PROJECT REPORT ON

TIME MANAGEMENT
SUBMITTED BY
JUGAL PIYUSH THAKKAR
UNDER THE GUIDANCE OF
PROF. ARUN KAIMAL
FOR THE DEGREE OF
THE BACHELOR OF MANAGEMENT STUDIES
UNIVERSITY OF MUMBAI
S.I.E.S. COLLEGE OF ARTS, SCIENCE AND COMMERCE
ACADEMIC YEAR 2011-2012
CERTIFICATE
I, P!". SMITA RAMAKRISHNA hereby certify that JUGAL
PIYUSH THAKKAR, student of S.I.E.S COLLEGE OF ARTS,
SCIENCE AND COMMERCE has completed the project on TIME
MANAGEMENT in the academic year 2011-2012.
The information submitted in this project is true and original to the
best of my knowledge.
------------------ ------------------- ----------------
Prof. Arun Prof. !mita " Prof. "ita #asu
P"$%&'T ()*+& #,! '$-$"+*-AT$" P"*-'*PA.
--------------------------------
&/T&"-A. &/A,*-&"
DECLARATION
*0 JUGAL PIYUSH THAKKAR studying in TYBMS0 of
S.I.E.S COLLEGE OF ARTS, SCIENCE AND COMMERCE
hereby declare that * ha1e successfully completed this project on
TIME MANAGEMENT in the year 2011-2012 as per the
re2uirements of ,umbai )ni1ersity as a part of #achelor in
,anagement !tudies 3#.,.!4 program.
The information presented in this project is true and original to
the best of my knowledge.
+ate5
Place5 -a1i ,umbai

JUGAL PIYUSH THAKKAR
ACKNO#LEDGEMENT
*0 JUGAL PIYUSH THAKKAR would take this opportunity
to thank the )ni1ersity for pro1iding me an opportunity to study
TIME MANAGEMENT. This has been a huge learning e6perience
for me.
7ith great pleasure * take this opportunity to acknowledge
people who ha1e made this project work possible.
* would also like to thank my #.,.! coordinator Prof !mita
"amakrishna0 staff of my college0 my colleagues0 librarians and other
people for pro1iding their help as and when re2uired to complete this
project.
* would also like to thank my parents for the tremendous help
they ha1e gi1en without which the project would not ha1e been
possible.

%)(A. P*8)!9 T9AA"
*-+&/
PERFACE
MAKING TIME
Time is a finite commodity. To literally :make time; is not possible<
howe1er we can certainly get more done in the time a1ailable. $nce
time has been spend0 it can ne1er be reco1ered. $nce it has gone0 we
ha1e e1en less time to do what we want to do.
&ach of us has the same amount of time a1ailable. ,ost of us
admit that we do not ha1e enough time0 yet some people seem to
manage to get more done than others. *t is 1ital to understand why this
is the case.
To sa1e time0 we ha1e to spend a little time. *f we do not take
time to work out what we are trying to achie1e on a daily basis0 we
will only waste more time.
1.#ASTING TIME
-obody likes to think that they waste time0 but not only is it easy to
do so0 half the time we may e1en reali=e we are doing it.
9ere are some e6amples5
(oing o1er the same ground twice because we ha1e forgotten
something the first time round.
$nly achie1ing half of what we had planned for the day and not
knowing why.
7ondering whate1er happened to the best part of the day.
!eeing our list of things :to do; getting longer and longer.
!eeing our :pending; tray get larger.
-ot being able to find an important piece of paper when we
need it.
!pending time looking for something wrong place because we
ha1e forgotten we put it somewhere else.
,any of these symptoms relate to self- organi=ation. *n short- term0
most of us can get away with not being too well organi=ed. *n the
longer-term0 it will end up as a serious problem.
#HAT IS GETTING IN THE #AY
7orking out how to make effecti1e use of our time re2uires us to
e6amine some of the things which are getting in the way.
,uch of the secrets of managing time has to do with how well
organi=ed we are. *f we ha1e a low regard for administrati1e
procedures0 we will probably find the idea of being organi=ed rather a
nuisance. *n fact0 being well organi=ed will help us sa1e large
amounts of time-always pro1ided we do not become so obsessed with
the systems to sa1e time0 that once again0 we waste it.
F$%&$%' ()* +,-.*
To manage time well0 we need to be honest with ourself>.
?or which one needs to ask himself these 2uestions.
1. 7hat does one do that need not be done at all @
2. 7hat does one do that could and should be done by someone
else@
A. 7hat does one do that is taking longer than it should@
B. 7hat does one do that wastes other peopleCs time@
1. D!$%' ()$%'. (),( %**& %!( /* &!%* ,( ,00 is a 1ery common
way of wasting time.7e are not only producing things which
we do not need0 we could also be producing things which no-
one else needs.
?or e6ample5
7e 3or others4 are still doing something unnecessary
because it has always been done that way since anyone can
remember. +o we know what happens to this work@ *s the
output genuinely uselful to us or others0 or does it simply
get filed or stored and ne1er looked at again@
7e ha1e se1eral sets of books into which transactions are
laboriously entered.
7e are still running a manual system after it has been
computeri=ed smiply because we do not trust the new
system.
All these acti1ities are wasting time.
2. D!$%' .!1*()$%' (),( +!-0& ,%& .)!-0& /* &!%* /2 .!1*!%* *0.*
is tempting0 especially when it is work which we are0 or ha1e been0
good at. #ut if we do not delegate certain tasks we will ha1e less time
to de1ote to managing. *t often seems 2uicker to do something ourself
than to spend time delegating it0 and e1en when we ha1e delegated a
task we may find it difficult to resist the tempatation to keep steping
in at the slightest hint of a difficulty. #ut if we do0 we face futher
time-wasting situations because5
7e will be spending our time doing something which someone
else is meant to do.
People will learn 1ery 2uickly that if they ha1e a problem we
will sort it for them.
7e cannot do the tasks which we should be doing.
7hat is more0 many will resent our help0 while others will cease to
bother trying in the first place.
*n the meantime0 our own efficiency is at risk and we may end up
ha1ing to delegate tasks we are responsible for to those who cannot do
them well enough-and who then need us to help them once more.
3. T)$%'. 1,2 /* (,4$%' 0!%'* /*+,-.*5
7e are not personally organi=ed and cannot find all the rele1ant
things we re2uire to complete the job.
7e find the task demanding because we ha1e not taken the time
to inform our self properly.
7e rush into action before we ha1e worked out e6actly what it
is needed to be done.
7e are doing it all ourself.
B. -obody likes to admit that they 6,.(* !()* 7*!70*8. ($1*.
,ost people will say they ne1er ha1e enough time of their own0 so
how can they possibly waste other peopleCs@ #ut think about5
9a1ing second thoughts after people ha1e already done a great
deal of work.
?orgetting to pass on new information so people are still
working on old0 out-of-date information.
Asking people to see us about something and then neglecting to
ha1e the rele1ant papers or material to hand0 so we waste time
looking for time.
9olding imprompt meetings that ha1e no agenda0 so people do
not know what the meeting is about and cannot prepare
themsel1es.
Allowing interruptions so that discussion lasts much longer
than it should and is less effecti1e.
eeping punctual people waiting 3with or without an
e6planation4 because we are running late.
*f you plead guilty to any of these0 think how much time in total is
being lost through our actions. ?or e6ample5 if our lack of preparation
for a meeting of 10 people means that it lasts 2D minutes longer than
necessary0 we ha1e wasted a total of 2D0 minutes which is more than
half a working day.
E9+-.*.
*f a task is taking a long time because we find it difficult0 we will not
be able to do all that is re2uired of us0 so we will end up falling
behind. *f we are a1oiding that task0 it will not go away and will
ultimately end up as a self-imposed crisis- and crises are pri=e
methods of wasting time.
There are plenty of plausible reasons for not being able to get things
done on time. #ut as e1eryone has the same amount of time at their
disposal0 it must be the way indi1iduals manage time which makes
the difference.*n fact0there is no such thing as not ha1ing enough time
to do something.$ne can always make time.7hat is missing is the
inclination.
The ne6t time we find ourself or others saying :* ha1enCt got
time>..; think about why we or they donCt want to do it.
People fail to get things done on time because5
The task doesnot appear to be worth making much of an effort
for.
*nacti1itry does not seem to ha1e any serious immediate
penalties.
There are more interesting things to do than the task in hand.
*t is easy to forget how to get things done on time.
*f we fool ourself into belie1ing our own e6cuses for not doing
things0we will ne1er get down to doing something about it. #e honest
with yourself and identify the real reasons why things either do not get
done at all or do not get finished on time.
Ask ourself how satisfied we are with the way we use the time we
ha1e a1ailable. *t may be that we are reasonably effecti1e but feel we
could do more. Eery probably the things we are not getting done on
time are those we may not want to do or find more difficult to
tackle.A useful strategy here is to make a record of how we are
currently spending our time. This gi1es us an objecti1e bench mark
against which to measure our progress in managing time.
S-11,25 O- A(($(-&*
$ur attitude will reflect whether we want to be positi1e in managing
time or whether we want to use time as an e6cuse for being
ineffecti1e.
*t re2uires the will on our part to put things right. $nce we ha1e made
the decision to do better0 the rest is comparati1ely easy.
O%* %**&. (! ,.4 )$1.*0" ()*.* :-*.($!%.;..
To assess whether we are managing our time effecti1ely0it is necessary
to answer these 2uestions.

+oes one find it difficult to say what he ha1e done during a
day@
+oes one find meeting deadlines a problem@
+oes one do things which is not needed to be done@
+oes one tend to take o1er other peopleCs work for them@
+oes one tend to take longer than he should on certain tasks@
+oes one find it difficult to be on time for appointments@
+oes one often forget what he was going to do @
*f one ha1e answered FyesC to most of these 2uestions0then his ability
to manage time probably re2uires some attention.
O%* S),00 D! B*((* I";..
$ne spends a little time to think about how he use his time.
$ne can identify some of the things he is doing that waste his
time.
$ne can identify some of the things he may be doing which
wastes other peopleCs time.
$ne can recogni=e which reasons are really e6cuses for not
completing something0 or for not doing something at all.
$ne can clearly indicate his main achie1ements at the end of
each day.
$ne ha1e a positi1e attitude towards wanting to manage his
time.
2.P0,%%$%' O- T,.4.
'hurchill once said that if we want a thing done0we should gi1e it to a
busy peson. #usy people seem better at controlling time than
others.They seem to be able to cram more things into their day than
anyone else. #ecause these people are busy0 they will always find a
way to fit what is re2uired into their schedule.The reasons for this
may be because5
They ha1e a sense of urgency about getting things done.
They take deadlines seriously and do not like missing them.
They ha1e de1eloped the skills re2uired to achie1e things on
time.
They are fully aware of what they are responsible for
producing.
K%!6$%' O- R*.7!%.$/$0$($*.
*n busines0 e1ery job has a job title and0 by implication a job
description that outlines those areas for which we are personally
responsible.
*t is by full awareness of what we are there to do0what we should be
doing and compared with what we actually are doing.
*f we donot ha1e a job description0 its a good idea to construct one
for ourself. *dentify the main responsibilities of our job. ,ake a list of
the tasks we need to accomplish to do the work effecti1ely.Think
carefully about what the real scope of our job0 and how it contributes
to the o1erall effecti1eness of our busines or profession.
7e may find ourself doing certain things which are not central to
ensuring effecti1e performance in our work. They may be fun and
enjoyable0but we need to recongni=e them. They are not the core
tasks0for which we are being paid.
The first step in make ourself clear about what is our responsibilities
what are we here for. $nce we ha1e understood this0 it is far easier to
establish our goals and identify where our priorities lie.
S*(($%' '!,0.
!etting and achie1ing goals plays a major part in managing time. *f
we do not know what we ha1e to do0we will not know where to start.
nowing what is important and needs to be done puts us in control
of e1ents rather than e1ents being in control of us.This way we stand a
chance of achie1ing what is re2uired of us in the time a1ailable. (oals
are useful.They help us to5
?ocus our attention on where we are going.
Plan what to do within a gi1en time-frame.
9elp others understand what is happening and how they fit into
the scheme.
nowing our goals pre1ents us from wasting time.To set goals
effecti1ely we need to5
7ork out what we want to achie1e.
+icuss our thoughts with someone else.
7rite down what we resol1e to do.
I&*%($"2$%' 7$!$($*.
*t will help us to achie1e our goals if we identify our priorities. To do
this0look at our workload as a whole and decide which acti1ities are
top priority. These can be categori=ed under four heading5
E..*%($,0 (,.4.-ones which if we perform0will not fulfil our
role effecti1ely.
T,.4. 6)$+) 6* .)!-0& 7*"!1 pro1ided the top priority
tasks are being carried out.
T,.4. 6* 6!-0& 0$4* (! &! in the fullness of time.These are
usually the things that ne1er get done.
T,.4. (),( ),<* , 0!6 7$!(2 but which are easy and
fun.These usually get done first.
.ist the tasks facing us under these four headings.
.ooking at our list and assign time to what we need to do0 what we
should do0 and what we would like to do.This helps us to eliminate
acti1ities which we like doing0 but which are not essential.*t also
allows us to decide to do a non-essential0 but enjoyable0 task from
time to time in the full knowledge that it is not high priority0 but that
we are doing it as a reward for doing longer0 more comple6 tasks.
$nce we ha1e identified where our priorities lie0 try not to stick so
rigidy to them that we cannot change course if circumstances should
dictate. #e fle6ible situations can change dramatically and cause our
current prioroties to become irrele1ant. !ticking to them in these
circumstances can only waste time.
9owe1er0 should a priority acti1ity disappear 3for instance0a meeting
is cancelled4 watch out that we do not simply fritter the time away.)se
the energy we ha1e acti1ated for that task to tackle another of the
tasks on our list.
U'*%( ,%& $17!(,%(
)nderstanding the difference between what is urgent and what is
important plays a significant part in making time.
Things which are -'*%( are pressing in their need for attention0 but
they may be tri1al< for e6ample0 sorting out the car parking
arrangements.Things that are $17!(,%( re2uire careful consideration
and usually take e6tra time to think about< for e6ample0 our business
plan for the ne6t 2uarter.
)rgent things ha1e a habit of looking important because of their
time constraints. They re2uire 2uick reactions0 but they should not
take up much time. 7e may ha1e to put off something which is urgent
to attend to something which is important.
There may also be occasions when putting off important things in
order to do something more immediately interesting is fine0 pro1ided
we do it on purpose. *f we want to take time to do something of this
sort0 work out how to recoup the time0 then we can enjoy doing it
without guilt or remorse.
There are0 some things that are both urgent and important. 7hen
both apply0the matter re2uires our fullest attention. There is no
2uestion of doing something more appealing first. The penalty will be
that we run out of time.
T27*. !" (,.4
Think about the nature of the things we do.'onsider how much of our
time is taken up with e6ecuti1e acti1ities and how much time is spent
perf1orming day-to day tasks specific to our business or profession.
,anaging tasks will in1ol1e us in the following5
Thinking ahead to ensure we ha1e all we need to run things
efficiently and effecti1ely.
9a1ing the right people and the right materials in the right place
at the right time.
Telling people what to do and the standard they should be
achie1ing0and if necessary0ad1ising them how to do it.
,aking sure that rele1ant people know what is going on and
what they ha1e to do to ensure that things go well.
-planning0organi=ing0directing and controlling.
$ne should look at his list of priorities.*f we are not performing any
of the abo1e key functinos to any great degree0 analyse what it is that
we are in fact doing and how it fits in with our key responsibilities.
7e may find that difficult on us because we are better at them than
they are.$r it could be that we are held up at work ecause of a lack of
the right systems or e2uipment. 7e may not ha1e reali=ed that it is our
competence in e6ecuti1e tasks which makes a real contribution to
sa1ing time.
S-11,25 N! T$1* T! L!.*
#y identifying our responsibilities0 knowing what our goals are0
putting our tasks in order of prioirty0 and being able to distinguish
between those tasks that are urgent and those that are important0 we
will find it easier to plan how to use our time more effecti1ely.
*f this all sounds abit e6acting and time-consuming0it is worth
considering the story of the chinese emperor. 9e indicated to his estate
manager that he would like a1enue of cedar trees to lead up to his
palace. The manager objected.;it will take A00 years for this project to
come to fruition; he pointed out. :well0; said the emperor0 :you
ha1enCt got a minute to lose.;
O%* %**&. (! ,.4 )$1.*0" ()*.* :-*.($!%.;..
Think about how we go about planning our time and answer the
following 2uestions5
+oes one fully understand what are his responsibilities and what
are not his responsibilities@
*s one clear about his goals@
9a1e one identified where his priorties lie@
+oes one know what he should achie1e today0 if he do nothing
else@
'an one distinguish between what is important and what urgent@
*s one working on the right type of tasks to make more effecti1e
use of his time@
O%* S),00 D! B*((* I";..
*f one identifies his esstenial tasks.
*f one identifies his goals.
*f one get his important work done within a predetermined
time-scale.
*f one understand the need to be fle6ible when priorties change
une6pectedly.
*f one distinguish between urgent and important work.
*f one carry out the right sort of e6ecuti1e tasks which assist
him to manage his time better.
*f one resol1e to start planning his time right away.
3.S+)*&-0$%' O- T$1*
$rgani=ing our time would be easier if other people did not always
want things from us so that we ne1er seem to get our own work
finished. 7hate1er the day brings or the world outside demands0we
need to de1elop a range of strategies to help us make the best use of
our time.
D*,0$%' 6$() D*,&0$%*.
ParkinsonCs .aw states that wrok e6pands to fill the time a1ailable for
its completion. This is why ha1ing deadlines is important. 7ithout
them01ery little tends to happen within a sensible time-frame.
&6ternal deadlines are there to ensure the success of a project. #y
working back from the deadline we can determine when we ha1e to
start-usually yesterday. *f the deadlines imposed upon us are 1ery
tight0 set our own deadlines within them-like a bo6 within a bo6. This
pre1ents us from allowing a task to fill all the time we ha1e a1ailable.
Put a time limit on 1arious acti1ities by setting our watch0tra1el
alarm or computer clock0 to indicate when our time is up. 7e will be
surprised how this concentrates the mind and how much we get done
in the time we ha1e allocated.As we get used to working within set
time limits0we will find ourself completing work in less and less time.
T,+40$%' L,'* T,.4.
.arge tasks appear daunting and can lead to inacti1ity simply because
we do not know where to start. ?or e6ample0 if it fell to you to arrange
the relocation of the office0 it is important you are not intimidated by
the comple6ity of the task.
The trick is to confront all large jobs by treating them as we would
treat watermelons cut them into manageable chunks. 9a1ing done so0
work out a schedule for these chunks and tackle one bit at a time. #y
doing this0 the large task appears to be perfectly possible and we can
plot our progress against our schedule.
S*(($%' U%&$.(-/*& T$1*.
'ertain things need our undi1ided attention and we should set aside
uninterrupted time to do these things. ,any people achie1e this by
finding another0 2uieter place to work0 but there are se1eral other ways
to pre1ent interruptions by organi=ing Fe6clusi1eC time5
9a1e times when we are a1ailable and times when we are not to
be disturbed-and tell people which are which.
!et our answering machine to take messages for an hour or two
when we are in fact there. This gi1es us space to get essential
work done.we can deal with the messages one after the other at
a chosen time.
*nstall a Fwhite boardC with waterproof pens in our bathroom0so
that we can write and plan in peace.
eep a notebook bedside our bed. *t is e6traordinary how many
times an important thought occurs when we are at our most
rela6ed.
M,4$%' T)* M!.( O" M**($%'.
9ow often ha1e we said on emerging from a meeting5 :That meeting
was a complete waste of time;@ ?or e6ample0 regular weekly
meetings may ha1e become a white elephant without anyone noticing.
#ut meetings need not waste time. !o if we take charge of any0 make
sure we know5
7hy anyone needs to be meeting0rather than sending a memo
or telephoning.
7ho should attend and why.
7hat precise topics we will be dicussing.
7hat we want to achie1e from the meeting.
&1ery person attending should know these things in ad1ance if the
meeting is to be producti1e. !o if a good deal of our time is taken up
by attending meetings0 make sure we know5
The purpose of the meeting
$ur role in it
7hat we are re2uired to do after it.
*f we do not know these three things0 2uestion why we are going to
the meeting in the first place< and whether we need to be present for
the whole meeting0or simply be there to make our own contribution
and learn the rest from the ,inutes.
There are circumstances when a face- to face meeting is a necessary
part of the business0 e.g.
7hen the situation is so in1ol1ed that e1aluating body
lauguage will be as important 3if not more so4 than 1erbal
communication.
7hen we ha1e not met before.
7hen we need to consult about documents0 or work with
certain e2uipment.
$therwise0 it be could more beneficial to telephone0 fa60 or set up
teleconfrencing facilities.
)sing %ourney Time &ffecti1ely
,aking a journey is often related to attending meetings and has e2ual
potential in the time-wasting stakes. Always 2uestion the purpose of
making journeys. *f we like to tra1el on business0 or we are faced
with a journey0 make the most of this FdeadC time5
Take a P' or personal organi=er with us and do some work0
turning off the beeps.
)se a dictaphone0 2uietly and discreetly0 to deal with
correspondence.
Tra1el with a colleague and talk shop0 being careful about how
much detail we re1eal.
'lear out our brief case0 making sure we take our FlitterC back to
the office shredder0 in a plastic bag if necessary.
+ig out receipts from our pockets0wallet and brief case and
collate them for e6penses claims.
.isten to a managemnt tape0 a talking book0or a language
course.
Think about strategy0 formulate plans and make notes for future
reference.
"ead those things we ha1e meant to read for ages.
S-11,25 A77!($!%$%' T$1*
*f we can schedule time for our work in a way which allows us to get
things done0 we will ha1e set aside the time to do what we need to do
and we will find that we ha1e made time to do all sorts of things we
ne1er had time for.
#y deliberately working to self-imposed time limits which pre1ent
time for one thing o1er-running and leaking into the time allocated to
something else0 we will be making the best of the time a1ailable.
7e will also feel more confident that we are better at making time
work for we0 rather than being o1er-taken by it. This gi1es us the
assurance that we are in charge of our working life and that we can
achie1e the endless numbers of things re2uired of we on time.
$ne needs to ask himself these 2uestions>..
Think about how we schedule our time and answer these 2uestions5
*s one meeting his deadlines@
*s one broken down large tasks into their components parts@
*s one getting a method of setting aside uninterrupted time so
as to get important things completed@
*s one getting the best out of the meetings he attend@
Are all our journeys necessary@
*s one planning how he will use the time he ha1e a1aiable
when he make long-distance journeys@
*s one scheduling his acti1ities efficiently and making best use
of the time he ha1e at his disposal@
O%* S),00 D! B*((* I";..
7e meet deadlines by imposing our own.
7e use a number of positi1e ways to ha1e uninterrupted time.
7e tackle large tasks by breaking them down into manageable
chunks.
7e get more out of the meetings we choose to attend.
7e plan what work to do when we make a journey.
8ou complete your acti1ities within a gi1e time.
=. #,2. O" S,<$%' T$1*
!a1ing time is easier than we think. *t is all about getting ourself
organi=ed. There are a number of e6cellent0 practical ways of doing
this.
M,4$%' L$.(.
,any people think they are able to do se1eral things at the same
time.They are usually mistaken0 and only end up doing things badly or
not completing them0 at all. The secret is to do things consecuti1ely by
making lists to remian ourself what we should be doing.
,aking lists is a key acti1ity in getting organi=ed.$ur lists should
reflect our priorites and contain details of what we intend to
do.7riting things down is half way to getting them done. 9ere are
some e6amples of the types of lists which will help in the process of
controlling time5
,ake a list of things which must be achie1ed today. *f the list
e6ceeds si6 things0we are unlikely to do them all. *f an item
stays on our for more than three days0 ask ourself why.The
situation will either now be at crisis point0 ha1e sol1ed itself0 or
was not worth doing in the first place.
,ake a list of things which we need to achie1e within a limited
space of time and put them into a sensible working order.That
way we will feel that we are in control of e1ents0 rather than the
other way round.
7hen we ha1e to lea1e our desk0 write down what we want to
do. *f we get side-tracked0 we can easily forget what we were
going for in the first place and may return to our desk without
ha1ing accomplished e1en one of the things we intended to do.
,any people resist the formality of writing simple things down0 but
memory can let we down. "esearch indicates that se1en items 3plus or
minus two 4 are the ma6imum number of things that can be
remembered easily.
*f we are interrupted when we are carrying those items in our
memory0 the number of items which can be recalled becomes e1en
less. !o write down what has to be done. That way5
7e do not forget anything important.
7e do not ha1e to make a second journey or telephone call to
complete our tasks.
7e can tick off the things we ha1e completed which will gi1e
us a real sense of achie1ement.
H,%&0$%' P,7*6!4
There are se1eral pitfalls which can pre1ent us from being properly
organi=ed.An untidy desk0 briefcase0 cupboard or car may indicate
that we are unsure of how to manage ourself or our paperwork. "ather
than throw anything out we keep it all.The way to deal with
paperwork is to handle it onces0 and once only. &ach time a piece of
paper comes our way take action in one of the following ways5
F$0* it
A+( upon it
P,.. it on
B$% it.
The last is the one that causes people the most problems because
they are reluctant to take the decision to throw a piece of paper away.
*t is probable that the use of the bin as an organi=ational tool is gi1en
less importance than it should be. The s2uirrel instinct is endemic and
not one to be encouraged if we want to manage our time more
effecti1ely. *f the paper is of no use to us0 be ruthless0 get rid of it.
*f we really cannot bring ourself to do so0 then ha1e a tray marked
fog bound0 deep litter0 or what-e1er0 for things which we cannot make
up our mind about. After a few months0 take the bottom third
and0without looking at it0 throw it away. *f it has not become urgent
by the time we do this0 it cannot be all that important.
K**7$%' P*.!%,0 R*+!&.
nowing what has occurred on day-to-day basis is important0
especially as other peopleCs perceptions may not be 2uite the same as
ours. To make sure that at least we know we are right0 record things as
they occur by5
K**7$%' , &*&$+,(*& %!(*-/!!4 in which we write down
e1erything from daily reminders to the resolutions of the board
meeting. 9a1e it with us at all times.
K**7$%' 7,7* ,%& 7*%. /2 ()* (*0*7)!%*.- it is ama=ing
how many people do not.7e find this out just as we are about
to gi1e them details of something0when they say0;just they
say0we need to find a pen.;
H,<$%' ,% $%&*9 of important names0addresses and telephone
numbers readily to hand.+o not rely on the telephoneCs memory
banks5 if we are on the phone0 we cannot get another number
out of the system.
L!''$%' $17!(,%( 1,$0 ,%& (*0*7)!%* +,00.0inwards and
outwards0 in our working diary0so that we know when things
happened and when we responded.
F$%&$%' T)$%'.
*f we ha1e a good retrie1al system0 we will find things 2uite 2uickly.if
our system is poor or non-e6istent0it is worth spending time
organi=ing one.
,ake sure we keep it simple. ?ew people need a complicated
cross-reference system. *t rarely helps us to find things any faster and
re2uires more time to file in the first place. !ort out a system to suit
our own needs and make sure we know how it works so that we can
find things when we need them. !ome simple filing systems are5
7ell-labelled bo6 files for major projects.
A tray marked FimmediateC for each dayCs si6 tasks.
*ndi1idual pocket folder for 1arious topics0 kept in alphabetical
order.
A concertina wallet for keeping documents in chronological
order.
A set of inde6 cards for keeping comprehensi1e customer
records0 filed alphabetically0 or by product.
A stack of en1elopes labelled by month in which we put our
receipts.
A brightly-coloured folder or bo6 file marked FE*PC where we
put all our important bits and pieces.*t needs to be brightly
coloured so we ne1er lose track of it.
nowing e6actly where we keep pieces of paper is crucial in
controlling our time.#ut be sure that what-e1er is meant to go into a
file is actually put there. ,uch of this is common sense0but it is often
the small disciplines which help a great deal more with good time
management than all the personal time syatems and fancy wall-charts
in the world.
T,4$%' S)!( C-(.
(etting behind is a uni1ersal problem.+esperate measures are needed
on occasions when there is simply no time to function as we usually
would.?or instance5
*nstead of typing a letter in response to incoming mail0 write
our reply on the original0 make a photocopy of it and return it to
the sender. 3The recipient would infinitely rather get a
reply0howe1er inelegant0than one that is late0or none at all.4
)se a compliment slip or a postcard for a 2uick hand-written
note0 instead of typing a letter.
)se our wastepaper basket. *f something is that important and
we ha1e disposed of it in error0 it will be sure to come back
again.
Time telephone calls with a A-minute egg timer0 particularly
when we know the person we are calling is inclined to waffle.
S-11,25 B*$%' O',%$>*&
There are many things which can get in the way of being able to
manage our time efficiently. *t is important to make sure that our lack
of personal organi=ation is not one of them.
eeping tidy makes it easier to find things 2uickly and stops we
wasting time by ha1ing to look for things in unlikely places.
"esponding instantly by using emergency tactics means we will
be able to make time for most things when a real log-jam has
occurred.
#y being personally organi=ed0we stay in control of what we
should and can control.
O%* %**&. (! ,.4 )$1.*0" ()*.* :-*.($!%.;..
Think about how we organi=e ourself and answer the following
2uestions5
+o things stay on our Fto doC list for se1eral days@
+o we forget to do things because we did not write them down@
+o we tend to temporarily lose important memos0letters and
documents@
+o we forget appointments or day-to-day routine acti1ities@
+o we handle paperwork se1eral times before actioning it@
*s it hard to find things when we need them in a hurry@
+o we always seem to be trying to do too many things at the
same time@
O%* S),00 D! B*((* I";..
$ne makes lists of things he needs to do.
$ne handles his paperwork only once.
$ne use the wastepaper basket with confidence.
$ne find important things in seconds rather than minutes.
$ne ha1e a workable retrie1al system that suits our needs.
$ne should keep records of e1ents.
$ne should keep abreast of the deluge by taking short cuts.
$ne is considerably more confident that he has things under
control.
$ne has not mislaid anything for some time.
?.#!4$%' #$() O()*.
$ther people are an essential part of business0 but they can be great
time-wasters.7orking effecti1ely with people is part of managing our
time efficiently.
7hen we are busy it is tempting to say0;we shall do it ourself0
that way we shall make sure it gets done and we shall know itCs
alright.;
This is fine in for a little while0 when we are up against
une6pectedly tight schedules.#ut in the long run0 if we do not spend
some time teaching someone else to do the task we will ha1e
burdened ourself with an unwanted e6tra0 simply because no-one else
can do it.*f that task takes an hour of your time per week and if
teaching someone else to do it will take a total of two to three hours0
we could sa1e ourself nearly fifty hours in the course of the year.
D*0*',($%' #!4
Passing tasks on to others allows us more time for ourself. 9owe1er0
in the Fleaner and fitterC en1ironment of many businesses0finding
someone to pass the tasks to is often not easy.
,any people think that delegating is simply about passing work
out willy-nilly and hoping that someone will do it properly. #ut there
are some points which need to be obser1ed if we are to ensure that
tasks get done correctly and on time.7e need to 5
,ake sure we choose someone who is willing and able to do
what needs to be done.
Tell the person precisely what we like done and0 if necessary0
how we would like the work carried out. !tate the time-scale
for the task and carried out. !tate the time-scale for the task and
indicate how often we would like a progress report.
Assign a priority to the work being delegated so that it can be
fitted in with other work being delegated so that it can be fitted
in with other work which that person has to do.
,ake sure the person who is taking on the work has the
authority to carry out these responsibilities. And if the work
re2uires liaison with others0 especially with senior people0 make
sure we Fsmooth the pathC for the person concerned. Abo1e all0
do not introduce anyone anyone unprepared and unsupported
into situations that may be fraught with problems such as
Fcompany politicsC.
As well as defining the results we want0show that we care about
them.if others know that we care about the task being
completed successfully and on time0 they will also care about
achie1ing this.
"egularly re1iew progress and discuss any problems being
encountered when carrying out the work-especially if we are
de1eloping a personCs skills.
*f we do not make it clear what is re2uired and why0the task will be
brought back to us to do all o1er agin ourself.7e may also ha1e
irretrie1ably upset the people we are delegating to0 since they ha1e not
only failed to complete the ask but they ha1e also wasted their time.
There are two other important things to remember5
+elegating efficiently means passing out the good things as
well as the not-so-good things. *t will soon be noticed if we
only delegate the dreary tasks and keep all the attracti1e ones
ourself. *f this is happening0 we cannot be surprised if people
are reluctant to take on work from us or do not complete it on
time.
7e should not delegate work which we find difficult to do
ourself.*f we ha1e problems0 how will other people do any
better than us@ This is when we should be going to someone
more e6pert to seek assistance0 not lea1ing someone who is not
competent to struggle on0and ultimately be defeated and
demorali=ed by the task.
#!4$%' P!&-+($<*02 T!'*()*
#eing aware of other peopleCs time will help us to ensure that they
1alue ours.9ere are some ideas on how to ma6imi=e joint efforts5
,ake sure we pass on rele1ant information at the time we
recei1e it. *f others get this information at the time we recei1e
it. *f others get this information too late they will ha1e wasted
their time working to the original instructions.$r they will
waste our time interrupting us to ask 2uestions.
7hen we ha1e a brilliant idea which causes us to change our
mind0remember to tell others.*f we donot0they will continue
with pre1iously agreed acti1ities which may not now be
rele1ant.
Agree deadlines with those in1ol1ed and let them know how we
arri1ed at the timing of the deadline.!ay0 :7e need to get this
done by ne6t Tuesday0 and the reason for this is
because>>;7e will find people more likely to get things
done on time when they understand why.
*f we ask someone to work late0 make sure the task is urgent
and not something that could be done tomorrow.$therwise we
will ha1e not only caused them to gi1e uo their time but they
will be less willing to take on urgent work ne6t time you ask.
C!11-%$+,($!% E""*+($<*02
'ommunicating is basically about making sure other people ha1e
understood what we want them to do0 and that we ha1e understood the
instructions gi1en to us. .ook at how we gi1e instructions to
others0and make sure that5
7e use clear0 e1eryday words when gi1ing instructions. ,ake
sure that there is no ambiguity in what we say. This increases
the chances of things being right first time. *t is e6traordinary
how few people will take the time to do something right the
first time0yet will somehow find the time to re-do it.
$n the telephone0we check that people ha1e wriiten down
important information by asking them to repeat it back to us.
7hen recording a message on our answering machine0we help
people to lea1e a coherent message by in1iting them to gi1e not
only their name and number but the time and day that they
called.*t is surprising how many calls are o1ertaken by e1ents
which0 more often than not0 make messages useless.
7e can help others to make better use of our time by looking at how
we are gi1en instructions.?or e6ample5
Eerify that we ha1e understood what is re2uired and ask
2uestions to clarify points of detail.
7rite down important information when talking on the
telephone and read it back to ensure its accuracy.
7hen we lea1e a message on an answering machine0say who
we are0 the day and time that we called0 what our message
relates to and a current contact telephone number.
The disciplines in1ol1ed in effecti1e communication are worth the
time spent on them5 They pre1ent the time-wasting aggra1ation of
ha1ing to unra1el misunderstandings.'ommunication properly
contributes considerably to making the best possible use of our
time.
H,<$%' #!4 D*0*',(*& T! U.
7orking with others in1ol1es managing their time as well as our
own.*f other people are disorgani=ed0 they can waste our time.!o we
ha1e to help them to make better use of our time and theirs by
dicussing with them5
7hy the work has to be done.
7hat is wanted-precisely.
7hen the work is re2uired.
7hat form the work should take.
nowing why the work is needed can gi1e 1aluable clues as to
what has to be done.*f the work is for internal use0 a rough draft may
be enough.#eing able to focus on the end-recei1er helps pre1ent time
being wasted in pro1iding the wrong sort of informatin. nowing in
what form it is re2uired is e1en better.Producing a D-page report when
a 1erbal briefing would ha1e done is clearly a waste of time.
7ork out if what we ha1e been asked to do fits in worth our
priorities.This way0 we can make a sensible assessment as to whether
what is re2uested can be fitted in without detracting from our own
acti1ites.*f we do not find out0 we can be laden with work not of our
own making0 and may be unable to complete any of it
satisfactorily.7e may be seen as a busy person0 but also as one who is
unable to get anything done on time.
S-11,25 S),$%' T$1*
9elping others to help we make better use of our time is an essential
part of managing our time well.
+elegating work can sa1e our time if we make sure people
know what they are doing0 but we need to communicate properly and
spend a little time ensuring that they are 2uite clear about what is
re2uired of them.
&2ually0when we take on work we need to clarify e6actly what
it is that we are e6pected to do. ,ore often than not others neglect to
inform we sufficiently about what is re2uired and we could waste
1aluable time doing what we think is needed rather than what actually
is.
*t is alarming how much time is wasted repeating tasks
unnecessarily.!o it is ne1er a waste of time to check that we ha1e
fully understood what is needed.,aking certain of the facts means
that e1eryone makes better use of their time.
O%* %**&. (! ,.4 )$1.*0" ()*.* :-*.($!%.;..
Assess how well we are making the best use of our time and other
peopleCs by answering the following 2uestions5
+oes one delegate enough@
+oes one follow the FrulesCwhen passing out work@
+oes one always indicate that he care about the results of the
tasks he delegate@
+oes one make sure that if he re2uire urgent work from
someone0 it does ha1e to be done immmediately and not
tommorrow@
+oes one gi1e clear instructions about what has to be done and
why@
+oes one always make sure that he ha1e fully understood what
is re2uired to him@
9a1e one taken the time to check anything that is not clear so
that the task does not ha1e to be done all o1er again@
O%* S),00 D! B*((* I";..
$ne delegate certain tasks instead of doing them all himself.
$ne must follow the guidelines when delegating.
$ne must pass out interesting tasks and routine tasks in e2ual
proportions.
$ne should pre1ent someone else from wasting his time and
theirs.
$ne must communicate clearly and one must check that he has
properly understood.
$ne should 1erify what is re2uired of him before he goes ahead
and do it.
$ne cannot think of anything he has done recently which has
wasted other peopleCs time.
@.M,4$%' T$1* F! O-.*0"
(etting our work done and accommodating others takes up most of
our time0 so it is easy to find ourself last in the line for attention.#y
e6amining the ways we use time in our personal life0 we may see how
we could put ourself at the head of the 2ueue.
R*<$.$%' O- P*.!%,0 H,/$(.
Think of e1erything we do from the time we wake up in the
morning.7ork out how our personal routine may be losing our time
and think what we ha1e to do to change our beha1iour.?or e6ample5
*f we hang our clothes on the floor0we will ha1e to spend a lot
more time getting those garments ready to wear another day.
*f we are still using the same route we took to work on our first
day0 we will not ha1e e6plored other options.There are probably
se1eral other ways which may be 2uicker or better on certain
days.7e wonCt know until we try.
*f we are ha1ing to go some distance for certain ser1ices0we
could find a company that collects and deli1ers.
T,4$%' L*$.-* T$1*
,ake sure we schedule our leisure time otherwise we will ne1er get
any.This is particularly critical if we work for ourself.*t may seem a
bit e6treme to schedule time off0but if work e6pands to fill the time0it
is easy to see how we can miss out.
7e may already be caught in a well-known trap on the one
hand feeling that we should be working whene1er we take a little
time off<on the other hand working long hours with no let-up and
feeling slightly resentful that while others lead full social li1es0we
ne1er seem to be able to.
The way out of the conundrum is simple.(i1e ourself
permission to take time off.
There are a number of e6cellent ways to do this5
#lock out our holiday period in ad1ance0so that we cannot be
coerced into working instead.
,ake a contract with ourself to take off specific periods of
times.?or instance0!aturday is our day off0but !unday afternoon
is for catching up.
,ake time in each day to do something that is a complete
contrast from work.
,aking time for leisure is just as important to our efficiency as work
is.*t allows you to refresh our mental faculties and our physical
performance.
*t also means that our family and friends see us from time to
time.!upport from them enables us to keep things in
perspecti1e.!imilarly they need support from us0 and if we ne1er
make time for them0 a time may come when they may not be there for
us.
*t is 1ital to our well-being0 and therefore to our working ability0
to make time for pleasure and personal relationships.*t makes sense to
remind ourself that there is not much point in allowing work to take
up all our time if we ha1e no opportunity to enjoy the rewards which
come from it.
S-11,25 T)* K%!+4-!% E""*+(
$ur pri1ate life is not so separate from our working life as we may
think. *f we can take time to re1ise some of our persoanl habits0 it
could help us to find the time to do more.
*t is 1ital we build time into our busy schedule to re-energi=e
and to enjoy the benefits that our efforts in managing time better will
undoubtedly bring.
O%* %**&. (! ,.4 )$1.*0" ()*.* :-*.($!%.;..
Think about how we can make more time.

Are there any personal habits one can change to make more use
of his time@
Are there any things one does simply because he always ha1e@
+oes one spend time on himself@
+oes one ha1e specific time set aside for acti1ities that ha1e
nothing whatsoe1er to do with work@
*s one taking time to enjoy the fruits of his labours@
O%* S),00 D! B*((* I";..
$ne must re1ise some of his personal habits to pre1ent himself
from wasting time.
$ne must manage his time0rather than letting time managing
him.
$ne does not let work take him o1er0 but acti1ely schedule time
off from work for his own pursuits.
$ne is no longer feeling guilty that he should be working when
he is not.
$ne must be able to place himself if not actually at the head of
the 2ueue01ery near it.
C)*+4 L$.( F! M,4$%' T$1*
*f we find that making better use of our time is pro1ing to be harder
than we thought0 check how we are tackling these keys areas5
U.* !" T$1*
*f we are constantly running out of time0 it could be that we ha1e not
fully analysed the use we make of our time.nowing how we use our
time pro1ides an important baseline against which to measure the
impro1ements we ha1e made.
P$!$($*.
*f we are not absolutely sure of our priorities0we may find us ha1e
been doing time-consuming things which ha1e not contributed 1ery
much to our effecti1eness.,ake sure we know where our priorities lie
and stick to them.
P*.!%,0 O',%$>,($!%
*f we cannot find things and are personally disorgani=ed0 it may be
that we need to change our habits.'hanging a routine is not easy0 but
if we take time to e6amine our work and home life0 we will ine1itably
find a number of ways we can sa1e time.
P0,%%$%' T$1*
*f we ha1e not de1eloped strategies for using the time we ha1e
a1ailable to our ad1antage0 we could be finding that we are
o1erwhelmed by e1ents or are wasting time because0 say0 we did not
bring appropriate documents with us on our train journey. *t is 1ital to
plan what we want to achie1e in any gi1en situation0 or we will find
that we are constantly wasting precious time.
D*0*',($%'
*f we are still doing e1erything ourself0 perhaps we are not using other
peopleCs talent to best effect. $thers can be of considerable help in
allowing us to use our time better. *f we take a little time to delegate to
them properly0we can also help them to de1elop their own skills and
thus sa1e our time in the future.
T,4$%' T$1* F! O-.*0"
*f we find that work keeps getting on top of us0 and we lack energy to
cope0 we need to consider whether we are taking enough time to
unwind from work. !cheduling leisure time for ourself to regain
energy allows us to work hard and play hard.
T)* B*%*"$(. !" M,4$%' T$1*
7e ha1e to want to make better use of our time.*f we take managing
time seriously and try to put into practice some of the ideas that ha1e
been suggested0we should find ourself less hard-pressed and with
more time at our disposal.
7hen this happens0 we will be able to put the time gained to good
use in 1arious ways by5
Planning more thoroughly.
'reating new ideas or starting new projects.
+e1eloping our skills.
Taking care of ourself.
?ortering personal interests.
,anaging our time better can usually be achie1ed by thinking
about the possible courses of action open to us rather than rushing
directly into action.
Planning and thinking are acti1ities which people do not always
see as being FrealCwork.7e must learn to label it as real work0 and
e1en periodically let others know that we think it important to spend
time in this way.*f they see how much 1alue we place on our time0
they might e1en be inspired to manage their own time better.
*f we are saying to ourself0; This is all 1ery well0 but it cannot be
as easy as that0; nobody says that trying to manage our time is
easy.!ome days things will go well for us and we will feel we ha1e
achie1ed a great deal.$n other days0 e1ents will o1ercome us and all
our best-laid plans will fall apart.7e must not gi1e up0 saying that it is
all too difficult0 but determine to try again the ne6t day.
"emember the 'hinese &mperorCs cedars and start right now.
T$1* M,%,'*1*%(
7e can begin using our time to greater ad1antage by implementing a
mere handful of commonsense practices.
:eeping !ight $f The #ig Picture;
e1er wonder why it seems as if our life is slipping by while we are
standing still.$ne reason may be that we spend our time each day
accomplishing only those things which will be judged o1er the short
term things that will be noticed and generate complaints if they donCt
get completed. $ur to-do list is always full of such chores.
#ut our to-do list probably fails to include such items as :+e1elop
relationship with someone who may be helpful in the long run;0
:&6plore what others are doing; or :+o some self- e6ploration;.
People rarely car1e out time from the present in order to in1est in the
long run. )sually programmed and immediate tasks tend to be
handled before more important and longer- run matterslike what we
want to achie1e with our li1es0or where we would like to be fi1e years
from now.
7e reformat our to-do list along the following lines.Two-
thirds of the items should be chores that must be accomplished today
or tommorrow.$ne-third of the items be tasks are linked to the long-
run.*nclude objecti1es we would like to meet one month in ad1ance0 a
year from now0 and fi1e years from now. !ome additional tips for
getting a grip on our long term objecti1es.
K%!6 #),( #* #,%(5
$ut of life and what we want to achie1e from all our hard work. Then
we will be in a position to e1aluate acti1ities that either help us or
hinder us.#y breaking sight of the big picture0 and deciding
accordingly we will feel less pressured by conflicting demands on our
time.

B* F0*9$/0*5
7e change0 our objecti1es change0our priorities changes.!o make sure
we ha1e a fle6ible system of prioriti=ing each demand0
problem0opportunity0 objecti1e and acti1ity then we will be less likely
to abandon them at a crisis point.
V$.-,0$>* O- O/A*+($<*.5
!it down and en1ision ourself attaining our goals.The 1isuali=ation
communicates to our subconscious mind more powerfully than worsds
do0 so it gets our subconscious working in the mission.
M,9$1$>* O- T$1* I%<*.(1*%(5
7hat we must do in the course of the day to stay ali1e0 healthy and
able to pay the rent- central concerns-we must de1ote a lot of time
attending to essentials. *t is suggested that we increase the 1alue of
those time in1estments by making them coincide with our central
concerns- major priorities.!o be prepared to accomplish more than
one thing at a time.7hen we feel we ha1e to do something0ask ourself
how we can turn it in to an opportunity to accomplish something we
want to accomplish.
K%!6 H!6 #* S7*%& O- D,2.5
*f we want to keep track of what is wasting our time0 we ha1e to know
how we are spending it. eep a daily diary of e1erything we do.This
will help us to start taking correcti1e action.
I%(*-7($!%.5
7e ha1e to undertsnad that many of the interruptions are predictable
and necessary part of our work0 or life0and should be dealt with as
such. ,ost of us ha1e not become much more self-disciplined. 7e
tend to put off things we dislike0 things that are difficult0 and things
that wonCt produce immediate results. !o we go around looking for
interruptions.
N$%* E""*+($<* T$1* S,<$%' T$7.5
1. S+)*&-0* , +,00 /,+4 7*$!&5
+o not interrupt the flow of our work by returning calls
throughtout the day.instead0 set aside one or two periods to make
our calls.afetr lunch is best time for callback and help also we to
get back into work mode.
2. S+)*&-0* *'-0, *,&$%' 7*$!&.5
"ead important things0 articles at suitable time in a day thatCs
one strategy for dealing with the information e6plosion.
3. S+)*&-0* 7,7*6!4 ($1*5
?or better utilisation of precious office time or our daily prime
time proper parer work time is needed.
B. T2 (! .)$%4 !- &*,&0$%*.5
'hallenge the well-accepted thoery that work e6pands to fill the
time alloted.!a1e a day or two off of our deadlines to see if it
makes us more efficient.
?. A$<* *,02 ! 0*,<* 0,(* !%+* ! (6$+* , 6**45
*tCs ama=ing how much we can get done when nobody is around
to distract us.
@. B0!+4 !-( 0,'* +)-%4. !" ($1* (! 6!4 !% 7!A*+(. (),(
%**& .*$!-. +!%+*%(,($!%5
!et aside pri1ate time of assignments that cannot be handled
in fits and starts.if possible work from home.
B. B*,4 0,'* (,.4. $%(! .1,00 !%*.5
!ometimes a time-consuming project can be done more
efficiently on a piece meal basis.That may be the best way of
fitting it into our hectic schedule and it might make it more
bearable.
C. L*,% )!6 (! .,2 %!5
*f we truly do not ha1e the time to help others or to do less
priority work0say0;we are sorry0 we just do not ha1e the time;.
D. U.* , &,2 E70,%%$%' +,0*%&,5
S*(($%' G!,0. ,%& P$!$($*. F! E""*+($<* T$1* M,%,'*1*%(
The first step in effecti1ely managing time is to de1elop an e6plicit
statement of our long-range goals. This statement of goals will allow
us to set shorter range goals and to prioriti=e specific acti1ities
according to how much they contribute to our goals. !etting these
long-range goals may be more difficult than we imagine. The process
can force we to confront decisions that we ha1e been putting off0 or
1alue issues that we donGt want to handle.
?ollowing is an e6ample of a long term goal and related intermediate
and short term goals5
L!%'-T*1 C,** G!,05 'areer as a 'ounselorHPsychologist 3I to J
years4.
I%(*1*&$,(* C,** G!,0.5
1. &nter a Ph.+. or ,asterGs program in 'ounseling or 'linical
Psychology 3A to D years4.
2. (raduate Assistantship or 'ounseling job at the #achelorGs le1el
32 to B years4.
S)!(-T*1 P*.!%,0 G!,0.5 FP*.*%(G5
1. ,ajor in psychology.
2. 'ourses in education0 biology0 and statistics.
A. At least a A.D a1erage for ,asters.
B. Eolunteer work as a hot-line counselor.
D. Eolunteer or paid work as a research assistant 3to generate
reference letters from faculty4.
I. !tudy skills course to impro1e grades and study habits.
K. ?ind a 2uieter li1ing en1ironment at the end of the term to
impro1e study time.
D,$02, #**402, ,%& S*1*.(* S+)*&-0$%'
The heart of effecti1e time management is in weekly time
organi=ation< howe1er0 we also need a semester-long calendar to lay
out all of our major obligations. "emember0 if we donGt ha1e clearly
defined goals0 scheduling will be difficult for us for two reasons. ?irst0
we wonGt ha1e any guidelines to use for prioriti=ing our acti1ities< and
second0 we will ha1e trouble moti1ating ourself to complete the tasks
in our schedule that are not immediately gratifying. 7e will0 for
e6ample0 be tempted to go to a mo1ie instead of studying calculus
3which may be necessary for the long-term goal of becoming an
engineer4.
Two general approaches to weekly scheduling can work well. The first
is fairly simple and in1ol1es a &,$02 0$.( of things we want to
accomplish that day. *n order to use this method we need to know
what our acti1ities and obligations are for se1eral weeks. This will
allow us to make a daily list and modify and prioriti=e with a clear
understanding of our 1ery short-term goals. This kind of approach
appeals most to people who donGt like too much structure and donGt
want to be locked into an hour-by-hour schedule.
?ollowing is an e6ample of a two-day period using the daily list type
of schedule with a simple A-#-' priority system. 3A L 9ighest
Priority0 # L ,oderate Priority0 ' L .owest Priority.4 This is a
schedule for &d0 a student who works and attends law school5
Thursday 39ome from 7ork at D5A0 P.,.4
1. "e1iew notes for legal ethics class. 3A4
2. !tudy for contracts class. 3'4
A. 7ork out at the gym. 3#4
B. Talk after dinner with wife. 3A4
D. Prepare sales brief for tomorrow. 3A4
I. 7rite a letter to brother. 3'4
?riday 3$ff 7ork at 2500 P.,.4
1. +o contracts assignment. 3A4
2. .ibrary research. 3#4
A. .ionGs 'lub meeting. 3'4
B. 7ork out at the gym. 3A4
D. "e1iew notes for test ne6t week. 3'4
I. Play catch with son. 3A4
*n this schedule0 we should be able to determine some of &dGs long-
term goals and also see how he uses fle6ibility in his schedule. $ne of
his goals is ob1iously to finish law school. ?rom the way he
prioriti=es acti1ities0 it would also appear that another goal is to be a
good father and husband. 9e also appears to be committed to a
balanced schedule because he includes time for e6ercise0 contact with
his brother0 and a softball game.
A written list is essential. The list should be somewhere a1ailable to
us throughout the day. 7e may want to carry a notebook or card with
the items on it. 7e will also find it helpful to post the list somewhere
as a reminder.
A more detailed kind of schedule will be necessary for people who
need more structure than the fle6ible list method offers. The most
common method is to use an hour-by-hour 6**402 .+)*&-0*. This
allows us to allocate time specifically and gi1es us a 1ery clear
guideline of what to do when. Although some people find this
confining0 others welcome the order and find it e6tremely helpful.
#asically this in1ol1es using an hour-by-hour weekly calendar.
The key of course0 is keeping to the schedule. #e realistic. *t is
important to allow for plenty of free time0 recreation0 etc. ,any
students try this method and fail because they set up a schedule that is
too rigid and unrealistic. "emember also0 that we must be able to keep
our goals and priorities in mind in order to moti1ate ourself to follow
this schedule.
B,0,%+*
The most common time management mistake that people make is not
allowing for a balanced life-style. "emember that oneGs o1erall health
and wellness re2uire attention to si6 important life areas.
P)2.$+,0 3e6ercise0 nutrition0 sleep4
I%(*00*+(-,0 3cultural0 aesthetic4
S!+$,0 3intimate and social relationships4
C,** 3school and career goal directed work4
E1!($!%,0 3e6pression of feelings0 desires4
S7$$(-,0 32uest for meaning4
'ertainly we donGt ha1e to ha1e a designated set of acti1ities in each
of these areas< but if we notice one area that we donGt attend to at all0
we may be ignoring an important part of ourself. ?or e6ample0 if you
set aside time for e6ercise0 we will impro1e our o1erall functioning
and also better manage our stress. *f we take time to foster our
intellectual growth0 we can gain new perspecti1es on life0 e6perience
some different kinds of pleasure0 and perhaps be better able to focus
on our goals.
P!+,.($%,($!%, D$.(,+($!%., ,%& O()* P!/0*1.
Time management seems like a 1ery sensible approach0 yet many
people ne1er really learn to manage their time. *f we are ha1ing a
problem with time management0 consider the following suggestions5
1. "e1iew our long-term and intermediate goals often. eep a list
where we will see it often.
2. 'ontinually try to eliminate unnecessary tasks that are not
related to our goals or to maintaining a balanced life style.
A. Take ad1antage of our natural cycles0 schedule the most
difficult acti1ities when we are sharpest.
B. .earn to say M-oM to people0 including spouses0 friends0
children0 and parents.
D. "eward ourself for effecti1e time management.
I. !olicit cooperation from those around us. .et our spouse0
family members0 roommate0 and others know about our efforts
to manage time.
K. Attend to our needs for spontaneity.
J. +o not set ourself up to fail. #e realistic and work toward an
indi1iduali=ed approach that makes sense for us.
N. "ecording things -- the process of putting schedules0 priorities0
and plans on paper -- is helpful in itself.
C!%+0-.$!%5
F*f we can schedule time for our work in a way which allows us to get
things done0 we will be more able to meet our deadlines.7e will ha1e
set aside the time to do what we need to do0 and we will find that we
ha1e made time to do all sorts of things wes ne1er had time for;.