TIME MANAGEMENT

A CHALLENGE
 Please write a definition for
Time Management
WHAT IS TIME MANAGEMENT

Time management refers to managing time

effectively so that the right time is allocated to
the right activity
WHY TIME MANAGEMENT ?
Time is our scarcest resource.

Unless it is managed nothing else can be managed

WHY DO WE NEED TIME MANAGEMENT
 To save time
 To reduce stress

 To function effective

 To have more control over our job responsibilities

 To pursue hobbies
WORK SMARTER
The key to time management is NOT to work harder than
everyone else.

The key is to work smarter.

 The first step of effective time management is to decide where

your priorities are.

 This is often the most difficult task of all and takes the most time!
TIME MANAGEMENT MATRIX
Stephen Covey designed a Time Management Matrix
to help people manage themselves through prioritizing
tasks
 YOU have to decide what is important for you to do

 YOU have to decide which things are urgent and what

can wait
 MATRIX

Urgent Not Urgent

I II
Not Important Important

ACTIVITIES ACTIVITIES
Prevention, PC activities
Crises Relationship building
Pressing problems Recognizing new opportunities
Deadline-driven projects Planning, recreation
III IV
ACTIVITIES ACTIVITIES
Interruptions, Some calls Some mails, some phone calls,
Some mail, Some reports Time wasters,
Some meetings Pleasant activities
Popular activities
QUADRANT I – URGENT & IMPORTANT
 These activities should take first priority
 The activities in this quadrant need to be dealt
with immediately and they are important
 In the long term, time spent here should be
reduced with prevention and preparation
(Quadrant II)
QUADRANT II – NOT URGENT BUT IMPORTANT
 The activities in this quadrant need to be the
FOCUS!!!
 You should begin to prioritize the activities that
fall into this category
 If you are currently spending very little time here,
begin slowly and build upon it
QUADRANT III –URGENT AND NOT IMPORTANT

 The activities in this quadrant are often the result

of someone else’s sense of urgency
 If you allow your priorities to fall here, you will
feel rushed to get things done, followed by a lack
of satisfaction
 These tasks are distractions!
QUADRANT IV – NOT URGENT AND NOT IMPORTANT

 Activities in this quadrant are simply a waste of

time
 Should strive to minimize the amount of time you
spend on activities falling into quadrant IV
TIPS FOR SUCCESSFUL TIME MANAGEMENT
NO PROCRASTINATION

Do not keep putting off a task that needs to be done.

Tackle tasks promptly.

Remember and use this rule: Handle each piece of paper
only once.
TIME WASTERS
 Attempting too much.
 Not saying no.
 Incomplete information.
 Interruptions.
WASTED STEPS

Organize your work logically.

Avoid unnecessary trips back and forth.

Make sure you have everything you need before leaving your desk.
LACK OF DETAIL

When given a task, get all the information you can at once and when it needs to be
completed

Avoid going back several times to the person who initiated the task.

Ask people questions and clarify what you think you heard.
PRIORITIZE YOUR TASKS

Categorize your duties as either urgent and non-

urgent.

Urgent tasks are those which need immediate attention

and cannot be postponed.

Non-urgent tasks do not require immediate attention and

may be put off while you attend to higher-order items
MAINTAIN FOCUS

Employees who try to juggle multiple duties simultaneously are not

able to devote sufficient attention to any one and are poor
multitaskers.
In contrast, those who focus on one task at a time and work on it to
completion are better able to manage all of their responsibilities and
accomplish more tasks per day.
Committing to your daily goals will help you develop the focus
needed to get through your agenda.
 GET ORGANIZED
 Organization helps your work progress smoothly and efficiently
with a minimum of disruption.
 Organization leads to accomplishment while disruption leads to
loss of focus and consequent delay in getting work done.
 Organizing your work space should be the first task you complete
each morning as it sets you up for a productive day.
SO WHY IS TIME MANAGEMENT IMPORTANT?
Well because,
 It makes you happier,
 More successful,
 Live a fuller life,
 And live stress-free.
Thank You