Time Management

Presented to SWWR management

March 2024
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Time management

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Content

What is time management

The purpose of time management
Challenges of time management
The Three principles of productivity
Productivity Principle: Space
Productivity principle: Mind
Productivity Principle: Time
Understanding Processing
Time Budgeting
 What is time management
Time management is the process of effectively allocating
time between specific activities to increase productivity.

Time is a valuable asset and a limited commodity,

and once time is wasted, it cannot be regained.
Good time management enables a manager to work
smarter and accomplish more in less time to
enhance goal achievement.

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The purpose of time management

Effective time management will result in an extra time per

day and it is important to have strong motivation
 Increased efficiency and productivity
 A clear and focused mind.
 Improved creativity
 Enhanced our communication with others

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 Setting your unique motivation
Stating ones strong unique motivation at the beginning of
your journey in to time management is important and It
can be identified by asking yourself.

What will I do with the extra time I get by effectively

managing my time?
 I will spend it with friends and family
 I will spend it on hobbies
 I will reinvest it on my career 2
 Knowing your tendencies

Focus Masters Nomads Chaos Masters

• Gifted with being • May consider • Struggle with being

organized themselves organized
• Have no issue with organized. • May claim they
productivity • At times they have know where
• The may say do it wondered from everything
my way being organized • Will help them be
• For helping others • Will help them more focused and
recover their lost organized with out
focus and regain impacting their
control creativity

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 The myth of multi-tasking
 The great obstacle to time management is multi-tasking.
 A behavior that is considered as multi tasking may feel productive
but it is counter productive.
 Multi tasking doesn’t exist, what exists is either back tasking or
switch tasking.
 Back tasking refers to doing one thing while an other thing that
doesn’t require your attention occurs in the background.
 Switch tasking is attempting to perform two or more attention
requiring activities simultaneously. 2
 The myth of multi-tasking
 When we switch-task, we incurs switching cost.
 Switching cost is a hidden time expense that pileup hundreds of
times per day.
 Effects of switch-tasking are:
 Increased time to complete a task.
 Quality of work decreases.
 Stress increases.

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 The myth of multi-tasking
 When we switch-task, we incurs switching cost.
 Switching cost is a hidden time expense that pileup hundreds of
times per day.
 Effects of switch-tasking are:
 Increased time to complete a task.
 Quality of work decreases.
 Stress increases.

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 The principles of productivity
 Space: refers to physical and digital work space.
 Reducing workspace chaos helps to improve focus and
gain more free time.
 It can be done by reducing gathering points.
 Gathering points are physical or digital space where
incomplete items gather. Example paper tray or email
 Mind: refers to the ability to keep out distracting thought and
stay focused.
 Reduce distracting thoughts and interruptions saves time,
and improves quality of work.
 Avoid using your mind as gathering point. 2
 The principles of productivity
 Example: think of how many interruptive thoughts you
have had during this presentation.

 Time: refers to the schedule we create for ourselves,

 Our schedule should be built for productivity and balance

 Many ideas and tasks compete for our time. Hence, it is
wise to give due consideration before allocating our time.
 Fill your calendar with most valuable activities(MVAs)

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 The principles of productivity: Space
 Space: refers to physical and digital work space.
 Gathering points are physical or digital space where
unprocessed items are located.
 Unprocessed item: is unresolved task, project or an idea
because you haven’t decided what to do, when to do it
and where its should end up when complete.
 Approved Gathering point: is a location you choose to
keep unprocessed items.
 Take inventory of your gathering point.
 Strive to reduce your approved gathering points to about
six. 2
 The principles of productivity: Space
 Approved gathering points.
1. Physical inbox: is a location where you choose to gather
physical unprocessed item.
2. Portable inbox: is a mobile extension of the physical
inbox to keep unprocessed physical item.
3. A note pad: paper or digital note pad to jot down a
general note and action items.
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 The principles of productivity: Space
 Approved gathering points.
4. Email Inbox: you may have multiple email accounts but
you want them to go to one email inbox.
5. Messaging app: Chose a primary messaging app and
also have separate app designated to true emergency only.
6. Wildcard: Is a gathering point that fits your unique way of
working.
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 The principles of productivity: Mind
 Mind: refers to the ability to keep out distracting thought and
stay focused.
 A mind needs to be free of unresolved items is clear and
focused where as a mind cluttered with incomplete tasks, ideas
and activities is distracted and in constant state of switching
attention. Such a mind is less productive, less creative and un
equipped to communicate with others effectively.
 Develop a habit of moving any unprocessed item out of your
mind and into an approved gathering point. For instance, write
down an idea that comes to your mind while you are at your
desk and drop it in your physical inbox.
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 The principles of productivity: Mind
 Use mental triggers to clear your mind of what to-dos. This
can be done by following the following steps:

1. Read one mental trigger aloud.

2. Think about the trigger
3. Write down unprocessed tasks, activity or an idea that
comes to mind and drop it into an approved gathering
point.
4. Move to the next trigger and repeat.
5. If nothing comes to mind move to the next trigger.
Example: MT an area to organize UI: clean desk, add
shelf. 2
The principles of productivity: Mind

 Schedule time for mental clearing at least once per

quarter.
 Through practice you will find gathering point that works
best for you.
 Note that a brief attention switch to clear your mind is
better than repeated interruptions to your train of thoughts.

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 The principles of productivity: Time
 Time: refers to the schedule we create for ourselves and it is
about consistently using your calendar to manage your time.
 A calendar may be paper or a planner app.
 A paper calendar
 Fast, simple and feels nice to write on a paper it is also
bulky, inconvenient for recurring tasks and has no back up.
 Digital planner:
 Choose a digital planner that syncs across all your
devices.
 Avoid using separate calendar for work and personal life.
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 Using your calendar effectively
 The six fundamentals of effective calendar use are:
1. Think of your calendar as your time budget
2. Avoid double booking
3. Never commit to anything without putting it on your
calendar
4. Schedule buffer time in between appointments
5. Think of your calendar as a commitment to yourself and
others
6. Think long term ( schedule deeper)

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 Saying No

 “No” is the most powerful word when it comes to focusing

your time.
 Understand that saying yes to something has an opportunity
cost of saying no to another thing.
 Learn to say no to others.( No, thanks, not now, how about at
specific time or just asking for request via email or message.)
 A perhaps list help to say no to yourself.
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 Saying No

 “No” is the most powerful word when it comes to focusing

your time.
 Understand that saying yes to something has an opportunity
cost of saying no to another thing.
 Learn to say no to others.( No, thanks, not now, how about at
specific time or just asking for request via email or message.)
 A perhaps list help to say no to yourself.
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 Understanding processing unresolved items

 Ask the what, when and where questions to process

unresolved items.
1. What is the next step to wards complete it.
2. When can it be done.
3. Where will it go after the action is done.

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 Time Budgeting

 Time budgeting
1. Understand work time Vs Me time
2. Establish or identify your most valuable
activities(MVAs).
3. Budget time for your MVAs.
4. Use your time budgeter.

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THANK YOU!