Time management /

Question?
What do we mean by time?
What issues are you having with time management:
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TIME
 The reason for my victory is that my enemies, the
Austrian Emperor, did not know the important
value of the last five minutes
Napoleon
 Do you love life? Don't waste your time it's the
core of life
Victor Heigho

The importance of time
Time cannot be stored or replaced
Time is the most valuable source
Time cannot be compensated or
replaced
Time is a limited resource
Time passes so fast
Utilizing time increases its value

The activity expands to cover all the
available time (Parkinson)
All people are time equal; they posses 24
hrs/day, 168hrs/week and 8766hrs/year.
(24hrs/day, 1440 minutes/day, 86400
seconds/day)
The importance of time develops with
age
How do you perceive time; as a, master,
mystery, slave, referee, enemy, neutral

Personal hours in the week:
 sleeping 49
 eating 14
 clothing 7
 moving to work 9
 Others 14
 total 93 out of 168
Working hours are 45
Then what is left to entertainment, family,
sociality, hobbies, learning and free time is
about 4 hrs/day
What if you work more hours a week, what will
be left for your development???

 Imagine adding 15 minutes every day to your
working hours
additional 13 days/year
 Imagine adding 30 minutes every day to your
working hours additional 26
days/year
additional month every year

Bethlehem Steel Corporation
Charles Schwab – President
Ivy Lee – Consultant
1910 20,000$
“to do” list
A essential to complete
B less so Lakien 1973
C can wait

What is the value of your wasted
time?
The equation to calculate the rate of each
working hour:
=monthly salary*3*1.1
13*working hours/day
Example:
2000$*3*1.1/13*8=63$ per hr >> 1$/minute

1009080706050403020100
I totally
control
I don't
control
Do you control your time?
What is your position?

you control your time effectively
on your way to control your time
you have real problems
time is controlling you
90%
75%
55%
<
than

Time Management Related
Principles
1. You control your life by controlling your time.
2. Your behavior is a reflection of what you truly believe.
3. Daily planning leverages time through increased focus.
4. You satisfy your needs when your beliefs are in line with
reality.
5. Negative behaviors are overcome by changing incorrect
beliefs.
6. When your daily activities reflect your governing values,
you
experience inner peace.
7. Give more and you’ll have more.

Overcoming Procrastination
1. Take a hard look in the mirror
2. Assess your level of motivation
3. Set small goals for yourself
4. Once small goals are achieved,
think about
setting larger goals
5. Don’t get derailed by setbacks

Keys for Effective Time Management
Assess where your time is going
 Evaluate your life style
Sleep routine
 Eating regularly and healthy/exercise
 Leisure/friends
 Soft addictions
 Dealing with stress

Setting Goals
1. Select a goal
1. Short term
2. Long term
3. Life long
2. Ask whether the goal is achievable
3. Be certain you genuinely want to achieve this
goal
4. Identify why this goal is worthwhile
5. Anticipate and identify difficulties you might
encounter
6. Devise strategies and steps for achieving the

Setting goals
Goal
Long
term
Short
term
Why achievable?
Why worthy?
Resources:
Your personality:
How to achieve it?
Difficulties
anticipated:
New strategies:
Indicators for
achievement:

In order to accomplish your goals you will
need to use Organizational and time
Management Tools
Schedules/Calendars
Daily Planning
To Do Lists
Weekly Calendar
Monthly Calendar
Laptop
Diary
PDA
Palm Pilot
Blackberry
Computer Scheduling Programs
Outlook

Common time wasters
Identifying your time stealers
 Interruptions - telephone
 Interruptions - personal visitors
 Meetings
 Tasks you should have delegated
 Procrastination and indecision
 Acting with incomplete information
 Dealing with team members
 Crisis management (fire fighting)
 Unclear communication
 Inadequate technical knowledge
 Unclear objectives and priorities
 Lack of planning
 Stress and fatigue
 Inability to say "No"
 Desk management and personal disorganization

Personal time management
is a set of tools that allow you to:
1. Eliminate wastages
2. Be prepared for meetings
3. Refuse excessive workloads
4. Monitor project process
5. Allocate appropriate time
6. Plan each day efficiently
7. Plan each week effectively

100%
50%
0%
8
morning
12 5
Energy Curve

1. Always define your objectives
as clearly as possible
Do you find you are not doing what you want
because
your goals have not been set. One of the factors
which
mark out successful people is their ability to work
out
what they want to achieve and have written goals
which
they can review them constantly. Your long term
goals should impact on your daily activities and be
included on your "to do" list. Without a goal or

2. Analyze your use of time
Are you spending enough time on the projects
which although may not be urgent now are the
things you need to do to develop yourself or your
career.
If you are constantly asking yourself "What is the
most important use of my time, right now?" it will
help you to focus on 'important tasks' and stop
reacting to tasks which seem urgent (or pleasant
to do) but carry no importance towards your goals

3. Have a plan
How can you achieve your goals without a plan.
Most people know what they want but have no
plan to achieve it except by sheer hard work.
Your yearly plan should be reviewed daily and
reset as your achievements are met.
Successful people make lists constantly. It
enables them to stay on top of priorities and
enable them to remain flexible to changing
priorities. This should be done for both
personal and business goals.

4. Action plan analysis
Problems will always occur, the value of a good
plan is to identify them early and seek out
solutions. Good time management enables you to
measure the progress towards your goals
because
"What you can measure, you can control". Always
try to be proactive.

Eisenhower table
A do it your
self
B do it or
delegate
C delegate
D do it later
Not urgent Urgent
B A Important
D C Not
important
Doing one A is better than doing nine
D

Self evaluation
List down frankly and precisely the most five factors
that lead to waste your time:
1. …. Controllable not controllable comments

Define your time wasters
# Time wasters Controlla
ble
Non-
controll
.
Comments

List down the most factors that can save your time
if available:
1. … Controllable not controllable comments

Define your time savers
# Time savers Controlla
ble
Non-
controll
.
Comments

Convert weaknesses to strengths
# Time wasters Time savers comments

Time management is a continuous
process ….
 Know how you spend your time – register
 Analyze time to know the activities 20:80
 Self assessment – know your abilities
 Define goals and priorities
 Make action plans to achieve goals
 Implement actions according to time frame
 Control your time wasters
 Try to delegate
 Evaluate and follow up to improve
 Gain new habits

Time management is a management
process - review
 Time Analysis
Information gathering, activities profile
 Time planning
Goal setting, priorities, activities, time frame
 Time organizing
To do list, delegation, work place
 Time implementation
Stages, principles, recommendations,
procrastination
 Time follow up
Control, reanalyze time

Time management /

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