategies for the way we use
time and alter the way in which we perceive it.
This project on Time Management will enable us to realize the importance of time and to determine
how it should be invested to achieve the results they desire.
The ability to prioritize, determine dependencies and overcome procrastination gains value when the
investment of time as a precious resource is understood.
DEFINITON OF TIME MANAGEMENT:

Time Management refers to managing time

effectively so that the right time
Is allocated to the right activity

HISTORY OF TIME MANAGEMENT:

The idea of time management has been in existence for more than 100 years. Unfortunately, the term
"time management" creates a false impression of what a person is able to do. Time can neither be
managed, nor controlled. We can only manage ourselves and our use of time.
History of time management dates back to the 6th century AD with the St. Benedictine Monks who
"emphasized and encouraged scheduled activities at all times." The concept of time efficiency was
introduced by Scottish Economist Adam Smith who developed an assembly line system for factory
workers. Benjamin Franklin is considered by many to be the father of modern time management. He
mostly emphasized on the effective use of time. Franklin carried around a "little black book"

wherever he went, and within it, he wrote about his thirteen virtues. Each night he would reflect
upon the day's activities to judge whether he had lived up to these core values.
These values were as follows:

Temperance
Silence
Order
Resolution
Frugality
Industry
Sincerity
Justice
Moderation
Cleanliness
Tranquility
Chastity
Humility

UNDERSTANDING TIME MANAGEMENT:

We all have time to either spend or waste and it is our decision what to do with it. But once
passed, it is gone forever.
- Bruce Lee (Zen in the Martial Arts by Joe Hyams)

Every individual on earth has the same amount of time - 60 seconds in a minute; 60 minutes in an
hour; 1,440 minutes in a day; and 525,600 minutes in a year. While a vast majority of people
confesses faltering to come to grips with it, extremely few can claim to have made the most of it.
How is it that they have got it all done? Its because they have managed a way to figure out how to
manage their time effectively.
Time Management is more than just managing time. It is about controlling the use of the most
valuable - and undervalued - resource. It is managing oneself in relation to time. It is setting
priorities and taking charge of the situation and time utilization. It means changing those habits or

activities that cause waste of time. It is being willing to adopt habits and methods to make maximum
use of time.
With good time management skills one is in control of ones time, stress and energy levels. One can
maintain balance between ones work and personal life. One finds enough flexibility to respond to
surprises or new opportunities. It is not how much time one has, but rather the way one uses it. The
bottom line is how well one manages time.
Internationally known authority on time management Dr. Alec Mackenzie in his book The Time
Trap argues that the very idea of time management is a misnomer because one really cannot
manage time in the way other resources can be managed: financial capital, physical capital, human
capital, information and time. While each of the first four can be augmented, reduced, transferred or
otherwise controlled, Time cannot be manipulated.
Dr. Mackenzie contends that when it comes to time, one can only manage oneself in relation to it.
One cannot control time as one can control other resources one can only control how one uses it. In
the world in which we live, time cannot be replaced or re-created. It is therefore not for us to choose
whether we spend or save time but to choose only how we spend it.
MISCONCEPTIONS ABOUT TIME:
There are several misconceptions which we all have about time. They affect everyone including
those persons who may be considered quite successful and effective. Here are some of the
misconceptions identified by Dr. Mackenzie:

Time management is simple - all it requires is common sense: While it is true that the
concept is simple, the self-discipline required to practice effective time management is not

easy.
Work is best performed under pressure: Psychological studies show this to be no more
than an excuse for procrastination. One does not work well under pressure - only does the
best one can under the circumstances. Pressure and challenge must not be confused. Laras
performance when the West Indies Team is in
trouble has more to do with application and

determination rather than pressure.

I use a diary, a to-do list and have a secretary to
keep me organized: One has to keep oneself
organized - no one can do it for others. The

trouble with the disorganized person is that he hardly has time to listen to his secretary or

look at his diary.

I do not have the time: The effective worker or manager often gets more work done in the
earlier hours of the morning than most laggards get done in the whole day. He then no longer
has to work against tight deadlines and under stress which contributes to heart problems and

not unusually the ultimate reduction of time on this earth.

Time management might be good for some kinds of work but my job is creative: Time
management is not about routine: it is about self-discipline. Lack of discipline prevents one

from being great instead of simply good.

Time management takes away the fun and freedom of spontaneity: Is working under
stress, forgetting appointments, making constant excuses and apologies to be fun? Would it
not be much more fun if by better organization one had one or two more hours every day to
spend with the family, to play games, read a good book, plan for tomorrow and the day and
week after or just relax?

WHY IS TIME MANAGEMENT SO IMPORTANT?

Time management is a common problem faced by most of us. Oftentimes, when you are swarmed
with multiple tasks at once, it becomes extremely difficult to identify which ones you must complete
first. Too often, people eat up what is supposed to be their free time to be able to accomplish all
pending tasks in time. It takes a considerate amount of skill in order to manage your time properly.
If you are one of these people, you are usually able to control your time efficiently that you can even
finish tasks ahead of time. Lets try to analyze the importance of Time Management in different
fields.
Time Management in School/College: Due to more freedom merited to college students, it can
become quite challenging for new (freshman) students to cope with time management. The liberty to
choose your own schedule readily creates a false notion that they can do whatever they want. On the
other hand, it reflects one's priorities and how you are able to properly appropriate them into your
schedule. With lack of proper time management, a student will have trouble coping up with
deadlines set by professors. Most students would tend to slack off during vacant hours that they end
up accomplishing nothing. If a student has prepared his or her own list of work for the day, he or she
will be able to properly allocate the time spent for extracurricular activities and assignments.
Time Management at Work: When it comes to your job, proper usage of your time is more
particular. This is because you are paid for the hours of service you render to the firm. Hence,

companies will try to ensure that each hour you spend at the office is utilized effectively for work.
Despite of this, employees still seek out ways to have a break. If time is not properly managed,
employees could easily eat up more time for their breaks than what is actually spent on actual
work. Hence, the company ends up requiring the employee to do overtime work just to finish a
project. If the overtime rendered is reflected on your paycheck, then good for you. But if not, then
you reap the unpleasant effects of poor time management.
SYMPTOMS OF POOR TIME MANAGEMENT:
Poor time management shows up by way of one or a combination of typical perceptible symptoms.
Managers would do well to look for and reflect on whether they are subject to any of those
symptoms with a view to take necessary corrective actions.
The following are some of the indicators of poor time management:

Constant rushing (e.g. between meetings or tasks)

Frequent delays (e.g. in attending meetings, meeting deadlines)

Low productivity, energy and motivation (e.g. I cant seem to get worked up about anything)

Frustration (e.g. Oh, things just dont move ahead)

Impatience (e.g. where the hell is that information Ive asked him for?)

Chronic vacillation between alternatives (e.g. whichever option I choose it is going to put me
at a big disadvantage. I dont know which way to jump)

Difficulty setting and achieving goals (e.g. Im not sure what is expected of me)

WHERE DOES ALL THE TIME GO?

It is quite surprising when you sit and think about where all the time in one day goes. Twenty four
hours is really a lot of time. But on most days it scarcely seems enough. But this is because of certain
misconceptions about time. Let us proceed to carefully examine where all that time goes and find out
if twenty four hours really is. For that I have listed out certain points which will help you to get a
realistic view about how much time you really have in a day.
Point 1

We do not really get twenty four hours in a day. Maybe its because we always talk about the twenty
four hours in a day, we get the feeling that we really do have twenty four hours to finish our daily
business and the fact is that we do not. Assuming that you hit the sack at least by twelve in the night
and taking for granted the fact that you need at least seven hours of sleep; let me fix your waking
time at seven in the morning.
That means that you have already lost seven hours, which we can deduct from twenty four, giving us
only seventeen waking hours. Waking hours does not mean the hours you take to wakeup but the
hours that you are awake. So let us get that straight, we have only 17 hours in a day. Now if you
think that all those seventeen hours can be used for productive work, you are wrong again. For this
come to the next point.
Point 2
The seventeen waking hours cannot be used completely for productive work. There are many things
that a human being should do in order to continue to live like a human being and some of these
things do take up a lot of time. Now the following list that I have drawn up is sure to vary from
person to person. But I have taken the times for each action on what I felt to e reasonable times as far
as any normal human being is concerned.

Taking a shower.

Most of us take a shower at least once in a day and the time I think we can put down for that is ten
minutes. For those of you cleaner ones who shower twice a day put that as twenty minutes.

Answering the call of nature

Oh yes, we are all very cultured people who have the best of manners and upbringing. We dress
ourselves properly and conduct ourselves with the utmost poise. But there are several times in a day
when we have to go back to nature and summing up all those things we do in the bath room I think a
good half hour should be enough.

Getting ready and tidying ourselves

When we move about in society definitely we have to look our best and adding up all the minutes
that we spend in front of that mirror, we get another ten minutes. For some people of course, this
figure comes up to half an hour. But I think ten minutes is good enough.

Eating

We need to eat to live and though I accept the fact that people have different eating habits and times,
I think that and Im sure doctors will agree with me that a person needs three meals a day and should
take at least ten minutes to ingest a meal and not just gobble it down. So that makes it 30 minutes for
food.

Time to relax

Please do not raise an argument now. I promise to deal with this bit later on. But right now I would
like to put down one hour as the time to relax, and this includes the time that you get to yourself for
prayer or meditation or just to stare out of your window or perhaps the few extra minutes that you
spend in your bed after waking up, waiting for the last traces of sleep to go away.

Time with family and friends

Please we are human beings, arent we? And we certainly cannot get along with our business of life
without chatting a few minutes every now and then with our friends and the family too. So with your
permission, I would like to deduct another hour from your waking time.
So, now what do we have left?
We started off with 17 hours of waking time. And we proceed to add up all the time that we
accounted for in the above mentioned points; let us see how much time we have left for productive
work provided we still want to exist as human beings.
The activities mentioned above would take when put together a good three hours and twenty
minutes. That is 3 hours and 20 minutes. I put it down in both numerals and words so that you can
get a real taste of the figure. Now if we proceed to subtract this figure from our 17 hours of waking
time, what do we get? We are left with just thirteen hours forty minutes. In figures that is 13 hours
40 minutes. And that is a fact. That is all that we get. So from now on dont you think that it would
be more realistic to say that we have just thirteen hours and forty minutes to accomplish a days
work and not twenty-four hours. For if we continue to believe that we have twenty four hours, and
then we are in effect deceiving ourselves. But wait there is more to this story than meets the eye.
These crucial hours that we have painstakingly added up are not really put to constructive use. There
are certain things called time waster which you have to look out for and that is what we are going to
deal within our next topics.

 Time Killers:
Till now, we have been harping about how valuable time is and how time lost is time lost forever and
so on. But now we come to a strange concept and that is Time Killers. The very word sound like
sacrilege doesnt it? How can one talk about killing such a valuable resource. But thats the way the
story goes. There are a lots of time killers in this world and what you have to do is that you have to
identify these time killers, look out for them and stay wary of tem. Only then can you put your
available time to the maximum possible use.
The time killers that I have listed below are more or less general. They are things that most of us
encounter. But apart from these, each one of us may have unique time killers that are particular to
our style of living and way of work. Be smart and identify these killers. When I talk about killers, do
not get the impression of masked men lurking in shadows brandishing guns and knives. The killers
that I am referring to are quite ordinary everyday things that we see and use in our lives but often do
not realize how much of our time they take away.

Seven terrible Time Killers

Telephone calls
Chatter boxes
Traffic jams
Finding parking spaces
Meetings
Bad machinery
Long queues

TIME MANAGEMENT MATRIX

II The Visionary
I The Procrastinator

Important

Exam tomorrow
Friend gets injured
III The
LateYes-man
for work/class
Unimportant
phone
calls
Project due
today
Interruptions
Other peoples small problems
Peer pressure

Planning, goal setting

Paper due in a week
Exercise
Relationships/relaxation

IV The Slacker
Too much TV
Endless phone calls
Excessive computer games
Mall marathons
Other time wasters

Urgent

Not Urgent

Not Important

Important and Urgent:

Quadrant 1 represents things which are both urgent and important labeled firefighting. The
activities need to be dealt with immediately, and they are important.

These tasks are the ones that must be done right away, or consequences may result. An example
would be bills that are due today. If you dont pay your bills on time, you would incur additional
charges or they might cut off their services to you. Activities belonging to this category need to be
acted upon without delay. You should give them the highest priority.
Important but Not Urgent:
Quadrant 2 represents things which are important, but not urgent - labeled Quality Time. Although
the activities here are important, and contribute to achieving the goals and priorities - they do not
have to be done right now. As a result, they can be scheduled when they can be given quality thought
to them.
A good example would be the preparation of an important talk, or mentoring a key individual. Prayer
time, family time and personal relaxation/recreation are also part of Quadrant 2.
Urgent but Not Important:
Quadrant 3 represents distractions. They must be dealt with right now, but frankly, are not important.
For example, when a person answers an unwanted phone call, - he/she has had to interrupt whatever
he/she is doing to answer it.
Not Important and Not Urgent:
Quadrant 4 represents Time Wasting. You might think activities in this section are not worth peoples
time, so they wont engage in these activities much. You would be surprised to know that people
spend most of their time doing things that are both unimportant and non-urgent, such as watching
TV and movies, playing video games, senseless chatting for hours on the phone, shopping for new
clothes, etc.
Of course, it is essential for people to relax and unwind once in a while.
All work and no play makes Jack a dull boy, as they say. But you should be strict in limiting your
time for these activities; that is, if you really want to accomplish a lot in your life.
Treat activities belonging to this section with the lowest priority. If you really want to succeed,
strictly limit your time in doing these activities or dont do them at all. Focus on those that will bring
you fruitful results.
Numbered Priority Tactic:

Heres one of the most powerful techniques that you can use to manage your time efficiently the
Numbered Priority Tactic.
Buy a very small notebook that you can put in your pocket. You should be able to bring it anywhere
you go. At the front page of the notebook, put the title: Important and Urgent. At the back page,
put the title: Important but Not Urgent.
If an idea or event you encounter is Urgent but Not Important, then forget it. You want to utilize
your time well, wont you? If you think its significant in some way, then you may put it under
Important and Urgent. Ignore Not Important and Not Urgent tasks.
Every time something comes up during your daily work or on your mind, put it in the appropriate
page of your little notebook. So lets say your boss told you to submit a report due tomorrow. Write
it down on your notebook under Important and Urgent. Then your friend told you that theres a big
2-day sale at the downtown furniture store. You may put it under Important and Urgent if you
simply must have that furniture youre drooling for months. But if you think your house would do
fine without it, then dont write it anymore. As youre walking down the street you suddenly thought
of a great new idea for your part-time business. You may put it under Important but Not Urgent.
As the day goes on, write down each and every idea, thought, or event that comes to your mind. As
the list increases in each category, examine each of them carefully and start numbering each item in
the order of priority - with 1 being the highest priority. Start working on Number 1, and never go to
Number 2 until youre done with Number 1 for each category. If distractions come about, you may
take care of them first but always come back to your numbered list when youre done.
Because priorities may change, you may switch or change the numbers of the items in the list. You
may also transfer one item from Important and Urgent to Important but Not Urgent, and viceversa. When you do any changes, make sure your notebook stays clean. Transfer your writings to a
new page when you see that its getting untidy. Start off with a new page every day.
This method can enable you to achieve more in one week than what most people can accomplish in a
month. The important thing you must do is to buy that little notebook and to start doing this super
tactic right now! Time is running fast.
Time Savers:
Everything in this world has something to balance its existence. If there is white, there is black; if
there is darkness there is light, if there are time wasters, there are time savers. So now let us focus

our attention towards those time savers because they are our best friends when we talk about Time
Management. These are hereby few general examples of time savers. They are by no means the only
time savers in the world.
The Top Ten Time Savers

Telephones
Computers
Elevators
Fax Machines
The Internet
Coffee Machines
Bulletin or Notice Boards
Photo Copiers
Efficient Filing Systems
Good Secretaries and Junior Staff

EFFECTIVE TIME MANAGEMENT TRAINING:

Most losses incurred by companies are due to a lack of sound time management program. Then, it
leads to high levels of stress in the work force because employees are pressured and forced to extend
working hours just to meet the company's quota. Indeed, there is a need to chase deadlines and
attend double meetings. However, there is a way to remedy all that. There is no overnight solution to
this type of problem. What you need is a slow and steady approach until you have perfected your
scheduling needs until you are able to work free of any time-related stress. Why time management is
a very important aspect of any business. In fact, most time management procedures even entail stress
management as these two usually goes hand in hand. You might notice that levels of stress drop
when you do not have to deal with several meetings and deadlines. It also means that you will be
able to live out your life outside of the business sphere. Hence, it creates a more positive and holistic
outlook. Stress is crucial because it can tend to make things more complicated. Productivity levels of
employees are affected by their
time management planning and
workload. Hence, if you are able
to manage your time properly,
you can allow your employees to
tend to stress relief activities.
Aside

from

increasing

their

potential, it allows for a tighter

bond amongst fellow employees
and superiors. That is how it can impact team building factor.
What do you get out of training? Any successful time management training program begins with
setting up a workable timetable that you and your employees can work with. It comes in a very
comprehensive package that allows both manager and employee to meet halfway. Any company that
undergoes training will have the capacity to teach employees how to manage time. This means that
unnecessary distractions can be avoided. These efforts extend far beyond ensuring a thriving
business but also consider one of the most important aspects in any venture, and that is your health.
This kind of training focuses on increasing the amount of control and focus the company has over its
goals and methods. This means that when you allow improvements to go into the necessary sectors
of your business, you are able to increase your efficiency. Therefore, this kind of training strengthens
the employees' ability to assess the situation and pick out assignments that can help them increase
productivity levels.
TIME MANAGEMENT FOR STUDENTS:

In today's world, we face a lot of distractions every day. The case is especially tough for a typical
student who is struggling to create a balance between school and other societal factors that
contribute to becoming a holistic individual. Therefore, today's young generation is slowly losing
their sense of time management. The dilemma lies in sifting through all these factors and setting
their priorities. Without proper time management, a student could indeed fall behind and live an
imbalanced life.

1.) Balance Between Work, Study And Life Contrary to popular belief, time management works
simply. However, the hard part is being able to practice it and implant it within your subconscious to
make it seem natural. For a student, he or she must be able to classify time allotted for classes,
working, studying, and partying. If you do not have a clear sense of what to do with your time, it is

easy to go along with the flow and that is where poor time management all begins. A student must be
able to differentiate the various aspects of your student life, so there is always a separate time for
everything. For instance, you have an upcoming quiz or exam, you must learn to cut down or
eliminate partying from your schedule to allot more time for study. Indeed, for this method to be a
success one must need only common sense.
2.) Time Portioning Students might initially find doing school assignments and work projects
boring and stressful. However, you can opt to divide the larger tasks into small, more manageable,
tasks. That way, you won't find yourself eating up several hours of your time just trying to complete
one task.

3.) Reward for Managing your Time When you manage your time as a student, you can get some
more free time to spare as rewards so you have more time to go to parties or just have a bit of fun.
Remember that all work and no play would make a student very dull.
TIME MANAGEMENT PRINCIPLES FOR STUDENTS:
As a student, there are some basic principles of time management that you can apply. These are as
follows:
1. Identify "Best Time" for Studying
Everyone has high and low periods of attention and concentration. Are you a "morning person" or a
"night person?" Use your power times to study while the down times for routines such as laundry
etc.
2. Study Difficult Subjects First
When you are fresh, you can process information more quickly and save time as a result.
3. Use Distributed Learning and Practice
Study in shorter time blocks with short breaks between. This keeps you from getting fatigued and
"wasting time." This type of studying is efficient because while you are taking a break, the brain is
still processing the information.
4. Make Sure the Surroundings are Conducive to Studying
This will allow you to reduce distractions which can "waste time." If there are times in the hostel
halls or your apartment when you know there will be noise and commotion, use that time for
mindless tasks.
5. Make Room for Entertainment and Relaxation
College is more than studying. You need to have a social life. Yet, you also need to have a balance in
your life.
6. Make Sure you have Time to Sleep and Eat Properly
Sleep is often an activity (or lack of activity) that students use as time management "bank." When
you need a few extra hours for studying or socializing, you withdraw a few hours of sleep. Doing
this makes the time you spend studying less effective because you will need a couple hours of clock
time to get an hour of productive time. This is not a good way to manage you in relation to time.
7. Figure out where Time is hidden
These instances may include the following:
o Sitting in a waiting room

o Waiting to pick someone up

o Riding in the bus
o Stuck in traffic in the car/on your commute (listen to tapes you have made, foreign
language tapes, lectures, etc.)
o Waiting in line
o Doing laundry
o Between classes
o Take advantage of quick breaks and hidden time in the following manner:
o Re-read directions/questions for your next paper or assignment
o Survey the next reading assignment
o Read one section of a reading assignment

TIME MANAGEMENT FOR PARENTS:

For new parents, they face a common dilemma of making that much needed transition. If you do
have work, you also need to juggle that along with your priorities in the family. You can probably
easily manage the time at the office but the real challenge lies in organizing your household such as
sending or picking the kids up at school, preparing dinner, or cleaning up the house. If not managed
well, these tasks can prove stressful. When you have kids for the first time, it is only natural to suffer
from jitters especially with a new setup. However, the solution to this is simple. You just have to
cope with your situation since it is only through
experience that you'd be able to find a better approach
to family life. But here are proven and trusted solutions
that any parent might find useful.

Setting Priorities
Learning how to properly set priorities is among the
most important skill that every parent, whether new or
not, must practice especially for the working ones. The
key here is to recognize the difference in schedule as
compared to when you were on your own now that you have your kids as your main obligation.
Then, you can make the appropriate changes. You must be able to determine which your top priority
is: is it your kids or your work? You have to remember that your decisions have trade-offs, therefore
you would have to identify which of them has the least tradeoff.

An additional tip that you can employ, you can also try setting up a to-do list for your set of
activities within a day. That way, you can easily update what priorities you need to focus one.
Delegating other Duties
When it comes to work at home, it is usually the wives' responsibility to handle them. However,
wives must not carry the sole burden of looking after the entire house. Instead, you can delegate
other duties to your husband so you can have equal share of the workload at home.
If your husband is not acquainted with domestic chores, this is the best time to get him started. You
can divide the chores at home such as washing the dishes, doing the laundry, or cleaning up the
house. If not, then you can have him take care of the kids while you finish up on some chores.
Proper Time for Shopping
When it comes to going out with your family, you need to also plan ahead your itinerary. This will
help you prepare the things you will bring with you ahead and figure out if you have missed
anything. Enough preparation will ensure that you will have all the things you need for this day off
with the family. As for shopping, there are a few simple tips that any mother would find useful.
Shopping at the grocery usually takes a lot of time. Hence, you need to produce a list of the essential
items you need to pick up. Not only will this help make shopping faster, but will also make sure that
you do not forget anything. Or else you would eat up more time since you have to return to get the
items you've missed. For parents, time management usually entails mere common sense. And when
you have properly set your priorities, you are good to go.

CONCLUSION:
Now that we have come towards the end of the project we have realized that how our time gets
wasted because we never thought of managing time in an effective manner. It is said that time and

tide waits for none so our attempts would be to make the best use of time and prevent others from
wasting our time too. This report winds up all our observations on time management in this project.
It summarizes as to what causes us to waste our time and suggests solutions to save time as much as
possible. It also offers tips to make the best use of time. As with all the precious resources, time is a
scarce resource. The wisdom lies in making the most of it.

UNTIL WE CAN MANAGE TIME, WE CAN

MANAGE NOTHING ELSE
-Peter F. Drucker