Presentation Outline Covey’s Four Generations of Time Management Pareto’s 80/20 Rule The Ten Commandments Fifteen Time Stealers Time Management for the Developing Professional Time Management – The Issues Time Management – The Manager’s Traps Time Management – Urgency and Importance Effect of Wasting Time in a Project Time Management – Typical High Value Tasks Don Clark’s Time Management Model Time Management of an Average IBA Student Take-Aways

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

Men talk of killing time, while time quietly kills them. 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 Men talk of killing time, while time quietly kills them. - Dion Boucicault

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

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

Covey’s Four Generations of Time Management First generation: Reminders Second generation: Planning and Preparation Third generation: Planning, Prioritizing, Controlling Fourth generation: Being efficient and Proactive

Covey’s Four Generations of Time Management Criticism: If you always action things on the basis of urgency, non-urgent things are never going to get done. If you always action things on the basis of importance then when do the non-important things get done? Suggestion: Once a project has been taken on all the work relating to it needs to be done.

Pareto’s 80/20 Rule Formulated in 1906 by Italian economist Vilfredo Pareto A mathematical formula to describe the unequal distribution of wealth in his country, observing that twenty percent of the people owned eighty percent of the wealth The Theory: Of the things we do during our day, only 20 percent really matter. Those 20 percent produce 80 percent of our results

Pareto’s 80/20 Rule (Cont.) Identify and focus on those things Pareto's Principle can produce Superstar Management; Since 20 percent of people produce 80 percent of your results we should focus your limited time on managing only that 20 percent

Manage yourself, not your time The Ten Commandments Simplify where possible Block your time Work on tough things during your prime time Write instead of talking! Phone instead of visit Prepare daily and weekly schedules! Get organized Delegate! Avoid impulse – accumulate! Schedule time for you! Manage yourself, not your time

15 Time Stealers Perfectionism (Obsession, low/zero output, quality is important) Frequent Interruptions – lengthy telephone calls/personal visitors Meetings (without agenda) Tasks that should be delegated Procrastination and indecision Acting with incomplete information Dealing with team members (colleagues, peers, subordinates, being focused and assertive)

15 Time Stealers (Cont.) Crisis management (fire fighting) Unclear communication Inadequate technical knowledge Unclear objectives and priorities Lack of planning Stress and fatigue (prime time – important task) Inability to say “No” (Problem with always ‘Yes’ person) Desk management and personal disorganization

Time Management for the Developing Professional Time spent ‘Managing’ Time spent ‘Doing’ The Amateur Approach 40 Hours 30 Hours Time

Time Management for the Developing Professional Time spent ‘Managing’ Time spent ‘Doing’ 40 hour week The Professional Approach

Time Management – The Issues Use time effectively Identify time wasters Time management is about choice Prepare a time log Log it for 3 days – you make time to do so

Time Management – The Manager’s Traps The tyranny of urgency Fire fighting is fun Fire fighting is valued and rewarded It is easy to do the quick jobs, the important ones can wait I prepare doing what I am good at

Time Management – Urgency and Importance High importance Low Urgency C High Urgency D Low importance Low Urgency A High Urgency B Important Activity Urgent Activity Low High

Effect of Wasting Time in a Project 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 Value Tasks Planning Training and developing people Building relationships Improving business processes Introducing and/or improving a system Introducing and/or improving a procedure

Don Clark’s Time Management Model Donald “Big Dog” Clark Occupation: Information and Inventory Control Specialist Location: Washington, USA

Don Clark’s Time Management Model

Don Clark’s Time Management Model Perfectionist - spends too much time arranging, but does not focus on the task. Slob - always in disarray and does not focus. Doer - focuses on a task, but cannot get it accomplished because things are in disarray. Time manager - focuses on the task on hand and is organized enough to get it accomplished.

Four Steps Of Good Time Management

What Nafees Learned from the Corse/Take-Aways Do high value jobs See and avoid the traps Raise your eyes to the far horizon, see the big picture Important tasks should be done in the prime time