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Time Management. ACE Seminar 16 September 2011. Why manage your time?. You can make money, but you cannot make time. You can buy an inch of gold, you cannot buy an inch of time - Chinese proverb Swahili proverbs about time?. Pareto ’ s Principle (80/20 Rule).

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Time management

Time Management

ACE Seminar

16 September 2011

You can make money but you cannot make time
You can make money, but you cannot make time

You can buy an inch of gold,

you cannot buy an inch of time

- Chinese proverb

Swahili proverbs about time?

Pareto s principle 80 20 rule
Pareto’s Principle (80/20 Rule)

  • 80% of Work gives 20% Results & 20% of Work gives 80% Results

  • Effective v/s Efficient: Often worst performers are those who seem to be working hardest and longest. They are very busy but not necessarily effective.

  • Smart work v/s Hard work

Time management

  • Phone calls

  • Internet

  • Visitors

  • Mental distractions

  • Meetings without an agenda

  • Others??

Time management

Stephen Covey’s Time Management Matrix


Not Urgent



. Crisis

. Pressing problems

. Deadline-driven projects, meetings, preparations

. Preparation

. Prevention

. Values clarification

. Planning

. Relationship building

. True re-creation

. Empowerment




. Interruptions, some

phone calls

. Some mail, some reports

. Some meetings

. Many proximate,

pressing matters

. Many popular activities

. Trivia, busywork

. Some phone calls

. Time wasters

.“Escape” activities

. Irrelevant mail

. Excessive TV

Not Important

Quadrant i
Quadrant I

  • Represents things that are both “urgent” and “important”– we need to spend time here

  • This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges.

  • Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning

Quadrant ii
Quadrant II

  • Includes activities that are “important, but not urgent”- Quadrant of Quality

  • Here’s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills

  • Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it

  • Investing in this Quadrant shrinks Quadrant I

Quadrant iii
Quadrant III

  • Includes things that are “urgent, but not important”- Quadrant of Deception.

  • The noise of urgency creates the illusion of importance.

  • Actual activities, if they’re important at all, are important to someone else.

  • Many phone calls, meetings and drop-in visitors fall into this category

Quadrant iv
Quadrant IV

  • Reserved for activities that are “not urgent, not important”- Quadrant of Waste

  • We often “escape” to Quadrant IV for survival

  • Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters

Is it bad to be in quadrant i
Is it bad to be in Quadrant I?

  • Are you in Quadrant I because of the urgency or the importance?

  • If urgency dominates, when importance fades, you’ll slip into Quadrant III.

  • But if you’re in Quadrant I because of importance, when urgency fades you’ll move to Quadrant II.

What is the problem with urgency
What is the problem with urgency?

  • Urgency itself is not the problem…

  • When urgency is the dominant factor in our lives, importance isn’t

  • What we regard as “first things” are urgent things

Where do i get time to spend in quadrant ii
Where do I get time to spend in Quadrant II?

  • From Quadrant III

  • Time spent in Quadrant I is both urgent and important- we already know we need to be there

  • We know we shouldn’t be there in Quadrant IV

  • But Quadrant III can fool us

Time management should be self management
Time Management should be Self Management

  • Use a planner

  • Make a “to do” list

  • Do priority mapping

  • Ideal Week tool, Goal Achievement tool

  • Time tracking- Peter Drucker: know where your time goes

  • Bottom line- find what works for you!

Time management should be self management1
Time Management should be Self Management

  • Use the phone

  • Write clearly and concisely, use an outline- strive for letters of no more than one page

  • Always create an agenda for meetings

  • Manage the paper on your desk

  • Manage your emails

  • Respect the time of others

To change others

we have to change

ourselves first


  • http://www.time-management-central.net

  • Time Management workbook on K4Health ACE toolkit

  • Other internet resources….

Final thoughts on the big picture
Final thoughts- on the big picture

Living your life without a plan is like watching television with someone else holding the remote control.

- Peter Turla

Think BIG

Start small

Act Now!

Time for everything

  • Take time to work, it is the price of success

  • Take time to think, it is the source of power

  • Take time to play, it is the source of youth

  • Take time to read, it is the source of wisdom

  • Take time to serve, it is the purpose of life

  • Take time to laugh, it is the music of soul