PRESENTATION REPORT OF

BUSINESS COMMUNICATION

TOPIC- TIME MANAGEMENT

SKILLS

SUBMITTED TO : SUBMITTED BY:

Dr. CHITRA HENRY RAKESH MEEL
MBA (AB) 1ST YEAR
ASSISTANT PROFFESOR IABM BIKANER

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 List of content

Serial no. Topic

1. What is time management

2. Categorization of time management

3. What is time management skill

4. Time management skills

 Setting priorities
 Eliminate procrastination

5. Personal time management skills for busy manager

6. Refrences

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 1. Time management :-
Time management refers to a range of
skills, tools, and techniques used to manage time when
accomplishing specific tasks, projects and goals.

This set encompasses a wide scope of activities, and these include

planning, allocating, setting goals, delegation, analysis of time
spent, monitoring, organizing, scheduling, and prioritizing.

Initially, time management referred to just business or work

activities, but eventually the term broadened to include personal
activities as well.

A time management system is a designed combination of

processes, tools, techniques, and methods.

2. Categorization of time management:-

Stephen R. Covey has offer

a categorization scheme for the hundreds of time management
approaches that they reviewed:

 First generation:- reminders based on clocks and watches, but

with computer implementation possible; can be used to alert a
person when a task is to be done.

 Second generation:- planning and preparation based on calendar

and appointment books; includes setting goals.

 Third generation:- planning, prioritizing, controlling (using a

personal organizer, other paper-based objects, or computer or
PDA-based systems) activities on a daily basis. This approach
implies spending some time in clarifying values and priorities.

 Fourth generation:- being efficient and proactive using any of the

above tools; places goals and roles as the controlling element of the
system and favours importance over urgency.

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3. Time management skills:-
Time management skills are your
abilities to recognize and solve personal time management
problems.

With good time management skills you are in control of your time
and your life, of your stress and energy levels.

You make progress at work. You are able to maintain balance

between your work, personal, and family lives. You have enough
flexibility to respond to surprises or new opportunities.

All time management skills are learnable.

More than likely you will see much improvement from simply
becoming aware of the essence and causes of common personal
time management problems.

Just get started with them. Many of your problems gradually

disappear.

If you already know how you should be managing your time, but
you still don't do it, don't give up.

What you may be overlooking is the psychological side of your time

management skills, psychological obstacles hidden behind your
personality.

Depending on your personal situation, such obstacles may be the

primary reason why you procrastinate, have difficulties saying no,
delegating, or making time management decisions.

The psychological component of your time management skills can

also be dealt with.

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4.Time management skills:-

A. Setting priorities:-

There are several ways to set priorities

ABC analysis:-

A technique that has been used in business management for a long time
is the categorization of large data into groups. These groups are often
marked A, B, and C—hence the name. Activities are ranked upon these
general criteria:

 A – Tasks that are perceived as being urgent and important.

 B – Tasks that are important but not urgent.
 C – Tasks that are neither urgent nor important.

Each group is then rank-ordered in priority. To further refine priority,

some individuals choose to then force-rank all "B" items as either "A" or
"C". ABC analysis can incorporate more than three groups.

ABC analysis is frequently combined with Pareto analysis.

Pareto analysis:-

This is the idea that 80% of tasks can be completed in 20% of the
disposable time.

The remaining 20% of tasks will take up 80% of the time. This principle
is used to sort tasks into two parts. According to this form of Pareto
analysis it is recommended that tasks that fall into the first category be
assigned a higher priority.

The 80-20-rule can also be applied to increase productivity: it is

assumed that 80% of the productivity can be achieved by doing 20% of
the tasks.

If productivity is the aim of time management, then these tasks should

be prioritized higher.

It depends on the method adopted to complete the task. There is always

a simpler and easy way to complete the task. If one uses a complex way,

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it will be time consuming. So, one should always try to find out the
alternate ways to complete each task.

The Eisenhower Method:-

A basic "Eisenhower box" to help evaluate urgency and importance.

Items may be placed at more precise points within each quadrant.

All tasks are evaluated using the criteria important/unimportant and

urgent/not urgent and put in according quadrants.

Tasks in unimportant/not urgent are dropped, tasks in important/urgent

are done immediately and personally, tasks in unimportant/urgent are
delegated and tasks in important/not urgent get an end date and are
done personally.

This method is said to have been used by US President Dwight D.

Eisenhower, and is outlined in a quote attributed to him: What is
important is seldom urgent and what is urgent is seldom important

POSEC method:-

POSEC is an acronym for Prioritize by Organizing, Streamlining,

Economizing and Contributing.

The method dictates a template which emphasizes an average

individual's immediate sense of emotional and monetary security. It
suggests that by attending to one's personal responsibilities first, an
individual is better positioned to shoulder collective responsibilities.

Inherent in the acronym is a hierarchy of self-realization which mirrors

Abraham Maslow's "Hierarchy of needs".

1. Prioritize - Your time and define your life by goals.

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 2. Organizing - Things you have to accomplish regularly to be
successful. (Family and Finances)
3. Streamlining - Things you may not like to do, but must do. (Work
and Chores)
4. Economizing - Things you should do or may even like to do, but
they're not pressingly urgent. (Pastimes and Socializing)
5. Contributing - By paying attention to the few remaining things that
make a difference. (Social Obligations).

B. Eliminate procrastination:-

Procrastination:-

A basic definition of procrastination is putting off the things that you

should be doing now. This happens with all of us time after time.

Yet, what makes a big difference for your success is your ability to
recognize procrastination reasons and expressions in their different
forms, and to promptly take them under control, before this bad habit
steals your opportunities, damages your career and pride, or destroys
your relationships. So why do not you do it now?

The essence of procrastination is very well reflected in this quote by

Bernard Meltzer: "Hard work is often the easy work you did not do at
the proper time."

Causes of procrastination:-

What are typical reasons why you procrastinate?

Here are a few of the most common situations to
consider in your anti procrastination efforts.

It can be as simple as

 Waiting for the right mood

 Waiting for the right time

Then look at the way you organize your work. You may notice other
reasons for procrastination like

 Lack of clear goals

 Underestimating the difficulty of the tasks
 Underestimating the time required to complete the tasks
 Unclear standards for the task outcomes
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  Feeling as the tasks are imposed on you from outside
 Too ambiguous tasks

And there are also many connections with

 Underdeveloped decision making skills

 Fear of failure or fear of success
 Perfectionism

5. Personal time management skills for busy manager:-

Personal time management:-

Personal time management is about winning the "EEE" words

 Effective - having a definite or desired effect

 Efficient - productive with minimum waste or effort
 Effortless - seemingly without effort; natural, easy

Personal Time Management is about controlling the use of your

most valuable (and undervalued) resource.

Followings are personal time management skills for busy

manager:-

Waste disposal:- There are various sources of waste. The most common
are social: telephone calls, friends dropping by, conversations around the
coffee machine.

Doing subordinate's work :- Large gains can be made by assigning

secretarial duties to secretaries: they regularly catch the next post, they
type a lot faster than you. Your subordinate should be told about the
missing section and told how (and why) to slant it. If you have a task
which could be done by a subordinate, use the next occasion to start
training him/her to do it instead of doing it yourself - you will need to
spend some time monitoring the task thereafter, but far less that in
doing it yourself.

Doing the work of others :- A major impact upon your work can be the
tendency to help others with their's. Now, in the spirit of an open and
harmonious work environment it is obviously desirable that you should
be willing to help out - but check your work log and decide how much

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time you spend on your own work and how much you spend on others'.
For instance, if you spend a morning checking the grammar and spelling
in the training material related to you last project, then that is waste.
Publications should do the proof-reading, that is their job, they are
better at it than you; you should deal at the technical level.

Monitoring Staff :-Your Personal Time Management also effects other

people, particularly your subordinates. Planning projects means not only
allocating your time but also the distribution of tasks; and this should be
done in the same planned, monitored and reviewed manner as your own
scheduling.

Any delegated task should be specified with an (agreed) end date. As a

Manager, you are responsible for ensuring that the tasks allocated to
your subordinates are completed successfully. Thus you should ensure
that each task is concluded with a deliverable (for instance, a memo to
confirm completion) - you make an entry in your diary to check that this
has arrived. Thus, if you agree the task for Tuesday, Wednesday should
have an entry in your diary to check the deliverable. This simple device
allows you to monitor progress and to initiate action as necessary.

6. Refrences:-

1. Time Management: 24 Techniques to Make Each Minute Count at Work By Marc

Mancini(page no.25-26)

2. Time Management: Proven Techniques for Making the Most of Your Valuable
Time By Marshall J. Cook(page no.85-86)

3. The 25 best time management tools & techniques: how to get more done By Pamela
Dodd, Doug Sundheim(page no.112-113)

4.Time Management: The Art of Stress-free Productivity By P. K. Jha(page no.107-109)

5. wikipedia.org/wiki/Time_management

6. www.time-management-guide.com/time-management-skills

7. www.timemanagement.com

8. The First-Time Manager: The First Steps to a Brilliant Management Career By

Michael John Morris(page no.223 and305

9. sbinfocanada.about.com/cs/timemanagement/.../timemgttips.

10. www.balancetime.com.

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