Time Management

Humaira Qureshi

Agenda
What is time management? Why is Time Management important to a Leader or Manager?

Where should a Leader spend his time?

What if a Leader spends his time at wrong places Implications of the importance of Time Management

Can a Leader learn or develop Time Management Skills

Maslows Theory Time Management Model for Leaders Effective Time Management Plan for Leaders

What is Time Management?

Definition:
Time management is the act or process of planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity. - Wikipedia, http://www.wikipedia.com

"a set of various theories, skills, activities, and techniques, which help you get more value out of your time and improve your life.
Alan Orr, Definition of time management, http://www.time-management-huddle.com/definition.html

Time is really the only capital that any human being has, and the only thing he cant afford to lose.

Thomas Edison

Time Management

Why is Time Management important to a Leader or Manager?

Where should a Leader spend his time?

Effective Planning
Setting Goals & Objectives Setting Deadlines Managing the decision making process

Organized Relaxed

Delegating responsibilities Empowering subordinates

Motivating Staff Prioritizing Tasks
Source: website, http://www.managementstudyguide.com/time-management.htm

First things first

What if a Leader spends his time at wrong places?

Unclear objectives

Incorrectly set goals

Inefficient delegations

Disordered
Stress

Inability to say No
All work & no play Too many things at one time Telephone interruptions Extended lunches & breaks

Socializing at work place

Poor planning

Procrastinate

Time Management

Implications of Time Management for a Leader

Implications of Time Management

Use time constructively Improve efficiency / productivity Eliminate time wastage Time to prepare for an upcoming event Reduce excessive workload Allocate appropriate resources as per works importance Long term goals are not neglected Efficiently plan each day, week, month or year

Efficient Successful
Source: website, http://www.nwlink.com/~donclark/leader/leadtime.html

Healthy

Time Management

Can a Leader Learn or Develop Time Management Skills?

Learning Time Management

Yes
Research Materials & Experts suggest that Time Management can be developed as a skill

It can also be learnt using various theories and training plans available
Organisations like Dale Carnegie, Stephen Covey and others provide professional guidance & trainings for time management Hundreds of world famous publications available for Time Management

Source: website, http://www.managementstudyguide.com/time-management.htm

Time Management

Maslows Theory [The theory of hierarchy of needs]

Maslows Hierarchy of Needs

Source: Wikipedia, http://en.wikipedia.org/wiki/Maslow's_hierarchy_of_needs

Time Management

Time Management Model for Leaders

Leaders Skills based Time Management

For a Leader to be effective, he must possess 2 important skills; 1. Ability to organize tasks according to their priorities 2. Ability to focus on the task on hand
High

Often spend too much time arranging their priorities, but do not focus on the task at hand.

Perfectionist

Time Manager

Prioritize their tasks so that they know which ones need accomplished first and always focus on the task at hand.

Organised

Always in disarray because they fail to prioritize and do not focus on the task at hand.

Slob

Doer

Focus on a task they are performing, but often fail to accomplish the important ones because they fail to prioritize.

Low

Task Focused

High

Source: Nwlink Website.(n.d.).Retrieved on 15th May 2012.http://www.nwlink.com/~donclark/leader/time_management.html

Leaders Tasks based Time Management

Urgent tasks: Assume importance as they demand immediate attention Important tasks: Become urgent if left undone on time; usually have long term effect

High

Preparation/Planning Prevention Values Clarification Relationship Building

Priority 2

Priority 1

Crisis Pressing Problems Deadline driven Projects

Junk Email Phone Calls/Messages Mindless TV Shows Urgency

Priority 4

Priority 3

Mails & Reports Meetings Popular Activities

Low

Importance

High

The Priority Matrix, Glen Chapman, Monday, 08 October 2007 23:55, http://wideformatonline.com/index.php/workshops/business-management/other/615-the-priority-matrix

The key is in not spending time, but in investing it.

Stephen Covey

Time Management

Effective Time Management for Leaders

Time Management Plan

Get Started Organize Prioritize Plan to Achieve Achieve it

Effective Time Management

Plan your activities

All my possessions for a moment of time.

References

Wikipedia, http://www.wikipedia.com Alan Orr, Definition of time management, http://www.time-management-huddle.com/definition.html Source: website, http://www.managementstudyguide.com/time-management.htm Source: website, http://www.nwlink.com/~donclark/leader/leadtime.html Source: Wikipedia, http://en.wikipedia.org/wiki/Maslow's_hierarchy_of_needs Source: Wikipedia, http://en.wikipedia.org/wiki/Maslow's_hierarchy_of_needs Sources: Flickr, http://www.flickr.com/photos/77813293@N00/4926795330/ Source: Website, http://www.nwlink.com/~donclark/leader/time_management.html

The Priority Matrix, Glen Chapman, Monday, 08 October 2007 23:55, http://wideformatonline.com/index.php/workshops/business-management/other/615-the-priority-matrix