CHAPTER ONE

GENERAL INTRODUCTION

Time can be described as a natural element; a period during which activities take place. It is
also an embodiment of destining unfolding in stage. Time is unending and unavoidable. The
most neglected and most regretted.

Time cannot be controlled or handled with levity but can be properly managed to fit any
activity. Many have redesigned time to suit their poor attitude to it. They see time as a
resource that can be made up. This is absolutely wrong as time and tide waits for no one and
any part of it wasted can never be replaced or brought back.
Time is measured in seconds, minute, hour play, week, year, decade, century, etc. the
effectiveness sum of time as what is referred to as “Time management” and it entails
management skills.

Time management means an intelligent identification of essential matters in the order of their
importance and utilizing effectively very moment available as mean fully and productivity as
possible. It also refers to the discipline to adhere to a predetermined time already schedules.
Managing time is not the same as spending hours on an assignment; it is simply about
determining priorities and the use of managerial techniques to reach set goals effectively.

As there is often a general problem arising from time management in our daily activities,
corporate world and other business ventures, techniques of time management, constrains and
the enormous benefits derivable with particularly references to these secretary‟s efficiently in
an organization structure.

1.2. HISTORICAL BACKGROUND OF SECRETARY:

A secretary is a person whose work consists of supporting management, including executives,

using a variety of project, management, communication or organizational skills. These
functions may be entirely earned out to assist one other. In other situations, secretary is an
officer of a society or organization who deals with correspondence, admits new members and
organizes official meetings and events.

The word secretary is come from the Latin word “secerenere.” which means to „distinguish‟
or „to set apart the passive participle (secretum) meaning „having been set apart‟ with the
eventual connotation of something private or confidential, as with the English word secret. A
secretary was a person, therefore overseeing business confidentially usually for a powerful
individual (kings, pop etc.)

Since the renaissance until the late 19th century, men involved in the daily correspondence, the
title of secretary, with time like many tittles, the term was term was applied to more and
varied functions, leading to compound tittles of specific various secretarial work better, like
general secretary or financial secretary. Just „secretary‟ remained in use either as an
abbreviation when clear in contact or for modest positions such as an administrative assistant
of the officer(s) in charge, either individually or as members of the secretarial. As such less
influential posts become more feminine and common with the multifunction of work in the
public and private sectors, new words were also corned to describe them such as personal
assistant.

The secretary plays a very important role in the organization. She organizes, supervises and
controls the other workers. The secretary acts as co-coordinator between the subordinates and
the management. If there is a good interpersonal/human relation it will greatly influence the
effective management of co-workers and will lead to an increase in productivity and work
performance. But where human relationship is lacking, it will adversely affect productivity
and lead to ineffectiveness. Therefore the secretary has a lot of responsibility in ensuring a
unified team with her boss. She ought to influence the entire business life of organization not
only positively but profitable.

1.3. HISTORICAL BACKGROUND OF ENTERPEISE

The name of the organisation where this work was carried out is DIVINE CONCEPT
DOCUMENTATION. It is situated at Carrefour Etoug -Ebe in Yaounde Centre Region of the
Republic of Cameroon.

1.4. CONCEPTUAL BACKGROUND

It is important to grasp a better explanation of key words to be used in this project. In this
section we shall give a clarification of the following;
A. What is an effect? : This is a change which is a result or consequence of an action.
B. What is time? : is the continued sequence of existence and events that occurs in an
apparently irreversible succession form the past, through the present, into the future. It
is a component quantity of various measurements used to sequence events, to compare
the duration of events or the intervals between them, and to quantities in material
 reality or in the conscious experience. Time is often referred to as a fourth dimension,
along with three spatial dimensions.
C. What is management? : This is how businesses organize, and direct workflow,
operations, and employees to meet company goals. The primary goal of management
is to create an environment that lets employees work efficiently and productively.
D. What is secretary? A person employed by an individual or in an office to assist with
correspondence, make appointments and carry out administrative tasks
https://www.coursera.org
E. What is Efficiency? : This is the ability to achieve an end goal with little to no waste,
effort, or energy. Being efficient means you can achieve your results by putting the
resource you have in the best way possible. Put simply something is efficient if
nothing is wasted and all processes are optimized. https://www.investopedia.com
F. What is effectiveness? : This refers to the capability of the management to achieve
the desired target in the specified time. It is concerned with doing what is right or what
should be done.

1.5. CONTEXTUAL BACKGROUND

This research work was carried out in the context of DIVINE CONCEPT
DOCUMENTATION organisation. This organisation was chosen because its deals with my
study which is assistant manager. Due to the fact that the secretary who is the first person we
meet as the gate way into the organisation (DIVINE CONCEPT DOCUMENTATION) has
been facing difficulties with clients, whose work has not be done on time .

1.6. PROBLEM STATEMENT

It is observed that lack of adequate attention to time and its importance has been responsible
for the low productivity in some organization. Essentially as profit is measured against time,
management, it leads to discomfort, in forms such as headache, stomachaches, cramps loss of
sleep, difficulty in concentrating etc. a person under stress had the tendency to go off work for
a while during that period, time which would have been used constructively is being wasted.
It is also noted that secretaries encounter problems like unpredictable daily routine which
arises when a secretary, for one reason or the order takes on the responsibility originally
belonging to another person. The work of the secretary in question suffers a temporary set-
back in time and also affect time management.
1.7. OBJECTIVE OF THE STUDY
The objectives of this study are numerous among which are:-
1. Under-standing the travel meaning of time management with the view of
highlighting its various advantages and constraints.
2. Bringing into time light the wise principles and techniques of time management.
3. Understanding common time waster e.g. procrastinations telephone and human
interruption under objectives and priorities in vision and many more.
4. Suggestion ways where by problems that arises from lack of understanding and
attention to time can be corrected.
5. To correct the general myths of time management in the minds of people especially
the secretary.
6. Creating awareness as to the losses arising from lack of time management.
7. Above, all the emphasize the secretaries productivities and efficiency in term of
time management.
1.8. RESEARCH QUESTIONS
The under mentioned points/ question and other are proposed to guide the conduct and
analysis of the project work.
1) What are the factors responsible for time management problems?
2) What are the consequences of time management?
3) How can poor time management be resolved?
4) What are the benefits accrued to a secretary to time management?

1.9. SIGNIFANCE OF THE STUDY

Secretaries play vital roles as to the promotion of production efficiency and attainment of the
organization‟s objectives. This research work will then be significant to the management and
staff of organizations in Yaounde town and also to other organizations in Cameroon. They
will be able to harmonize their time management skills as this would help to avoid conflict
with both clients and staffs of the organisation.

Practicing secretaries would as well benefit since they would be acquainted with the time
management skills they require for effective job performance. Additionally, it will provide
guidelines on how to deal with problems arising from secretary, staff, and boss and clients
relationship. As it will encourage the boss to perceive the secretary in a positive light and
evolves policies that could integrate secretaries into management team hence facilitate job
satisfactions and improve the performance amongst secretaries.
The result of this study would be useful to the secretary, colleagues as it will advise on the
ways relationships between these people can be enhanced for achievement of the
organizational goals. The customers to the organization would also benefit from the study as
they became aware of the significant of good time management relations and why secretaries
respond the way they do at times.

1.9. THE SCOPE OF THE STUDY

1.9.1 TIME SCOPE
This research does not only covers DIVINE CONCEPT DOCUMENTATION organisation
but also other organisations which are found in Yaounde the Centre region of Cameroon so
as to give adequate reasons for generalization of the research but due to time constraints, the
research covers just DIVINE CONCEPT DOCUMENTATION located at Etoug-Ebe
Yaounde.
The study is mostly on secondary data through primary data and is also provided by the
concern office and thus the results depend largely on the information provided by them. It is
also limited to the period of internship.

1.9.2. GEOGRAPHICAL SCOPE

The research shall be carried out in Etoug-Ebe in Yaounde Centre region of Cameroon.

1.9.3. ORGANIZATIONAL STRUCTURE OF THE WORK

This research work is made up of five chapters. Chapter one is made up of various
backgrounds of the study, problem statement, research objective, significances and the scope
of the study. Chapter two contains conceptual framework and literature review. Chapter three
is made up of the research methodology or the study area, data collection techniques, data
analysis, limitation of the study and presentation of the company. Chapter four constitutes the
presentation and analysis of data and lastly chapter five which is summary, conclusion and
recommendations.

CHAPTER TWO
LITERATURE REVIEW
2.1. DEFINITION TIME MANAGEMENT

Time management is the process of planning and exercising conscious control of time spent
on specific activities - especially to increase effectiveness, efficiency, and productivity. It
involves of various demands upon a person relating to work, social life, family, hobbies,
personal interests, and commitments with the finite nature of time. Using time effectively
gives the person "choice" on spending or managing activities at their own time and
expediency.

Time management may be aided by a range of skills, tools, and techniques used
to manage time when accomplishing specific tasks, projects, and goals complying with a due
date. 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. Time management is usually a necessity in any project management as it determines
the project completion time and scope.

Making the most out of your day and ending it with that pleasant feeling of knowing you‟ve
done all you could do in that single 24-hour period - that‟s what time management is all
about. It means you‟ve made effective use of your time and accomplished what you‟ve set to
do for yourself for the day.

Being good at managing your time makes you better at successfully completing all of your
work and life-related activities, tasks, or responsibilities.

The principal idea behind efficient time management is to prioritize your work tasks based on
their importance and urgency and estimate the time needed to complete them in advance.

2.1.1. BENEFITS OF TIME MANAGEMENT

Time management is important because it is a direct counter to procrastination.
Procrastination is the act of waiting until there is a short period of time to get something done.
Lacking time management and being a procrastinator can cause someone to complete a task in
a lackluster way. The benefits of efficiently managing someone's time include increased
productivity, less stress and anxiety, and the realization of goals.

Increased productivity is the ability to get a significant end result out without putting as much
in. Increased productivity at someone's job can lead to promotions or other advancement
opportunities. When a supervisor sees an employee can maximize their time in a way that
they can get things done efficiently in a shorter amount of time than their peers-they recognize
the employee has excellent time management skills.

Being inundated with too many things to do without having enough time to recover for
oneself can lead to stress and anxiety. Stress and anxiety are intense emotional states of
excessive worry and fear. Suffering from stress and anxiety can lead to mental health
disorders such as depression or physical ailments such as headaches, chest pains, and low
energy. Having time management skills helps a person to be more in control of their time,
helping to reduce stress and anxiety.

A realization of goals is another benefit of time management because it helps

with prioritizing. Prioritizing is determining the order for dealing with tasks by order of
importance. It can be easy to feel as if everything is of equal importance; however, ranking
and separating tasks from urgent, to important, and then flexible, and then setting timelines to
complete each task can help. If a person can set a goal, they can easily prioritize what should
be done in order to meet it.

2.2 Early history of time management

The roots of all time management are in business. The industrial revolution of the 19th
century and the rise of factories created a need to fabricate a new relationship with time.
Factory work, unlike agrarian labour, demanded punctuality. People had to learn to live by the
clock rather than by the sun.

Schooling became as much (or more) about preparing students to become good factory
workers with the right habits. Punctuality and productivity became the overarching goals.
“Time is money," said Benjamin Franklin, an opinion that became the mantra of the business
world.

Blame It on Taylor (and That Ford Fellow)

In 1911, Frederick Winslow Taylor published The Principles of Scientific Management,
presenting his theory of management based on the analysis and synthesis of workflows. The
main objective of Taylorism, as it became known, was to improve worker productivity.

In sum, Taylorism consists of observing the work, finding the “one best” way of doing it,
breaking the task into discrete actions, and having management then train the workers to do
the task properly.

His work was widely influential, reaching its apex, perhaps, in Henry Ford‟s Model. T.
assembly line (1913). Although Ford didn‟t invent the assembly line, he refined it by
installing driven conveyor belts that could produce a Model T in 93 minutes. Taylor became
known as the father of scientific management and a whole new discipline was born.

The Drucker Transformation

Obviously, factory workers were not the only kinds of workers businesses employed. White-
collar workers also needed to be “managed.” Peter Drucker created a more inclusive theory of
management based on management by objectives and the need to manage a business by
balancing a variety of needs and goals, rather than subordinating an institution to a single
value ("The Practice of Management," 1954).

It‟s difficult to overstate Drucker‟s influence. He wrote 39 books and his ongoing study of the
way organizations work and his ideas about social responsibility literally reshaped the
business landscape. He foresaw many of the developments of the late 20th century such as the
rise of the knowledge worker (a term he coined) and the emergence of the information
society. In 1958, the first book specifically on time management was published by James
McKay.

Of the many theories of time management put forward since then, the work of Steven R.
Covey deserves special mention. His "The 7 Habits of Highly Effective People" is still one of
the bestselling nonfiction books today and his body of work has done a great deal to
popularize the concept of personal time management.

A Closer Look at Personal Time Management

When we think of time management, most of us think of personal time management, loosely
defined as managing our time to waste less of it on doing the things we have to do so we have
more to do the things we want to do.

Time management is often presented as a set of skills; the theory is that once we master the
skills, we'll be more organized, efficient, and happier.
Whether you believe this or not, any working person can certainly benefit from honing any or
all of their time management skills.
Personal time management skills include:
 Goal setting
 Planning
 Prioritizing
 Decision-making
 Delegating
 Scheduling
Many people find that time management tools, such as PIM software and phone apps, help
them manage their time more effectively. For instance, a calendar app can make it easier to
schedule and keep track of events and appointments.

Whether you use technological time management tools or plain old pen and paper, however,
the first step in effective time management is analyzing how you currently spend your time
and deciding what changes should be made.

2.3 Contemporary time management

Time management-how we choose to use and organize our time-is something many of us
struggle with. Effective time management allows us to make the most of our day,
accomplishing tasks more quickly and prioritizing those that will make the most impact.
Different people need different effective time management strategies. If you‟re a graduate
student, you may choose to manage your time in a different way than someone who is a
working mother. If you‟re a visual person, you may prefer a color-coded calendar over a
written to do list.
Figuring out a process that works for you, whatever that may be, is key to creating your most
efficient life. To help you improve poor time management, we‟ve explored nine popular
techniques, from the 80/20 rule to the “eat that frog” method. We‟ve outlined what they are,
how to implement them, and the types of people who most benefit from them. And, check out
our infographic below that includes a flowchart to help you decide which time management
process will work the best for you.

1.1 Types of Time Management Techniques

Achieving work life balance is possible with effective time management. Learning time
management tips will not only help you manage your time better but also boost personal
productivity. With that said, here are some time management strategies you can try:

1. The Pomodoro Technique

The Pomodoro time management technique was invented by Francesco Cirillo. He used a
kitchen timer to split his work into 25-minute intervals. Every period of work, or as he
called it, pomodoro, was followed by a short break, usually lasting around 5 minutes.

The name “pomodoro” comes from the Italian word for “tomato.” Cirillo chose this name
because the kitchen timer he used to split his work periods looked exactly like a tomato.

If you want to try out the Pomodoro method for yourself, you should do the following:

1. Choose a task you wish to complete.

2. Start a 25-minute timer. You could use an online stopwatch or the one on your
phone.

3. Do some work until the clock runs out.

4. After the 25-minute interval ends, take a 5-minute break.

5. Following the 4th pomodoro period, take a longer 25-30 minutes break.

6. Rinse and repeat until your task is done or until you feel you‟ve done enough for the
day.

2. Eisenhower Matrix
Developed by the 34th US president, Dwight Eisenhower, the Eisenhower Matrix is a time
management technique that focuses on prioritizing tasks in terms of their importance and
urgency. The more important and urgent a specific task is, the higher it should be on the “to-
do” list.

To try out the Eisenhower Matrix and see if it works for your specific needs, do the following
steps:

 Create 4 quadrants with these categories: Important and Urgent, Important but Not
Urgent, Not important but Urgent, Not important and Not Urgent.

 Take a closer look at your current tasks and put them into those 4 quadrants based on
the previously mentioned parameters.

 Important and Urgent - you do them immidiately.

 Important but Not Urgent - you schedule a time to do them in the future.

 Not important but Urgent - delegate these tasks.

 Not important and Not Urgent - delete these taks.

3. Parkinson’s Law

Created by and named after a British historian, Cyril Northcote Parkinson, Parkinson‟s law is
hugely based around Ciryl‟s famous quote: “Work expands so as to fill the time available for
its completion.”

This, in more simple terms, means that whatever amount of time you allocate to finish a
particular task is the exact amount of time you’ll need to finish the said task.

Although Parkinson‟s law sounds like something straight from a philosophy book and less
like a time management technique, when it works, it really works. But, to figure it out and
reap all of its benefits, you‟ll have to put in the time!

Here‟s what it boils down to:

1. Work more efficiently and in short bursts of time.

2. Put yourself in situations in which you have time limits to finish your work or impose
time limits on yourself. The easiest example would be working on your laptop without
 the charger being plugged in. This will put you in a position to finish your work faster
before the battery runs out.

3. Finish your work early! If your deadline is set at midnight, try finishing your tasks
before that (say noon, five o‟clock, or even 8 o‟clock). The main point is to be done
with your project before the deadline.

4. Limit the amount of time you spend on certain tasks to avoid procrastination. For
example, give yourself half an hour each day to answer emails. And, whatever you
manage to accomplish in those 30 minutes, that‟s it! This will force you to work more
efficiently and limit the amount of time you spend procrastinating.

4. The Kanban Technique

The reason why the name of this time-management technique sounds Japanese is that it was
first embraced by Taiichi Ono in the 1960s while working for Toyota Automotive. The main
idea behind this method was to increase the overall productivity and efficacy of Toyota‟s
manufacturing process.

The main idea behind the kanban board is that you move tasks from one stage to the
next and this helps with transparency and every team member can see the state of every
task at any time.

To start incorporating the Kanban time management technique into your daily routine, you
should start with the following:

 First, you‟ll need software for project management, a whiteboard, some sticky notes,
or a plain old piece of paper. Any one of them will do.

 Second, you should figure out all the stages that are included in finishing a specific
project. For example, you could divide your project into 4 distinct phases and create
columns for each stage.

There are no specific rules on how to divide a specific project or how to name each stage, but
the most common way of doing it is as follows:

1. Backlog - A column for brainstorming, detailing, and deciding on tasks, i.e., a place to
figure out the order and priority of tasks.

2. To Do - A column for the tasks you are going to work on.

 3. In Progress - A column for the tasks you are currently working on.

4. Done - A column for all your finished tasks.

5. Getting Things Done or GTD

Created by David Allen and thoroughly explained in his book “Getting Things Done: The Art
of Stress Free Productivity,” the GTG method is widely thought of as one of the most
successful time management techniques.

The main idea behind the Getting Things Done method is to first declutter your mind from
the entirety of tasks, projects, and other work or life-related responsibilities and then take
specific steps to finish them all successfully. The steps, as per the GTG technique, are as
follows:

1. Capture - write down any and all tasks you wish to complete.

2. Clarify - Make a decision about each task: Do it, don‟t do it, or delegate it to your
team members.

3. Organize - Create different categories of tasks and put each task in its corresponding
category. For example work, home, emails to send, and such.

4. Reflect - Focus on reviewing your tasks and figuring out the timeline for their
completion.

5. Engage - After all the previous 4 steps are done, it‟s time to start working on the tasks.

6. The Time Blocking Method

Time blocking, widely popularized by Elon Musk, is a time management technique that
focuses on creating awareness about how exactly you spend your time during the day. The
main idea is that with “awareness,” you can strategize more easily and ensure that every part
of your day is spent as efficiently as possible.

The time blocking technique revolves around dividing your day into smaller periods of time
or time blocks. To do it, you should:

1. Divide the entire 24-hour day into smaller chunks of time - time blocks.
 2. Try to estimate the time you‟ll need to complete your daily tasks and put them into
time blocks.

3. There‟s no specific recommended length for each time block. It depends on the type of
activity or task you are performing. For example, you could create a 3-minute time
block for brushing your teeth or a 30-minute block to complete a specific work-related
task.

As a side note, when you‟re just starting out with time blocking, it‟s a good idea to create time
blocks that are a bit longer. This will allow you to make adjustments on the fly until you
completely figure out this time-management method and tailor it to your particular needs and
wants.

7. The Pickle Jar Theory

Pickle Jar, also known as the Glass Jar time management technique, is a great method for
individuals who are good at visualization.

To start with the Pickle Jar technique, all you have to do is imagine a pickle or a glass jar
that‟s filled with sand, pebbles, and rocks. The sand sits at the bottom, and the rocks are at the
top of the jar. Everything in the Pickle Jar represents some part of your daily schedule:

1. Sand represents anything that can disrupt you from fulfilling your daily tasks. Here
goes everything from social media to unwelcome phone calls.

2. Pebbles represent tasks or other obligations that are not due soon or can be delegated
to someone else.

3. Rocks are the most important tasks of the day and should be done first.

To successfully master this technique, you should try categorizing all your daily work tasks
and obligations into these 3 categories. If you‟re dealing with an 8-hour work schedule, try
planning for six or seven hours of dealing with “rocks” to leave enough time in case the
“sand” decides to veer into your jar.

8. Eat That Frog

The Eat That Frog time management technique was inspired by the famous Mark
Twain quote: “Eat a live frog the first thing in the morning, and nothing worse will
happen to you the rest of the day.”

To put it simply, the Eat That Frog method revolves around prioritizing and doing
the most strenuous and difficult tasks of the day first. The reasoning behind it is
that after finishing those tasks, every other work-related obligation will feel easy in
comparison.

9. Timeboxing Technique

James Martin was the first to explain and expand on the time boxing technique in
his book titled “Rapid Application Development.”

Similarly to the time blocking method, the time boxing technique revolves
around splitting your day into multiple timeboxes and allocating specific tasks
to each singular timebox.

The main difference between these two time management techniques is that time
blocking focuses more on when to perform tasks, whereas time boxing is more
about limiting the amount of time you spend on each of your daily tasks. The end
goal here is to improve your overall efficiency.

10. Deep Work

The deep work time management technique was first introduced to the world by Cal Newport
in his book titled “Deep Work: Rules for Focused Success in a Distracted World.” In his
works, Cal Newport makes a clear distinction between two types of work:

 Shallow work - defined as less strenuous or demanding tasks or other work-related

activities.

 Deep work - defined as more demanding or onerous tasks or other work-related

activities.

To successfully implement the deep work time management technique, you should:
  Create a timetable or leave enough time during your day to perform deep work tasks.
During this period, you should focus on the most important activities or tasks only and
try your best to remove or minimize any distractions (e.g., turn off your phone).

 Make an effort to schedule deep work activities during that time of the day when
you feel like your best self, i.e., when your energy levels are high enough to deal with
“deep work.”

After completing deep work tasks, ensure you have enough room to complete all of
your shallow work activities (e.g., answering unimportant emails), which typically require
less energy.

11. The “ABCDE” Method

Like the Eisenhower Matrix, the ABCDE technique aims to help prioritize tasks and revise
and optimize the time needed to complete them.

Alan Lakein is accredited as the one who created the ABCDE technique for time
management. He defined the ideas behind this method in his book called “How to Get Control
of Your Time and Your Life.”

To start incorporating the ABCDE method, you should first organize your tasks in the
following categories:

 Category A - is reserved for the most important daily tasks.

 Category B - for tasks that are important but less so than those from category A.

 Category C - for activities or tasks that would be nice to do.

 Category D - tasks in this category should be delegated (e.g., to your team members
or other personnel)

 Category E - this category is reserved for tasks that are not at all necessary to do or
important.

After categorizing all of your tasks into the above-mentioned groups, start doing the tasks
from Category A, then move on to B, and so forth.

12. The Rapid Planning Method or RPM

Created by the motivational speaker Tony Robbins, the Rapid Planning Method or RPM is a
popular time management technique. It focuses on helping people train their brains to first
envision the success they are trying to achieve and then make it a reality.

RPM is about first figuring out the goals that you should focus on and then realizing
those goals successfully. Apart from standing for Rapid Planning Method, the acronym
RPM, according to Tony Robbins, also means:

 R - stands for Results-oriented

 P - stands for Purpose-driven

 M - stands for Massive Action Plan

This time management technique, or “system of thinking,” as Mr. Robbins calls it, is all about
focusing on achieving your life goals, completing the most important tasks, and finding the
best ways to do just that.

13. The SMART Method

The SMART method is another acronym-based time management system aimed to help you
complete your work or life-related tasks with ease. This technique focuses on setting and
creating a way of measuring your productivity and efficiency, allowing you to improve both if
necessary.

SMART stands for:

 Specific - You should define your goals as clearly as possible. With this method,
there‟s no room for unnecessary procrastination. Figure out what you have to do and
do it.

 Measurable - The best way to achieve a certain goal or complete a specific task is
to actively measure its progress. You can use any sort of metric for this – from
numbers to dividing projects into smaller tasks, anything will work, as long as it works
for you.

 Achievable - Make sure your goal is realistic and attainable. Leave room to surpass
yourself but don‟t set unrealistic goals.
  Relevant - Your goal(s) should always complement the tasks, projects, activities, or
long-term plans. Basically, don‟t veer into uncharted waters.

 Time-Bound - Set a time limit for achieving goals or completing tasks.

14. The POSEC Method

The POSEC stands for: Prioritize by Organizing, Streamlining, Economizing,

and Contributing. This time management method was created and defined by Steven Lam in
his book titled “The Posec Method of Time Management.”

The main goal of this technique is to improve your work management skills by following
five easy steps:

 Prioritize everything from work-related tasks to life goals and long-term plans. Figure
out and prioritize what‟s truly important to you, specifically.

 Organize your tasks into categories and make a plan on how to tackle them head-on.

 Streamline work or life-related tasks, daily chores, and more. Essentially everything
and anything you don‟t enjoy doing but have to anyway.

 Economize on what you enjoy doing, like hobbies or hanging out with friends.

 Contribute to your society, socialize, and try to make a positive difference.

This method is based on the theory called the “Hierarchy of Needs,” first proposed by an
American psychologist, Abraham Maslow.

15. Biological Prime Time Technique

Biological Prime Time tries to impose some actual, biological, and scientific facts into time
management techniques. The term “Biological Prime Time” was first used by Sam Carpenter
in his book “Work The System.”

This method for managing time essentially boils down to figuring out the exact time of
day when your energy levels are at their highest. After that, the next step is to schedule and
do the most important tasks during that time period, when you feel at your best and have
the most amount of energy.

To successfully implement this time-management technique into your daily schedule, you
should:

 Try to figure out the time of day you are at your best in terms of energy levels, focus,
and overall productivity. This process of self-discovery could last up to a month, so
don‟t worry if you can‟t get it in the first couple of days.

 During the “figuring out” process, try to keep tabs on your focus, energy, and
productivity during different times of the day. This will help you zone into your
Biological Prime Time more easily.

 Write down the results for every hour of every day.

 After a month or so, analyze your results and pinpoint the exact time of the day
when your energy levels are at their highest.

 Once you‟ve figured out your BPT, start working on your most important tasks during
that exact time period.

 Leave low-priority tasks for those times in the day when your energy levels are lower.

16. The Pareto Analysis Technique

Pareto Analysis is a time management technique named after and created by an Italian
economist Vilfredo Pareto. The main idea behind this method is that only 20% of the
decisions we make are effectively responsible for 80% of the outcomes we face.

The successful implementation of the Pareto Analysis can help you figure out the most
practical decision or steps to make to get the best possible outcomes. The most basic way to
perform the Pareto Analysis is to:

 Make a list of the problems you or your team are facing and wish to solve.

 Try to ascertain the main cause/causes behind each of your problems. Problems can
have multiple sources, so don‟t limit yourself by assigning just one cause to each of
your problems.
  Give individual scores to problems based on the negative impacts they have. The
bigger the negative impact is, the higher an assigned score should be.

 Organize and categorize problems into groups. For example, you could group
problems that have the same root cause. The way you do this is not set in stone. Group
up problems in any way you feel will work best for your needs.

 Add up the scores for each group you‟ve created. The group of problems with the
highest score is the one you should deal with first.

 Start dealing with it!

17. The 1-3-5 Technique

The 1-3-5 time management method is a constructive and interesting way to manage your
daily tasks. It‟s really simple, and if you want to try it out for yourself, you should:

 Try to categorize all of your daily tasks into these three

groups: big, medium, and small.

 If you have more than one big task, rank them based on their importance and do
the one that ranks higher first.

 Start with 1 big task first and work on it until it's done.

 The next step is to finish the 3 medium tasks (hence the 1-3-5 name).

 And, finally, it‟s time to complete the 5 small tasks for the day.

With this time management technique, it‟s important to have a certain degree of flexibility.
You won‟t always have 3 medium or 5 small tasks, some days you‟ll probably be bogged
down with big tasks only. If that's the case, rank them based on their importance and complete
them in that.

2.4. Time waster and stealers

Time stealers and time wasters at work are the not important and usually not enjoyable tasks
that draw your attention away from what you are supposed to be doing.
Identifying them will help you work on a plan to lessen their impact on your productivity and
efficiency. Although they can be different in every type of work and personality, the common
things are listed below.

In the following article we compiled 11 strategies for you on how to eliminate time stealers at
work.

1. Interruptions

Interruptions can come from internal or external sources. The most common interrupters are
phone calls, emails, paper clutter and visitors.

. Poor personal organisation

If you have a messy and overloaded workplace, you better work on it NOW and organise it.
The more organised you are, the more effective and efficient you will be. You will be able to
handle all incoming and outgoing items appropriately.

3. Lack of focus and/or motivation

Focus and finish one task before doing another. Having multiple short tasks decreases your
focus, therefore decreasing your efficiency as well.

4. Poor planning

Think of your own short, medium and long term planning strategies. You can accomplish
this step better using SMARTERS. This acronym stands for:

 Specific
 Measurable
 Achievable or Attainable
 Realistic or Relevant
 Timely
 Evaluate, Ethical or Extending
 Re-evaluate or Rewarding
 Strategic – this could be personally strategic or organizationally

5. Doing work that isn’t yours

It is okay to say NO. There is nothing wrong with it especially when you have lots of more
important things to do. You can use the UNER method to maintain workplace relationships
even if you‟re unable to help others. UNER stands for:

 Understand (appreciate the position the person asking is in)

 No (say “No” in an assertive, not aggressive or submissive manner)
 Explain (explain the reason why you can‟t help)
 Recommend (Offer an alternative, perhaps other people that might be of help)

6. Meetings

These are notorious time stealers, especially when unplanned. Attending meetings with late-
comers is also a problem.

7. Procrastinating

Putting something off or delaying something intentionally will create no good for you and
for the company you are working for. It can even affect the tasks you need to do for the whole
day!

8. Absence of others

Absences can be planned (vacation, leaves and holidays) or unplanned (emergency and
sickness). These can both affect the business. Therefore, it is extremely beneficial for a
company to develop a policy regarding absences.

9. Not knowing what to do

Sharing skills and experiences with colleagues and helping each other can save lots of time
when working! Remember, two heads are better than one.

10. Having unclear objectives

Having objectives and goal will make you be directed with what you are doing. The absence
of this factor when working will lead you to unfinished or overly finished tasks.

11. Perfectionism
Perfectionism can be a form of procrastination. Spending too long on the simplest things is
not a wise act.

Time stealers are no good if your goal is to build success everyday. Learn to deal with them
so you can be at your best every time.

2.5. General techniques to manage time

2.6. TIME MANAGEMENT STRATEGY

A time management strategy is the overall plan for effective time management. It can
encompass a specific time management technique and a set of skills to perform it
efficiently.
You can decide on a time management technique because you have the skills needed
to successfully implement that technique, or choose a technique based on the skills you
want to improve.
So for example:

 Let‟s say you‟ve just started practicing the Pomodoro technique, which centers
on 25-minute-long bursts of work activity followed by 5-minute long breaks.
This technique is great for improving your focus and concentration, as it‟s all
about short periods of productive work that add up when put together. So, in
that case, your time management strategy would be to use the Pomodoro
technique to improve your skills - focus, concentration, and, ultimately, your
overall productivity.
You can decide on a time management technique because you have the skills needed
to successfully implement that technique, or choose a technique based on the skills you
want to improve.
Another example would be:

 If you are good at delegating and want to use that skill to create an effective
strategy for time management, you could try the Getting Things Done
or GTD technique. In this case, your overall time-management strategy would
 be to use your innate delegation skills to successfully implement the GTD
technique and improve your and your team‟s productivity.

Finally, if you don‟t want to focus on any particular time management technique and
create your own time management strategy instead, there are also ways to do that.
We‟ll talk about those ways in more detail, further in the article. But, for now, let‟s
talk about time management skills and try to explain the meaning behind the term.

2.6.1. Important Time Management Strategies

Time management strategies are an overall plan for improving your time management.
You can make up your own strategy, try out different time management techniques
and incorporate them into your strategy, work on individual skills, or do something
completely different. At the end of the day, it‟s completely up to you.
Here are some of the most popular time management strategies that have been proven
to be successful time and time again.
1) Make a To-Do List: Many of us spend our days doing stuff and periodically
wondering whether we forget something. Well, not anymore. A simple to-do
list can alleviate that burden.

Usually, a to-do list should include your work tasks as well as any personal
activities or responsibilities you wish to complete. Maintaining a proper
balance between work and life obligations is important. This is where a to-do
list gets very useful, as it allows you to see more clearly how much time you
spend on each.

When you make your own to-do list, be sure to rank your tasks based on their
importance. It‟s easy to make a list of stuff that you can finish quickly. But, if
you do that, you risk allocating insufficient time for the day's most important
tasks.

To successfully use a to-do list time-management strategy, you should not only
jot down your daily tasks but also regularly update and check your list. This
 will help you prioritize and make adjustments if anything unexpected pops up
(e.g., a client wants a project report earlier than usual).

2. Tackle the Most Difficult Task First

This time-management strategy is centered around the idea that if you do the most
difficult task of the day first, everything else will feel easy in comparison. It‟s like
diving into the deep end of the pool instead of slowly building up your way to it.
The downside is that this strategy might not work for everybody, as some people like
to start their day with easier tasks and warm up, in a sense.
Tackling high-value tasks at the start of your work day might not be for
everyone, but it has been proven as an effective time management strategy. To find
out if starting your day with the most demanding tasks will improve the way you
manage your time, all you have to do is try it.

3. Remove Any Distractions

Being distracted while you work can negatively impact your productivity and ability to
accomplish your daily tasks successfully. So, it goes without saying that one of the
most important time management strategies is to try and minimize any and all
distractions.
To do that efficiently, you should:

 Identify the things that distract you from your work.

 Remove those distractions and/or try to minimize their impact on your
productivity.
For example, if your phone is constantly chirping because someone created a new post
on any of the social media you use, simply turn off your phone. If checking emails or
slack messages distracts you from completing your tasks, try to either turn off the
notifications or avoid checking them until you finish your work.
You can give website blockers or app blockers a try. Those are apps that block
specific websites or other apps (you choose which ones you want to block) that
distracts you during work.
4. Lead a Healthier Lifestyle
A huge part of a successful time management strategy is ensuring you lead a healthy
lifestyle.
Now, don‟t get us wrong, this is not a way to tell you how to live your life, far from it.
It‟s about showing you the importance of managing and increasing your energy
levels to increase your productivity and concentration.
Studies have shown that people who exercise and eat healthy foods regularly
have higher energy levels when compared to those who don‟t. And having more
energy means you will be able to spend more of it on completing your tasks, projects,
and activities in a more productive and stress-free manner.

5. Figure Out and Set Your Priorities

Finding out what your priorities are and setting them according to their importance is
another great strategy that can be used to manage your time. Making a clear
distinction between what's important and what’s not can help you improve your
daily productivity significantly.
By organizing your tasks according to their priority, you‟ll have a clear vision of
what needs to be done and in what order. You might even surprise yourself by
discovering that some tasks don‟t need to be completed at all. That‟s the power of
setting priorities.

6. Try Out Software

When all else fails, turn to the machine.
For almost any pain point, regardless of whether it‟s connected to time management,
software tries to solve it. And, some of them actually do solve the problem
of efficiently managing time, tasks, projects, and more.

2.7. TIME MANAGEMENT TECHNICS

Time management techniques are specific methods that, when implemented into your daily
schedule, can help advance how you manage your time.
For the most part, time management techniques have been proven to be quite successful, with
one important caveat – not every technique will work for everybody. This means that
there‟s no “one size fits all” regarding this matter.

Some time management techniques are related to specific skills or skill sets. Naturally, people
who already possess these skills will find the technique in question easier to implement. For
example, the Pickle Jar technique centers around one particular skill – visualization. So, if
you‟re good at visualizing, you‟ll have no trouble with this technique.

On the other hand, if visualizing tasks is not your forte, this technique might help
you develop this skill. All you have to do is be open to the challenge.

Luckily, there are many different time management techniques, so you can be
confident you‟ll easily find the one that suits your needs.

2.7.1. Important Time Management Techniques

The most popular and successful ones are:

1. The Pomodoro Technique

The Pomodoro time management technique was invented by Francesco Cirillo. He used a
kitchen timer to split his work into 25-minute intervals. Every period of work, or as he
called it, pomodoro, was followed by a short break, usually lasting around 5 minutes.

The name “pomodoro” comes from the Italian word for “tomato.” Cirillo chose this name
because the kitchen timer he used to split his work periods looked exactly like a tomato.

If you want to try out the Pomodoro method for yourself, you should do the following:

 Choose a task you wish to complete.

 Start a 25-minute timer. You could use an online stopwatch or the one on your
phone.
 Do some work until the clock runs out.
 After the 25-minute interval ends, take a 5-minute break.
 Following the 4th pomodoro period, take a longer 25-30 minutes break.
  Rinse and repeat until your task is done or until you feel you‟ve done enough
for the day.

2. Eisenhower Matrix

Developed by the 34th US president, Dwight Eisenhower, the Eisenhower Matrix is a time
management technique that focuses on prioritizing tasks in terms of their importance and
urgency. The more important and urgent a specific task is, the higher it should be on the “to-
do” list.

To try out the Eisenhower Matrix and see if it works for your specific needs, do the following
steps:

 Create 4 quadrants with these categories: Important and Urgent, Important but Not
Urgent, Not important but Urgent, Not important and Not Urgent.

 Take a closer look at your current tasks and put them into those 4 quadrants based on
the previously mentioned parameters.

 Important and Urgent - you do them immidiately.

 Important but Not Urgent - you schedule a time to do them in the future.

 Not important but Urgent - delegate these tasks.

 Not important and Not Urgent - delete these taks.

3. Parkinson’s Law

Created by and named after a British historian, Cyril Northcote Parkinson, Parkinson‟s law is
hugely based around Ciryl‟s famous quote: “Work expands so as to fill the time available for
its completion.”

This, in more simple terms, means that whatever amount of time you allocate to finish a
particular task is the exact amount of time you’ll need to finish the said task.

Although Parkinson‟s law sounds like something straight from a philosophy book and less
like a time management technique, when it works, it really works. But, to figure it out and
reap all of its benefits, you‟ll have to put in the time!

Here‟s what it boils down to:

 1. Work more efficiently and in short bursts of time.
2. Put yourself in situations in which you have time limits to finish your work or impose
time limits on yourself. The easiest example would be working on your laptop without
the charger being plugged in. This will put you in a position to finish your work faster
before the battery runs out.

3. Finish your work early! If your deadline is set at midnight, try finishing your tasks
before that (say noon, five o‟clock, or even 8 o‟clock). The main point is to be done
with your project before the deadline.

4. Limit the amount of time you spend on certain tasks to avoid procrastination. For
example, give yourself half an hour each day to answer emails. And, whatever you
manage to accomplish in those 30 minutes, that‟s it! This will force you to work more
efficiently and limit the amount of time you spend procrastinating.

4. The Kanban Technique

The reason why the name of this time-management technique sounds Japanese is that it was
first embraced by Taiichi Ono in the 1960s while working for Toyota Automotive. The main
idea behind this method was to increase the overall productivity and efficacy of Toyota‟s
manufacturing process.

The main idea behind the kanban board is that you move tasks from one stage to the
next and this helps with transparency and every team member can see the state of every
task at any time.

To start incorporating the Kanban time management technique into your daily routine, you
should start with the following:

 First, you‟ll need software for project management, a whiteboard, some sticky notes,
or a plain old piece of paper. Any one of them will do.

 Second, you should figure out all the stages that are included in finishing a specific
project. For example, you could divide your project into 4 distinct phases and create
columns for each stage.
There are no specific rules on how to divide a specific project or how to name each stage, but
the most common way of doing it is as follows:

- Backlog - A column for brainstorming, detailing, and deciding on tasks, i.e., a place to
figure out the order and priority of tasks.
- To Do - A column for the tasks you are going to work on.
- In Progress - A column for the tasks you are currently working on.
- Done - A column for all your finished tasks.

5. Getting Things Done or GTD

Created by David Allen and thoroughly explained in his book “Getting Things Done: The Art
of Stress Free Productivity,” the GTG method is widely thought of as one of the most
successful time management techniques.

The main idea behind the Getting Things Done method is to first declutter your mind from
the entirety of tasks, projects, and other work or life-related responsibilities and then take
specific steps to finish them all successfully. The steps, as per the GTG technique, are as
follows:

- Capture - write down any and all tasks you wish to complete.
- Clarify - Make a decision about each task: Do it, don‟t do it, or delegate it to your team
members.
- Organize - Create different categories of tasks and put each task in its corresponding
category. For example work, home, emails to send, and such.
- Reflect - Focus on reviewing your tasks and figuring out the timeline for their completion.
- Engage - After all the previous 4 steps are done, it‟s time to start working on the tasks.

6. The Time Blocking Method

Time blocking, widely popularized by Elon Musk, is a time management technique that
focuses on creating awareness about how exactly you spend your time during the day. The
main idea is that with “awareness,” you can strategize more easily and ensure that every part
of your day is spent as efficiently as possible.
The time blocking technique revolves around dividing your day into smaller periods of
time or time blocks. To do it, you should:

- Divide the entire 24-hour day into smaller chunks of time - time blocks.
- Try to estimate the time you‟ll need to complete your daily tasks and put them into time
blocks.
- There‟s no specific recommended length for each time block. It depends on the type of
activity or task you are performing. For example, you could create a 3-minute time block
for brushing your teeth or a 30-minute block to complete a specific work-related task.

As a side note, when you‟re just starting out with time blocking, it‟s a good idea to create time
blocks that are a bit longer. This will allow you to make adjustments on the fly until you
completely figure out this time-management method and tailor it to your particular needs and
wants.

7. The Pickle Jar Theory

Pickle Jar, also known as the Glass Jar time management technique, is a great method for
individuals who are good at visualization.

To start with the Pickle Jar technique, all you have to do is imagine a pickle or a glass jar
that‟s filled with sand, pebbles, and rocks. The sand sits at the bottom, and the rocks are at the
top of the jar. Everything in the Pickle Jar represents some part of your daily schedule:

- Sand represents anything that can disrupt you from fulfilling your daily tasks. Here goes
everything from social media to unwelcome phone calls.
- Pebbles represent tasks or other obligations that are not due soon or can be delegated to
someone else.
- Rocks are the most important tasks of the day and should be done first.

To successfully master this technique, you should try categorizing all your daily work tasks
and obligations into these 3 categories. If you‟re dealing with an 8-hour work schedule, try
planning for six or seven hours of dealing with “rocks” to leave enough time in case the
“sand” decides to veer into your jar.

8. Eat That Frog

The Eat That Frog time management technique was inspired by the famous Mark Twain
quote: “Eat a live frog the first thing in the morning, and nothing worse will happen to you the
rest of the day.”

To put it simply, the Eat That Frog method revolves around prioritizing and doing the most
strenuous and difficult tasks of the day first. The reasoning behind it is that after finishing
those tasks, every other work-related obligation will feel easy in comparison.

9. Timeboxing Technique

James Martin was the first to explain and expand on the time boxing technique in his book
titled “Rapid Application Development.”

Similarly to the time blocking method, the time boxing technique revolves around splitting
your day into multiple timeboxes and allocating specific tasks to each singular timebox.

The main difference between these two time management techniques is that time blocking
focuses more on when to perform tasks, whereas time boxing is more about limiting the
amount of time you spend on each of your daily tasks. The end goal here is to improve your
overall efficiency.

10. Deep Work

The deep work time management technique was first introduced to the world by Cal Newport
in his book titled “Deep Work: Rules for Focused Success in a Distracted World.” In his
works, Cal Newport makes a clear distinction between two types of work:

 Shallow work - defined as less strenuous or demanding tasks or other work-related

activities.

 Deep work - defined as more demanding or onerous tasks or other work-related

activities.

To successfully implement the deep work time management technique, you should:
  Create a timetable or leave enough time during your day to perform deep work tasks.
During this period, you should focus on the most important activities or tasks only and
try your best to remove or minimize any distractions (e.g., turn off your phone).

 Make an effort to schedule deep work activities during that time of the day when
you feel like your best self, i.e., when your energy levels are high enough to deal with
“deep work.”

After completing deep work tasks, ensure you have enough room to complete all of
your shallow work activities (e.g., answering unimportant emails), which typically require
less energy.

11. The “ABCDE” Method

Like the Eisenhower Matrix, the ABCDE technique aims to help prioritize tasks and revise
and optimize the time needed to complete them.

Alan Lakein is accredited as the one who created the ABCDE technique for time
management. He defined the ideas behind this method in his book called “How to Get Control
of Your Time and Your Life.”

To start incorporating the ABCDE method, you should first organize your tasks in the
following categories:

 Category A - is reserved for the most important daily tasks.

 Category B - for tasks that are important but less so than those from category A.

 Category C - for activities or tasks that would be nice to do.

 Category D - tasks in this category should be delegated (e.g., to your team members
or other personnel)

 Category E - this category is reserved for tasks that are not at all necessary to do or
important.

After categorizing all of your tasks into the above-mentioned groups, start doing the tasks
from Category A, then move on to B, and so forth.
12. The Rapid Planning Method or RPM

Created by the motivational speaker Tony Robbins, the Rapid Planning Method or RPM is a
popular time management technique. It focuses on helping people train their brains to first
envision the success they are trying to achieve and then make it a reality.

RPM is about first figuring out the goals that you should focus on and then realizing
those goals successfully. Apart from standing for Rapid Planning Method, the acronym
RPM, according to Tony Robbins, also means:

 R - stands for Results-oriented

 P - stands for Purpose-driven

 M - stands for Massive Action Plan

This time management technique, or “system of thinking,” as Mr. Robbins calls it, is all about
focusing on achieving your life goals, completing the most important tasks, and finding the
best ways to do just that.

13. The SMART Method

The SMART method is another acronym-based time management system aimed to help you
complete your work or life-related tasks with ease. This technique focuses on setting and
creating a way of measuring your productivity and efficiency, allowing you to improve both if
necessary.

SMART stands for:

 Specific - You should define your goals as clearly as possible. With this method,
there‟s no room for unnecessary procrastination. Figure out what you have to do and
do it.

 Measurable - The best way to achieve a certain goal or complete a specific task is
to actively measure its progress. You can use any sort of metric for this – from
numbers to dividing projects into smaller tasks, anything will work, as long as it works
for you.
  Achievable - Make sure your goal is realistic and attainable. Leave room to surpass
yourself but don‟t set unrealistic goals.

 Relevant - Your goal(s) should always complement the tasks, projects, activities, or
long-term plans. Basically, don‟t veer into uncharted waters.

 Time-Bound - Set a time limit for achieving goals or completing tasks.

14. The POSEC Method

The POSEC stands for: Prioritize by Organizing, Streamlining, Economizing,

and Contributing. This time management method was created and defined by Steven Lam in
his book titled “The Posec Method of Time Management.”

The main goal of this technique is to improve your work management skills by following
five easy steps:

 Prioritize everything from work-related tasks to life goals and long-term plans. Figure
out and prioritize what‟s truly important to you, specifically.

 Organize your tasks into categories and make a plan on how to tackle them head-on.

 Streamline work or life-related tasks, daily chores, and more. Essentially everything
and anything you don‟t enjoy doing but have to anyway.

 Economize on what you enjoy doing, like hobbies or hanging out with friends.

 Contribute to your society, socialize, and try to make a positive difference.

This method is based on the theory called the “Hierarchy of Needs,” first proposed by an
American psychologist, Abraham Maslow.

15. Biological Prime Time Technique

Biological Prime Time tries to impose some actual, biological, and scientific facts into time
management techniques. The term “Biological Prime Time” was first used by Sam Carpenter
in his book “Work The System.”

This method for managing time essentially boils down to figuring out the exact time of
day when your energy levels are at their highest. After that, the next step is to schedule and
do the most important tasks during that time period, when you feel at your best and have
the most amount of energy.

To successfully implement this time-management technique into your daily schedule, you
should:

 Try to figure out the time of day you are at your best in terms of energy levels, focus,
and overall productivity. This process of self-discovery could last up to a month, so
don‟t worry if you can‟t get it in the first couple of days.

 During the “figuring out” process, try to keep tabs on your focus, energy, and
productivity during different times of the day. This will help you zone into your
Biological Prime Time more easily.

 Write down the results for every hour of every day.

 After a month or so, analyze your results and pinpoint the exact time of the day
when your energy levels are at their highest.

 Once you‟ve figured out your BPT, start working on your most important tasks during
that exact time period.

 Leave low-priority tasks for those times in the day when your energy levels are lower.

16. The Pareto Analysis Technique

Pareto Analysis is a time management technique named after and created by an Italian
economist Vilfredo Pareto. The main idea behind this method is that only 20% of the
decisions we make are effectively responsible for 80% of the outcomes we face.
The successful implementation of the Pareto Analysis can help you figure out the most
practical decision or steps to make to get the best possible outcomes. The most basic way to
perform the Pareto Analysis is to:

 Make a list of the problems you or your team are facing and wish to solve.

 Try to ascertain the main cause/causes behind each of your problems. Problems can
have multiple sources, so don‟t limit yourself by assigning just one cause to each of
your problems.

 Give individual scores to problems based on the negative impacts they have. The
bigger the negative impact is, the higher an assigned score should be.

 Organize and categorize problems into groups. For example, you could group
problems that have the same root cause. The way you do this is not set in stone. Group
up problems in any way you feel will work best for your needs.

 Add up the scores for each group you‟ve created. The group of problems with the
highest score is the one you should deal with first.

 Start dealing with it!

17. The 1-3-5 Technique

The 1-3-5 time management method is a constructive and interesting way to manage your
daily tasks. It‟s really simple, and if you want to try it out for yourself, you should:

 Try to categorize all of your daily tasks into these three

groups: big, medium, and small.

 If you have more than one big task, rank them based on their importance and do
the one that ranks higher first.

 Start with 1 big task first and work on it until it's done.

 The next step is to finish the 3 medium tasks (hence the 1-3-5 name).

 And, finally, it‟s time to complete the 5 small tasks for the day.
With this time management technique, it‟s important to have a certain degree of flexibility.
You won‟t always have 3 medium or 5 small tasks, some days you‟ll probably be bogged
down with big tasks only. If that's the case, rank them based on their importance and complete
them in that order.

2.8. Time Management Skills?

Time management skills refer to one’s ability to plan and organize how to use their time
to accomplish specific tasks, goals, and more.

Some examples of time management skills include:

 Setting clear and specific goals

 Prioritizing tasks based on importance or urgency

 Creating a schedule or to-do list

 Breaking down large tasks into smaller, manageable chunks

 Learning to say "no" to non-essential tasks or requests

 Eliminating distractions and procrastination

 Delegating

 Evaluating and adjusting

2.8.1. Important Time Management Skills

Time management skills are the innate or acquired abilities that allow us to efficiently manage
our time.
Some of the most important time management skills are:
1. Organization
Being able to adequately organize both your work and life-related tasks is one of the most
important time management skills. Staying organized and knowing what tasks or activities
you need to complete and when can make a significant difference when it comes to efficiently
managing your time and alleviating stress.
If you are not a natural-born organizer, don‟t fret, here are some things that you can do to
improve your organizational skills:

 Track your tasks using software, whiteboard, timesheets, or just paper.

 Keep your workspace clean by throwing out the unnecessary stuff and decluttering it
can put you in a more positive and productive mindset.

 Start taking notes about anything and everything work-related. This will help you
keep up with all of your deadlines.

 Categorize your work documents to make them more accessible based on the
parameters of your choosing.

2. Concentration

Being able to thoroughly concentrate on the task at hand and avoid all distractions is one of
the core tenets of successful time management.

Periodic distractions, insufficient sleep, unhealthy eating habits, and more can all have a huge
negative impact on our productivity. But don‟t worry, just like with other skills, there are
some things that you can do to improve your focus and ensure it stays with you throughout
your workday tasks:

 Get rid of distractions - Getting distracted is one of the sure ways of breaking your
concentration and slowly veering into procrastination. To prevent this, try to remove
anything that can distract you in your work (e.g., turn off your phone and social media
notifications).

 Limit multitasking - Successful multitasking is a difficult skill to master. Doing it

poorly can lower your productivity and have a continuous negative impact on your
ability to focus. Instead, try to put all of your attention on one task at a time and work
on it until it's done.

 Sleep! - Many studies have shown that not having enough sleep can negatively affect
your concentration.
  Short breaks at the right time - Taking a short break at just the right moment can
help you recharge your energy levels and allow you to extend the amount of time you
spend fully focused on a task.

 Healthy habits - Leading a healthy life can have a huge positive impact on your
ability to concentrate. Try to eat healthy foods, avoid junk food, include exercise in
your weekly routines, and more.

3. Communication and Delegation

Communication and delegation go hand in hand, especially when it comes to team leaders and
project managers. Being able to communicate and delegate tasks to different team members
properly can significantly affect your time-management skills.

If you are not apt at either communicating or delegating, you might end up bogged with a
huge amount of work and not enough time in the day to finish it all.

If you are not good at either of these two time-management skills or just want to improve
them, here are a couple of things that you can do:

 Ask the right questions at the right time - One of the main staples of having an
effective work environment is knowing when to ask the right questions. This can
prevent any misunderstandings about tasks or projects from ever happening in the
future.

 Use software to track projects - By using dedicated time tracking software, you can
track the progress of your team members and effectively analyze their performance on
certain types of tasks. When you have that data, you can delegate specific tasks to
high-performers and improve the overall productivity of the team.

 Prepare in advance - If you are unsure about your communication skills at the
workplace, try to prepare for important conversations in advance. Go through the
topics you wish to cover during your off hours and ensure everything you‟ll say is
concise and straight to the point.
  Listen - Communication is a two-way street, at the minimum. To be effective at it,
learn how to listen to your colleagues, family members, friends, and others around
you.

4. Managing Stress Levels

Properly managing your stress levels is one of the core time management skills. Not doing so
can negatively affect your health, productivity, and ability to concentrate and can ultimately
lead to burnout.

There are many ways of successfully dealing with stress. Some of them are:

 Take regular breaks - If your job includes spending a lot of time in front of the
screen, try to take breaks periodically to allow your eyes and brain to unwind.

 Get enough sleep - One of the most important elements of effectively managing stress
is to just get enough sleep. When sleep-deprived, people are more easily irritable and
less capable of dealing with stress.

 Eat a healthy diet - Healthy foods can significantly improve your body's ability to
deal with everyday stress. Try to avoid sugar-filled foods, as they can lead to sugar
crashes and negatively affect your stress levels.

 Work-life balance - Having a proper work-life balance can do wonders when it

comes to successful stress management. There are times when you should put your
work first, but it‟s important not to do it all the time and leave enough room in your
schedule for your social life.

 If it becomes too much, ask for help - Remember, there‟s no shame in asking for
help. If all else fails, turn to a professional.

5. Avoiding Procrastination

Procrastination, or too much of it, can have a serious negative impact on your productivity.
That‟s why avoiding it and staying disciplined, even when the task you‟re working on is not
to your liking, is one of the principal time management skills.
So, how to effectively avoid procrastination? Here are some things that you can do that might
help:

 Admit to yourself you’re procrastinating - You can‟t effectively deal with any
problem if you don‟t first admit that you have a problem. If you want to avoid
procrastination and improve your overall time management skills, the first step to
doing so is admitting to yourself you‟re in fact procrastinating.

 Manage your goals - Maybe the reason for your procrastination is that your goals are
or seem too lofty. Try to set smaller goals that take less time to accomplish.

 Rid yourself of distractions - Distractions can lead to prolonged periods of

procrastination. Try turning off your phone and putting it somewhere outside your
immediate reach to remove the urge to check your social media while you work.

 Set deadlines - One sure way to stop procrastinating is to set and keep deadlines. By
having clear and predetermined time restrictions, you can push yourself to finish your
work more effectively and in a timely manner.

 Take accountability - Don‟t scrutinize and punish yourself for procrastinating.

Realize you‟re doing it, take accountability for it, and make adjustments to change
your negative behavior.

6. Prioritization

Improving your time management skills involves knowing both how and when to prioritize
certain tasks. Analyzing all of your work responsibilities and assessing which ones need to be
done first is an important step in efficiently meaning your time.

There are many ways to manage and effectively prioritize and deal with all of your daily
responsibilities. Some of them include:

 Task management - Managing your tasks effectively can be done in different ways.
From writing them down on a whiteboard to using time tracking software, take your
pick.
  Periodically review tasks and track progress - Tracking tasks and reviewing your
progress regularly can help you choose which of your work projects needs
prioritizing.

7. Resting

Resting is one of the principal ways to keep and maintain high productivity levels. Taking a
rest when you need one and using that rest period to revamp your energy levels is a valuable
time-management skill.

For example, don’t use your time away from a PC or your laptop screen to visit social
media sites on your phone. You might think you‟re resting, but in fact, you are putting the
same strain on your eyes and brain as you would while working.

8. Setting Clear Goals

Knowing why and for what purpose you are doing something is important to manage your
time productively. Having clear and precise short and long-term goals will give you a
purposeful reason to get organized.

Having straightforward goals will allow you to better prioritize your work, discern and
focus on what‟s important, and, at the same time, ditch anything that‟s not part of your long-
term plans.

9. Scheduling

Making a daily schedule, and sticking to it, is one surefire way to bring your time
management skills to the next level. You can considerably improve your productivity
by planning your entire day and scheduling when to perform certain tasks.

To effectively schedule your day, you could use:

 A regular or digital calendar

 Software

 A whiteboard
  Sticky notes

 Regular notebook

Just don‟t forget to add rest times to your schedule. Remember that rest and recovery
periods are important parts of effective time management.

2.9. The Differences Between Time Management Strategies, Techniques,

and Skills

Time management strategies, techniques, and skills all relate to the ability to effectively plan
and use your time, but the terms themselves have slightly different meanings:

 Time management strategies refer to the overall approach or plan you can use to
manage your time.

 Time management techniques are specific methods or tools you can use to
implement a particular time management strategy.

 Time management skills refer to the abilities or competencies you need to use time
management strategies and techniques effectively.

2.7. The paradox of time

Using a grid like the priority matrix below can help you to organise your tasks into their
appropriate categories:

2.8 Myths about time management

2.9 Benefits of the management to the secretary

https://www.britannica.com/topic/time-management