Time Management

Time
Management

Htet Swe
Founder and CEO
MIPD Institute
 What is Time Management?
• Time management is all about mind management.
Time
• Time managementManagement
is the process of organizing and
planning how much time you spend on specific activities.

• Time management requires discipline, planning, a strong

attitude.
Activity: $ 86,400

Get into groups of 3-4

Your group has $86,400 to spend, but you must spend it (cannot save)

Discuss for 10 minutes then share how you spent your money
The benefits of Time management
The benefits are enormous:

• Greater productivity and efficiency.

• Improve your performance.
• Deliver work on time.
• Reduce your stress
• More time.
• Increased opportunities for advancement.
• Greater opportunities to achieve important life and career goals.
• A better professional reputation.
The drawbacks of Time management

Failing to manage your time effectively can have some very undesirable consequences:

• Missed deadlines.
• Waste time.
• Inefficient work flow.
• Poor quality of work
• Loss of control
• A poor professional reputation.
• Higher stress levels.
12 Effective Time
Management Tips
 The more time you have,
the more money you can make.
 1. Set Goals
● Goals give you a vision, focus and destination to work towards.

● By setting goals, you are able to identify what’s worth spending

your time on and what’s a distraction to avoid

● Set personal and professional goals that are realistic and

achievable

● Make sure you have bigger goal and mini goal so that you can
measure your achievement and get motivation from your
achievement.

● Start by asking yourself where you want to be in six months

time.
Setting SMART Goals
Specific who, what, when, where, why, how much?

Ask “How much?”, “How many?”, and, “How will I know

Measurable when it is accomplished?”

Ask yourself what conditions would have to exist to

Achievable accomplish the goal

things you are willing and able to work toward — things you
Realistic believe can be accomplished and that you actually want to
accomplish

Time-bound specific time frame

 2. Keep a “to do” List
● A task list is a reminder system that tells you when you need to do
what.

● Keeping a to-do list helps you remain organized and on top of things.

● Make sure you start every day with a clear idea of what you need to
do – what needs to get done THAT DAY.

● Consider making it a habit to, at the end of each workday, go ahead

and write out your “to-do” list for the next workday. That way you can
hit the ground running the next morning.
 3. Schedule Tasks
● Plan ahead: Organize your days and weeks in advance.
● Understand your rhythm of peak and dead times and
schedule tasks appropriately to make the most of peak times.
●
● Schedule high-value tasks at your peak creative/productive
time.

● Your “down” time can be scheduled for less important tasks

like checking e-mail or returning phone calls.

● Prioritize items on your list by listing items in order of

importance from high priority to low priorities
4. Prioritize
● One of the biggest challenges for project managers and leaders is accurately
prioritizing the work that matters on a daily basis.

● Knowing how to prioritize work affects the success of your project, the
engagement of your team, and your role as a leader.

● All projects—especially large, complex projects—need clear priorities.

4. Prioritize
● You must figure out which tasks or activities will deliver the best returns. That
way, you can prioritize these over less important tasks.

● Do the most important things first.

● Ask yourself three basic questions to know what tasks should take first priority:

1. Why am I doing this task or activity?

2. How does this task help me achieve my goals?
3. To what extent does this task I’m doing help me achieve my goals
EISENHOWER
4. Prioritize
● Here’s a task prioritization method from former U.S President Dwight D.
Eisenhower. In 1954, he said:
“I have two kinds of problems: the urgent and the important. The urgent are
not important, and the important are never urgent.” — Eisenhower

● It was this quote that created the Eisenhower Matrix; a 4-box system
for organizing your tasks by urgency and importance, then getting them
done.
 4. Prioritize
● Prioritize tasks based on importance and urgency. For example, look at your daily
tasks and determine which are:

• Important and urgent : Do it now.

• Important but not urgent : Decide when to do it.

• Urgent but not important : Delegate it if possible.

• Not urgent and not important: delete it (Set these aside to do later).
High Importance
Do first Do later
(To teach LFC (To write PLD
Class) book)

Not importance

Delegate Eliminate
(To schedule ( Using
interview) Tinder)

High Urgency Not Urgency

 5. Delegate Tasks
● As a leader, delegating is important because you can’t—and
shouldn’t—do everything yourself.

● Of course, delegating tasks can lighten your workload.

● Delegating empowers your team, builds trust, and assists

with professional development. And for leaders, it helps
you learn how to identify who is best suited to tackle tasks
or projects.

● Delegation can also be a clear sign that you respect your

subordinates’ abilities and that you trust their discretion.
 5. Delegate Tasks
● Some people resist delegating, either because they want to maintain
control or because they want to save money by not hiring assistants. Both
approaches ultimately hurt productivity and raise costs.

● Let other people help you with tasks, especially when you are swamped.

● You save time, reduce stress and accomplish a lot more when you
assign tasks to the right people.

● Delegating promote accountability and ensure goals and deadlines are met.
6. Start Early
● Most successful people have one thing in common — they start their day
early as it gives them time to sit, think, and plan their day.

● When you get up early, you are more calm, creative, and clear-
headed. As the day progresses, your energy levels start going down,
which affects your productivity, motivation, and focus.

● You finished most of your works at around 11 am while others wake us

and start working.
 7. Set up a deadline to complete a task
Typically, we have deadlines for one of the following reasons:

1. To ensure that we complete our work. It's easy to delay or to forget a task that
has no agreed end point. Deadlines help to avoid this.
2. To encourage a smooth flow of work. Deadlines help us to collaborate toward
achieving a shared goal, and to keep complex, multistage projects on track.
3. To set expectations. Deadlines make clear what we're expected to deliver and
when. This means that we can take control of our work, free of confusion.

● Set a time limit to complete a task

● When you have a task at hand, set a realistic deadline and stick to it.
8. Don’t Multitask
● Based on research, most of the people don’t get on top of your workload by
multitasking.
● Completing tasks in sequence one at a time leads to better use of time.
● Multitasking may seem like a good way of getting extra work done, but in reality, it
actually decreases your productivity.

● Focus on One Task at a Time

● Forget multitasking.
 9. Minimize Distractions
▪ Distractions (Facebook, texting, emails) are a hindrance to effective use of time

▪ Distractions break your concentration, lower your productivity and often prevent
you from completing important tasks on time.

▪ Identify what is distracting you from doing

core tasks and put a stop to it.
10. Never Procastinate
● Procrastination is one of the things that has a negative effect on productivity. It can result in
wasting essential time and energy.
● An effective strategy to beat procrastination is to tell yourself you are only going to embark on a
project for a few minutes, say ten minutes

● It could be a major problem in both your career and your personal life

● Remind yourself that the best time to do somethings is usually NOW.

● Once you start the project, your creative juices will start flowing.

● “Procrastination is the thief of time”

● If it can be done today, do it today.
 11. Take Breaks between task
● Whenever you find yourself feeling tired and stressed, take a break for 10 to 15 minutes. Too
much stress can take a toll on your body and affect your productivity.
● Unless you are Superman, you can’t sustain working long hours on end without burning out
and sacrificing on quality.
● When doing a lot of tasks without a break, it is harder to stay focused and motivated.

● Taking breaks from work is not time wasting. It is smart time management.

● Give yourself a small reward for every task you accomplish in the day. Rewards can be a
great motivator for good time management.

● Don’t forget to give yourself ample time for lunch too.

You can’t work optimally on an empty stomach.
 12. Learn to say “No”
● Say “no” to other people who want you to do things that you don’t have time for.
● Politely refuse to accept additional tasks if you think that you’re already
overloaded with work. Take a look at your to do list before agreeing to take on
extra work.
● Many people worry that saying NO will make them look selfish, but the truth is
that saying no is one of the best ways to take care of yourself and your time.
When you take care of this, you’ll find you have more energy to devote to the
important things, which the people around you will ultimately appreciate.
● Say “no” amicably to everything that doesn’t support your values or help you
achieve your goals.
● One skill that many high achievers like President Obama, Bill Gates and Richard
Branson have mastered is the gentle art of saying “no” to things that are not a
priority.
● You have the right to say “no” no matter who you are talking to.
 Time Management Apps
1. CLOCKIFY

2. REMEMBER THE MILK

3. FOREST

4. ASANA

5. IFTT
 12 Time Management Tips
1. Set goals
2. Keep a to do list
3. Schedule task
4. Prioritize the task
5. Delegate task
6. Start early
7. Set up a deadline
8. Don’t multitask
9. Minimize distractions
[Link] Procrastinate
[Link] break between task
[Link] to say “No”
Managing Tasks

Activity
Time Management: The Impossible List

Divide into 2 groups

You must try and complete the list in 10 minutes

The Impossible List : Time management
10 minutes to finish the list - Divide into 2 Groups
Task to Complete
1. 1 page with everyone’s signature
2. Sing the national anthem
3. 10 jumping jacks
4. Dance a traditional dance for 30 seconds
5. 1 drawing of your trainers
6. Give a nickname for everyone in your group
7. Collect 5 green objects
8. Translate into Spanish: dog, cat, rice, potato, chicken
9. Create a circle with everyone in your group by linking arms
10. Ask everyone their hobby and write on a piece of paper
11. Get all group members’ phone numbers
Thank You