By: Syed Aamir Mahmood

Executive Director

Ghazali Education Trust

Time Management

Managing Time

1st Principle…

Time cannot be managed…

2nd Principle…

However, People mange with reference to time

From Mediocrity to Excellence

Mediocrity: The quality of being average or not very good.

Excellence: The quality of extremely good.

Time

Performance

The illiterate of 21st century will not be those who cannot read and write, but those who cannot learn, unlearn and re-learn.

A Shift in Focus

Concentrate on Results, not being busy!

Our Time

Pareto Principle : Twenty percent of your time will produce 80% of your productive output. Can you afford not to manage at-least that 20% ?

Planning is key managerial function but research shows that less than 5% of management time goes on planning.

Parkinson’s Law : Work expands to fill the time available for it.

Efficiency vs. Effectiveness

Often worst performers are those who seem to be working hardest and longest. They are very busy but not effective.

Effective but not efficient

Goals achieved

Resources wasted

Effective and efficient

Goals achieved

No wasted of resources

High productivity

Neither effective nor efficient

Goals not achieved

Resources wasted

Efficient but not effective

No wasted resources

Goals not achieved

The Improvement Cycle

PlanDOReviewImprove

This year improvement are next year norm. Don’t get imprisoned by yesterday success.

Urgent Not Urgent

Important CrisesDeadlinesProjects

R/shipsNew opportunitiesPlanning

Not Important InterruptionsCalls/mailsMeetingsPopular activities

Pleasant activitiesMails/ callsTime wasters

The Time management matrix

Do it nowDo it yourself

Do it later

Ask some one else to do it.

Don’t do it

Setting Goals

Life Time Goals 20 Years

Intermediate Goals 5 Years Short-term Goals 6 Months

There is no guarantee of reaching a goal at a certain time, but there is a guarantee of never attaining goals that are never set.

Energy Level

Example 1

0%

50%

100%

150%

6:00am 8:

0010:00

12:00

2:00

4:00

6:00pm

Example 2

0%

50%

100%

150%

6:00am 8:

0010:00

12:00

2:00

4:00

6:00pm

Make sure you know where your time goes

Do you know that a 70 years l ife how it is spent..?

25 years in sleep8 years in study6 years in rest & illness7 years in holidays & recreation5 years in commuting4 years in eating3 years in traveling/ preparing12 years of work…?

How We Waste Time

Lack of disciplineInability to say NOPoor delegation skillsDay dreamingWorryPersonal disorganization Procrastination

Time Waste… Caused by Others

Telephone interruptionsDrop in visitorsUnscheduled meetingsPoor communicationsConfused chain of authority

Meetings

Meetings are potential time wasters.Meetings are necessary evil; distractions from one’s regular work.Try to say ‘No’ to a meeting where you are not required.Agenda should be definite. Every one should receive the agenda

and relevant papers well in advance.There should be a finishing time for meeting. Average executive: > 40% of timeLock the door, unplug the phoneMaximum of 1 hour

Daily Organization

Goal for the day List… things to-do Estimate time for each item on the list Setting deadlines Priorities important vs. urgent Diary for future planning Delegate Acknowledge results Incorporate ideas for improvement in tomorrow’s planning

Final Thoughts

Yesterday is a cancelled cheque, Tomorrow is a promisory note,Today is ready cash. Use it.

When feasible, delegate. Don’t let paperwork pile up.Do not postpone work.Identify your time waster and resolve to eliminate them.Add times for relaxation and recreation in your schedule.

Learn to say “NO.” It is not a crime.Make use of committed time – travel time, waiting time etc. Plan the day.Set goals and work towards achieving them.

Many People….

Think too much of destinations and too little of

preparations

They don’t realize that today’s actions

will determine tomorrows achievements

Any Question?