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PROSPECTS AND CHALLENGES FOR MANAGEMENT

IN INDIAN ECONOMY
THEME: TIME MANAGEMENT
8
th
march 2014, SaturDAY






Submitted by:
Asst. Professor, Ms.Pinki J Nenwani Asst. Profesoor. Ms. Manisha D Raj
Shri G J Patel College, V.V.Nagar Shri G J Patel College, V.V.Nagar
Sardar Patel University Sardar Patel University
Gujarat (India) Gujarat (India)
Email: nenwani007@yahoo.co.in Email: manishadraj@gmail.com
Mob: +919913332227 Mob: +919033556122
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INDEX
SR. NO CONTENTS PAGE NO.
1. Abstract 3
2. Concept: Time Management 4
3. Introduction to Time Management 4
4. Misconceptions about Time 5
5. Symptoms of Poor Time Management 5
6. Where does all the Time Go? 6
7. 9 Reasons why Time Management is so Important 7
8. 10 Strategies for Better Time Management 9
9. Time Management Matrix 14
10. Paretos Principle OR The 80/20 Rule 15
11. Time Management Techniques 15
12. Procrastination The Ultimate Thief 18
13. Conclusion 20
14. References 20













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ABSTRACT

We have 24 hours a day, 7 days a week, 365 days in a year. This may seem like we have all the time in the
world to accomplish the many responsibilities we have in our daily lives but to some people, the time we
are given is not simply enough. This paper is related to Time Management that is how to manage time
.The topic contain question as follows, What resources or advice would be helpful to people who need
help managing their time? We cant change or alter time every day has the same number of hours,
every hour the same number of minutes, so the term time management isnt really an accurate term for
this skill. Time management really means self management we manage ourselves to make the most of
time. Time is a static phenomenon, yet minutes may seem to crawl by during a long wait in a lineup, and
somehow weekends pass all too quickly. The inconsistencies in our perception of the passage of time are
very indicative of the connection between time management and things like motivation concentration).
Thats why time management is closely connected with learning and study issues at the university level.
Its probably the single most important skill necessary for success at university. How you use your time
has a major impact on your academic accomplishments, satisfaction, and stress level.

Keyword: Time, Time Management, Self-Management










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MEANING OF TIME MANAGEMENT
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.
Time management may be aided by a range of skills, tools, and techniques used to manage time when
accomplishing specific tasks, projects, and goals complying with a due date. Initially, time management
referred to just business or work activities, but eventually the term broadened to include personal activities
as well. A time management system is a designed combination of processes, tools, techniques, and
methods. Time management is usually a necessity in any project development as it determines the project
completion time and scope.
Time management has been considered to be a subset of different concepts such as:
Project management. Time Management can be considered to be a project management subset
and is more commonly known as project planning and project scheduling. Time Management has
also been identified as one of the core functions identified in project management.
[1]

Attention management: Attention Management relates to the management of cognitive resources,
and in particular the time that humans allocate their mind (and organize the minds of their
employees) to conduct some activities.



INTRODUCTION TO TIME MANAGEMENT

Everyone has the same 24 hours in a day, yet some people get so much more out of them than
others. Good time management is the reason.

Poor time management. According to the Mayo Clinic, "By managing your time more wisely, you
can minimize stress and improve your quality of life."
How to get started
The main two factors that will help to start...

Time management can be defined as activities or tools which allow you to effectively manage your
time. When you practice good time management, your productivity will increase, and if you are the owner
of a business, it is likely that your business will experience larger profits.Today, time management has
been broken down into a number of categories, but they all basically seek to achieve the same objectives.
When you hear most people talk about time management, they are generally referring to it on a personal
level. The idea of time management is that if you can spend more time doing things that are important,
you are much more likely to be successful at whatever you are trying to accomplish. Once you have
succeeded, you will be a happier person that will be able to get more out of life. To become skilled at
managing your time, there are some skills you will need to develop, and these are setting goals, decision
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making, delegating, and prioritizing. Many people resort to using sophisticated tools such as PDAs to help
them. While they can be helpful, the most important factor is the decisions you make. A machine can only
take you so far.

When it takes you a long time to make a decision, or you have to change your mind after you've made
one, this is a sign that you are indecisive. Being indecisive can cause you to run into a number of
problems. If you want to be successful with time management, you must learn how to quickly make a
decision and stick with the decision you make. How do you do this? Generally, when you are presented
with a decision, it will come in the form of two or more options. You must decide which option you will
choose. The option that you pick can lead to your success or failure. The best way to quickly make the
best decision is to look at the pros and cons of each option. Writing them down on a board can be helpful.

Once you write down the options, write down the pros and cons of each, and compare the number of pros
and cons with each option. Pick the option that has the most pros with the least cons. This is a fast and
simple way to make good decisions. The next skill you will want to look at is goal setting. It will be next
to impossible for you to manage your time if you don't have goals. You should have a list of things that
you need to get done each day. Your "goal" should be to get those things done. Anything that gets in the
way of you achieving your goal will waste your time and stop you from being successful.



MISCONCEPTIONS ABOUT TIME

There are several misconceptions which we all have about time. They affect everyone including those
persons who may be considered quite successful and effective. Here are some of the misconceptions
identified by Dr. Mackenzie:
Time management is simple - all it requires is common sense. While it is true that the concept is
simple, the self-discipline required to practice effective time management is not easy.
Work is best performed under pressure. Psychological studies show this to be no more than an
excuse for procrastination. One does not work well under pressure - only does the best one can
under the circumstances. Pressure and challenge must not be confused. Laras performance when
the West Indies Team is in trouble has more to do with application and determination rather than
pressure.

I use a diary, a to-do list and have a secretary to keep me organized. One has to keep oneself
organized - no one can do it for others. The trouble with the disorganized person is that he hardly
has time to listen to his secretary or look at his diary.

I do not have the time. The effective worker or manager often gets more work done in the earlier
hours of the morning than most laggards get done in the whole day. He then no longer has to work
against tight deadlines and under stress which contributes to heart problems and not unusually the
ultimate reduction of time on this earth.

Time management might be good for some kinds of work but my job is creative. Time
management is not about routine: it is about self-discipline. Lack of discipline prevents one from
being great instead of simply good.
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Time management takes away the fun and freedom of spontaneity. Is working under stress,
forgetting appointments, making constant excuses and apologies to be fun? Would it not be much
more fun if by better organization one had one or two more hours every day to spend with the
family, to play games, read a good book, plan for tomorrow and the day and week after or just
relax?



SYMPTOMS OF POOR TIME MANAGEMENT

Poor time management shows up by way of one or a combination of typical perceptible symptoms.
Managers would do well to look for and reflect on whether they are subject to any of those symptoms with
a view to take necessary corrective actions.

The following are some of the indicators of poor time management:
Constant rushing (e.g. between meetings or tasks)
Frequent delays (e.g. in attending meetings, meeting deadlines)
Low productivity, energy and motivation (e.g. I cant seem to get worked up about anything)
Frustration (e.g. Oh, things just dont move ahead)
Impatience (e.g. where the hell is that information Ive asked him for?)
Chronic vacillation between alternatives (e.g. whichever option I choose it is going to put me at
a big disadvantage. I dont know which way to jump)
Difficulty setting and achieving goals (e.g. Im not sure what is expected of me)



WHERE DOES ALL THE TIME GO?

It is quite surprising when you sit and think about where all the time in one day goes.Twenty four
hours is really a lot of time. But on most days it scarcely seems enough. But this is because of certain
misconceptions about time. Let us proceed to carefully examine where all that time goes and find out if
twenty four hours really is. For that I have listed out certain points which will help you to get a realistic
view about how much time you really have in a day.

Point 1
We do not really get twenty four hours in a day. Maybe its because we always talk about the
twenty four hours in a day, we get the feeling that we really do have twenty four hours to finish our daily
business and the fact is that we do not. Assuming that you hit the sack at least by twelve in the night and
taking for granted the fact that you need at least seven hours of sleep; let me fix your waking time at seven
in the morning. That means that you have already lost seven hours, which we can deduct from twenty
four, giving us only seventeen waking hours. Waking hours does not mean the hours you take to wakeup
but the hours that you are awake. So let us get that straight, we have only 17 hours in a day. Now if you
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think that all those seventeen hours can be used for productive work, you are wrong again. For this come
to the next point.

Point 2
The seventeen waking hours cannot be used completely for productive work. There are many
things that a human being should do in order to continue to live like a human being and some of these
things do take up a lot of time. Now the following list that I have drawn up is sure to vary from person to
person. But I have taken the times for each action on what I felt to e reasonable times as far as any normal
human being is concerned.

Taking a shower.
Most of us take a shower at least once in a day and the time I think we can put down for that is ten
minutes. For those of you cleaner ones who shower twice a day put that as twenty minutes.

Answering the call of nature
Oh yes, we are all very cultured people who have the best of manners and upbringing. We dress ourselves
properly and conduct ourselves with the utmost poise. But there are several times in a day when we have
to go back to nature and summing up all those things we do in the bath room I think a good half hour
should be enough.

Getting ready and tidying ourselves
When we move about in society definitely we have to look our best and adding up all the minutes that we
spend in front of that mirror, we get another ten minutes. For some people of course, this figure comes up
to half an hour. But I think ten minutes is good enough.

Eating
We need to eat to live and though I accept the fact that people have different eating habits and times, I
think that and Im sure doctors will agree with me that a person needs three meals a day and should take at
least ten minutes to ingest a meal and not just gobble it down. So that makes it 30 minutes for food.

Time to relax
Please do not raise an argument now. I promise to deal with this bit later on. But right now I would like to
put down one hour as the time to relax, and this includes the time that you get to yourself for prayer or
meditation or just to stare out of your window or perhaps the few extra minutes that you spend in your bed
after waking up, waiting for the last traces of sleep to go away.

Time with family and friends
Please we are human beings, arent we? And we certainly cannot get along with our business of life
without chatting a few minutes every now and then with our friends and the family too. So with your
permission, I would like to deduct another hour from your waking time.







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9 REASONS WHY TIME MANAGEMENT IS SO IMPORTANT

Time management is a common problem faced by most of us. Oftentimes, when you are swarmed
with multiple tasks at once, it becomes extremely difficult to identify which ones you must complete first.
Too often, people eat up what is supposed to be their free time to be able to accomplish all pending tasks
in time. It takes a considerate amount of skill in order to manage your time properly. If you are one of
these people, you are usually able to control your time efficiently that you can even finish tasks ahead of
time.

Lets try to analyze the importance of Time Management in different fields.
Time Management in School/College: Due to more freedom merited to college students, it can
become quite challenging for new (freshman) students to cope with time management. The liberty
to choose your own schedule readily creates a false notion that they can do whatever they want. On
the other hand, it reflects one's priorities and how you are able to properly appropriate them into
your schedule. With lack of proper time management, a student will have trouble coping up with
deadlines set by professors. Most students would tend to slack off during vacant hours that they
end up accomplishing nothing. If a student has prepared his or her own list of work for the day, he
or she will be able to properly allocate the time spent for extracurricular activities and assignments.

Time Management at Work: When it comes to your job, proper usage of your time is more
particular. This is because you are paid for the hours of service you render to the firm.Hence,
companies will try to ensure that each hour you spend at the office is utilized effectively for work.
Despite of this, employees still seek out ways to have a break. If time is not properly managed,
employees could easily eat up more time for their breaks than what is actually spent on actual
work. Hence, the company ends up requiring the employee to do overtime work just to finish a
project. If the overtime rendered is reflected on your paycheck, then good for you. But if not, then
you reap the unpleasant effects of poor time management.

1. Time is limited
Everyone gets the same amount of time each day, and it's limited, therefore it's important to make the most
of your time if you ever want to be more than average at the workplace.

2. Accomplish more with less effort
By taking control of your time, you're able to stay focused on the task at hand. This leads to higher
efficiency since you never lose momentum. Imagine running a mile where you stop every 5 seconds, this
would cause you to become exhausted very quickly and take much longer to complete the run.

3. Make better decisions
There are many choices in life and often-times we're faced with many choices to choose from at the same
time. When you practice good time management, you have more time to breathe; this allows you to
determine which choices are the best to make.
When you feel pressed for time and have to make a decision, you're more likely to jump to conclusions
and not fully consider the different options; this leads to poor decision making.

4. Be more successful
Time management is the key to success; it allows you to take control of your life rather than follow the
flow of others. You accomplish more, you make better decisions, and you work more efficiently; this
leads to a more successful life.
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5. Learn more
When you control your time and work more efficiently, you're able to learn more and increase your
experience faster. There's a reason some students graduate earlier than others, so imagine implementing
time management throughout your entire career. You'll not only stand out from the rest, but you'll gain
experience must faster and be able to move up in life a lot sooner.

6. Reduce stress
One of the main causes of stress is due to people feeling rushed. The phrase "I have so much to do and so
little time to do it" is generally spoken with frustration which leads to stress. With good time management,
you know how much time you have, how long it will take to get your tasks done, you accomplish more,
and have more free time. This gives you more breathing room, which reduces the feeling of being rushed,
which in turn leads to less frustration and stress.

7. Higher quality work
We all need some free time to relax and unwind but, unfortunately, many of us don't get much free time
because we're too busy trying to keep up with our daily activities and work load. By implementing time
management skills, you are able to get more done in a shorter period of time leading to more free time.

8. Creates discipline
When you practice good time management in your life, you are less likely to procrastinate. Time
management leads to higher productivity and leads to a disciplined life.

9. Creating a Positive Cycle with Time Management
Not only are there an abundance of reasons as to why time management is important, but there is a
multiplicative benefit of time management. Implementing good time management allows you to
accomplish more in a shorter period of time, which leads to more free time, which leads to lower stress,
which increases your attention span and increases your work quality, which leads to more success. Each
benefit of time management improves another aspect of your life and it keeps going in a constant cycle.
So why is time management important? Well because, it makes you happier, more successful, live a fuller
life, and live stress-free.



10 STRATEGIES FOR BETTER TIME MANAGEMENT

The term Time Management is a misnomer. You cannot manage time; you manage the events in your life in
relation to time. You may often wish for more time but you only get 24 hours, 1,440 minutes or 86,400 seconds
each day. How you use that time depends on skills learned through self- analysis, planning, evaluation, and self-
control.

Much like money, time is both valuable and limited: it must be protected, used wisely, and budgeted. People
who practice good time management techniques often find that they:
Are more productive,
Have more energy for things they need to accomplish,
Feel less stressed,
Are able to do the things they want,
Get more things done,

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Relate more positively to others, and
Feel better about themselves (Dodd and Sundheim, 2005).

Finding a time management strategy that works best for you depends on your personality, ability to self-
motivate and level of self- discipline. By incorporating some, or all of the ten strategies below, you can more
effectively manage your time.
1. Know How You Spend Your Time
job, family, persona
Keeping a time log is a helpful way to determine how you are using your time. Start by recording what you
are doing for 15-minute intervals for a week or two. Evaluate the results. Ask if you did everything that was
needed; determine which tasks require the most time; determine the time of day when you are most
productive; and analyze where most of your time is devoted job, family, personal, recreation, etc.
Identifying your most time-consuming tasks and determining whether you are investing your time in the most
important activities can help you to determine a course of action. In addition, having a good sense of the
amount of time required for routine tasks can help you be more realistic in planning and estimating how much
time is available for other activities.

2. Set Priorities
Managing your time effectively requires a distinction between what is important and what is urgent
(MacKenzie, 1990). Experts agree that the most important tasks usually arent the most urgent tasks. However,
we tend to let the urgent dominate our lives. Covey, Merrill, and Merrill (1994) categorize our activities into
four quadrants in their Time Management Matrix: urgent, not urgent, important and not important. While
activities that are both urgent and important must be done, Covey et.al. suggests that we spend less time on
activities that are not important (regardless of their urgency) in order to gain time to focus on activities that are
not urgent but important. Focusing on these important activities allows you to gain greater control over your
time and possibly reduce the number of important tasks that do become urgent.

One of the easiest ways to prioritize is to make a to do list. Whether you need a daily, weekly or monthly list
depends on your lifestyle. Just be careful not to allow the list-making to get out of control and do not keep
multiple lists at the same time. Rank the items on your to do list in order of priority (both important and
urgent). You may choose to group items in categories such as high, medium and low, number them in order, or
use a color coding system. Keep in mind that your goal is not to mark off the most items; rather you want to
mark off the highest priority items (Mac Kenzie, 1990). Having a prioritized to do list allows you to say no
to activities that may be interesting or provide a sense of achievement but do not fit your basic priorities.

3. Use a Planning Tool
Time management experts recommend using a personal planning tool to improve your productivity. Examples
of personal planning tools include electronic planners, pocket diaries, calendars, computer programs, wall
charts, index cards and notebooks. Writing down your tasks, schedules, and memory joggers can free your
mind to focus on your priorities. Auditory learners may prefer to dictate their thoughts instead. The key is to
find one planning tool that works for you and use that tool consistently. Some reminders when using a planning
tool are:
Always record your information on the tool itself. Jotting notes elsewhere that have to be transferred later is
inefficient.
Review your planning tool daily.
Carry your planning tool with you.

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Remember to keep a list of your priorities in your planning tool and refer to it often.
Synchronize electronic planners with your computer and recharge the batteries in your planner on a regular
basis.
Keep a back-up system.

Suggestions for Using a Personal Digital Assistant (PDA) for Time Management

Capabilities of PDAs vary by the model and some users include WiFi or cellular technology on their
handheld device. Some suggestions for using your PDA to its capacity are:
Assign a different color for each calendar item so that you can distinguish personal appointments from
business meetings, for example.
Use the task application feature to manage pro- jects. Most PDAs allow the user to group tasks under
separate headings, prioritize tasks and assign deadlines.
Use the repeat function for recurring dates such as birthdays, anniversaries, and regularly scheduled
meetings.
Investigate additional software and hardware that is compatible with your PDA. You may be able to
enter information more quickly using a portable, detachable keyboard rather than a stylus, for example.
Or, you may want the ability to access the Internet for retrieving files or checking other calendars.
(Beckwith, 2006)
Place a notebook the size of your PDA in your carrying case for writing down to dos if you have
difficulty recording them with your PDAs task application feature (Morgenstern, 2004)

4. Get Organized

Most people find that disorganization results in poor time management. Professional organizers
recommend that you first get rid of the clutter. A frequently used method is to set up three boxes (or
corners of a room) labeled Keep Give Away Toss. Separate the clutter by sorting items into
these boxes. Immediately discard items in your Toss box. Your Give Away box may include items
you want to sell, delegate, or discontinue so find a method to eliminate these items such as a yard sale,
charitable donation, or gifts to friends or family members outside your home. With the clutter gone, the
next step is to implement a system that allows you to handle information (e.g., tasks, papers, e-mail, etc.)
less, only once, when possible.

Basically you have 5 options for handling information:
1. Throw it away, delete it, or otherwise get rid of it.
2. Delegate it: give it to someone else to do, file, or respond.
3. Act on it yourself. Then throw it away or file it.
4. File it temporarily until it needs action or until additional information is received. Follow-
up: a tickler file can be useful for holding temporary information.
5. File it permanently where you can easily find it later.(Dodd and Sundheim, 2005)

5. Schedule Your Time Appropriately

Even the busiest people find time for what they want to do and feel is important. Scheduling is not just
recording what you have to do (e.g., meetings and appointments), it is also making a time commitment to
the things you want to do. Good scheduling requires that you know yourself. Using your time log, you

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should have determined those times during the day when you are most productive and alert. Plan your
most challenging tasks for when you have the most energy. Block out time for your high priority
activities first and protect that time from interruptions.
If you know you will have waiting time or commuting time, schedule small tasks such as writing a letter,
jotting down a shopping list, reading or listening to educational audiotapes to capitalize on the time loss
(Lakein, 1973). Try to limit scheduled time to about 3/4
th
s of your day, leaving time for creative activities
such as planning, dreaming, thinking, and reading.

Block out time for your high priority activities first and protect that time from interruptions.

6. Delegate: Get Help from Others

Delegation means assigning responsibility for a task to someone else, freeing up some of your
time for tasks that require your expertise. Delegation begins by identifying tasks that others can do and then
selecting the appropriate person(s) to do them. You need to select someone with the appropriate skills,
experience, interest, and authority needed to accomplish the task. Be as specific as possible in defining the
task and your expectations, but allow the person some freedom to personalize the task. Occasionally check
to determine how well the person is progressing and to provide any assistance, being careful not to take over
the responsibility. Finally, dont forget to reward the person for a job well done or make suggestions for
improvements if needed. (Dodd and Sundheim,2005)

Another way to get help is to buy time by obtaining goods or service that save you a time investment.
For example, paying someone to mow your lawn or clean your house, using a computerized system, or
joining a carpool to transport your children to their extracurricular activities can allow you
free time to devote to other activities.

7. Stop Procrastinating

Perhaps the task seems overwhelming or unpleasant
You may be putting off tasks for a variety of reasons. Perhaps the task seems overwhelming or unpleasant. Try
breaking down the task into smaller segments that require less time commitment and result in specific,
realistic deadlines. If youre having trouble getting started, you may need to complete a preparatory task such
as collecting materials or organizing your notes. Also, try building in a reward system as you complete each
small segment of the task.

8. Manage External Time Wasters

Your time may be impacted by external factors imposed by other people and things. You can decrease
or eliminate time spent in these activities by implementing some simple tips listed below.

Use voice mail and set aside time to return calls.
Avoid small talk. Stay focused on the reason for the call.
Stand up while you talk on the phone. You are more likely to keep the conversation brief.
Take any necessary action immediately following the call.
Set aside times of the day for receiving calls and let others know when you are available.

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Keep phone numbers readily available near the telephone.
Establish blocks of time when you are available for visits.
Tell the visitor politely that you cannot meet with them at this time and schedule the visit
for a more convenient time.
Set a mutually agreeable time limit for the visit.
When someone comes to the door, stand up and have your meeting standing.
Know the purpose of the meeting in advance.
Arrive on time.
Start and end the meeting on time.
Prepare an agenda and stick to it. Use a timed agenda, if necessary.
Dont schedule meetings unless they are necessary and have a specific purpose or agenda.
Set aside a specific time to view and respond to your mail and e-mail, but dont let it
accumulate to the point that it becomes overwhelming to sort.
Turn off instant messaging features on e-mail.
Handle each item only once, if possible. Practice the options for dealing with clutter listed earlier.
Sort mail near a garbage can and delete junk e-mail immediately from your electronic mailbox.
Answer written messages by responding on the margins or bottom of the page.
Establish a master calendar for each family member to post their time commitments.
Make each family member responsible for consulting the master calendar for potential
conflicts.
Create a central area for posting communications such as appointment reminders,
announcements, and messages.

9. Avoid Multi-tasking

Recent psychological studies have shown that multi-tasking does not actually save to time. In fact, the
opposite is often true. You lose time when switching from one task another, resulting in a loss of
productivity (Rubinsteim, Meyer, and Evans, 2001). Routine multi-tasking may lead to difficulty in
concentrating and maintaining focus when needed.

10. Stay Healthy
Scheduling time to relax can help you rejuvenate both physically and mentally.
The care and attention you give yourself is an important investment of time.
Scheduling time to relax, or do nothing, can help you rejuvenate both physically and mentally, enabling you
to accomplish tasks more quickly and easily. Learn to manage time according to your biological clock by
scheduling priority tasks during your peak time of day, the time your energy level and concentration are at
their best. Poor time management can result in fatigue, moodiness, and more frequent illness. To reduce
stress, you should reward yourself for a time management success. Take time to recognize that you have
accomplished a major task or challenge before moving on to the next activity.





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TIME MANAGEMENT MATRIX

Important and Urgent
Quadrant 1 represents things which are both urgent and important labeled firefighting. The
activities need to be dealt with immediately, and they are important. These tasks are the ones that
must be done right away, or consequences may result. An example would be bills that are due
today. If you dont pay your bills on time, you would incur additional charges or they might cut
off their services to you. Activities belonging to this category need to be acted upon without
delay. You should give them the highest priority.

Important but Not Urgent
Quadrant 2 represents things which are important, but not urgent - labelled Quality Time. Although the
activities here are important, and contribute to achieving the goals and priorities - they do not have to be
done right now. As a result, they can be scheduled when they can be given quality thought to them. A
good example would be the preparation of an important talk, or mentoring a key individual. Prayer time,
family time and personal relaxation/recreation are also part of Quadrant 2.

Urgent but Not Important
Quadrant 3 represents distractions. They must be dealt with right now, but frankly, are not
important. For example, when a person answers an unwanted phone call, - he/she has had to
interrupt whatever he/she is doing to answer it.

Not Important and Not Urgent
Quadrant 4 represents Time Wasting. You might think activities in this section are not worth peoples
time, so they wont engage in these activities much. You would be surprised to know that people spend
most of their time doing things that are both unimportant and non-urgent, such as watching TV and
movies, playing video games, senseless chatting for hours on the phone, shopping for new clothes, etc. Of
course, it is essential for people to relax and unwind once in a while.

All work and no play makes Jack a dull boy, as they say. But you should be strict in limiting
your time for these activities; that is, if you really want to accomplish a lot in your life. Treat
activities belonging to this section with the lowest priority. If you really want to succeed, strictly

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limit your time in doing these activities or dont do them at all. Focus on those that will bring
you fruitful results.

PARETO'S PRINCIPLE OR THE 80/20 RULE

It was developed in the 19th century. The principle states that 80 percent of our
unfocused effort generates only 20 percent of our end results, and that 80 percent of our results
are achieved from 20 percent of the overall energy expended. Many students and professionals
spend the day in a frenzy of activity, but achieve very little of their desired results because they
are not concentrating on the right things. In the 1950s, the focus was on the manager and his
organization skills.
Later in that decade, James McKay authored the first book on time management.
Stephen R. Covey describes the first generation of modern time management techniques as notes
and checklist reminders. The second generation focused on planning and preparation through the
use of calendars and appointment books. The third generation was committed to "planning,
prioritizing and controlling." Once again, these techniques were not working. Covey describes
several myth of third generation time management and its ideals of the following:
Planning for efficiency
Personal values' prioritization
Controlling other people

TIME MANAGEMENT TECHNIQUES
DECREASING TIME WASTERS:
1.Learn to say no:
This technique helps to prioritize the people and tasks in your life. Lower priority people and
tasks require a no response. Use assertiveness. Learn to say no to unwanted interruptions,
invitations and requests.

2.Put Perfectionism in its proper place:
Perfectionism is often a poor use of time. Not everything requires perfection. High priority items
require more perfection than low priority items. By demanding perfection of yourself and others,
you may be wasting time in unnecessary effort.

3.Avoid or manage interruptions.
Interruptions are one of the biggest time wasters. The number one source is the telephone,
followed by uninvited guests. Follow these guidelines and gain some control over daily
interruptions.
Telephone
o Screen calls.
o Reduce chit chat.
o Group outgoing calls.
Uninvited Visitors
o Close your door.
o Face desk away from office traffic.
o Establish quiet time no guests.

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o Have necessary material
available.
o Train others to handle calls.
o Arrange a time to take/return
calls.
o Ask frequent callers to group
questions.
o Control closing remarks.
o Monitor length of calls.
o Schedule a no calls taken
time.
o Plan regular visiting time.
o Remain standing when a visitor is present.
o Dont add to chatter.
o Let the visitor know how you honestly feel
about interruptions.

4.Delegate when possible.
Try assigning some low priority tasks to others. This can free up your time for more important
things. Delegation is also a good option for tasks that do not require perfection.

5.Handle each piece of paper or mail only once.
REMEMBER
Immediately make your decisions about what attention it requires. Dont stack papers that you
will go over again and again.

6.Transform commuting and waiting time.
Listen to books, language programs and education materials on audio cassettes while
commuting, exercising or waiting in line.

7.Have assigned places/systems for routine items & tasks.
Always store keys, purse, briefcase, tools and utensils in the same place. Often used clothing and
grooming items also need a special place. This reduces the time wasted searching for routine
items.


INCREASE PRODUCTIVE ACTIVITIES:

1.Think of the 80/20 Principle.
Carefully choose where you will concentrate your efforts. The 80/20 principle states that 80% of
the most valuable results come from 20% of the tasks you do. Concentrate your working time on
just these important tasks. Avoid the trivial.

2.Distinguish between activity and productivity.
Are you wasting time on busy work (activity) that may not lead to a goal, or are you spending
time productively, in a way that will produce results? Concentrate on productive time. Ask
yourself often, Am I just keeping busy, or am I really being productive?


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3.What is the best use of my time right now?
Ask this question when you are uncertain about your use of time. Use this question to get
you back on track in the following situations:
o after an interruption
o when distracted
o when procrastinating
o when you run out of steam
o Link to the sign that asks What is the best use of my time right
now?" Photocopy it and place these copies where you will see them often.

4.Make a To Do list:
Make this list every day! Write it down1 Keep it at your fingertips! Having a list of activities that
can be checked off is gratifying. It also gives you some idea of progress. Dont list routine items,
such as brushing teeth and commuting to work. However, do allow time for these activities.

5.Follow the ABC Priority System.
Categorize your activities under A, B, C priorities, with A being the top priority. Focus your
energies on completing the As. Perhaps Bs and Cs could be delegated to others. Some Cs may
never even have to be done.

6.Avoid over-commitment.
This can be caused by inflexible scheduling or overbooking. Know your personal limits and time
frames and have realistic expectations.

7.Schedule quiet time.
Establish a regular quiet time for yourself. Inform key interrupters, and don't take telephone
calls. Allow yourself quiet time to restore your energy.

8.Balance quiet time and activity time.
Too much quiet time can reduce the productivity of those around you. They may depend upon
your input - emotional and otherwise. Ask your co-workers/family if your quiet time is a
problem for them.


9. Electronic Tools for Time Management
1. The Internet has changed how stakeholders interact.
a. E-mail allows users to create, send, and read messages on the computer at their own
convenience. It can be a tremendous help when conducting business between
locations with time differences.

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b. Videoconferencing can replace face-to-face meetings while reducing travel and
expenses.
c. Internet telephony allows users to talk to one another over the Web without utilizing
the telephone line.
d. File transfers (ftp) allows downloading and uploading of files for quick sharing of
information.
e. Internet research saves a lot of time and resources and makes a broad range of
information accessible.
2. Telephone Systems save time with call management systems that allow for better control
of calls.
a. Incoming calls can be screened and routed by computer.
b. Outgoing calls can be monitored and tracked, and some numbers can be dialed
automatically.
c. Cell phones or pagers provide additional communication methods no matter where an
employee is.
d. Voice mail saves a lot of time since the message can be retrieved and acted upon after
the call was made and without the caller on the line.
3. Handheld Devices (PDAs) have become very convenient.
a. Electronic schedulers can coordinate the desktop and handheld calendars; for some
people they replace paper calendars.
b. Contact managers keep information handy, even if you arent in the office.
c. Project management software may be included to keep a project timeline handy.
4. Personal and Laptop Computers improve productivity with software options.
a. PIM software combines the address book, appointment book, alarm clock, to-do list,
dialer, and notepad.
b. Scheduling software can coordinate meetings electronically by coordinating different
peoples schedules.


PROCRASTINATION THE ULTIMATE THIEF
Everyone does it. Everyone feels guilty when they do it and everyone resolves never to do it
again. But they do. Everyone procrastinates. Procrastinationthe cat burglar of time
managementsteals into your life and whisks away one of the most valuable assets you possess.
Procrastination can be a thoroughly amusing concept, indeed. But, as with all things humorous,
there are some underlying deep and darker forces. At the root of procrastination, argue
psychologists, almost always lurks some hidden fear or conflict that urges us to put things off. A
person may be obliged to achieve certain results, but a multitude of opposing emotions serves to

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short-circuit action. Although the procrastinator may act as if the threat, fear, or conflict is gone,
its till thereboth in the real world and in the persons subconsciouswhere it generates stress
and, ultimately, corrodes success.
Time management experts have identified the eight most typical causes of procrastination,
shown in Figure











INTERNAL FORCES
Note that four of the causes (those in the shaded boxes) are primarily inner rooted. They arise,
for the most part, from the procrastinators psyche. When we have certain tendencies or
personality traits, they can manifest themselves in very different situations. If, for example, you
tend to fear failure and you procrastinate largely for that reason, youll procrastinate on any task
at which you might fear that youll fail.
EXTERNAL FORCES
Even if you usually dont procrastinate, your environment can impose procrastination on you.
The above Figure gives, in the clear unshaded boxes, the four typical external reasons for
procrastination.

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This is not to say that psychological reasons arent involved. There must be some. But
unpleasant or overwhelming tasksand unclear goals or task floware enough to make anyone
want to postpone the inevitable.
FIGHTING THE FORCES
Internal causes for procrastination are more difficult to attack than external ones, but once
psychological obstacles are conquered, theyre conquered for all tasks. If you procrastinate
because of a fear of change, that fear will color many different kinds of tasks. Once you conquer
this fear, youll be able to approach most tasks with renewed energy. While a single internal
cause can make you procrastinate on many tasks, external causes for procrastination tend to be
task specific.
So, if youre putting off doing something for an external cause, you can cope with that cause and
stop procrastinating but that victory probably wont help you with other external causes that
are making you procrastinate on other tasks.

CONCLUSION
Now that we have come towards the end of the project we have realized that how our
time gets wasted because we never thought of managing time in an effective manner. It is said
that time and tide waits for none so our attempts would be to make the best use of time and
prevent others from wasting our time too. This chapter winds up all our observations on time
management in this project. It summarizes as to what causes us to waste our time and suggests
solutions to save time as much as possible. It also offers tips to make the best use of time. As
with all the precious resources, time is a scarce resource. The wisdom lies in making the most
of it.This concludes the unit on Time Management.. Time has always been a valuable asset, but
for some, it has also been a continual source of stress. By regularly practicing the many
techniques in this booklet, you can improve your ability to manage time. By managing time, you
can manage stress.




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REFERENCES:

1. Covey, Stephen R. The Seven Habits of Highly Effective People. Franklin Covey.
2. Robbins, Stephen P. and Mary Coulter. Management. Prentice-Hall.
3. Rue, Leslie W. and Lloyd Byars. Supervision: Key Link to Productivity. Irwin/McGraw-
Hill.
4. Time Trap (1997), Mackenzie R. Alec, AMACOM Books.
5. Time Management (2003), Marc Mancini, McGraw Hill.
6. Time Investment Strategy, Dr. Terry Paulson
7. 70 Minute Hour, Dr. Jim Henning
8. Personal Time Management, Marion Haynes, Course Technology
9. http://www.infarbor.com/timemanagement/
10. http://www.instantstressmanagement.com
11. www.randypausch.com
12. http://www.scribd.com
13. www.google.com