TIME MANAGEMENT(management)

MANAGEMENT THEORY AND
PRACTICES
SEMINAR
PRESENTED BY
GROUP NO.3

TAKE TIME TO WORK :
IT IS THE PRICE OF SUCCESS
TAKE TIME TO THINK :
IT IS THE SOURCE OF POWER
TAKE TIME TO READ :
IT IS A FOUNTAIN OF WISDOM
TAKE TIME TO BE FRIENDLY :
IT IS THE ROAD TO HAPPINESS

 Time Management refers to managing time
effectively so that the right time is allocated to
the right activity.
 Effective time management allows individuals to
assign specific time slots to activities as per their
importance.
 Time Management refers to making the best use
of time as time is always limited.

TIME MANAGEMENT INCLUDES
Effective Planning
Setting goals and objectives
Setting deadlines
Delegation of responsibilities
Prioritizing activities as per their
importance

 The judicious use of time by an individual to
succeed in all aspects of life refers to Time
Management.
 Time Management not only helps individuals to
make the best use of time but also ensures
successful accomplishment of tasks within the
stipulated time frame.
 It is essential to do the right thing at the right
time to earn respect at work. People who do not
value time fail to make a mark and are never
taken seriously.

BENEFITS OF TIME MANAGEMENT
o Reduce stress and frustrations
o Improves performance and job satisfaction
o More time to enjoy life
o Have control over your life through planning
o Get a sense of achievement

SKILLS NECESSARY FOR EFFECTIVE
TIME MANAGEMENT
 Stay Organized
 Learn to Prioritize
 Be Punctual and Disciplined
 Take Ownership of work
 Be a little Diplomatic
 More Focused
 Be reasonable

EFFECTIVE TIME MANAGEMENT
 First we should know the answers for these 3 questions
 How have you been using your time ?
 How are you wasting your time ?
 How can you make better use of your time in the
future?

Hurdles to Effective Time Management
 Perfectionism
 Procrastination
 Fear of saying ‘ No ’
 Lack of planning
 Phone interruptions
 Unexpected visitors

Steps in Time Management
 Relax and remain composed
 Construct a plan and follow it
 Delegate assignments
 Prioritize
 Don’t procrastinate
 Plan a day before
 Evaluate

TIME MANAGEMENT STRATEGIES
Goal Setting
o To avoid the pitfalls of confusion and lack of motivation,
you have to clarify what you want to achieve.
o SMART goal setting guidelines :
• Specific - Have you clearly defined your goal?
• Measurable - How do you know if you are making
progress?

•Achievable - Is your goal really achievable? Be ambitious
but honest.
•Rewarding - Is your goal something you are willing to
make sacrifices for?
•Timely - Is your goal achievable in a meaningful
timeframe?
oWrite your goals down and be familiar with them

STAY ORGANIZED
 The workstation must be kept clean and organized.
 Keeping important files organized helps you retrieve
them immediately and thus saves time which goes on
unnecessary searching
 Keep stationery items and your personal belongings like
cell phone, car keys, wallet at their proper places.
 Develop the habit of using an organizer. Plan your day
well in advance.
 Never write on loose papers. Keep a notepad and pen
handy.

PLANNING
 Write down appointments, classes, and meetings on a
chronological log book or chart
 First thing in the morning, check what's ahead for the
day
 If you fail to plan, you plan to fail and you will waste a
lot of precious time while failing

PRIORITIZED TO-DO LIST
 Write down all the tasks you need to complete
 Break large tasks into their component elements
 Allocate priorities from A (very important, or very
urgent) to E (unimportant, or not at all urgent)
 You need to differentiate between urgency and
importance
 Rewrite the list in priority order
 Take action immediately and finish them one by one
 This helps you to focus on the important jobs first

BE PUNCTUAL AND DISCIPLINED
 Being punctual helps you complete tasks way ahead of
deadline.
 Avoid taking too many leaves from work. Such an
attitude is completely unprofessional.
 Make sure you are there at your desk five minutes before
your actual time.
 Strive hard to complete tasks on time.
 Do not keep assignments pending and wait for the last
minute.

TAKE OWNERSHIP OF WORK
 Do not work only when your boss is around. Work for
yourself. The dedication has to come from within.
 Be responsible for your work and learn to accept your
mistakes.
 If you have accepted something, then it becomes your
responsibility to complete it within the allotted time slot.

BE A LITTLE DIPLOMATIC
 Do not accept everything which comes your way. A
polite “NO” in the beginning will save your reputation
later.
 The employees must be delegated responsibilities as per
their specialization and background.
 This way they take more interest and eventually finish
work on time.

MORE FOCUSED
 Be a little focused and concentrate on work.
 Do not waste time by loitering and gossiping around.
 Do not take long personal calls at work.
 Finish off work and leave for the day on time.
 You will have ample time to catch up with your friends
or log on to social networking sites.
 Playing games while you are at work is something which
is not expected out of a professional.

BE REASONABLE
 No individual can work for the whole day.
 Do include some time in your daily schedule to speak to
your team member sitting next to you.
 Do not over burden yourself.

PROCRASTINATION
 What is procrastination?
 Putting off things that we should be doing
 Avoid high priority, challenging tasks
 Seek comfort in doing tasks you know you're capable of
completing
 Causes of procrastination:
 Have doubt on your skills or resources
 Do not know where to begin
 Waiting for “right time” or “right mood”
 Underestimate the difficulty of the task
 Perfectionism

OVERCOME PROCRASTINATION
 Recognize that you are procrastinating
 Work out why you are procrastinating
 Ways to overcome:
 Find a small part of the task you can do right now
 Identify the emotion associated with doing it
 Finish an incomplete
 Delete it and move on
 Face your fears and the risks head-on

GET ORGANIZED
 Time is saved if you prepare your work environment and
equipment beforehand
 Tidy your desk, make sure your chair is in the correct
position and you have all the information you need close
at hand
 Having your appointments, tasks and key notes in one
place
 Helps you find information faster and also helps prevent
stress

DELEGATION
 Assign task responsibility and authority to others
 Delegate to the right person
 You are still responsible for the completion of the task
 Give objectives or expected outcome, not procedures

EVERY ORGANIZATION WORKS ON
DEADLINES
 Time Management helps individuals to finish work
within the assigned time and stay stress free and relaxed
through out the day. Time Management helps you plan
specific time slots for all your day to day tasks at
workplace.

TIME MANAGEMENT HELPS AN INDIVIDUAL
TO PRIORITIZE THINGS
 It is important for an employee to understand what is
important and urgent at the moment. Staying
overburdened at work leads to frustration and eventually
one loses interest in work. You can’t do anything and
everything. Pick up all that is important and urgent at the
start of the day and finish it off first before starting with
something which can be done a little later. Know what is
important for you. Allocate specific time slots to
activities as per their relevance and make sure you stick
to the same.

EFFECTIVE TIME MANAGEMENT MAKES YOU A
FAVOURITE AMONGST YOUR SUPERIORS, CLIENTS
AS WELL AS FELLOW WORKERS
 Do not keep work pending from your end. Finish off
tasks as and when required. Ignoring critical issues is
pointless. You have to do it in any case. Discuss with
your co workers or immediate reporting boss and find
out a solution. Keeping a check on your time helps you
complete task just when it is needed.

TIME MANAGEMENT MAKES YOU AN
ORGANIZED INDIVIDUAL.
 One needs to keep things at their respective places.
Avoid keeping heaps of paper and stacks of files on your
desk. Not only it gives a cluttered look to your
workstation but also wastes half of your time in
searching important documents, files, folders and so on.
Individuals should prefer writing on notepads instead of
loose papers.

EFFECTIVE TIME MANAGEMENT HELPS AN
INDIVIDUAL TO IDENTIFY THE TIME WASTERS AT
THE WORKPLACE
 It is foolish to waste time on unproductive things which
yield no results. No one expects you to work at a stretch
for the whole day. Assign some time in your daily
schedule to check updates on social networking sites or
calling up your friends but do know where to draw the
line. Your office does not pay you for gossiping and
loitering around.

ROLE OF MANAGERS IN INCULCATING TIME
MANAGEMENT SKILLS IN EMPLOYEES
 Managers and superiors play an important role in inculcating
time management skills in employees:
 Managers must lead by example
 If you expect your team members to reach office on time, you
yourself have to be disciplined. Almost everywhere superiors
are given some liberty but one should not misuse his power.
 The rules and regulations of an organization are not only
meant for subordinates but also for team leaders and
superiors. Managers must adhere to guidelines of the
organization for their team members to respect company’s
policies.


ASK YOUR EMPLOYEES TO KEEP THEIR WORK
STATIONS ORGANIZED
 Go to each of their desks and check whether files and
folders have been arranged properly or not? Make sure
there are no heaps of paper on their desks. Instruct your
employees to clean their drawers at least once in a week.

ASK YOUR ADMINISTRATION SUPERVISOR TO ISSUE
NOTEPADS, REGISTERS, PENS, FOLDERS ETC TO
ALL YOUR EMPLOYEES
 Point them out if they write on loose papers. As
managers, it is your responsibility to tell them their
mistakes so that they manage things well. Personally
check their drawers once in a while.

DELEGATE THEM RESPONSIBILITIES AS PER THEIR
SPECIALIZATION, EDUCATIONAL QUALIFICATION
AND BACKGROUND
 Design their key responsibility areas after discussing
what they are best at for them to take interest in work
and complete assignments on time. Convey them their
targets and deadlines from the very beginning. Make
them aware of the goals and objectives of the
organization.

PROMOTE VARIOUS TRAINING PROGRAMS
 Promote various training programs to instil time
management skills in employees. Conduct various
workshops where employees can be given certain tasks
apart from their daily work. Ask them to finish off
activities within the assigned time slots. Reward them
suitably.

BE A GOOD LISTENER
 Employees must have an easy access to their Boss’s
cabin. Proper coordination between employees and their
team leaders is essential for effective time management.
Do not keep tasks pending at your end. Give approvals
on time and make sure your team members do not
indulge in unproductive tasks.

CONCLUSION
 Time is a valuable resource that cannot be stored for later use.
 Time Management is the key available to all of us to make the
most effective use of our resources. such that they last us long
and can be capitalized on a in the bet possible manner.
 Time management is not only a basic management technique, it
is also an essential life skill.
 Our presentation will enable every one to be more productive in
less time
 Covered issues such as goal setting, beating procrastination,
activity logs, scheduling , to-do-list and action plans will
maximize your achievement and quality of life
 Time Management helps to determine the priorities.
 Everybody has at their disposal the equal amount of time, it
once lapsed cannot be retrieved.

TIME MANAGEMENT(management)

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