7/21/2017

A MATTER OF ATTITUDE
Why study Time Management?
(Need Identification)
Time management is about
more than just managing our time;
it is about
ourselves in relation to time.
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Time is a Resource Do People talk about you like this?

• Non retrieve-ability She knows how to
prioritise & work
• Non reserve-ability He is always
punctual She completes
tasks in time
• Limited resource, does not wait, precious
• So what? I have never seen
him wasting time She completes meetings
in stipulated time
– To be used very effectively during office hours

• It is the only resource equally distributed among He follows a strict I wonder how she
routine manages to complete
the people- Uniqueness all work with in time

• Time is money He knows how to She doesn’t waste

others time
manage time very well
• Time is opportunity
No, they do not call me …….yet I am always occupied
• Timeliness is Trust 3 4

Yet, Are you a Busy Fool?

• Are your days filled with action from dawn till dusk So, it is the right time
• Would you say most of the time you are busy
• Are you productive or are you to learn
– doing the things that you like doing, rather than the
things that you should be doing
how to manage time?
– putting your efforts into low value activities rather than
10 Principles in Managing Yourself
those that will give you a higher payoff to your efforts
with respect to the time
– Keeping aside what you should be really doing
• Most of us rarely think about what we are doing and more
importantly, why we are doing it in the first place Give a man a fish and he will eat for a day.
Teach a man to fish and he will eat for a lifetime.
• Start making changes on how to use your time by ensuring
Chinese Proverb
that you focus your attention on those things that matter 5 6

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What is important to you?

• Your Work
First Principle
• Time with your family and friends

Be focused on • Contributing to society by helping others

or
What is important to you in life • Simply enjoying yourself

Cherish your dreams, as they are the children of your Whatever it is, will give you a focus for:
soul, the blueprints of your ultimate achievements. – How you spend your time
Napoleon Hill
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– A reason to start taking control over your day 8

Like to do and Need to do dimensions

of activities
Need to do
• Do you have the urge to pick up every call?
• Do you have the urge to check your email every few Push yourself &
minutes? Prioritise these Perfect!
• Do you spend time on low priority work but gives
you kicks to do it, thus you push it up your priority
list?
Don’t like to do Like to do
• Do you every now and then googling, what’s up,
facebook? Temptations!
• Do you tweet often? Lucky you!

If your answer is “yes”, then you need to understand the matrix Don’t need to do
of “like to do” and “need to do” dimensions of activities
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Smart Work
Second Principle • Working Smart means organising yourself so that you
invest your time, only in value-added activities.
These are activities which contribute toward
achieving your goals and objectives
• Efficiency is doing things right: following the rules,
processes and systems that are in place
Hard work or Smart Work?
• Effectiveness is doing the right things: Concentrating
Efficiency or Effectiveness? your attention on those things that need to be done
in a particular situation in order to produce results
• Very often we spend a lot of time on being efficient
The only thing even in this world is the number of hours in a day. instead concentrating on being effective
The difference in winning or losing is what you do with those hours.
Woody Hayes
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So, the Job clarification is

Being Clear about your Job • A shared understanding between you and your superior
about:
– What your job is?
Without a clear understanding of the Job – What you are expected to achieve?
How do you know – Where/how it relates to other jobs?
What you should be spending your time doing?

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What are Objectives/Goals?

Third Principle • They are smaller end results which contribute to
achieving the mission and are specific & verifiable
Set your Goals yardsticks against which performance can be measured
• Goal setting is critical to effective time management
strategies
• So as to devote time on goal achievement

The bad news is that time flies. The good news is that you are the pilot.

Michael Altshuler
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How an Objective to be Spelt out? Goal: An Example-Vague vs SMART

• Always derive SMART Goals (Characteristics) • I want to be called as the best sales officer in
• S: Specific- Clearly give out what is to be my organisation.
achieved and unambiguous
• M: Measurable to know the progress- mile • I want to be considered as one of the best
stone to indicate the progress sales officer, by achieving 10% higher than the
• A: Attainable and aggressive- Not to be too high allotted sales target for this financial year.
or too low- one has to stretch to achieve
• R: Relevant and Realistic- to contribute
to mission and vision
• T: Time Bound- have definite schedule
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Fourth Principle
Prioritising your time
What is important is seldom urgent and what is urgent is
seldom important.
Dwight D. Eisenhower
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Pareto Principle
• 80-20 rule
• Law of the vital few
• Principle of factor sparsity
It states that, for many events,
Vilfredo Pareto
roughly 80% of the effects come
from 20% of the causes.
Management thinker Joseph M
Juran suggested the principle
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Fifth Principle
Urgent versus Important
What is important is seldom urgent and
what is urgent is seldom important.
Dwight D. Eisenhower
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Prioritising your time
• Time management is about more than just managing
our time; it is about managing ourselves in relation
to time.
• It is about setting priorities and taking charge.
• It means changing habits or activities that cause us
to waste time.
• It means being willing to experiment with different
methods and ideas to enable you to find the best
way to make maximum use of time.
What I should do first – setting priorities
You have several jobs to do and not sure where to
start, then remember Pareto Concept
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Vital Few Trivial Many
• 20 % of movies draw 80 % of revenue
• 20 % of students account for 80 % absences
• 20 % of customers make 80 % calls
You may be spending 80% of your time on activities
that only produce 20% of your results
But 20% of activities may produce 80% results
So apply 80/20 thinking
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What’s the
difference
between
Urgent and Important work
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Difference between Urgent and Important Time management matrix(Covey’s Quadrants)

• Urgent
Urgent Not Urgent
– Requires immediate attention, It’s now
Activities

Important
– They press on us, they insist on action, usually visible Activities
I Prevention of crisis
II
Crisis
– May not be important Pressing problems Planning
Deadline Driven projects Relationship building
• Important Recognise new opportunities

– It has to do with results

– It contributes to your mission, your values, your high

Not Important
Activities Activities
Interruptions
III Trivial tasks
IV
priority goals Some phone call, Some Junk mail
– Requires more initiative and proactivity mail, Some reports, Phone calls
Some meetings Time wasters
Popular activities Pleasant activities

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Time management matrix Time management matrix

I Results Urgent & II I II
• Stress
• Burnout
Important
III Results Urgent &
not
• Crisis Management • Short term focus Important
• Crisis Management
• Always putting out fire • Reputation-Chameleon Character
Activities
IV • See goals and plans worthless
• Shallow or broken relationship IV
Crisis
Pressing problems Activities
Deadline Driven projects Interruptions
Some phone call, Some mail, Some
reports, Some meetings
III Popular activities

If you keep focusing on Quadrant I it will keep growing bigger and bigger
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Time management matrix Time management matrix

I II II
I Results
IV Results • Vision
• Balance
• Total irresponsibility
• Discipline
• Fired from jobs
• Control
• Dependent on others
• Few Crisis
III Activities
Trivial
Busy work Activities
Junk mail Not Prevention of crisis
Not
Phone calls urgent & urgent &
Planning
Time wasters not Important Relationship building
Pleasant activities Important Recognise new opportunities

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Focus on Quadrant II
Sixth Principle
Effective People
Remain in Quadrant II Handle the demand effectively

A work well begun is half ended.

Plato
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Types of demand on your time

Seventh Principle
Uniqueness of time resource
Your Time

Planning Doing Interacting

is organising is carrying out the plan is working with other
as decided people

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Uniqueness of time resource Typical Energy Cycle

100 %

What’s the difference

between these ten Prime Time
rupees notes?

Is there a difference
between the two one hours?
Say 9 to 10 am
And
1 to 2 pm 0% 8:00 A.M Noon 5:00 P.M

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Eighth Principle
Tackling Procrastination Procrastination
• Procrastination means delaying a task (or even
several tasks) that should be a priority.
• The ability to overcome procrastination and
tackle the important actions that have the
biggest positive impact in your life is a hallmark
of the most successful people out there.

I am a great believer in luck, and I find the harder I work,

the more I have of it.
Thomas Jefferson 37 38

Why We Procrastinate
• No clear deadline
• Inadequate resources available
• Don’t know where to begin
• Task feels overwhelming Ninth Principle
• No passion for doing the work
Organising your work place
• Fear of failure or success
The only thing even in this world is the number of hours in a day.
The difference in winning or losing is what you do with those
hours.
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Woody Hayes 40

Organising Work place Lets be a bit organized

• In order to effectively manage your time and to be • Keep your desk clear of everything but the
productive each day, you must create an appropriate current job in hand.
environment.
• Highlight key points on paperwork to speed up
• By eliminating clutter, setting up an effective filing rereading.
system, gathering essential
tools, and managing workflow,
• Review your filing system at least every few
months.
you will be well on your way to
creative an effective workspace. • Throw away any information that you think
you do not need.
• Adapt concepts such as ‘5S’ as suitable to you

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seiri seiton Tenth Principle

Living with Discipline
or
Setting a Ritual
shitsuke

seiketsu seiso
Discipline is the bridge between goals and accomplishment.
Jim Rohn
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Living with discipline/Setting a Ritual Setting a Ritual

• We are used to the rituals of
• Discipline involves – Exercise
– Performing a number of small acts
– As routine, leading to a habit – Meals
– Which results in a Sum
– which is much greater than their constituent parts – Sleep
• Instead of checking e-mail, news, and Web sites throughout
• They are routinely performed, little acts which the day, set aside one or several periods. Then, batch and
– Pile one on top of another and sequence your activities.
– Eventually produce an abundance of inner strength • Set up a system for maintaining your Productivity Journal.
• Because routine tasks are already planned for, you have • In the office , perform your tasks in an organized, routine
manner.
more energy to spend on the tasks that will bring you
• Once you have been using a ritual for a while, you may find
closer to your goals and bring more joy to your life.
that you have bits of extra time here and there.
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Ways to Manage Time Applying

• Internalise the value of time. TM is an attitude
and not a superficial skill what you have learned
• Prioritise your works, plan schedule
• Don’t be an ultra-perfectionist, do not spend undue
amount of time on one single activity, just to perfect
• Track and revise schedule
• Understand your natural rhythm
• Close activities without things hanging loose
• Learn to handle interruptions
• Avoid procrastination and ineffective multitasking

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Gather Data Analyse your use of time

• Keep daily time log for one to two weeks • Analyse your current use of time
• In keeping the log, be honest, attentive and to • Carry out three tests of time – Necessity,
detail Appropriateness, Efficiency
DAILY TIME LOG
Day of the Week: M T W T F S • These tests will allow you to discontinue certain
Time
6:00
Activity Comments tasks, delegate to others and find ways to
6:30
7:00
increase efficiency through technology, new
12:00
procedures or personal work habits

4:00

9:00

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Test of Necessity Time Analyzer

• Scrutinize each activity to be sure that it is necessary
and not just nice. This will help reduce your tasks to the
essentials
Test of Appropriateness
• Once the essential tasks have been identified, next step
is who should perform them- appropriateness in terms
of skill level
Test of Efficiency
• Once you are satisfied that the resultant work you are
doing is necessary, ask yourself, “ Is there a better way?”
This will encourage you to find a faster way by using
better technology, better procedures etc
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• Using your time log draw conclusions on the following:
– Which part of each day was most productive? Which
was least productive?
– What are the recurring patterns of inefficiency?
(waiting for some thing, searching something,
interruption ….)
– What do you do that may not be necessary?
– What do you do that may not be inappropriate?
– Where are your opportunities for increased efficiency?
– Which activities do not contribute in achieving your
objectives?
– On average, what percentage of work time are you
productive? 53

Words from the Wise

Develop Action Plans Time is free, but it's priceless. You can't own it, but you can use it.
• From your analysis, develop specific action plans You can't keep it, but you can spend it. Once you've lost it, you
to bring about desired improvement in your use can never get it back.
of time HARVEY MACKAY
Take time to deliberate, but when the time for action arrives, stop
Follow-up thinking and go.
• Six weeks after you begin your time management NAPOLEON BONAPARTE
Your time is limited, so don't waste it living someone else's life.
improvement effort, do a progress survey to
STEVE JOBS
assess your progress and determine what work
You may delay, but time will not.
still needs to be done BENJAMIN FRANKLIN

Remember, Reading the words of Wise

Do not make us Wise. Applying it make us Wise
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Let you make Thank You

Another
Commitment for
Today Your patient listening
I will make the time log sheet for two weeks
and analyse . Check the appropriateness,
necessity and effectiveness.

Based on it I will draw my schedule, use

tools to manage time and live with
discipline.

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