Effective Time Management

Asad Abbas
Outline
What is Time Management
Advantages
Challenges
Paretos Principle
Strategies
SMART Goals
Steven Coveys Quadrant


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Time Management
Time management is the ability to
manage time using a range of skills, tools
and techniques to effectively manage
tasks, projects, goals and schedules.

The analysis of how working hours are
spent and the prioritization of tasks in
order to maximize personal efficiency in
the workplace.
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Advantages
Increase Efficiency
Increased Productivity
Good Control
Sense of Achievement
Increased Energy
Make or Keep Healthy
Reduction of Stress
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Challenges
Time Wasting
Unclear Objectives
Procrastinates or Avoidance
Disorganization
Perfectionism
Inability to say no
Interruptions
Low Self-Esteem



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Time wasting
Fast time When
absorbed in or
enjoying an activity
Slow time When
bored or doing
something difficult
Flow: The Psychology of Optimal Experience
by Mihaly 5/12/2014 6
Productivity time
0
10
20
30
40
50
60
70
80
Labour Productivity in EU
Weekly Working Hours Productivity Rate/Hour
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Pareto Principle
80% of Work gives 20% Results
20% of Work gives 80% Results


One Rs.500 v/s
Hundred Rs.5
Effective v/s Efficient
Smart work v/s Hard work
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Strategies
SMART Goals - work smarter, not harder
Prioritise - practise the 4Ds - Do, Delay,
Delegate, Delete
Organise, to do lists
Scheduling and Multitasking
Learn to say NO
Get the job done right the first time

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SMART Goals
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Simple
Measureable
Agreed Upon
Realistic
Time Based
SMART Goals
Specific
Well defined.
Clear to anyone that has a basic knowledge
of the project.
Measurable
Know if the goal is obtainable and how far
away completion is.
Know when it has been achieved.


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SMART Goals
Agreed Upon
Agreement with all the stakeholders what the
goals should be.
Realistic
Within the availability of resources, knowledge
and time.
Time Based
Enough time to achieve the goal.
Too much time can affect project performance.
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Prioritize
Remember Pareto Principle
Steven Coveys Quadrant
Practise the 4Ds - Do, Delay, Delegate,
Delete
Address the urgent
Accomplish what you can early
Attach deadlines to things you delay


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Steven Coveys Quadrant
Urgent Not urgent
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Steven Coveys Quadrant
Urgent Not urgent
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Crises
Pressing Problem
Firefighting/Medical Emergencies
Deadline-driven projects
Last minute preparation for
scheduled activities
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Steven Coveys Quadrant
Urgent Not urgent
I
m
p
o
r
t
a
n
t

Crises
Pressing Problem
Firefighting/Medical Emergencies
Deadline-driven projects
Last minute preparation for
scheduled activities
Preparation/Planning
Prevention
Values Clarification
Exercise
Relationship building
True recreation/Relaxation
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Steven Coveys Quadrant
Urgent Not urgent
I
m
p
o
r
t
a
n
t

Crises
Pressing Problem
Firefighting/Medical Emergencies
Deadline-driven projects
Last minute preparation for
scheduled activities
Preparation/Planning
Prevention
Values Clarification
Exercise
Relationship building
True recreation/Relaxation
U
n
i
m
p
o
r
t
a
n
t

Interruptions, telephone calls,
emails, reports, meetings
pressing matters
Popular activities
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Steven Coveys Quadrant
Urgent Not urgent
I
m
p
o
r
t
a
n
t

Crises
Pressing Problem
Firefighting/Medical Emergencies
Deadline-driven projects
Last minute preparation for
scheduled activities
Preparation/Planning
Prevention
Values Clarification
Exercise
Relationship building
True recreation/Relaxation
U
n
i
m
p
o
r
t
a
n
t

Interruptions, telephone calls,
emails, reports, meetings
pressing matters
Popular activities
Trivia, busy work
Junk mail
Phone messages email
Time wasters
Escape activities
Viewing mindless TV shows
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Quadrant 1-Urgent/Important
Represents things that are both urgent and
important we need to spend time here
This is where we manage, we produce,
where we bring our experience and
judgment to bear in responding to many
needs and challenges.
Many important activities become urgent
through procrastination, or because we dont
do enough prevention and planning
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Quadrant 2-Not urgent/Important
Includes activities that are important, but
not urgent- Quadrant of Quality
Heres where we do our long-range
planning, anticipate and prevent problems,
empower others, broaden our minds and
increase our skills
Ignoring this Quadrant feeds and enlarges
Quadrant I, creating stress, burnout, and
deeper crises for the person consumed by it
Investing in this Quadrant shrinks Quadrant I
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Quadrant 3-Urgent/Unimportant
Includes things that are urgent, but not
important - Quadrant of Deception.
The noise of urgency creates the illusion of
importance.
Actual activities, if theyre important at all,
are important to someone else.
Many phone calls, meetings and drop-in
visitors fall into this category
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Quadrant 4-Not urgent/Unimportant
Reserved for activities that are not urgent,
not important- Quadrant of Waste
We often escape to Quadrant IV for
survival
Reading addictive novels, watching
mindless television shows, or gossiping at
office would qualify as Quadrant IV time-
wasters
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Living in Quadrant 1
Are you in Quadrant I because of the
urgency or the importance?
If urgency dominates, when importance
fades, youll slip into Quadrant III.
But if youre in Quadrant I because of
importance, when urgency fades youll
move to Quadrant II.


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Organise, to do lists
Release burden form your head.
Have more in control on work
Record of completed tasks.

Daily or weekly task list
Rate "Important" or "Less Important."
Rate "Urgent" or "Not Urgent"



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Scheduling and Multitasking
Schedule a deadline for each activity as
a reminder to use your time efficiently.
Use calendar for scheduling


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Learn to say NO
You cant do everything
Dont undertake things you cant
complete
Remain consistent to your goals

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First and Final Attempt
Dont chose a task for which you are not
certain.
Avoid repetition
Give your best to your first attempt
Avoid super perfectionism
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PMBoK
6 Processes

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Tips for phone calls
Keep calls short; stand during call
Group calls
10 min before break
10 min before finish
Start by announcing goals for the call
Dont put your feet up
Have something in view to do next
Review, what we have agreed.
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Tips for Effective Meetings
Punctuality
Focus on meeting agenda ONLY
Clear objectives, if not please chase up
Manage specific topics individually
Check agreement and action items at the
end of meeting
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Thank you
Questions
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