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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