1. TIME MANAGEMENT Dr. B. Rajender Joint Secretary,
Ministry of Water Resources,
River Development and Ganga Rejuvenation,
Govt. of India

2. “Effective executives do not start with their tasks
“Effective executives do not start with their tasks. They start with their time. And do not start out with planning. They start by finding out where their time actually goes. Then they attempt to manage their time and to cut back unproductive demands on their time.” … Peter Drucker

3. “Don’t be fooled by the calendar
“Don’t be fooled by the calendar. There are only as many days in the year as you make use of. One man gets only a week’s value out of a year while another man gets a full year’s value out of a week.” … Charles Richards

4. do you know how a 70-year life is generally spent ?
25 years in sleep
8 years in study and education
6 years in rest and illness
7 years in holidays and recreation
5 years in commuting
4 years in eating
3 years in transition
That leaves only 12 years for effective work.

5. Charles Schwab, an American millionaire, paid a consultant $25,000 in 1936 to advise him how to best use this precious, irretrievable resource.

6. His advise
“Start your day with a “TO DO” list and priorities the vital few after picking them from the trivial many.”

7. Importance of time management
Time is limited & Non-Renewable Resource
Continuously passing and never waits
Once lost can never be gained again.
Serenity in Life
Means clarity or calmness in life
Once known what we need to do we can avoid confusion.
Reduce Stress
Lack of efficient time management leads to stress
People having time management skills can handle work pressure better.

8. Importance of time management
Proper Discipline
Prepare a task list which describes what needs to be accomplished in a given time.
It ensures that key tasks are not forgotten.
Efficiency in work
Optimum use of time means you accomplish more in least possible time.
More efficiency results in better performance.

9. Importance of time management
Monitor Progress
To achieve success continuous monitoring is must.
Efficient monitoring requires establishing standards against which we can compare the actual progress
Price of Time Inefficiency
Statistic show a loss of one hour of productivity each day due to disorganization/inefficiency results in loss of one and half month in a year.

10. POOR Time Management Leads to
Stress
Severe consequences on physical health
Mental abilities of objective judgment
Feeling of frustration and harassment
Appearance of incompetence, ineffectiveness, inefficient

11. POOR Time Management Leads to
Constant rushing
Frequent delays in every task
Low productivity and energy
Frustration
Impatience
Confusion between alternatives selection
Difficulty in setting and achieving goals

12. Myths about Time Management
There are too much to do; I can’t handle it all
There is plenty of time; I can do that later
I am busier than usual right now; I will do that
later
Planning my time just wastes more time
Planning causes stress; and all stress is bad
The busier I am; the better I am using my time

13. Categorization of People
The Firemen
The Over-Committers
The Aquarians
The Chatty Kathy’s
The Perfectionists

14. Dimensions of Time
Biological
Social
Business

15. Biological Sleeping Taking Food Taking Bath/other Similar Activities
Recreation activities
Physical Exercise

16. SOCIAL Self Time Time for daily thinking – early morning walk
Meditation, Introspection
Reading – Daily news papers, magazines, professional magazines , books, general books and classics
Family Time
Strong and happy family life provides base for success.
One should spare reasonable time for his family depending upon the daily work schedule .

17. SOCIAL …..
Social Time
One needs to fulfill his obligations towards society by attending gatherings like weddings, parties and other religious functions.
Provides time to relax which ultimately improves your efficiency.

18. Business/Professional
Profession is such an activity where no one has other choice, especially when someone is working.
Generally working hours are fixed people cannot ignore this.
One must optimally utilize his time at work and should avoid various time wasters during working hour.

19. Basic Principles of Time Management
Time budgeting
Managing time wasters
Managing interruptions

20. Time Budgeting…..
An easy and practical guide to high level decisions on how you should invest your time
Time isn’t unlimited currency, so be sure to spend it wisely.
Learning Time Budgeting increases one’s productivity and efficiency .
Setting a Time budget means proactively allocating shares of time for the things that matter to you.
Following a budget prevents you from wasting time on non- critical activities.

21. Time Budgeting ….. Steps for creating Time Budget
Organize yourself around key result areas.
Allocate time for each area:-
Don’t pay much attention to current tasks.
Be conservative with your overall budgeted time
Use a short time horizon for your time budget.
Spend and track your time
Review your Spending

22. Time Budgeting Conducting meetings Attending meetings/ conferences
Court Work
Answering telephone calls
Touring
Accompanying superiors on tour
Inspections
Socializing / public programmes
Planning and organizing
Thinking

23. Analytical Review of Time Utilization
What time did I begin today? Why?
Could I have begun earlier?
What time did I start on my high priority task or goals? Why?
Did I spend the first hour of the day productively? Why?
Which was the most productive period of the day ? Why?

24. Analytical Review of Time Utilization
Which was the least productive period of the day? Why?
Who/ What was my most frequent interruption? How can these be controlled or eliminated?
What were today’s three major time wasters? How can I eliminate them?
What activities needed more time today?
How could I utilize my time better tomorrow?

25. Time Wasters ….. Telephone interruptions Drop-in visitors
Misused meetings
Crisis management
Lack of objectives, priorities, and daily plan
Cluttered desk/ personal disorganization
Ineffective delegation of responsibilities

26. Time Wasters Attempting too much at once
Insufficient and unclear communication
Indecision
Procrastination
Inability to say no
Leaving tasks unfinished
Lack of self discipline

27. How to Manage your Time Deciding about the mission of life
Setting goals
Prepare task list
Set priorities
Get started
Do not say YES to too many things
Deal with it for once and for all
Set start and stop times

28. Tips for Dealing with the Time Wasters
Get your work organized
Have a planning
Effective delegation
Use the telephone wisely
Control Visitors
Manage meetings
Organize your tours
Update and streamline the procedures

29. Tips for Dealing with the Time Wasters
Effective dealing with subordinates
Communicate effectively
Avoid procrastination
Make decisions
Learn to say “No”
Finish tasks
Develop self discipline
Control worry and stress

30. Effective Aids of Time Management
Create a simple “To-Do” list on Daily/weekly basis.
Long time planner
Set Specific goals with specified time.
Discuss this with somebody.
Collect more information

31. Effective Aids of Time Management
Make immediate tasks
Start with the pleasant parts first.
Do it with someone else
Reward yourself
Evaluate your progress
Go public

32. Prioritization ABC analysis Pareto analysis(80:20 Rule)
Action priority matrix

33. Prioritization Categories A (Most important ) B (Less important) C
ABC analysis
Categorize all your tasks according to its importance in the achievement of your goals.
Tasks can be divided as follows –
Categories A
(Most important ) B
(Less important) C
(Least Important)
Less work but having highest priority
Less important as compared to A-category Tasks
Lowest priority which can be ignored for sometime

34. Prioritization Pareto analysis(80:20 Rule)
Select limited number of tasks that produce significant
overall effect in least possible time.
“80% of the results can be achieved by doing 20% of the task or in 20% of the disposable time”
Identify tasks falling in category of those 20% which will lead to the 80% success.
By completing those 20% first ,we can easily get close to our success.
Rest 80% can be ignored or postponed saving our time.

35. Prioritization Important and Urgent Important but not Urgent
Action priority matrix
Identify difference between important and urgent tasks so that one can choose which activities to prioritize and which one to drop.
Important and Urgent
Do Right Way
Important but not Urgent
Plan to Do as soon as possible
Less Important but Urgent
Delegate
Neither Important nor Urgent
Dump or Postpone

36. 4 D’s of Time Management
Do it :- This needs to be done immediately (Important and urgent).
Delegate it :- It needs to be done, but someone else can handle it (Less important but urgent).
Defer it :- This needs doing but not now, it can wait, so postpone it (important but not urgent).
Dump it :- Not important at all, so forget about it(neither important nor urgent).

37. Managing Interruptions
The average person gets one interruption every ten minutes , or approximately six an hour, or per day. The average interruption takes five minutes, totalling about 3-4 hours ,or near about 50% of the average work day. 80% of those interruption are generally of “little value” or “no value” creating approximately 2-3 hours of wasted time per day. i.e 20% of the average work day spent on “urgent” and “important” things , while 80% of the average workday is spent on things that have “no value” .

38. Managing Interruptions
Tips for minimizing interruptions
Reduce telephone interruptions
Shorten the length of unnecessary conversations
Put up the “Do not Disturb” sign and get on with our work.
Learn to say NO graciously

39. Procrastination
It means postponement of things. This is the biggest problem of the human nature. People learn this trait from childhood. We often hear children saying “I will do this after two minutes”
A person becomes addicted to postpone the things without any reason:
Just a habit of postponing
Lack of confidence
Laziness
Hesitation to take the Risk
Toughness of the Work

40. How to Overcome Procrastination?
Recognize that you are Procrastinating
Work out WHY you are Procrastinating
Get over it

41. Do’s and don’ts of Time Management
Do update your knowledge from time to time.
Do realize your mistakes when you are wrong at some points.
Do arrive at meetings well prepared and with all relevant documents
Do take relevant notes and give your boss a copy
Do workout whether your manager prefers written or spoken information, and supply it in that way.

42. Do’s and don’ts of Time Management
Don’t volunteer your opinions unless they are requested or you feel they are important or relevant.
Don’t present any problems without offering some viable solution to them.
Don’t be late for meeting with your managers.

43. Limiting Factors Environment Experience Individual characteristics
Awareness
Action
Improved performance

44. Practical tips Plan Ahead and Avoid Last Minute Rush Anticipate
Don't cut too fine
Mid cut it too fine
Mid-term reviews
Maximize Delegation and Decentralization

45. Practical tips Set up your File Disposal Speed Dictation boosts output
Referencing and flags
Standardised drafts
Train your PA
Handy library

46. Practical tips High Speed Meetings Smaller groups are more productive
Advance preparation pays
Keep the discussion on the track
Little Drops of water Make the Mighty Ocean
Mop up small bits of time
Take files while on tour
Small Talk

47. Practical tips Who is the Master? You or Your Work?
Don't get bogged down in a rut
Work expands to fill the time available
All Work and no Play
Don't burn the candle at both ends

48. “Lost wealth may be replaced by industry, lost knowledge by study, lost health by temperance or medicine, but lost time is gone forever.”
…Samuel Smiles

49. Thank you