Presentation OutlinePresentation Outline

Covey’s Four Generations of Time ManagementCovey’s Four Generations of Time Management Pareto’s 80/20 RulePareto’s 80/20 Rule The Ten CommandmentsThe Ten Commandments Fifteen Time StealersFifteen Time Stealers Time Management for the Developing Time Management for the Developing

ProfessionalProfessional Time Management – The IssuesTime Management – The Issues Time Management – The Manager’s TrapsTime Management – The Manager’s Traps Time Management – Urgency and ImportanceTime Management – Urgency and Importance Effect of Wasting Time in a ProjectEffect of Wasting Time in a Project Time Management – Typical High Value TasksTime Management – Typical High Value Tasks Don Clark’s Time Management ModelDon Clark’s Time Management Model Time Management of an Average IBA StudentTime Management of an Average IBA Student Take-AwaysTake-Aways

Half our life is spent trying to find something to do with the time we have rushed through life

trying to save.

- Will Rogers

If you want to make good use of your time, you've got to know what's most important

and then give it all you've got.

- Lee Iacocca

A nonspatial continuum in A nonspatial continuum in which events occur in which events occur in apparently irreversible apparently irreversible succession from the past succession from the past through the present to the through the present to the future. future.

Men talk of killing time, while time quietly kills them.

- Dion Boucicault

Time is a cruel thief to rob us of our former selves. We lose as much to life as we do to death.

- Elizabeth Forsythe Hailey

Now is the only time there is. Make your now wow, your minutes miracles, and your days pay. Your life will have been magnificently lived and invested, and when you die you will have made a difference.

- Mark Victor Hansen

The whole life of man is but a point of time; let us enjoy it.

- Plutarch

Time is a cruel thief to rob us of our former selves. We lose as much to life as we do to death.

- Elizabeth Forsythe Hailey

What is “Time Management”What is “Time Management”

Time Management refers to tools Time Management refers to tools or techniques for planning and or techniques for planning and scheduling time, usually with the scheduling time, usually with the aim to increase the effectiveness aim to increase the effectiveness and/or efficiency of personal and and/or efficiency of personal and corporate time use. corporate time use.

Covey’s Four Generations of Time Covey’s Four Generations of Time ManagementManagement

First generation: RemindersFirst generation: Reminders

Second generation: Planning and Second generation: Planning and PreparationPreparation

Third generation: Planning, Prioritizing, Third generation: Planning, Prioritizing, ControllingControlling

Fourth generation: Being efficient and Fourth generation: Being efficient and ProactiveProactive

Covey’s Four Generations of Time Covey’s Four Generations of Time ManagementManagement

Criticism:Criticism:

If you always action things on the basis of urgency, If you always action things on the basis of urgency, non-urgent things are never going to get done.non-urgent things are never going to get done.

If you always action things on the basis of If you always action things on the basis of importance then when do the non-important things importance then when do the non-important things get done? get done?

Suggestion:Suggestion:

Once a project has been taken on all the work Once a project has been taken on all the work relating to it needs to be done. relating to it needs to be done.

Pareto’s 80/20 RulePareto’s 80/20 Rule

Formulated in 1906 by Italian economist Formulated in 1906 by Italian economist

Vilfredo ParetoVilfredo Pareto

A mathematical formula to describe the unequal A mathematical formula to describe the unequal

distribution of wealth in his country, observing distribution of wealth in his country, observing

that twenty percent of the people owned eighty that twenty percent of the people owned eighty

percent of the wealthpercent of the wealth

The Theory:The Theory: Of the things we do during our day, Of the things we do during our day,

only 20 percent really matter. Those 20 percent only 20 percent really matter. Those 20 percent

produce 80 percent of our resultsproduce 80 percent of our results

Pareto’s 80/20 Rule (Cont.)Pareto’s 80/20 Rule (Cont.)

Identify and focus on those thingsIdentify and focus on those things

Pareto's Principle can produce Pareto's Principle can produce Superstar Superstar

ManagementManagement; Since 20 percent of people ; Since 20 percent of people

produce 80 percent of your results we should produce 80 percent of your results we should

focus your limited time on managing only that focus your limited time on managing only that

20 percent20 percent

The Ten CommandmentsThe Ten Commandments

1.1. Simplify where possibleSimplify where possible2.2. Block your timeBlock your time3.3. Work on tough things during your prime timeWork on tough things during your prime time4.4. Write instead of talking!Write instead of talking!5.5. Phone instead of visitPhone instead of visit6.6. Prepare daily and weekly schedules!Prepare daily and weekly schedules!7.7. Get organizedGet organized8.8. Delegate!Delegate!9.9. Avoid impulse – accumulate!Avoid impulse – accumulate!10.10. Schedule time for you!Schedule time for you!

Manage yourself, not your timeManage yourself, not your time

15 Time Stealers15 Time Stealers

1.1. Perfectionism (Obsession, low/zero output, quality is Perfectionism (Obsession, low/zero output, quality is

important)important)

2.2. Frequent Interruptions – lengthy telephone Frequent Interruptions – lengthy telephone

calls/personal visitorscalls/personal visitors

3.3. Meetings (without agenda)Meetings (without agenda)

4.4. Tasks that should be delegatedTasks that should be delegated

5.5. Procrastination and indecisionProcrastination and indecision

6.6. Acting with incomplete informationActing with incomplete information

7.7. Dealing with team members (colleagues, peers, Dealing with team members (colleagues, peers,

subordinates, being focused and assertive)subordinates, being focused and assertive)

15 Time Stealers (Cont.)15 Time Stealers (Cont.)

8.8. Crisis management (fire fighting)Crisis management (fire fighting)

9.9. Unclear communicationUnclear communication

10.10. Inadequate technical knowledgeInadequate technical knowledge

11.11. Unclear objectives and prioritiesUnclear objectives and priorities

12.12. Lack of planningLack of planning

13.13. Stress and fatigue (prime time – important task)Stress and fatigue (prime time – important task)

14.14. Inability to say “No” (Problem with always ‘Yes’ Inability to say “No” (Problem with always ‘Yes’

person)person)

15.15. Desk management and personal disorganizationDesk management and personal disorganization

Time Management for the Developing Time Management for the Developing ProfessionalProfessional

Time spent ‘Managing’

Time spent ‘Doing’

The Amateur Approach

40 Hours

30 Hours

Time

Time Management for the Developing Time Management for the Developing ProfessionalProfessional

Time spent ‘Managing’

Time spent ‘Doing’

40 hour week

The Professional Approach

Time Management – The IssuesTime Management – The Issues

Use time effectivelyUse time effectively

Identify time wastersIdentify time wasters

Time management is about choiceTime management is about choice

Prepare a time logPrepare a time log

Log it for 3 days – you make time to do soLog it for 3 days – you make time to do so

Time Management – The Manager’s Time Management – The Manager’s TrapsTraps

The tyranny of urgencyThe tyranny of urgency

Fire fighting is funFire fighting is fun

Fire fighting is valued and rewardedFire fighting is valued and rewarded

It is easy to do the quick jobs, the important It is easy to do the quick jobs, the important

ones can waitones can wait

I prepare doing what I am good atI prepare doing what I am good at

Time Management – Urgency and Time Management – Urgency and ImportanceImportance

High importance

Low Urgency C

High importance

High Urgency D

Low importance

Low Urgency A

Low importance

High Urgency B

Important Activity

Urgent ActivityLow High

Effect of Wasting Time in a ProjectEffect of Wasting Time in a Project

Wasting Time

Delay in Project Completion

Increase project cost

Deteriorate output quality

Project Case: A bridge, with 12 months schedule

Wasted time (Because of Fund Disbursement): 3 months

Extended Project Completion Time: 1 month

Result: 1. Increase in cost

2. Poor quality work

3. Other problems

Time Management – Typical High Time Management – Typical High Value TasksValue Tasks

PlanningPlanning

Training and developing peopleTraining and developing people

Building relationshipsBuilding relationships

Improving business processesImproving business processes

Introducing and/or improving a systemIntroducing and/or improving a system

Introducing and/or improving a procedureIntroducing and/or improving a procedure

Don Clark’s Time Management ModelDon Clark’s Time Management Model

Donald “Big Dog” Donald “Big Dog” ClarkClark

Occupation: Occupation:

Information andInformation and

Inventory ControlInventory Control

Specialist Specialist

Location: Location:

Washington, USAWashington, USA

Don Clark’s Time Management ModelDon Clark’s Time Management Model

Don Clark’s Time Management ModelDon Clark’s Time Management Model

PerfectionistPerfectionist - spends too much - spends too much time arranging, but does not time arranging, but does not focus on the task. focus on the task.

SlobSlob - always in disarray and - always in disarray and does not focus. does not focus.

Doer Doer - focuses on a task, but - focuses on a task, but cannot get it accomplished cannot get it accomplished because things are in disarray. because things are in disarray.

Time managerTime manager - focuses on the - focuses on the task on hand and is organized task on hand and is organized enough to get it accomplished.enough to get it accomplished.

Four Steps Of Good Time Management Four Steps Of Good Time Management

What Nafees Learned from the Corse/Take-What Nafees Learned from the Corse/Take-AwaysAways

Do high value jobsDo high value jobs

See and avoid the trapsSee and avoid the traps

Raise your eyes to the far horizon, see the big Raise your eyes to the far horizon, see the big

picturepicture

Important tasks should be done in the prime Important tasks should be done in the prime

timetime