1. Section II Basic Management/ Personal Skills
Chapter 6
Time Management: Minute by Minute
“Time management is a question of not managing the clock but of
managing ourselves with respect to the clock.”
Alec MacKenzie

2. After completing this chapter, students will know:
• What time management is
• What the greatest management resource is
• What is at the heart of time management
• How the Pareto Principle applies to time management
• How to learn where your time is actually going
• What the most common external time wasters are
• What three words can prompt you and others to use time effectively
• What the most common internal time wasters are
• What an effective time manager concentrates on
• What the 5P Principle is
• How to control the paper flood
• What the results of overdoing it might be
• How to physically make time more productive

3. Time Defined
Time is the period between two events or during which something exists, happens or acts.
Time is finite, instant, constant and, in a sense, an illusion.
“The only reason for time is so that everything does not happen at once.” Albert Einstein
$1,440

4. Time Management: Planning and Organizing Time
“Time management is really a misnomer – the challenge is not to manage time, but to manage ourselves.” Steven Covey
Best accomplished through organization, planning and review
Involves:
Managing yourself and your daily life (not just at work!)
Committing yourself to make quality use of your time
Planning and organizing time to accomplish your most important goals in the shortest time possible

5. Value of Time 'The Value of Time' poem - Author Unknown.
To realize the value of ONE YEAR, ask a student who failed a grade.
To realize the value of ONE MONTH, ask a mother who gave birth to a premature baby.
To realize the value of ONE WEEK, ask the editor of a weekly newspaper.
To realize the value of ONE HOUR, ask the lovers who are waiting to meet.
To realize the value of ONE MINUTE, ask a person who missed the train.
To realize the value of ONE SECOND, ask a person who just avoided an accident.
To realize the value of ONE MILLISECOND, ask the person who won a silver medal in the Olympics.

6. Value of Time Time is the greatest management resource.
All other resources can be increased, but time is fixed.
What is your time worth in $ ?
Ironically, good managers of time are often given more to do…

7. Goals and Time Management
Goals are the heart of time management.
They should:
Be written in specific terms
Have a time frame
Be measurable, important and in line with agencies organizational goals
Be challenging yet achievable.

8. Goals and Time Management
Segmenting tasks
Tickler file system
A set of folders organized by day, month and year
Place your list of tasks into a folder according to priority

9. Goals and Time Management
Goals, objectives and the Pareto principle
Vilfredo Pareto ( ) was an Italian economist
20% of a person's effort generates 80% of the person's results
Identifies the (few) vital tasks and the (many) trivial tasks
Managements job is to distinguish between the two
Brian Tracy’s 80/20 Rule

10. Goals and Time Management
Setting priorities
“Put first things first.” Covey
Organize and execute around these priorities
Need to differentiate between urgent and important

11. Goals and Time Management
Urgent vs. important
We tend to put “second things first”
The Urgent takes precedence over important things
Phones, meetings and interruptions get in the way of important things
Rocks in a jar

12. Keep a daily time log or time list. Without a time log, you don’t know
Organizing Time
Keep a daily time log or time list.
Without a time log, you don’t know
Where your time goes
How much time is spent on what duties
How frequently activities occur

13. Time Sheet Week Of: [Start Date] — [End Date] [company name]
[Company Slogan]
nd St. Suite 9 Des Moines, IA 50311
Employee name: Deborah
Title: [Your Title]
Employee number: [Your Employee Number]
Status: [Your status]
Department: [Department name]
Supervisor: [Supervisor name]
Date
Start Time
End Time
Regular Hours
Overtime Hours
Total Hours
[Pick the date]
Weekly Totals:
Employee signature:
Date: [Pick The date]
Supervisor signature:
Date: [pick the date]

14. Controlling Time The Daily To-Do List
May be the single most important time management tool
Plan each days activity (Night before)
Write everything down and prioritize, as follows:
A = Acute/Critical; must be done
B = Big/Important; should do when A is complete
C = Can wait; good to do if time allows
D = Delegate
E = Eliminate

15. Controlling Time MacKenzies five activity categories:
Important and urgent (for example, budget due next week)
Important but not urgent (getting physically fit)
Urgent but not important (a meeting you are expected to attend—politically important, but not task related)
Busy work (cleaning files rather than starting on a project)
Wasted time (sitting in traffic with no audiocassettes or cell phone)

16. Scheduling using SPACE
Sort tasks.
Estimate time, use the “X3 Rule”
Purge whatever you can.
Can someone else do this? If so, delegate.
Assign a time.
i.e., work on a project from 10 – 12 PM
Containerize the time needed to do the task.
Start/finish on time; do not allow distractions
Equalize.
Refine, maintain and adapt as needed.

17. Time Abusers Combating Unproductive Time: External Time Wasters
Telephone
Drop-in visitors
Meetings
Socializing
Firefighting

18. Time Abusers Combating Unproductive Time: Internal Time Wasters
Meetings
Drop-in employees
Procrastination
Failure to set goals and objectives
Failure to prioritize, delegate or plan
Personal errands
Indecision
Lack of organization
Word of Caution!
People are far more important than schedules and tasks. People should ALWAYS be your priority…

19. Combating Procrastination
Start with your most unpleasant task to get it out of the way.
Set aside half an hour a day to work on a given project—schedule the time to do it.
Do not worry about doing a task perfectly the first time through.
Work briskly. Speed up your actions.

20. Priorities and Posteriorities
Tasks we must do
Have a big payoff and prevent negative consequences
Posteriorities
Tasks we do not have to do
Have a minimal payoff and very limited negative consequences

21. Failure to plan The 5P principle– Proper planning prevents
poor performance.

22. Failure to plan in the real world…
The 6P principle–
Proper planning prevents
piss poor performance.

23. Controlling the Paper Flood and the Information Load
Use single handling for most items.
Improve reading skills.
Skimming and scanning
Sub-vocalization, regression and narrow eye span
Delegate.
Share some reading tasks.
Add less to the paper flood yourself.

24. Productivity—the Bottom Line
Overdoing is harmful to your health.
It’s also hazardous to the quality of your work.
Time is the most important and scarcest resource managers possess.
Control time as you would budget dollars.
You cannot make time, but you can use available time better.

25. The Physiology of Productivity
Speed yourself up.
Walk briskly.
Talk crisply.
Write rapidly.

26. Discussion Questions
Using your daily “To Do” list, create a daily log for the following activities:
Meet with the city administrator about upcoming budget
Meet with citizen complaining about an officer writing him a citation
Attend business luncheon with Rotary Club
Clean duty weapon
Speak to Sgt. Smith about being late for work continually
Meet with doctor for yearly physical (You’ve re-scheduled 2X)
Clear your files of unimportant papers
Note: Use the ABCDE method to create your “to do” list.

27. The 90/10 Principle by Stephen R Covey
The 90/10 Principle by Covey teaches that only 10% of the things that happen in our lives are out of our control, the rest, is in our control. We can choose how to respond or react.