Chapter 3 - Time Management - Vy - E

PROFESSIONAL
DEVELOPMENT
SKILLS
NGUYEN NGOC THUY VY
nguyenngocthuyvy.cs2@ftu.edu.vn
0909251889
TIME
MANAGEMENT
NGUYEN NGOC THUY VY
nguyenngocthuyvy.cs2@ftu.edu.vn
0909251889
1. WHAT IS TIME?
2. TIME MANAGEMENT
CONTENT 3. HOW TO MANAGE TIME

4. HOW TO ORGANIZE YOUR WORK
EFFECTIVELY
3
1. WHAT IS
TIME?
4
Time - Definition
◦ Time is what a clock measures.
Albert Einstein (1879–1955)
◦ The most precious thing a man can spend is time.
Antiphon (480–411 BCE)
◦ As, if the now had remained the same, time would not have
existed.
Aristotle (384–322 BCE)
1. WHAT IS ◦ Time keeps everything from happening all at once.
TIME? Henri Bergson (1859–1941)
◦ Time touches all things with destroying hand.
Charles Chesnutt (1858–1932)
◦ Remember that time is money.
Benjamin Franklin (1706–1790)
◦ The biggest difference between time and space is that you can't
reuse time.
Merrick Furst (1956– ) 5
Time – Scientific definition
◦ Time is the progression of events from the past into
the future.
◦ The only reason for time is so that everything does
1. WHAT IS not happen at once. (Albert Einstein)
TIME? ◦ If a system is unchanging, it is timeless.
6
Time - Definition
◦ Time can be considered to be the fourth
dimension of reality, used to describe events in
three-dimensional space.
1. WHAT IS
TIME?
7
Time - Definition
◦ Time is not something we can see, touch, or
taste, but we can measure its passage.
◦ Science, philosophy, religion, and the arts have
different definitions of time, but the system of
measuring it is relatively consistent.
1. WHAT IS
TIME?
8
Time - Definition
◦ Time moves only in one direction.
◦ It's possible to move forward in time, but not
backward.
1. WHAT IS
TIME?
9
Time - Characteristics
Involuntary Irreversible
1. WHAT IS
TIME?
Subjective
10
Value of time
Game: How long is a minute?
How to play:
 Put aside your watches and your cellphones
1. WHAT IS
TIME?  Close your eyes
 Stand up and open your eyes when you think 60
seconds have passed.
11
Value of time
Game: How long is a minute?
Lesson:
 This game will help you better estimate the time
1. WHAT IS
it takes you to finish projects and tasks because
TIME?
you’ll understand how well you perceive time.
 Since everyone of us perceive time differently,
we need to carefully manage our time when
carrying on any task.
12
Value of time
Game: What would you do if you had $86,400
per day?
Restriction:
1. WHAT IS
 You cannot bank any money.
TIME?
 If you do not use any of the money, you will
lose it.
13
Value of time
per day?
Lesson:
Imagine there is a bank which credits your account each
morning with $86,400, carries over no balance from day
1. WHAT IS to day, allows you to keep no cash balance, and every
evening cancels whatever part of the amount you had
TIME? failed to use during the day.
What would you do?
Draw out every cent, of course!
The clock is running. Make the most of today.
14
Value of time
per day?
Lesson:
1. WHAT IS
TIME?
15
Value of time
Game: How to realize …
 the value of ONE YEAR
 the value of ONE MONTH
1. WHAT IS
TIME?  the value of ONE WEEK
 the value of ONE HOUR
 the value of ONE MINUTE
 the value of ONE SECOND
 the value of ONE MILLISECOND
16
Value of time
Game: How to realize the value of time
 To realize the value of ONE YEAR, ask a
student who failed a grade.
 To realize the value of ONE MONTH, ask a
mother who gave birth to a premature baby.
1. WHAT IS
 To realize the value of ONE WEEK, ask the
TIME? editor of a weekly newspaper.
17
Value of time
Game: How to realize the value of time
 To realize the value of ONE HOUR, ask the
lovers who are waiting to meet.
 To realize the value of ONE MINUTE, ask a
person who missed the train.
1. WHAT IS
 To realize the value of ONE SECOND, ask a
TIME? person who just avoided an accident.
 To realize the value of ONE MILLISECOND,
ask the person who won a silver medal in the
Olympics.
18
Why is time the most important resource?
Time waits You can’t turn

for no-one the clock back
1. WHAT IS
TIME?
There are so
many distractions
19
What are your main problems
with time?
2. TIME
MANAGEMENT
20
Common problems with time
 I am very busy. The second crisis comes in before the
first has finished.
 I don’t feel I have achieved anything this year.
2. TIME  I don’t have control on my life. Things pile one on
MANAGEMENT top of the other.
 I wish I have more than 24 hours per day so that I
can get more things done.
 The system overloads me with work. There is no time
to breathe.
21
Time management - Definition
 Time management helps you use your available
time as efficiently as possible in order to complete
your tasks.
2. TIME  But the term “time management” doesn’t really get to
MANAGEMENT the heart of the matter because we can’t actually
manage time.
 We can only manage the way we work.
 “Self-management” has become an increasingly
popular term when it comes to describing how we
organize ourselves and use our time.
22
 “Time management” is the process of organizing
and planning how to divide your time between
specific activities.
2. TIME  Time Management is a set of related skills that
MANAGEMENT help you to use your time in the most effective and
productive way possible.
23
2. TIME
Time
MANAGEMENT Time Management Tasks
24
2. TIME
MANAGEMENT
25
Time management – Definition
Are you really able to manage time?
2. TIME
MANAGEMENT
26
Time management – Definition
Are you really able to manage time?
Time can't be managed, time is uncontrollable we
2. TIME can only manage ourselves and our use of time.
MANAGEMENT Time management is actually self management.
27
2. TIME
MANAGEMENT Effective Efficient
28
2. TIME
MANAGEMENT
29
2. TIME
MANAGEMENT
30
2. TIME What are benefits of
MANAGEMENT
good time management?
31
Benefits of good time management
 Greater productivity and efficiency.
2. TIME  A better professional reputation.

MANAGEMENT  Less stress.
 Increased opportunities for advancement.
 Greater opportunities to achieve important
life and career goals.
32
2. TIME What are consequences of bad
MANAGEMENT
time management?
33
The Central Shift in Attitude
Concentrate on results,
not on being busy.
2. TIME
Pareto Principle (the 80/20 rule)
MANAGEMENT
Typically 80% of unfocussed effort generates only
20% of results, and the remaining 80% of results
are achieved with only 20% of the effort.
34
The Central Shift in Attitude
We should not count every hour in the day
We should try and make every hour in the day
2. TIME count
MANAGEMENT
35
Time wasters vs. Time stealers
A time waster is anything that’s a distraction.
Example: Emails, Skype, instant messaging, social
media
2. TIME A time stealer is something that doesn’t need to
MANAGEMENT be done at all as opposed to a time waster that
eventually needs a response, but only when the
time is right.
Example: Procrastination, meetings
36
Method to manage time
Understand Define your

your body goals
3. HOW TO rhythm /objectives
MANAGE TIME
Catch the
Set priorities
time thieves
37
3.1. Understand your body rhythm
3. HOW TO
MANAGE TIME
38
Biorhythm
3. HOW TO
MANAGE TIME
39
 Circadian rhythms are internal biological clocks
that regulate many functions and activities,
3. HOW TO including sleep, temperature, metabolism, alertness,
MANAGE TIME blood pressure, heart rate and hormone levels and
immunities.
 These Circadian Rhythms are reset by sunlight each
morning.
 Whether you are a “Morning Person” or a “Night
Owl” is determined by these cycles.
40
3. HOW TO
MANAGE TIME
41
3. HOW TO
WHAT IS PROPER
MANAGE TIME TIME FOR …
42
Cognitive tasks
8 am - 12 noon*
3. HOW TO
Cognitive, or mental tasks such as reading, calculating,
MANAGE TIME and problem solving are performed most efficiently in
the morning.
*If you are a Night Owl, shift these times about 3-4
hours later in the day.
43
Short term memory

6 am - 10 am
3. HOW TO
Short term memory tasks such as last minute reviewing
MANAGE TIME for tests are best performed early in the morning.
44
Physical workouts
4 pm to 9 pm*
3. HOW TO
Because of Circadian Rhythms it is best to engage in
MANAGE TIME physical activity in the evening when your large muscle
coordination is at its peak.
Exercising about 5 hours before bedtime improves the
quality of sleep.
45
3. HOW TO
MANAGE TIME
46
3. HOW TO
MANAGE TIME
47
3.2. Define your goals/objectives
Goals are: Objectives are:
Broad in nature Narrow in scope
3. HOW TO Abstract ideas Specific steps

MANAGE TIME
Valuable for setting a Associated with a schedule
general direction or vision and time frame
The end result The means to the end result
Difficult to measure Easy to measure
Longer term Short term or medium term

48
Examples of goals Examples of objectives
 I want to become known  I will speak at five

as an expert in business conferences in the next
3. HOW TO strategy. year.
MANAGE TIME  I will commit to my  I will read one book

career development and about sales strategy
learn how to increase every month.
sales.
 I want to be more  I will work with a coach

confident. to practice my
networking skills by the
end of this month.
49
Goals (objectives) and time span
 Long-term > 10 years
 Intermediate 01 – 05 years
3. HOW TO
 Short-term < 01 year
MANAGE TIME
 Quarterly
 Monthly
 Weekly
 Daily
50
How Goals and Objectives Work Together
 Setting goals without assigning measurable
3. HOW TO objectives will likely lead to goals that never get
accomplished.
MANAGE TIME
 Creating objectives without a broad goal or target
lacks meaning.
 Goals can seem impossible or overwhelming
without breaking them down into measurable tasks
with objectives.
51
S.M.A.R.T. goal setting method
 S.M.A.R.T. goal setting method to lay out specific
3. HOW TO
objectives towards reaching each goal.
MANAGE TIME
 Whether you are self-employed, have a small
business or are part of a large organization, your
goals need to be supported with precise
objectives.
52
3. HOW TO
MANAGE TIME
53
3. HOW TO
MANAGE TIME
54
 The S.M.A.R.T method helps make goals
achievable by breaking the goal down and
3. HOW TO assigning responsibility to team members — they
MANAGE TIME describe who will do what, by when.
55
Example: The person with a goal of becoming a successful published
author
 Specific: I will create and brand a nonfiction book series about
healthy diets and publish at least one book per year.
3. HOW TO  Measurable: I will write 10–15 pages of copy per day and will work
MANAGE TIME with my publishing agent five hours per week
 Attainable: I will hire an editor to review my writing before it is
published.
 Relevant: Publishing a book series will help establish me as an
influencer in my industry and create awareness around nutrition and
wellness.
 Timely: I will publish one book per year for five years by having
each draft ready in nine months.
56
Example: “I want to be in leadership”
 Specific: I want to earn a position managing a development team for
a startup tech company.
 Measurable: I will apply to three open positions for the manager of a
development team at a tech startup.
3. HOW TO
 Attainable: I will update my resume with relevant qualifications, so I
MANAGE TIME can apply to three open positions for the manager of a development
team at a tech startup.
 Relevant: To achieve my goal of being in leadership, I will update
my resume with relevant qualifications so I can apply to three open
positions for the manager of a development team at a tech startup.
 Timely: To achieve my goal of being in leadership, I will update my
resume with relevant qualifications so I can apply to three open
positions for the manager of a development team at a tech startup this
week. 57
Activity
 Using S.M.A.R.T goal setting method to set up
3. HOW TO your goal for the next school year.
MANAGE TIME
58
3.3. Set priorities
3. HOW TO
MANAGE TIME
59
3.3. Set priorities
3. HOW TO
MANAGE TIME
60
3.3. Set priorities
3. HOW TO
MANAGE TIME
61
3.3. Set priorities
3.3.1. Pareto principles
 Economist Vilfredo Pareto identified the 80/20 Rule.
3. HOW TO
MANAGE TIME
62
3.3. Set priorities
3.3.1. Pareto principles
3. HOW TO
MANAGE TIME
63
3.3. Set priorities
3.3.2. ABC analysis
Value of the activity
3. HOW TO 65% 20% 15%

A tasks
MANAGE TIME B tasks C tasks
Very important Important Trivial /routine

15% 20% 65%
Actual use of time
64
3.3. Set priorities
3.3.2. ABC analysis
3. HOW TO
MANAGE TIME
65
3.3. Set priorities
3.3.2. ABC analysis
A typical working day will include a mixture of A, B,
and C types of task.
3. HOW TO It is good practice to address different types of task at
MANAGE TIME various times of the day rather than working through
all the A-tasks, followed by the B-tasks, then the C-
tasks.
This will enable you to have periods of the day when
you are concentrating intensely, followed by periods
where you can address less-demanding tasks.
66
3.3. Set priorities
3.3.2. ABC analysis
When it comes to scheduling tasks into your working
day and deciding which type of task category they fall
3. HOW TO into, the following guidelines should be kept in mind.
MANAGE TIME
67
3.3. Set priorities
3.3.2. ABC analysis
Type A tasks
Try to complete a few of these urgent and important
3. HOW TO tasks each day.
MANAGE TIME
68
3.3. Set priorities
3.3.2. ABC analysis
Type B tasks
These are likely to represent the majority of your work
3. HOW TO and should take up most of your day.
MANAGE TIME
69
3.3. Set priorities
3.3.2. ABC analysis
Type C tasks
These low-priority tasks should be fitted into your
3. HOW TO schedule, as time allows.
MANAGE TIME
70
3.3. Set priorities
3.3.2. ABC analysis
Tasks to Discard
Some of your tasks will not fall into any of these types
3. HOW TO and you will need to remove them from your workload.
MANAGE TIME
71
3.3. Set priorities
3.3.2. ABC analysis
Activity
Identify the priority of the following tasks:
 Buy laundry detergent.
3. HOW TO  Write a eight page essay for English.
 Prepare for a Economics quiz.
MANAGE TIME  Dust the videos on the bookcase.
 Review for midterm test.
 Schedule an appointment with a Professor.
 Complete a journal entry.
 Email a high school friend on another campus.
 Shop for a new pair of sneakers.
72
3.3. Set priorities
3.3.2. ABC analysis
Activity
◦ “A” LIST
◦ 1 Midterm test that counts for 50% of grade.
◦ 2 Write a eight page essay for English.
3. HOW TO ◦ “B” LIST
MANAGE TIME ◦ 3 Prepare for a quiz in Economics.

◦ 4 Schedule an appointment with a Professor.
◦ 5 Complete a journal entry.
◦ “C” LIST
◦ 6 Buy laundry detergent.
◦ 7 Dust the videos on the bookcase.
◦ 8 Email a high school friend on another campus.
◦ 9 Shop for a new pair of athletic shoes. 73
3.3. Set priorities
3.3.3. Eisenhower principle
3. HOW TO
MANAGE TIME
74
3.3. Set priorities
3. HOW TO
MANAGE TIME
75
3.3. Set priorities
3. HOW TO
MANAGE TIME
76
3.3. Set priorities
3.3.4. ALPEN method
The ALPEN method is more of a technique for better
organizing your work day than a tool for business planning.
3. HOW TO It shows you how to structure your day for maximum
MANAGE TIME effectiveness in five steps.
77
3.3. Set priorities
3.3.4. ALPEN method
3. HOW TO
MANAGE TIME
78
3.3. Set priorities
3.3.4. ALPEN method
A - Define your activities
This involves creating a list of all your to-dos.
L - Estimate the length of time
Get a rough idea of the time it takes to complete each activity in your list.
The total planned time gives you an idea of whether you can manage your
planned daily workload.
3. HOW TO P - Plan buffer time
You should plan only 60 percent of your work time and reserve 40 percent
MANAGE TIME for unexpected events and social activities.
E - Establish prioritized decisions
Decide which task you’ll work on first and which ones you’ll do later in the
day.
Prioritization techniques and time management methods such as the
Eisenhower matrix and the ABC analysis can be useful here.
N - Note your level of success
In the evening, check how successful your planning was and whether
you’ve achieved your goals.
79
3.3. Set priorities
3.3.4. ALPEN method
Estimated
Priority Activity
time
3. HOW TO
MANAGE TIME
80
3.4. Catch the time thieves
Time thieves
3. HOW TO  Paper work  Interruptions
 Telephone  Meetings
MANAGE TIME
 Office logistics  Procrastination
 Visitors  Signatures
81
3.4. Catch the time thieves
Activity
List 10 things time thieves
and describe the ways you eliminate them.
3. HOW TO
MANAGE TIME
82
4.1. PDCA cycle
4. HOW TO
ORGANIZE
YOUR WORK
EFFECTIVELY
83
4.1. PDCA cycle
 The Plan-Do-Check-Act cycle is a four-step model for
carrying out change.
4. HOW TO  Just as a circle has no end, the PDCA cycle should be
repeated again and again for continuous improvement.
ORGANIZE
 The PDCA cycle is considered a project planning tool.
YOUR WORK
EFFECTIVELY
84
4.1. PDCA cycle
Variations
 Plan-Do-Study-Act (PDSA) cycle
4. HOW TO  Deming cycle
ORGANIZE  Shewhart cycle
YOUR WORK
EFFECTIVELY
85
4.1. PDCA cycle
Use the PDCA cycle when:
 Starting a new improvement project
4. HOW TO  Developing a new or improved design of a process,
ORGANIZE product, or service
 Defining a repetitive work process
YOUR WORK  Planning data collection and analysis in order to verify
EFFECTIVELY and prioritize problems or root causes
 Implementing any change
 Working toward continuous improvement
86
4.1. PDCA cycle
The Plan-do-check-act Procedure
Plan
 Recognize an opportunity and plan a change.
Do
 Test the change. Carry out a small-scale study.
4. HOW TO Check
ORGANIZE  Review the test, analyze the results, and identify what you’ve
learned.
YOUR WORK Act
EFFECTIVELY  Take action based on what you learned in the study step.
 If the change did not work, go through the cycle again with a
different plan.
 If you were successful, incorporate what you learned from
the test into wider changes.
 Use what you learned to plan new improvements, beginning
the cycle again.
87
4.1. Useful tools for work organizing
4. HOW TO
ORGANIZE
YOUR WORK
EFFECTIVELY
88
4. HOW TO
ORGANIZE
YOUR WORK
EFFECTIVELY
89
Gantt chart
 A Gantt chart, commonly used in project management, is one
4. HOW TO of the most popular and useful ways of showing activities
(tasks or events) displayed against time.
ORGANIZE  On the left of the chart is a list of the activities and along the
YOUR WORK top is a suitable time scale.
 Each activity is represented by a bar; the position and length
EFFECTIVELY of the bar reflects the start date, duration and end date of the
activity.
90
Gantt chart
4. HOW TO
ORGANIZE
YOUR WORK
EFFECTIVELY
91
Gantt chart
4. HOW TO
ORGANIZE
YOUR WORK
EFFECTIVELY
92
Gantt chart
4. HOW TO
ORGANIZE
YOUR WORK
EFFECTIVELY
93
Gantt chart
 What the various activities are.
 When each activity begins and ends.
 How long each activity is scheduled to last.
4. HOW TO  Where activities overlap with other activities, and by how
ORGANIZE much.
 The start and end date of the whole project.
YOUR WORK
EFFECTIVELY
94
Gantt chart
 When you set up a Gantt chart, you need to think through all of
the tasks involved in your project and divide them into
manageable components.
4. HOW TO  Then decide who will be responsible for each task and delegate
to the team.
ORGANIZE  Identify task relationships and decide on the completion date
YOUR WORK sequence for each task, showing the expected time duration of
the whole project and the sub tasks.
EFFECTIVELY  A Gantt chart will show the tasks in a sequential order and
display task dependencies (ie. how one task relates to another).
 Determine and allocate your resources.
 Anticipate the risks and problems you may encounter and
create a contingency plan for potential problems.
95
Microsoft project
Microsoft outlook
4. HOW TO Google calendar
ORGANIZE
YOUR WORK
EFFECTIVELY
96
ASSESSMENT
Mid-term project
 Individual essay
 Topic: Setting your goal for the next school year using
S.M.A.R.T goal setting technique
MID-TERM  Requirement: 1,000 words.
ASSESSMENT  Deadline: 31/12/2020
97
99
THANK YOU
100

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PROFESSIONAL

CONTENT 3. HOW TO MANAGE TIME

TIME? ◦ If a system is unchanging, it is timeless.

Time waits You can’t turn

2. TIME  A better professional reputation.

Understand Define your

Short term memory

3. HOW TO Abstract ideas Specific steps

The end result The means to the end result

Difficult to measure Easy to measure

Longer term Short term or medium term

 I want to become known  I will speak at five

MANAGE TIME  I will commit to my  I will read one book

 I want to be more  I will work with a coach

3. HOW TO 65% 20% 15%

Very important Important Trivial /routine

MANAGE TIME ◦ 3 Prepare for a quiz in Economics.

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