• Why Time Management is important• Understanding Time & Stress Problems• Importance of Time Management• Time Quadrant System• What are Time Wasters & Procrastination• Master the Time Management Skills• Effective planning & prioritizing tasks• The art of saying No

Learning Outcomes 

Time stays long enough for those who use it.“–Leonardo Da Vinci”

Quote of the Day  

Time is more valuable than money 

• Things to do list 

• Identify Priority 

• Making it happen 

• Evaluate deviations         

Time Stands For:

• Time Management refers to managing timeeffectively, so that the right time is allocated tothe right activity.

• To manage your time and activities as per theirimportance is called time management.

• Time Management refers to making the best useof time as time is always limited.

What is Time Management

“To live a life which creates 

the               quality of life 

results”

“Time Management meansLife Management” 

• Perishable 

• Given only once

• Can’t be brought back

• Can’t be geared to slow or fast

Characteristics of Time

Why Time Management is important

The Present Yesterday is History

Tomorrow’s a Mystery

But Today is a Gift

That’s Why We Call it 

“The Present”

• Effective time management teaches you how tomanage your time effectively and enhance yourproductivity and attain work life balance.

• Everyone has the same amount of time in a day.(24 Hours), If you are managing time, thatmeans you are trying to make the best use ofyour time.

What is Effective Time Management

• To save time

• To reduce stress

• To perform effectively

• To increase our work output

• To have more control over our job responsibilities

Why do we need Effective Time Management

“Starts with Clear Vision & Goals”

Following “Clues” will help to give awareness  regarding time management and its importance.

Significance of timeBenefits of time management Techniques of time managementObstacles in time management 

Objectives of Time Management

Setting Goals

What is Goal?

Dictionary definition is “a desired purposedirection”

Goals are plans with purpose

A Goal Should be SMART?

• A goal is anything you want to accomplish in aspecific period.

• Goals should be S.M.A.R.T

• A Goal with no plan is just a Wish

• Goal should be realistic about what you canaccomplish.. Don’t try to juggle too many things.Don’t set yourself for failure.

• Specific

• Measurable 

• Achievable

• Realistic

• Time‐Defined

When Setting Goals –Think SMART

Why Set Goals?• You are focused on what you want to achieve.

• You are no longer confused about what action to take.

• You are able to prioritize your time.• You have a clear vision for your future.

• Your self‐confidence increases.

“If you can dream it, you can do it”(Walt Disney)

• DISNEYLAND was built in 366 days, from ground‐breaking to first day open to the public.

Inspiration

Steps to achieve your Goals?• Identify your goals by writing it down.• Set a deadline for the achievement. Put a date on it.

• List the obstacles to overcome in accomplishingyour goal.

• Identify the people and groups you need to work with to reach your goal.

• Develop a plan of action to reach your goal.

Stephen Covey’s Time Management Quadrants

“Anything that takes us towards our‘worthwhile goals’ is termed as Important

Anything takes us away from our‘worthwhile goals’ or doesn't take ustowards our ‘worthwhile goals’ is called ‘NotImportant’.”

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Important

It is not only important to know, What is “important” to you ?

But:It is also important to know,

What is “Not important” to you?

Most of us spend too much time onwhat is Urgent and not enough time onwhat is Important

An activity that has to be done now and if delayed cannot be done again or will lose its 

relevance is called an  “urgent activity.”

Example:    “Last date of utility bills”“Last date of Closing”

Urgent

An activity which does not require immediate attention /action called 

“Not‐Urgent”

• Mindless web browsing• Too much television• Junk and low value emails

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Not‐ Urgent

Q1 – Urgent and Important:‐ (Action‐Do it Now)

The first quadrant, often times referred to asthe quadrant of necessity, contains the tasksthat are urgent and important. These are thetasks you have to do or else you will facenegative consequences. Usually these aredeadline driven and/or time sensitive.

Quadrants Strategies

(Plan it‐ Focus) 

This is the quadrant where you want to invest most of yourtime. Q2 heart of effective personal management.

It deals with things that are not “Urgent” but are“Important” Some examples of Q2 Tasks.

• Exercising.• Taking classes outside your job to advance your career.• Building relationship & spend time with family & friends.

Q2‐ Important & Not Urgent

(Delegate)

• Picking up the phone while you are working

• Deposit the Utility bills. (Mobile, Electricity & Credit Card)

• File Paper as you are busy in some other assignment.

Q3‐ Not Important & Urgent

(Dump it)

This Quadrant contains the tasks you want to avoidas much as possible. These are your time wastersthat you want to eliminate. If you could identify allyour Q4 tasks and eliminate most of them, youwould free up a lot of time.

Q4‐ Not Important & Not Urgent

• Internet surfing• Gossips /Chatting with Co Workers • Poor work planning• Un Planned last minute changes• Junk mails• Discuss family Issues• Undesirable visitors• Procrastination 

What are Time Wasters

• Lack of discipline• Inability to say “No”• Stress• Personal disorganization• Poor delegation Skills• Indecisiveness

How we waste Time? 

Time Waste‐ Cause by others• Telephone interruptions.• Unscheduled Meetings• Drop in visitors• Poor CommunicationMajor Time Waster Minor Time Wasters• Disorganization Telephone calls• Procrastination Unexpected visitors• Fear to Delegate Junk Mails / Browsing• Don’t want to say No Meeting without Agenda• Not Knowing the priorities Needless Reports

Research about Top Time Wasters

“What is Procrastination”

• Lack of interest and putting off or delayingthings or unreasonably postpone a task.

• Leaving everything until the last possiblemoment; constantly worrying about work butnot getting anything done.

Procrastination means

• To avoid an unpleasant task.• Lack of Interest• Don’t know where to Start?• Waiting for more information.

• You may think if you put itoff, someone else will do it.

• You are over committed.

Why do we Procrastinate?

• Laziness• Fear of Failure• Perfectionism

Some of our important tasks becomesurgent due to “Procrastination”

Procrastination Causes

1) Develop Discipline2) Focus on Goals3) Use your Plan and Schedule4) If you do not know, then ASK for

help.

Conquer Procrastination 

Some Timely Tips for Effective Personal Time Management

1) Spend time planning and organizing2) Set goals & Prioritize3) Be Flexible4) Consider your biological prime time5) Do the right thing right6) Eliminate the urgent7) Avoid being a perfectionist8) Conquer Procrastination9) Learn to say No10)Reward Yourself

A Simple Time Management Plan

Consider the value of the taskbefore to do it.

A list of things that need to be done to achieve your goals.

Prioritize

Use to do list

To Do lists

• Break things down into small steps• Do the ugliest thing first• Do the difficult task first.

o Be Assertive and express whatyou think and feel in a positiveway. Create mutual respect.Don’t say yes, when you wantto say “No”

o If you are unable to fulfill thecommitment than there is noneed to say “Yes” Don’t beover committed.

Be Assertive in your communication 

• You can’t do everything, so without feeling guilty orthinking that you hurt someone. Don’t undertakethings you can’t complete.

Set parameters:‐

“I can’t review 10 papers, but I can do 5.”“I could get it done in 6 weeks rather than 4.”

Learn to say No

Unclear objectives

Disorganization

Stress and fatigue

Obstacles to effective time management

Too many things at once

All time work and no play

Obstacles to effective time management

• Keep Positive Attitude,• You can’t live a Positive life with a Negative mind• Be Organized and Selective• Concentrate, stay focused• Create realistic deadlines• Reward/Appreciate yourself• Write down your goals• Determine what is urgent

Time Management Solutions

• Prepare a list of priorities for the day, based on urgency & importance.

• Morning is the right time for hard work.• Have work‐breaks to over come fatigue.• Living 100% in the present improves your work output.

Time Management SolutionsTime Management Solutions

• Time Management • Organize • Problem solving attitude• Think Positive• Avoid interruptions• Be your own  Judge & motivator

Time Management SolutionsMental Techniques 

• Team building• Time management workshops• Job burnout workshops• Training in relaxation techniques• Career counseling

Time Management SolutionsOrganizational Initiatives 

• Balance in life is important

• Never get so busy making aliving that you forget tomake a life

• Most of the day is spent at work.

Balance life

“The great dividing line between success and failure can be expressed in five words: “I did not have time”

(Saying by Franklin Field)

YESTERDAY IS A CANCELLED CHEQUETOMORROW IS A PROMISORY NOTE

TODAY IS READY CASH. USE IT !

Conclusion

It is rightly said, time is life.  “If you are wasting time‐ you are wasting life”

TIME = LIFE

Thank You!

Asiya Qasim