CHAPTER 3

TIME MANAGEMENT
 Balance in your life

Family Balance in life is important.

Recognizing each aspect of
life is necessary.
Health Work •“I am not getting enough
time for family/personal life
because of Work.”
•“80% of day is spent at
Entertainment work.”
 Common problems

• I am very busy. The second crisis comes in

before the first has finished.
• I don’t feel I have achieved anything this year.
• I don’t have control on my life. Things pile one
on 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.
 Chapter 3: Time management

3.1 What is Time?

3.2 What is Time Management?

3.3 How to manage Time?

3.4 Organizing your work effectively

 3.1. What is time?
3.1.1. Time is The Present

Yesterday is History

Tomorrow’s a Mystery

But Today is a Gift

That’s Why They Call it

The Present
 3.1. What is time
3.1.2. Time is a Non Renewable Resource
•Once it is gone, it is gone.
•You will never see this moment again.
Try and answer this quiz!
How old were you five years ago?
What did you look like at that time?
What did you do then?
What has changed ever since?
What have you achieved in this time?
How quickly do you think has the time passed?
 3.1. What is time

To Realize the Value of:

•ONE YEAR, ask a student who failed a grade.
•ONE MONTH, ....................
•ONE WEEK, ...................
•ONE DAY, .......................
•ONE HOUR, .........................
•ONE MINUTE, .......................
•ONE SECOND, ......................
•ONE MILLISECOND, .......................
 3.1. What is time

To Realize the Value of:

•ONE YEAR, ask a student who failed a grade.
•ONE MONTH, ask a mother who gave birth to a premature baby.
•ONE WEEK, ask the editor of a weekly newspaper.
•ONE DAY, ask a daily wage laborer with kids to feed.
•ONE HOUR, ask the lovers who are waiting to meet.
•ONE MINUTE, ask a person who missed the train.
•ONE SECOND, ask a person who just avoided an accident.
•ONE MILLISECOND, ask the person who won a silver medal in the
Olympics.
 3.2. What is Time management?
“Time management” is the process of organizing and
planning how to divide your time between specific
activities.
Good time management enables you to work smarter – not
harder – so that you get more done in less time, even when
time is tight and pressures are high.
Failing to manage your time damages your effectiveness
and causes stress.
 3.2. What is Time management?

• Time can not be managed, we can only manage

ourselves.
• Those who do not take the time to do something
right, must make the time to do it over.
• Doing a job right is efficient, doing the right job right is
effective.
• In control of Life, not driven by circumstances.
• Enjoying JOURNEY of life: every day of it, not waiting
for a perfect day in future.
 3.2. What is Time management?
Seven Dangers Signals
1) The belief that you are Indispensable : No One else can do your
work.
2) No time for important work you need and want to do: Daily
crisis consume your time.
3) Attempting too much at once by never saying “NO”.
4) Unrelenting pressure: Always feel behind schedule.
5) Habitual (not just occasional) long working hours.
6) Feeling guilty leaving work on time.
7) Taking worries and problems home.
 3.3. How to manage time?
3.3.1. Work With Your Body Cycles
Circadian Rhythms
 Circadian rhythms are internal biological clocks that
regulate many functions and activities, including sleep,
temperature, metabolism, alertness, 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.
 3.3. How to manage time?
3.3.1. Work With Your Body Cycles

WHAT IS PROPER TIME?

 3.3. How to manage time?
3.3.1. Work With Your Body Cycles

Cognitive Tasks
8am - 12 noon*

 Cognitive, or mental tasks such as reading,

calculating, 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.
 3.3. How to manage time?

3.3.1. Work With Your Body Cycles

Short term memory

6 am - 10 am

 Short term memory tasks such as last minute

reviewing for tests are best performed early in the
morning.
*If you are a Night Owl, shift these times about 3-4 hours later in
the day.
 3.3. How to manage time?
3.3.1. Work With Your Body Cycles

Long term memory

1 pm - 4pm*

 Longer term Memory tasks such as memorizing

speeches and information for application are best
performed in the afternoon.
*If you are a Night Owl, shift these times about 3-4 hours later in
the day.
 3.3. How to manage time?
3.3.1. Work With Your Body Cycles

Physical Workouts
4 pm to 9 pm *

 Because of Circadian Rhythms it is best to engage in 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.
*If you are a Night Owl, shift these times about 3-4 hours later in
the day.
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

In business
Goals are statements you make about the future for your
business. You might say, “We seek to be the most widespread
widget maker in the country.” This statement demonstrates
that you have lofty plans for your business, but it does not
say specifically how you can meet your goal.
=> helps define the direction that a business will take.
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

In business
Objectives are the exact steps your company must take to
reach its goals. They are written without emotion, and they
are typically measurable and quantifiable. They also are
realistic and attainable and have an associated timeline.
“We will increase our sales by 3 percent in each quarter of
this year in each region in which we currently operate.”
Or: “We will open new branches and plants in two states per
quarter this year.”
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Goals (objectives) and time span
Long-term > 10 years
Intermediate 01 – 05 years
Short-term < 01 year
Quarterly
Monthly
Weekly
Daily
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Three Kinds of Goals
•Personal Goals
•Career/Organizational Goals
•Professional Long-term Goals
What are your goals?
 3. How to manage time?
3.2. Define your goals (objectives)
Features of Effective Objectives

"SMART" GOALS
S - Specific
M - Measurable
A - Achievable
R – Realistic/ Relevant
T - Time Bound
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Specific: means that the objective

should state what actions need to
be carried out, using language
that is easily understood by
everyone concerned.
Your goal should be clear and
specific, otherwise you won't be
able to focus your efforts or feel
truly motivated to achieve it.
 3.3. How to manage time?
3.3.2. Define your goals (objectives)

Measurable: it needs to be set in a

way that allows for assessment.
It's important to have measurable
goals, so that you can track your
progress and stay motivated.
Assessing progress helps you to
stay focused, meet your deadlines,
and feel the excitement of getting
closer to achieving your goal.
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Achievable: Your goal also needs

to be realistic and attainable to be
successful. In other words, it
should stretch your abilities but
still remain possible. When you
set an achievable goal, you may be
able to identify previously
overlooked opportunities or
resources that can bring you
closer to it.
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Relevant: it needs to make

sense to individuals in terms of
their job roles. It must also
support the overall objectives
of the department and the
business. Make sure that your
plans drive everyone forward,
but that you're still responsible
for achieving your own goal.
 3.3. How to manage time?

3.3.2. Define your goals (objectives)

Time bound: Every goal needs a

target date, so that you have a
deadline to focus on and
something to work toward. This
part of the SMART goal criteria
helps to prevent everyday tasks
from taking priority over your
longer-term goals.
 3.3. How to manage time?
3.3.3. Set priorities
•Economist Vilfredo Pareto identified the 80/20 Rule.
•In any list of tasks, 80% of the importance lies in 20%
of the list.
 3.3. How to manage time?
3.3.3. Set priorities
ABC analysis

Value of the activity

65% 20% 15%
A tasks B tasks C tasks

Very important important trivial /routine

15% 20% 65%

Actual Use of Time

 3. How to manage time?
Write the underlined word of the tasks which would be
on your “A” List; “B” List”; “C” List.
 Buy laundry detergent.
 Write a eight page essay for English.
 Prepare for a Economics quiz.
 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 athletic shoes.
 3. How to manage time?
“A” LIST
1 Midterm test that counts for 50% of grade.
2 Write a eight page essay for English.

“B” LIST
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.
 3.3. How to manage time?
3.3.3. Set priorities
Priority Matrix
Urgent Not Urgent
Quadrant I. Quadrant II.

Important

Prevention
 Crises  Relationship Building
 Deadlines  Planning
 Recreation

Quadrant III. Quadrant IV.

Not Important

 Pleasant Activities
 Interruptions
 Busy Work
 Some Meetings
 Time Wasters
 Popular Activities
 Trivia
 3.3. How to manage time?
3.3.3. Set priorities
Priority Matrix
Urgent Not Urgent
Quadrant I. Quadrant II.
Important

Manage Leadership & Quality

(High priority) (Planning)
Quadrant of Necessity Quadrant of Focus
Not Important

Quadrant III. Quadrant IV.

Avoid Avoid
(Quick and simple)
Quadrant of Deception Quadrant of Waste
 3.3. How to manage time?
3.3.3. Set priorities
To-do list
Important
/Urgent Time
Activity
Priority Estimate
 3.3. How to manage time?

• List 05 things time thieves and describe the

ways you eliminate them.
 3.3. How to manage time?

3.3.4. Catch the time thieves

Time Thieves

 Paper work  Interruptions

 Telephone  Meetings
 Office logistics  Procrastination
 Visitors  Signatures
3.3. How to manage time?
 Lists and Priorities
1. Write number 1 to 10 on the blackboard (5 points)
2. Create something for the leader to wear, such as a hat or tie (10 points; bonus 5
points if the leader actually wears it)
3. Find out something unique about each person on the team (5 points)
4. Sing a song together (15 points)
5. Make a paper airplane and throw it from one end of the room to another (10
points)
6. Get 20 students in the room to sign a single piece of paper (5 points)
7. Count the number of pets owned by all students in the class (20 points)
8. Assign a nickname to each member of the team (10 points)
9. Create name cards for each team member (5 points; bonus 5 points if you use
your team nicknames)
10. Make a tower out of the materials owned by your group (10 points)
11. Convince a member of another team to join you (20 points)
12. Name your team and come up with a slogan (5 points for the name, 5 points
for the slogan)
13. Re-create the sounds of 5 animals with the sounds of your voices (10 points)
14. Make a list of what your team wants from this course (10 points)
15. Form a circle in the classroom (5 points; bonus 10 points if anyone from
other groups joins you)
 3.4. Organizing your work effectively
3.4.1. Time logs
 3.4. Organizing your work effectively
3.4.1. Time logs
English Maths French Physics Geog TOTAL
2hours 2hours 3hours 4hours 4hours
Equations Sound
Monday (1hr) (1hr) 2
Holidays Tourism
Tuesday (1hr) (1hr) 2
Wednesday Poem Waves 2
(1hr) (1hr)
Grammar Industry
Thursday
(1hr) (1hr) 2
Friday FRIDAY NIGHT AT THE CINEMA 0
Macbeth Vectors Transport
Saturday (1hr) (1hr) (1hr) 3
Magnetism Weather
Sunday (2hrs) (2hrs) 4
TOTAL 2 2 3 4 4 15
 3.4. Organizing your work effectively

3.4.2. Planning time

Gantt chart: is commonly used in project management.
It is one of the most popular and useful ways of
showing activities (tasks or events) displayed against
time. On the left of the chart is a list of the activities
and along the top is a suitable time scale. Each activity
is represented by a bar; the position and length of the
bar reflects the start date, duration and end date of the
activity.
 3.4. Organizing your work effectively
3.4.2. Planning time
Gantt chart:
What the various activities are;
When each activity begins and ends;
How long each activity is scheduled to last
Where activities overlap with other activities, and by
how much;
The start and end date of the whole project
 3.4. Organizing your work effectively
3.4.2. Planning time

Gantt chart
 3.4. Organizing your work effectively
3.4.2. Planning time

Microsoft Outlook
 3.4. Organizing your work effectively
3.4.2. Planning time

Sticky notes
 3.4. Organizing your work effectively
3.4.3. Mind Map
a. What is a mind map?
A mind map is a visual way of organizing ideas in a web-
like structure.
 3.4. Organizing your work effectively

3.4.3. Mind Map

b. Why mind map?
Use right brain (visual, intuitive) as well as left brain
(logical, linear).
Make new connections between ideas.
Fast and easy to create.
Easy to learn.
Fun!
 3.4. Organizing your work effectively

3.4.3. Mind Map

c. Parts of a mind map
Center word and image.
Branches.
Sub-branches – less important information
Single keywords.
Images and color.
 3.4. Organizing your work effectively

3.4.3. Mind Map

d. Mind map design tips
 Single words.
 Use colors.
 Use pictures.
 Use zigzags instead of straight lines.
 3.4. Organizing your work effectively
3.4.3. Mind Map
 3.4. Organizing your work effectively
3.4.4. PDCA cycle