Managing Time

Score Analysis
Score Interpretation
46-75 Congratulations! You are managing your time very effectively!
31-45
www.themegallery.com
You are good at some things, but there are room for improvement
elsewhere. Focus on how you improve yourself in different areas
and you will most likely find that work becomes much less stressful
15-30
Ouch! The good news is that you've got a great opportunity to
improve your effectiveness at work and your long term success.
However, to realize this, you've got to fundamentally improve your
time management skills

Item Analysis
Skills Questions
Goal Setting 6, 10, 14, 15
Prioritization 1, 4, 8, 9, 13, 14, 15
Managing Interruption 5, 9, 11, 12
Procrastination 2, 10, 12
Scheduling 3, 7, 12

L/O/G/O
TIME MANAGEMENT
Working Smarter to Enhancing Productivity
Ms. Maria Fe B. Abalos
amanah.acctmngr@gmail.com

Contents and Overview
Definition and Importance
Skills for Effective Time Management
Other Important Tips
1
2
3
4 Common Management Mistakes

Did you know?
• About 56% of those started in college in 2007 have
finished their coursework in their campus in
Washington based on the study on students’
enrolment and graduate studies
• 75% of high school students in Kidapawan National
High School attends late to their respective classes
(Action Research conducted in KNHS in 2011)
• According to Cebu City Vice Mayor Joy Young, “High
teachers have been late for class 56 tomes, others
40-47 times within three (3) months.”

Definition
 It is the act of planning and exercising
conscious control over the amount of time
spent on specific activities especially to
increase effectiveness, efficiency and
productivity (wikipedia.com)
 It is the process of organizing and planning
how much time you spend on certain activities
 It refers to the way that you organize and plan
how long you spend on specific activities

Strategies
√ Get organized—the triage of
paperwork and tasks
√ Protecting one’s time by insulation,
isolation and delegation
√ Achievement through goal-management
and through goal-focus
√ Recovering from bad habits (e.g.
procastination)

Importance
 Greater productivity and efficiency
 A better professional reputation
 Less stress
 Increased opportunities for advancement
 Greater opportunities to achieve important life and career goals

Skills
To-Do List
 help you stay on top of important
projects and piles of undone tasks or
decisions
Steps
o Write down all of the tasks that you need
to complete. If they're large tasks, break
out the first action step, and write this
down with the larger task
o Run through these tasks allocating
priorities from A (very important, or very
urgent) to F (unimportant, or not at all
urgent)

Key Points
To be well-organized in the workplace, you need to
practice making To-Do Lists or Action Programs.
This ensures the following:
o You remember to carry out all necessary tasks
o You tackle the most important jobs first, and don't
waste time on trivial tasks
o You don't get stressed by a large number of
unimportant jobs

Activity Logs
 Also known as activity diaries or Job
Activity Logs
 It is a written record on how you spend
your time
 They are useful for helping you identify
non-core activities that do not help you
meet important objectives.
How to Keep an Activity Log
o Set your activity log with the Date/Time,
Activity Description, Duration and
Importance/Value
o Note down everything that you do at
work as you do it
o Write down the duration of each activity
and whether it is high, medium, low or no
value task

Learning from Activity Logs
To boost your productivity in work, analyze
your activity log through the following
steps:
– Eliminate or delegate jobs that aren't part
of your role, or that don't help you meet
your objectives
– Schedule your most challenging tasks for
the times of day when your energy levels
are highest.
– Minimize the number of times you switch
between types of task
– Reduce the amount of time you spend on
legitimate personal activities such as
making drinks
Key Notes
• Activity Logs help you track changes in
your energy, alertness and effectiveness
throughout the day, and they help you
eliminate time wasting activities, so that
you can be more productive

Effective Scheduling
 It is the art of planning your activities so
that you can achieve your goals and
priorities in the time you have available
Importance
o Understand what you can realistically
achieve with your time
o Make sure you have enough time for
essential tasks
o Add contingency time for "the
unexpected
o Avoid taking on more than you can
handle
o Work steadily toward your personal and
career goals
o Have enough time for family and friends,
exercise and hobbies
o Achieve a good work-life balance

Steps
o Identify Available Time
o Schedule Essential Actions
o Schedule High-Priority Activities
o Schedule Contingency Time
o Schedule Discretionary Time
o Analyze Your Activities

Prioritization
 It is the essential skill that you need to
make the very best use of your own
efforts and those of your team.
 It is also the skill that you need to create
calmness and space in your life so that
you can focus your energy and attention
on the things that really matter.

Goal-Setting
 It is a powerful process for thinking about
your ideal future, and for motivating
yourself to turn your vision of this future
into reality
Steps
o Setting Lifetime Goals
o Setting Smaller Goals
o Start Working on Them

 Carry a schedule and record all your thoughts, conversations and
activities for a week
 Any activity or conversation that's important to your success
should have a time assigned to it. To-do List and Appointment
Books work
 Plan to spend at least 50 percent of your time engaged in the
thoughts, activities and conversations that produce most of your
results
 Schedule time for interruptions
 Take the first 30 minutes of every day to plan your day

Take five minutes before every call and task to decide
what result you want to attain
Put up a ‘Do not disturb’ sign when you absolutely have to
get work done
Block out other distractions
Remember that it's impossible to get everything done

Common Time Management Mistakes
 Failing to Keep a To-Do List
 Not Setting Personal Goals
 Not Prioritizing
 Failing to Manage Distractions
 Procrastination
 Taking on too Much
 Thriving on "Busy"
 Multitasking
 Not Taking Breaks
 Ineffectively Scheduling Tasks

How Good is your Time Management?

Introduction
Video 1
Effective Time Management

Introduction
Video 2
Tips on Time Management

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Managing Time

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