TIME MANAGEMENT

Basic Change Model: See-Do-Get

See

Do

Get
2
 The Seven Habits
From “The Seven Habits of Highly Effective People: Restoring the
Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989
Define your mission and goals in life.
Prioritize, and do the most important things first.
Renew yourself regularly
Time Management
How do you spent your
time?
 Time As A Resource:
• Time is a pre-planned and
systematic process that is
undertaken to provide you with the
opportunity to be
1. more goal-oriented,
2. effective, and
3. clearer thinking,
• so that your resultant behaviour
will lead to the achievement of
your personal and professional
12/04/2024 Abera D. 9
 Time Management
• Time management is
straightforwardly defined as
the management of time in
order to make the most out of
it.
 Managing Time
There are 168 hours in every week.
How are you spending yours?
Sleeping Taking a nap
Going to the Gym Exercising
Getting ready for office Catching up!
Working on Office Commuting
Shopping for groceries Getting around office
Caring for family members Playing an instrument
Going out with friends Trying to unwind
Cultivating a relationship Attending events on organization
Meeting new people Helping a friend
Going to office hours Checking email
Volunteering Revising your work
Going to class Getting coffee
Preparing for next training Chatting with friends
Doing library research Keeping in touch with family
Watching TV
 Time and Effective Time Management (TM) from an article

Time is an essential resource:

it’s irrecoverable, limited and dynamic.
1. Irrecoverable because every minute spent is gone forever,
2. limited because only 24hours exist in a day and
3. dynamic because it’s never static.
• TM is the organization of tasks or events by
 first estimating how much time a task will take to be completed,
when it must be completed, and
 then adjusting events that would interfere with its completion is
reached in the appropriate amount of time (According to North 2004), .
 Benefits of time management

• Efficient
• Successful
• Healthy

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 TM
Advantages of time management.
1. It helps to take control of many areas of
your life.
2. It increases productivity.
3. TM makes you become more organized.
4. It helps you to utilize time effectively.
5. TM also helps you gain time for yourself to
relax and do the things you enjoy doing.
 TM
Greg’s ten Tips for time management.
1. Prioritize.
• Feeling overwhelmed by all you have to do?
• Stop and Think--which item must be completed today?
• This does not include items you’d like to get done today, but only
the item(s) that must be completed today.
2. Be realistic.
• One way to set up yourself for a panic situation is to plan an
unrealistic amount of work for one day or one week.
• Use your common sense to recognize when you have over-
scheduled yourself.
• Enthusiasm is wonderful, but it doesn’t add more hours to the day.
 TM
3. Delegate.
• A person who refuses to delegate will very likely be a very
busy and frustrated person.
• For anyone to personally handle every item is
unnecessary and unwise.
4. Work Efficiently.
• People who love electronics will shake their heads no at
this idea.
• But sometimes it can take longer to enter and maintain
information in a gadget than to jot it down with a pencil in
an old-fashioned paper planner.
 TM
5. Organize Meetings Wisely.
• meetings account for the greatest amount of unproductive
time--topping telephone calls, paperwork and travel (According to
a Wall Street Journal survey)

• With a little preparation, meetings can be transformed into

productive assemblies helping you and your group steam
toward, instead of away from, their goals.
• The key ingredient for a good meeting is preparation.
• Ask yourself--Is this meeting really necessary?
• Can the information be presented best another way?
• If there is still a need for a meeting, plan it well.
 TM
6. Learn to Say No!
• Many people have a tough time saying no.
• They allow themselves to become members of every
committee even ones that are outside their particular
talent.
• People, who can’t say no, quickly discover their life is out
of balance; it is being pulled in the opposite direction.
• No matter how important the obligations maybe, do not
allow your family priorities to suffer.
 Learn when to say “NO”

• You can’t do
everything
• Don’t undertake things
you can’t complete
• Remain consistent to
your goals

Time Management 19
 TM
7. Destroy the Paper Monster.
• The best guideline for paperwork is to either file it or toss it.
• We never use 80% of the paperwork we keep.
• Paper, magazines and other forms create clutter and confusion, which
could turn into stress.
• Another principle for paperwork is handling it now.
• Spend 20 seconds filing that important paper now rather than 30
minutes searching for it later.
• Take a moment to jot down that phone number on your permanent list
instead of spending ten minutes tracking it down again later.
• A third rule for paperwork is organizing it.
• Use colored folders to prioritize your work; colors allow you to see at a
glance, which jobs need your immediate attention.
• Sub-divide files for greater efficiency.
 TM
8. Manage Mail.
• Answer E-mail immediately.
• Don’t read it and then let it pile up in your in-box;
• keep your in-box clutter free.
• Create a "keeper" folder and transfer the mail you want to
retain.
• Create another folder for "actions pending."
• Respect other people’s time and avoid forwarding all those
stories people love to send you.
• Delete junk E-mail without reading it and use your filters to
eliminate spam.
 Use your waiting time

Correspondence

Letters or memos

Books or tapes

Time Management 22
 TM
9. Make Lists.
• Making a list can be a legitimate time manager.
• Keep a pad handy to jot down projects as they arise, items that
come to mind to do later, and even phone calls you need to make.
• At the end of the day or week, whichever is best for you, mark off
the items handled.
• Then, make a fresh list and prioritize the remaining items.
• This shouldn’t take but a few minutes each day or a little longer if
done once a week.
• Using this process can help you:
• avoid that familiar sinking feeling when you realize you forgot
something important and also help you
• feel on top of things on a daily basis while freeing your mind to
concentrate on the job at hand.
 TM
10. Allow Time for Fun and Surprises.
• Don’t carry TM to the point of where everything in your life
is plotted, calculated, and placed on a calendar.
• Allow some spontaneity and fun in your life.
• Every now and then do something nice for someone totally
unexpected.
• Call someone up and tell him or her how much you
appreciate them.
 Celebrate your success

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 Use your waiting time

• On public transportation
• At the doctor’s office
• Waiting for your plane
• On hold
• When you are early

Time Management 26
 Obstacles to effective time
management

Unclear objectives

Disorganization

Inability to say “no”

Time Management 27
 Obstacles to effective time
management

Interruptions

More interruptions

Periods of inactivity

Time Management 28
 Obstacles to effective time
management

Too many things at once

Stress and fatigue

All work and no play

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 Signs of
Anxiety:
Headaches Rapid
Heart Beat
Anger Pacing
Nausea
Sweating
Depression
Fainting
 What can we do?

Recognize that obstacles exist

Identify them
Employ strategies to overcome
Time Management 31
 TM
Principles for effective time management.
• According to European Journal of scientific research
(2008), the following are principles for effective time
management.
A. PLANNING:
• This involves the formulation of goals and definition of
practical ways or steps to be taken to achieving same.
• If you are committed to bridging the gap between your
potential and your performance, better TM should become
your lifestyle choice.
 TM
B. ORGANIZATION:
Organization means putting all resources you have into plan to achieve
personal goals.
Listed below are principles for personal organization at work.
i. Setting your priorities.
ii. Time targets are set for priorities.
iii. Allow time space for the unexpected.
iv. Do not embark on more than one project at a time.
v. Be a productive thinker.
vi. Separate duties properly.
vii. Work according to your temperament.
viii. Do not develop impossible systems.
ix. Allow time for idle minute between meetings and major jobs.
x. Focus on results not in activity.
 TM
C. RESPONSIBILITY:
The essence of modern management borders on
responsibility and accountability.
It is common to find people passing the buck for every iota of
failure or irregularity.
Winston Churchill said “The price of greatness is
responsibility.
The steps towards responsibility are:
i. Being responsible for who you are.
ii. Being responsible for what you can do.
iii. Being responsible for what you have received.
iv. Being responsible to those that lead you.
D. ACCOUNTABILITY AND INTEGRITY:
• It is one thing to have a goal or dream; it is
another thing to achieve that same goal.
• At the end of specific periods, it is important for
every responsible person to take stock of actual
results of his/her actions and compare same with
plans.
 TM
WHY MANAGERS FACE TM FAILURE
• Effective TM for high organization performance in the Nigerian
Institute of Management Journal (Eruteyan, July-September 2008)
1. Reactive Mode of Working:
Some managers are only concerned about what is happening at
present in their organization.
• They don’t take time to act to events that come their way rather
they react and keep complaining.
2. Failure to think correctly before acting:
Taking action without prior correct thinking is a cause of TM failure.
• Some managers seem not to believe in or find it difficult to put into
practice, the 10/90 principle of effective TM which states that 10%
of time that it takes to plan your activities carefully in advance will
save you 90% of the effort involved in achieving your goals later.
3. Failure to acquire new skills, knowledge and abilities:
TM
• Some managers fail to update themselves in terms of
attending seminars and lectures that will increase their
horizons instead they feel they know all things and don’t
need to be updated.
4. Procrastination on Hard Challenging Jobs:
• Some managers adopt procrastination on hard challenging
jobs.
• Instead of getting started on them and allocating good time
thereto, they adamantly refuse to work on these tasks.
• The most injurious aspect of this approach is that such hard
challenging jobs are not in the bottom 80% but in the top
20% of jobs which add most value to the managers’ work.
5. Others:
Other reasons for TM failure by managers includes
• poor team building,
• refusal to relax,
• poor creativity,
• poor self-confidence,
• inability to set a conducive working environment etc.
 TM
To ensure effective TM in organizations, it is suggested that:
i. Managers should concentrate on important task to increase
their productivity and save their time.
• Concentrating on important task also shapes and molds the
manager’s character to a superior, more competent and
confident, happier and more productive person.
ii. Managers need to make out a list of jobs to be attended to
in the following day, a night before it.
• Making out your list the evening or the night before, makes
your subconscious mind to work on the list all night long
while you sleep.
• Again, a master list of tasks containing daily lists, weekly
lists and monthly lists may be made.
 TM
iii. While prioritization of your tasks remains supreme,
• different managers need to determine what time of the day
they are most efficient.
• They should use such a period of time to work on the
hardest and most complex tasks.
iv. It is also important that before starting the day’s work,
managers need to set up the work area to be comfortable,
attractive and conducive to working for long periods.
v. It is also important for you to develop a sense of urgency as
every minute counts, being proactive and dynamic, being
committed to team building and effective delegation of
duties
 TM
vi. Avoid Procrastination.
vii. Avoid management by crisis:
Lack of planning and contingency planning allows time for the unexpected.
Accept mistakes so you can learn from them and avoid them next time.
Do not overreact.
viii. Assertiveness – learning to say NO:
Saying “No” is not so difficult if done tactfully and gives reasons why you
cannot or should not do it.
Offer alternatives or suggestions.

ix. Effective delegation:

Do not delegate tough tasks beyond your staff’s skills.
You must organize tasks to the right people and with the right materials.
x. Recognizing problem people.
xi. Dealing with interrupters.
 TIME MANAGEMENT MATRIX
Urgent Not Urgent

I II
. Crisis . Preparation
Important

. Pressing problems . Prevention

. Deadline-driven projects, . Values clarification
meetings, preparations . Planning
. Relationship building
. True re-creation
. Empowerment

III IV
Not Important

. Interruptions, some . Trivia, busywork

phone calls . Some phone calls
. Some mail, some reports . Time wasters
. Some meetings . “Escape” activities
. Many proximate, . Irrelevant mail
pressing matters . Excessive TV
. Many popular activities
 Time management matrix

I - Procrastinator 2-Prioritizer
Urgent Not Urgent
Important Important

III – ‘Yes Man’ IV - Slacker

Urgent Not Urgent
Not Important Not Important
 Time Management
Attach to
Crises URGENT NOT URGENT Mission
Managemen
t
IMPORTANT

20-25 65-80

Distraction
s Time
Wasters
NOT IMPORTANT
 Saying Yes and No

Yes

No

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“Effective people have genuine Quadrant 1 crises and emergencies
that require their immediate attention, but the number is
comparatively small. They keep P and PC in balance
by focusing on the important, but not urgent,
activities of Quadrant II”
 Time Management

Time Management 47
 The Reality
As employee, you are very busy people, and to make those
168 hours effective, you have to do some planning.
The Benefits of Time Management
You are more productive.
You reduce your stress.
You improve your self-esteem.
You achieve balance in your life.
You avoid meltdowns.
You feel more confident in your ability to
get things done.
You reach your goals.

What is Time Management?

Simply, making the most of your time and energy!
My Desk

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 Thank you
TIME FOR EVERYTHING
• Take time to work, it is the price of success
• Take time to think, it is the source of power
• Take time to play, it is the source of youth
• Take time to read, it is the source of wisdom
• Take time to love, it is the privilege of Gods
• Take time to serve, it is the purpose of life
• Take time to laugh, it is the music of soul