FACULTY OF INFORMATION SCIENCES

AND ENGINEERING

TIME MANAGEMENT

(MPU2263U3)

SESSION: JULY 2020

ASSIGNMENT 2

PREPARED BY:

Name ID Number Program

Sivabalan A/L Arumugam 012020071889 B.Computer Science

Muhammad Ikhmal Aliff bin Mohd Yusof 012020021322 B.Computer Forensic

Nur Hamizah Binti Salim 012018070573 B.Computer Forensic

PREPARED FOR:

MADAM NOR KAMALIAH KHAMIS

Submission Date: 09.08.2020

 INTRODUCTION

Time Management refers to managing time effectively so that the right time is allocated to the
right activity. Effective time management allows individuals to assign specific time slots to
activities as per their importance. Time Management refers to making the best use of time as time
is always limited. It is rightly said, “Time & Tide wait for none”. Time is the most important thing
because time and energy are limited resources.

In a nutshell, the fundamental concept of Time Management is to make an individual understand

the value of time for him or her to succeed in all aspects of life. Much like money, time is both
valuable and limited: it must be protected, used wisely, and budgeted
1. Priorities between Professional and Personal task

Figure 1.1: Priorities between Professional and Personal task

The pie chart above describes that the daily life of part-time students consists of three major
elements which are study, job, and personal. Each of the individuals will have different priorities
and the priorities might change depending on the individual target at that time. However, currently,
the team has decided to assign the highest priority for the activities of family, study, and exercise.

First, sleeping required at least 30% of the time, where being a mother and student is hectic.
Good sleep can improve concentration and productivity of my daily task. Next,15 the percentage
is allocated to have quality time with family as family is an integral part of our life. House chores
consume 10% and another 10% for eating and working. Moreover, 5 % is for prayers, exercise,
and hobbies.
2. Determine goals for each priorities

Each priority comes together with goals to achieve at the end of the targeted time. The first goal
was to ensure that good scores can be achieved at the end of the course. Getting a good result
in academics might help the student to secure a desired job in the future. Five main activities that
would be essential in getting good scores in the academics is class, group project, assignment,
revision, and exam preparation.

For the family, the goals were to ensure that quality time is spent with the family as they are an
integral part of everyone’s life. The second goal was targeted to shed some weight to reach ideal
BMI. In the current progressing world, many things are going digital which reduces the physical
activities of an ordinary human being. Thus, the significant in reducing weight is justified with the
intention to keep ourselves healthy and active
3. PLAN THE STEPS FOR GOAL ATTAINMENT

Define the goals. Think Big but also think measurably. Measurable in the sense of goal that able
to achieve. Firstly, define the goal and breakdown into smaller parts, so that it is achievable. After
achieving the goal, we have a sense of achievement and motivated to do more and more.

Secondly, break down my goals into three main components. Short-Term, which is daily or weekly
goals. Daily goals help us to have a brief picture to accomplish at the beginning of the day and it
also gives us a direction to way. Most of the dreams without goals seems impossible because
they don’t have a clear path to walk. In a nutshell, having daily or weekly goals will set a direction
to walk forward in life. Intermediate, goals, where duration within a 6 to 8 months period can help
us take steps that might otherwise seem like leaps of faith.

Lastly, Long-term goals such as buying a house, starting a business, or even getting a Ph.D.
Long-term goals usually will be around 3 - 5 years duration. Breaking down goals into 3 main
components helps us to achieve more goals in effective ways.

But it’s been my experience that what leads to all this emotional instability is a collection of subtle
but powerful mental habits. Usually, these habits were learned and reinforced long ago in early
childhood but never got unlearned. Many of us struggle to say no, fearing rejection, anger or just
the uncertainty of what the other person’s response will be. Our people-pleasing is often rooted
in childhood. We might have been raised to be a good girl or boy, and so sought it by pleasing
others, even at the expense of ourselves. Bear in mind, billionaire businessman Warren Buffet
famously said: “Successful people say no to almost everything.”
4. TIME ALLOCATION FOR EACH STEP

1. Write down my goal. Get my goal out of imagination and on to a piece of paper. By doing a list,
we able to be on track and updated on priorities

2. Deadline for each task or goal. Deadlines are significant when it comes to achieving your goals,
both big and small. However, we won’t achieve success by establishing unrealistic deadlines for
every task on your to-do list. You have to be strategic with setting deadlines that can empower
you to become successful.

3. Making small steps every day. The 1 Percent Rule states that over time the majority of the
rewards in a given field will accumulate to the people, teams, and organizations that maintain a 1
percent advantage over the alternatives. You don't need to be twice as good to get twice the
results
5. Time Management technique

The time management method preferred to use is the time management matrix known as
Eisenhower 's strategy by Stephen Covey. Covey 's time management system will help us be
more effective in controlling our available time. Covey's matrix helps us to far better arrange our
goals than before. Covey's method uses four separate quadrants to allow us to prioritize tasks
with regard to our importance and urgency. Covey 's method will help us decide whether we need
to tackle a mission immediately or delay it.

If you can see from the graph below, the time management matrix is split into four quadrants
which are grouped according to significance and urgency.

Figure 5.2: Time Management Quadrants

The matrix, also known as the Urgent-Important Theory of Eisenhower, establishes the distinction
between significance and urgency:

• Relevant tasks lead to attaining your targets.

• Urgent tasks ask for immediate action. Such tasks are also closely tied to the completion
of the goal of another. Not tackling these problems would result in drastic consequences.
Summary Of Each Quadrants

Quadrant I: Relevant and pressing deadlines. The first quadrant includes tasks and
responsibilities which require immediate attention.

Quadrant II: Growth and strategisation in the long term. The second quadrant is for objects which
are relevant without urgent action being taken. Covey points out that they will use this quadrant
for long-term strategizing.

Quadrant III: Heavy intensity disturbances. The third quadrant is used for immediate projects,
without needing to be important. Covey advises that these tasks be reduced or even removed,
because they do not add to the performance. Delegation here too is an choice.

Quadrant IV: Small or no interest operations. The fourth and final quadrant focuses on activities
and duties that do not yield much value items that are trivial and not urgent. It will remove wasters
of this time at all expense.

When you extend the Covey Time Management Model to your own personal and private life, you
will note that you will consider much of your tasks between Quarters I and III. Experience reveals
that the majority of people overlook Quadrant II, particularly in the area of their own personal
growth.

Nevertheless, not to underestimate the significance of the second quadrant. When you find a big
difference in this quadrant it means the emphasis is very much on the tactical side, whilst the
strategic viewpoint is left behind. Covey addresses Quadrant II as an especially significant
component of the matrix for this purpose. Excluding this quadrant it will not be feasible to control
effectively the time because it still needs strategic elements.
Covey’s Time Management Matrix explanation

You can have a thorough description of all four quadrants in the following, which can be found in
Covey's time management chart :

Quadrant 1 - Urgent and Important

The quadrant 1 events can be classified into items that could not have been foreseen, as well as
certain items that could. By making plans and paying careful attention to their implementation,
these things can be avoided. The first quadrant will include only certain tasks and duties that
warrant urgent attention from you. The room is used for emergencies and targets which are
incredibly significant. You'll have to delay other activities should a big problem occur.

• Crises
• Pressing Problems
• Projects that are deadline driven
• Emergencies
• Last minute preparations

Quadrant 2 - Not urgent but important

The issues found in quadrant 2 are not particularly important but will play a major role in the future.
This quadrant is dedicated not only for strategic planning but also for wellness, education, fitness
and career-related products. Investing time in these fields may not be necessary at present, but
it would be of paramount significance in the long run.

Pay careful attention to the fact that you have set aside ample time for quadrant 2 tasks to prevent
them being quadrant 1 objects. By this way you will be able to increase your capacity to
accomplish your assignments in time.

• Planning
• Preparing
• Training
• Exercise, health and recreation
Quadrant 3 - Urgent but not important

The third quadrant lists things that appear to be of great importance but that are not relevant at
all. Any of such behaviors may be solely ego-driven, without providing any meaning. Such actions
are in fact barriers lying between you and your objectives. Consider delegating these things, or
try rescheduling them, if necessary. When another person forces you to quadrant 3 activities it
might be necessary to politically refuse their appeal. If that is not an choice, try not to be
continually distracted by assigning timeslots to those who also need your assistance. This way,
you will tackle all of their issues at once, without interrupting your focus frequently.

• Interruptions
• Meetings
• Small talk

Quadrant 4 - Not urgent and not important

The fourth and last quadrant includes all those tasks that add little interest at all the obvious
wasters of energy. All the things that it comprises are nothing but distractions; stop them as best
as you can. However, consider deleting all the things in this list, no matter how exciting.

• Trivia
• Time wasters
• Surfing the internet without purpose
• Watching TV for hours
The time management matrix – Activities

Urgent Not Urgent

Important I II
Activities Activities
• Crises • Prevention, capability
• Pressing Problems improvement

• Deadline driven • Relationship building

assessments • Recognising new
opportunities
• Planning, recreation

Not Important III IV

Activities Activities
• Interruptions, some • Trivia, busy work
callers • Some mail
• Some mail, some • Some phone calls
reports • Time wasters
• Some meetings • Pleasant activities
• Proximate, pressing
matter

Figure 5.3 : Time Management Matrix

The time management matrix – Results

Urgent Not Urgent

Important I II
Results Results
• Stress • Vision, perspective
• Burn out • Balance
• Crisis management • Discipline
• Always putting out fires • Control
• Few Crises

Not Important III IV

Results Results
• Short term focus • Total irresponsibility
• Crisis management • Dependent on others or
• See goals and plans as institutions for basics
worthless
• Feel victimised, out of
control
• Shallow or broken
relationship
Figure 5.4 : Time Management Matrix Results
Application of the Time Matrix

When using the Important-Urgent matrix, attempting to optimize the time spent with Quadrant II
tasks is advised. It would encourage you to will quadrant I activities (in the long run), as many of
them could have been quadrant II activities had proper planning been enforced.

The purpose of using the time management matrix is to ask whether or not a specific practice can
get you closer to your goals. When that is the case, it is important to prioritize certain obligations
over certain activities that may need your attention but do not lead to your goals. Delay practices
which do not contribute meaningful production until more critical tasks have been completed.

Covey 's time management system has a plurality of potential implementations, two of which will
be discussed below :

Make the present 'to-do' list a priority

The time matrix can be used as a method for reprioritizing the value and priority of the present
and future activities. You should be able to easily recognise events that require your full attention
by arranging the duties and obligations through the correct grid.

Assessments by one week :

The second solution to using the time management equation includes a weekly assessment. You'll
need six blank matrix copies, five for each workday and one for your weekly review. You report
your duties and obligations at the end of each workday, and the amount of time spent. At the end
of the week, in one chart, you add up the five days of the week. Make sure that the amount of
time expended on a given job is summarised.

Upon summarizing the week, you will then decide how well the time was spent and whether or
not you intend to make some changes.
 CONCLUSION

The well-organized life leaves time for everything, for planning, doing and follows through. Time
is not use up in regretting or in trying to live like retroactively, or in explaining why something
needed has not been done. Learn to use good time management practices to improve your use
of time. The real point of managing your time effectively is to carve out as satisfying and rich a life
as we possibly can.
 TIME MANAGEMENT

ASSIGNMENT 2

PRESENTATION RUBRIC
GROUP NAME: GROUP 1

16-20 11-15 6-10 1-5

Comprehension Extensive knowledge Most showed a good Few members showed Presenters don’t understand
of topic. Members understanding of topic. All good understanding of topic. Majority of questions
showed complete members able to answer some parts of topic. Only answered by only one
understanding of most of audience questions some members accurately member or majority of
assignment. answered questions information incorrect
Accurately answer all
questions posed
Presentation Skills Regular/ constant eye Most members spoke to Members focused on only Minimal eye contact by
contact. The audience majority of audience, steady part of audience. Sporadic more than one member
was engaged and eye contact. The audience eye contact by more than focusing on small part
presenters held the was engaged by the one presenter. The audience. The audience was
audience’s attention. presentation. audience was distracted. not engaged.
Content The presentation was The presentation was a good The presentation was The presentation was a brief
a concise summary of summary of topic. Most informative but several look at the topic but many
the topic with all important information elements went questions were left
questions answered. covered, little irrelevant info unanswered. Much of the unanswered. Majority of
Comprehensive and information irrelevant, information irrelevant and
complete coverage of coverage of some of significant points left out
information major points.
Participation / All presenters knew Sight domination of one Significant controlling by Unbalanced presentation or
Group Dynamics the information, presenter. Members help some members with one tension resulting from over
participated equally each other. Very well minimally contributing. helping. Multiple group
and help each other prepared Primary prepared but with members not participating.
needed. Extremely some dependence on just Evident lack of preparation
prepared and reading of slides or rehearsal. Depend on
rehearsed slides
Presentation All members were Some members were Majority of the members All of the members were
Punctuality punctual for the punctual for the presentation were not punctual absent on the presentation
presentation assigned date or all
members were late-comers
TOTAL
/100

SESSION: JULY 2020