TIME MANAGEMENT

Presented by:Jay kapadia

GK046

What is Time Management?The art of arranging, organizing, scheduling, and budgeting one’s time for the purpose of generating more effective work and productivity is known as Time Management.

So, time management involves exercising conscious control over the amount of time spent on specific activities with a focus to increase effectiveness, efficiency or productivity.

Hence, time management helps an individual to be more organized and more productive.

Time Management

• Time management is the act or process of exercising conscious control over the amount of time spent on specific activities, especially to increase efficiency or productivity.

• Time management may be aided by a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals.

Why Time Management?Look at the questions given below and try answering them with a ‘Yes’ or ‘No’.

Do you feel the need to be more organized and/or more productive?

Do you spend your day feeling very busy and yet wondering why you haven't accomplished much?

Do you wish you had a more than 24-hour day to complete all your tasks?

Do you feel stressed by an ever busy schedule with no time for yourself?

Do you feel you rarely achieve your 100% production capability?

Importance of Time ManagementTime management is important as it helps to manage your time efficiently. It is beneficial to every individual as proper time management helps us to:

Have time for ourselves

Be Relaxed & less stressed

Be Organized

Be Efficient

Be Self-disciplined

Prioritize tasks

Schedule efficiently

Plan efficiently

Need for Time Management

Each and every individual needs time management as Time is of essence to everyone, whether a student, a professional, a daily wage laborer or even a home-maker.

Every person has only a 24-hour day. Also, there are numerous tasks and a long list of tasks that each person needs to perform on a daily basis. Also, how much a person may achieve in a day will depend on the individual’s energy, motivation, use of resources and skills and capabilities. So, to make best use of all the resources both internal and external that you have at hand, it is crucial that you should learn to use some strategies for more effective time management. Thus, Time Management is a means to help you work smarter to accomplish your work more easily and rapidly.

Less stress

Improved self-esteem

Good work-life balance

There are several benefits of time management, such as follows:

Increased productivity

Prevention of panic in times of workload

Benefits of Time Management

Achievement of goals quickly and easily

Increased efficiency in fulfilling tasks

Achievement of greater success, dreams and visions

There are several benefits of time management, such as follows:

Increased confidence of fulfilling tasks

Increased energy and competency to achieve success

Benefits of Time Management

Elements of Time ManagementThere are various elements that have to be considered and managed for effective Time Management. It is important that for you to manage your time well, you should learn be aware of and use the elements of Time Management diligently. The following are the various elements of Time Management:

Being aware of your Time

Being aware of your Time Wasters

Priorities

Self-management

Management of your Personal Resources

Goal Setting

Measures of your Achievement

Planning

Uses of Time Management for Organization

Improved productivity - improved use of time by the personnel

Reduction of stress - crisis management by reducing the incidence of crises through better planning

Better performance - on time delivery to customers

Increased profitability - better use of resources

Improved planning and control

Scope of Time Management

• There are various skills, tools, and techniques that can be practiced for effective time management which helps an individual to manage time to accomplish specific tasks, projects and goals complying with a due date.

• The various tasks that are included in the scope of time management include: planning, setting goals, delegation, allocating, analysis of time spent, organizing, monitoring, scheduling, and prioritizing.

Technology and Time Management

1Telephone

2Email

3Teleconferencing

4Chat

5Web meeting

6Email Lists and Online Groups

In the modern technological world, there are many modern-day tools that are offered by technology which can be used for time management and save time efficiently . Some such tools offered by modern-day technology are:

Urgent/Important Matrix

For prioritizing your tasks and thinking about priorities, one of the most powerful ways is the Urgent/Important Matrix.

When you use the

Urgent/Important

Matrix, it helps you

overcome the natural

habit of focusing on

urgent activities.

When you get over the habit of focusing on urgent activities, you can keep enough time to focus on what’s really important.

The Urgent/Important Matrix is drawn as four quadrant matrix with the dimensions of Importance and Urgency on the two axes.

The Urgent/Important Matrix is an important concept for time management.

Strategies to Evaluate Urgent/Important MatrixIm

porta

nt

Not Urgent

Not

Impo

rtant

Urgent

1. Quadrant of Manage

2. Quadrant of

Leadership & Quality

3. Quadrant of Deception

4. Quadrant of Waste

Urgent/Important MatrixUrgent Non-Urgent

Important Q-1 Quadrant of Necessity Examples: Deadline-driven project, crisis, resolving immediate problems

Q-2Quadrant of Quality and Personal LeadershipExamples: Problem prevention, relationship building, finding your life partner, building your dream career, personal development, improving your health.

Not Important

Q-3Quadrant of DeceptionExamples: Interruptions, certain phone calls / emails / meetings / reports, certain pressing matters.

Q-4Quadrant of WasteExamples: Time wasters, surfing TV channels, mindless web surfing/chatting, etc.

For efficient time management, increase your Q-2 and ensure your tasks are important but not urgent.

Time Wasting Culprits (1 of 2)

Telephone Interruptions Inefficient Delegation Extended Lunches or Breaks Cluttered Work Space Poorly Run Meetings Socializing On The Job Misfiled Information

Time Wasting Culprits (2 of 2)

Poor Planning Procrastination Waiting/Delays Paperwork Junk Mail Drop-In Visitors Not Setting/Sticking to Priorities

THANKYOU

FOR YOURTIME