Time ManagementPresenter: Duong Thuy Nguyen

Current situationVersions of time

management

Time Management tools

Reasons for wasting time

1. No plan

2. No specific goal

3. Too many goals (game)

4. Too careful assessment

5. Too worry

Current situation

6. Perfectionism

7. Playing around the bush

8. Too much correction

9. Procrastination

Current situation

Reasons for wasting time

Current situation

Reasons for wasting time

10.Waiting

11.Useless meetings

12.Angry

13.Too broad network

The enemy of BEST THING TO DO?

GOOD THINGS

• “I have great idea but have no time!”• “I’ve been quite busy lately…”• “Ok! Leave it tomorrow…, tomorrow…,

tomorrow again…”• “I do NOT have time to do all those things”• “I wish there were 25 hours per day”• “If a have one more day for this

assignment, it will be much better…”

Current situation

“Rush” phenomenon

Current situation

Versions of time management

• Do favorite things first• Do easier things first • Do things cost a lot of time first• Wait until deadline• Do small things, leave big things• Do thing that comes first• Do ordered things• Do urgent things before important things

Versions of time management

Time-using habits

Versions of time management

Ver1

Time Management Version 1

1. Foundation: Reminder

2. Method: To-do list

3. Result:• Do not forget things to do• Leave things tomorrow• Important things = things come first

Versions of time management

Ver1

Ver 2

1. Foundation: Plan - Preparation

2. Trend: Plan for future

3. Method: Use more modern tools

4. Results:• Do not forget things to do• No starting point, no deadline• Important things = things in the plan

Time Management Version 2

Versions of time management

Ver1

Ver2

Ver3

1. Foundation: Plan – Prioritize – Control

2. Trend: Evaluation, Prioritization

3. Method: Planning tools, organize workload/day

4. Results:• Time prioritization is conducted• “Urgency” abuser• Important things = valuable & urgent things

Time Management Version 3

Feature 1

IMPORTANCE

Event

Feature 2

URGENCY

When?How long?

Time Management Matrix

Urgent Not urgent

I II

III IV

Imp

ort

ant

Un

imp

ort

ant

Time Management Matrix

Urgent Not urgent

Imp

ort

ant

Un

imp

ort

ant

• Crisis• Medical emergency• Pressing problems• Deadline-driven projects• Last-minute preparation

for scheduled activity

• Strategically working• Building relationship/

Net working • Seeking opportunities• Planning• Recreation/relaxation

• Interruptions, some calls• Some mail & reports• Some meetings• Many “pressing” matters• Many popular activities

• Trivia• Junk mail• Chit chat• Escape activities• Brainless T.V shows

Time Management Matrix

Urgent Not urgent

I II

III IV

Imp

ort

ant

Un

imp

ort

ant

Manage Focus

Delegate• Avoid• Just do when

have time

I Crisis box• Stress• Exhausted• On crisis

II

III IV

Time Management Matrix

I II

III Hamster wheel

• Focus on short-term• Trifling working style• Deemphasize goals & plan• Passive • Superficial relationships

IV

Time Management Matrix

I II

III IV• Irresponsible• Apart from work• Depend on others

Time Management Matrix

I II • Promising vision• Balanced• Self - discipline• Active• People perception

III IV

Time Management Matrix

Versions of time management

Ver1

Ver2

Ver3

Ver4

Time Management Version 4

Foundation Manage

Schedule

Goal

Prioritize

Time Management Version 4

Specific

Measurable Archiev

able

Realistic

Time Bound

SMART

GOAL

20% (important

things)80% time

Time Management Version 4

20/80 principle

Prioritization

80% FREE TIME

20% FREE TIME

Family

Society Lifestyle

Finance

LIFECareer

Text

Text

Sport

Text

Text

Education Health

Time Management Version 4

Weekly calendars Sun Mon Tue Wed Thu Fri Sat

Weekly priority

Goals Daily Note

To-do list

8

9

10

11

12

1

2

3

4

5

6

7

8

I_______II______III______

I_______II______III______

I_______II______III______

____________

____________

____________

Time Management Version 4

Correct

Assess

Do

Plan

C

A

D

P

Manage: PDAC loop

1. Keep neat

2. Do unimportant things at a time

3. Do NOT do stressful things at a time

4. Spend good time in doing important things (POWER HOURS)

5. Find a undisturbed time

6. Do NOT procrastinate

7. Ask yourself frequently “Is this the best use of my time now?” (ACTIVITY LOG)

8. Do something when waiting

Time Management Version 4Other tips

Current situation

Versions of time management

Time Management tools

Simple tools Hi-tech tools

- Less dependent

- Easy to use

- Portable

- Not good-looking

- Dependent

- Hard to use

- Not very portable

- Very good-looking ^^!

Weekly / Daily

Time management

Yearly, monthly

Time management

Time Management tools

Hi-tech tools

• Mobile phone

• Computer: Desktop, Laptop, Pocket PC…

• Software: Microsoft Outlook, Pnotes…

• Other T/M softwares

Simple tools

• A pen

• A small notebook

How to use simple tools?

Current situation

Versions of time management

Time Management tools

Ultimate purpose of Time Management?

Get things done

Precision & Perfection

RESPECT THE TIME

• Outside rain and then drink cup of coffee with bread and I sleep on my bad happily. I dream about something so beautiful. Oh! But forget your name, the name is ridiculous. So I sleep under pressure but happily.