Presentation on time Management

1. Presentation on time Management By Shaikh Noman Faculty Member Karachi Institute of Management Sciences

2. Outline • What is time management? • Why time management? • By our religion • By our business • our situation • What should we do • Tips for effective time management

3. What is Time Management • Generally, time management refers to the development of processes and tools that increase efficiency and productivity” In other words: “Time management refers to a range of skills, tools, and techniques used to manage time when accomplishing specific tasks, projects and goals.

4. Why time Management • As a Muslim : In Quran : Allah declares by the ‘Time’ that man is in great loss except those who possess the following attributes: • Those who believe • Those who do good • Those who exhort others towards truth and • Those who exhort others towards steadfastness. (Suratul Asr 103)

5. Why time Management? • In Hadith: • In Tirmizi shareef ,Hazrat ibne Masood qoutes Hazra Muhammad (Sallahu Alihi Wasalam) as follows: • “Man will not move one step from Allah’s presence till he has accouted for 5 things: • One ,in what pursuits was his life spent • Two ,how was his youth spent • Three, how did he earn his income • Four, how did he spend his earning ;and • Five ,how much of his knowledge (of god)did he put into practice.

6. Why time Management? • As a Student: • Our primary task is “learning Maximization” • How to maximize Learning? • By attending lectures properly • By reading text books Time management leads to • More learning • Usage of our time more effectively • Usage of our efforts more effectively • Less work • Due to efficiency in work • Enhance productivity • More learning in less time • learning will be enhanced

7. QUIZ • Do you estimate how many hours you will need to study each week? • Do you meet assignment deadlines? • Do you begin working on semester long projects early in the semester? • Do you write a daily “to do” list? • Do you prevent social activities from interfering with your study time? • Do you have a job that requires fewer than 10 hours a week?

8. QUIZ continued… • Do you set specific goals for each study period? • Do you begin your study time with your most difficult subject/assignment? • Do you complete most of your studying during your most productive hours of each day? • Do you treat being a full-time student like a full time job? For every “Yes” you responded give yourself 1point. Tally the total number of points you received.

9. Results • If you scored 8-10 you are doing well managing your time. Maybe you need to change one or two things. • If you scored 5-7 you are average and have some good time management skills, but clearly need some more help. • If you scored 1-4 you should get a plan together for how you want to address these issues. Good thing for you the TRC can help you with that. Please schedule an appointment with an academic coach!

10. What we are doing ? • Trying to do everything resulting excessive experimentation and waste. • Trying to very obliging leads to waste of time. • Purposeless activities • Lethargy and procrastination • Leaving things half done. • Lack of self discipline. • Lack of due attention to our affairs, lack of feedback on tasks in hand and lack of follow up.

11. 1.Helps You Prioritize • Well, time management is important because it helps you prioritize your work. Once you have a list of things you need to tackle, you need to see what you should do first. What are those that are important and time sensitive. That way, you set out to do those first.

12. 2. Get More Done In Less Time • The other reason why time management is important is that you will get more done in less time. When you plan your time, you will see the amount of work that needs to be tackled. That puts into context how much time you need. Inevitably, you will know not to laze your time away.

13. 3. More Quality Work • When you plan your time you are making wise investment of a very limited resource – time. Knowing what to work on, when and how much time you have to finish the work makes you more focused. That focus on the work ensures that you get more quality work out.

14. 4. Keeps Things In Context • Sometimes you may hear people complaining that there is no balance in their lives. • Ever wondered maybe the reason is that they do not know how to manage their time? A possibility, maybe. One reason why is time management important is that it can put things into context for you. • If you see the list of work you have and the things you need to do, then you will be forced to make tough decisions. Especially on what to spend your time on and how to spend your time.

15. 5. Forces You To Do Things You Do Not Like • This is one of my personal favorites. Why is time management important? Simple, when you write down what you need to do – it is there staring at you. You are forced to tackle it. To me it is a target I have given myself and so I must live up to the challenge regardless of how much I hate doing it.

16. 6. Keeps You On Track • Whether it is a daily work list or a long-term career plan – time management keeps you on track. With your goals stated and time allocated, the likelihood of you staying within the boundaries you have given yourself is higher. Of course, do not be your own jury and judge. That means do not give yourself excuses when you start to procrastinate.

17. 7. Making Sure You Deliver What’s Promised • How would you deliver what you promised on time if you do not manage your time? Have you always disappointed your colleagues on the delivery of your part of the project? Perhaps you aren’t doing well with time management. Making sure you deliver what’s promised should be reason enough why is time management important.

18. 8. Time Is Limited • There is a Chinese proverb that loosely translates this saying ‘no amount of gold can buy you time.’ Time ticks away regardless you like it or not. Why is time management important? Because time is limited. Once lost, you cannot gain it back.

19. 9. Helps Discipline Ourselves • Time management is a huge part of managing yourself. If you cannot manage time and won’t manage your limited resources, how do you plan to achieve your goals? I find that learning to manage time helps to discipline yourself.

20. Quiz 2

21. Conclusion • By now you should get a fairly good idea why is time management important. Once you start you will immediately feel its benefits. That will keep you going.

22. Spend time in Planning and Organizing: Think and Plan Organize in a way that makes sense to you Set Goals: Decide what you want to do Take a “SMART” approach Goals give you required direction Prioritize: Prioritize and identify what you value Flagging/Highlighting can be very helpful Once prioritize, concentrate on those that would add value Use a to do list: Find out what is urgent and important Put them in order of preferences One completed delete them from your list Be Flexible: Allow time of interruptions and distractions Save larger block of time for priorities Ask yourself questions and get back to your goal Consider your Biological Time: Find out which is the best time for you study Are you a morning person? A night owl? Late Afternoon? Do Right Things Right: Doing things right is Effectiveness Doing things right is Efficiency Focus first for Effectiveness Concentrate on Efficiency Eliminate the Urgent: Urgent tasks have short term Consequences Important tasks are long term and goal related Flagging and or highlighting items are important Attach deadline to each of the items Use reminder in your mobile Tag on calender Tips for Effective Time Management

23. Time Strategies • Monitor your time. • Adopt tools for time management. • Develop “focused attention.” • Use planning to set you free.

24. Set Goals • Setting time/task goals will help you define how you want to live and what you want to achieve. • Define for yourself what will be long term and short term goals

25. Daily Time Management Grid & Things to Do List: 1. Current Day. There is a grid for each day of the week. Write the actual day. 2. Plan. What are you planning on doing today? Write it down. This is the same information from your weekly planning grid. 3. Monitor. What did you actually did in those hours? Record and track! 4. Prioritize. On the reverse side is a “things to do list.” You should record everything else you need to do on this day, (phone calls, checking mailbox, going to the bank, meeting with a friend or professor). Decide what items is high, medium, or low priority Other important tips: • Remember that fall quarter usually has an additional week. This means you will have to write another line for the 11th week. • Add special notes for each weekend’s tasks and study times. • Consider enlarging this grid or using a large 3 month calendar to fully track your assignments. • Remember your schedule will change during finals week. That’s why it is important to include this information with item #3 above. Completing the Daily, Weekly, and Quarterly Time Management Grids

26. Weekly Time Management Grid: 1. Current class schedule. Write the name of the class on the day it occurs, please include any lab times. 2. Current work schedule. Include any weekend hours, and also noting exam days so you can get off work and have adequate study time. 3. Write the times you eat breakfast, lunch and dinner. 4. Actual study times. Identify routing homework and study days. Make sure this is the best time for you to study. Be sure to include regular breaks. 5. Schedule social time. All work and no play can make college life pretty boring. While it is important that you schedule time to study and complete your assignments, it is equally important to have a balance of activities that are fun! (Club, Organization meetings, leisure activities, etc.) Quarterly Time Management Grid: 1. Date each box. Write the actual date for the current quarter in the upper right hand corner of each box. 2. Holidays. Use a highlighter to mark the university wide recognized holidays. 3. Due dates of assignments. Using your syllabi for each class, write in the dates in which every assignment is due. This also includes any tests and quizzes, as well as final exams. 4. Lastly, color code each class with the corresponding assignment. 5. Work backwards from exams and papers to map out study/writing time. Completing the Daily, Weekly, and Quarterly Time Management Grids

27. Weekly Time Management Grid

28. Quarterly Planning Grid

29. Date: Monday __/__/__ 1.________________________________ Priority □High □Medium □Low 2.________________________________ Priority □High □Medium □Low 3.________________________________ Priority □High □Medium □Low 4.________________________________ Priority □High □Medium □Low 5.________________________________ Priority □High □Medium □Low 6.________________________________ Priority □High □Medium □Low Date: Tuesday __/__/__ 1.________________________________ Priority □High □Medium □Low 2.________________________________ Priority □High □Medium □Low 3.________________________________ Priority □High □Medium □Low 4.________________________________ Priority □High □Medium □Low 5.________________________________ Priority □High □Medium □Low 6.________________________________ Priority □High □Medium □Low Daily Time ManagementThings to do list

30. Date: Wednesday __/__/__ 1.________________________________ Priority □High □Medium □Low 2.________________________________ Priority □High □Medium □Low 3.________________________________ Priority □High □Medium □Low 4.________________________________ Priority □High □Medium □Low 5.________________________________ Priority □High □Medium □Low 6.________________________________ Priority □High □Medium □Low Date: Thursday __/__/__ 1.________________________________ Priority □High □Medium □Low 2.________________________________ Priority □High □Medium □Low 3.________________________________ Priority □High □Medium □Low 4.________________________________ Priority □High □Medium □Low 5.________________________________ Priority □High □Medium □Low 6.________________________________ Priority □High □Medium □Low Daily Time ManagementThings to do list

31. Date: Friday __/__/__ 1.________________________________ Priority □High □Medium □Low 2.________________________________ Priority □High □Medium □Low 3.________________________________ Priority □High □Medium □Low 4.________________________________ Priority □High □Medium □Low 5.________________________________ Priority □High □Medium □Low 6.________________________________ Priority □High □Medium □Low Date: Saturday __/__/__ 1.________________________________ Priority □High □Medium □Low 2.________________________________ Priority □High □Medium □Low 3.________________________________ Priority □High □Medium □Low 4.________________________________ Priority □High □Medium □Low 5.________________________________ Priority □High □Medium □Low 6.________________________________ Priority □High □Medium □Low Daily Time ManagementThings to do list

32. Time Management Grid

33. Time ManagementSteven R. Covey’s “Time Management Matrix” • Urgent: An activity that you or others feel requires immediate attention. • Important: An activity that you find valuable and that contributes to your mission, values, and high-priority goals. Urgent Not Urgent Important Not Important

34. To begin managing your time you first need an idea on how you now use your time. The personal time survey will help you to estimate how much time you currently spend in typical activities. To get a more accurate estimate, you may keep track on how you spend your time during a week. This will help you get a better idea of how much time you need to prepare for each subject. It will also help you identify your time wasters. But for now complete the Personal Time Survey to get an estimate. The following time survey shows the amount of time you spend in various activities. When taking the survey, estimate the amount of time spent on each item. Once you have this amount, multiply it by seven. This will give you the total amount of time spent on each activity during the week. After each item’s weekly time has been calculated, add all this time for the grand total. Subtract this from 168, the total possible hours per week. Student Personal Survey

35. 1.Number of hours if sleep each night ___x 7=____ 2. Number of grooming hours per day ___x 7=____ 3. Number or hours per meal/Snack ___x 7= ____ (Include preparation time) 4.A Total travel time week days ___x 5=____ 4.B Total travel time weekends ____ 5. Number of hours during the week for regularly scheduled functions (clubs, Church, get-togethers, etc) ____ 6. Number of hours of work per week ____ 7. Number of hours of class per week ____ 8. Number of hours per day for chores, errands, extra grooming, etc. ___x 7= ____ 9.Number of hours per week socializing, dates, etc. BE HONEST!! ____ Now ADD UP the Totals: ______ Subtract the above number from 168 -______= _____ The remaining hours( number inside the block) are the hours you allowed your self to study Survey

36. Study Hour Formula To determine how many hours you need to study every week to get A’s, use the following rule. Study two hours per hour in class for an essay class, three hours per hour in class for an average class and four hours for an hour in class for a difficult class. For example Management is a relative easy 3 hours course. Usually, a person would not do more than 6 hours of work outside of class per week. Mathematics is usually considered a difficult course, so it may be best to study the proposed 12 hours a week. If more hours are needed, take away hours from easier courses. Easy class credit hours ________x 2 = ______ Average class credit hours ________x 3 = ______ Difficult class credit hours ________x 4 = ______ Total _________ Compare this number to your time left from the survey. Now is the time when many student might find themselves a bit stressed. Just a note to ease your anxieties. It is not the quantity of study time but also the quality. This formula is a general guide line. Try it for a week, and make adjustments as needed.

37. Making Your Schedule Work • Identify your best time of the day. • Study difficult or boring subjects first. • Use the same place to study every time. • Use the library or a location with very little distractions. • Avoid distractions • Use “waiting time” to study • Treat school as a full-time job -www.ucc.vt.edu/lynch/TMTips.htm

38. Adjust Your Schedule Every Day • Write out a daily schedule at the beginning of each day. • As you write out your daily schedule, assess your priorities.

39. Evaluate Your Schedule • Evaluate schedule in the morning • Again at the end of the day • Re-Assess: a) Is what I’m doing working? If not what do I need to change? b) Divide larger tasks or projects into smaller parts or steps.

40. Eliminate Time Thieves! • Failure to set goals, priorities, or deadlines • Too much socializing • Failure to say no • Interruptions • Disorganization

41. Eliminate More Time Thieves! • Poor communication • Failure to delegate • Fatigue • Trying to do too much

42. Triage Tasks • What is most important to do first? • What has to be done so others can work? • What will cause the most trouble if I do not finish?

43. Thought for Today “What you do today is important because you are exchanging a day of your life for it…let it be something good.”