Dr. B.

Rajender
Secretary, Rural Works Department,
Bihar
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
Dont be fooled by the calendar. There are
only as many days in the year as you make use
of. One man gets only a weeks value out of a
year while another man gets a full years value
out of a week.
Charles Richards
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.
Charles Schwab, an American millionaire, paid a
consultant $25,000 in 1936 to advise him how
to best use this precious, irretrievable resource.



Start your day with a TO DO list and priorities
the vital few after picking them from the trivial
many.
DIMENSIONS OF TIME
Biological
Social
Business
BIOLOGICAL
Sleeping
Taking Food
Taking Bath/other Similar Activities
Recreation activities
Physical Exercise

SOCIAL
Self Time
Family Time
Social Time
POOR TIME MANAGEMENT LEAD TO
Stress
Sever consequences on physical health
Mental abilities of objective judgment and
Creative thinking
Feeling of frustration and harassment
Appearance of incompetence, ineffectiveness,
inefficiencies
POOR TIME MANAGEMENT INDICATORS
Constant rushing
Frequent delays in every task
Low productivity and energy
Frustration
Impatience
Confusion between alternatives selection
Difficulty in setting and achieving goals
MYTHS ABOUT TIME MANAGEMENT
There are too much to do; I cant 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
CATEGORIZATION OF PEOPLE
The Firemen
The Over-Committers
The Aquarians
The Chatty Kathys
The Perfectionists


Time budgeting
Managing time wasters
Identify the activities
Reading mail
Disposal of files
Writing reports
Contacting counterparts
Discussion with subordinates and superiors
Receiving visitors/ clients
Public contact
Protocol
Conducting meetings
Attending meetings/ conferences
Court Work
Answering telephone calls
Touring
Accompanying superiors on tour
Inspections
Socializing / public programmes
Planning and organizing
Thinking
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?
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 todays three major time wasters? How can I eliminate
them?
What activities needed more time today?
How could I utilize my time better tomorrow?
Telephone interruptions
Drop-in visitors
Misused meetings
Crisis management
Lack of objectives, priorities, and daily plan
Cluttered desk/ personal disorganization
Ineffective delegation of responsibilities
Attempting too much at once
Insufficient and unclear communication
Indecision
Procrastination
Inability to say no
Leaving tasks unfinished
Lack of self discipline
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
Effective dealing with subordinates
Communicate effectively
Avoid procrastination
Make decisions
Learn to say No
Finish tasks
Develop self discipline
Control worry and stress

TIPS FOR DEALING WITH THE TIME WASTERS
Environment
Experience
Individual characteristics
Awareness
Action
Improved performance

Social visits and parties
Avoid carrying files home
Time for daily thinking early morning walk
Avoid gossiping
Waiting time at Airport / Railway Station used for reading
and thinking
Reading Daily news papers, magazines, professional
magazines , books, general books and classics
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

HOW TO OVERCOME PROCRASTINATION?
1. Recognize that you are Procrastinating

2. Work out WHY you are Procrastinating

3. Get over it
POSEC METHOD
It offer clear guidance for assisting an
individual in prioritizing goals.
POSEC stands for Prioritize by
Organizing, Stream-lining, Economizing,
and Contributing.
PRIORITY MATRIX
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
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