1. 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

2. 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

3. 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

4. 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

5. 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.

6. 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

7. 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.

8. 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

9. 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

10. 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

11. 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)

12. 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

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

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

15. 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

16. 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

17. 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

18. 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: month
Result: 1. Increase in cost
2. Poor quality work
3. Other problems

19. 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

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

21. Don Clark’s Time Management Model

22. 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.

23. Four Steps Of Good Time Management

24. 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