Time Management

A Realistic Perspective

July 16, 2018

 Debunking Myths

Myth #1 - Multitasking Saves

Time…?

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 Do It Yourself – Multitask!
 Divide the participants into 2 groups
 Time the two groups

Group 1 - Draw two horizontal lines on a piece of paper

 On the first line, write: Alphabets A to T
 On the second line: write out the numbers 1-20 sequentially.

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 Do It Yourself – Multitask!
Group 2 - Draw two horizontal lines on a piece of paper

 Write a letter on one line, and then a number on the line below,
then the next letter in the sentence on the upper line and then
the next number in the sequence, changing from line to line. In
other words, you write the letter “A" and then the number "1"
and then the letter “B" and then the number "2" and so on, until
you complete both lines.

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Debunking Myths

Myth #2 – we have 24 Hours……?

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Do It Yourself – Time your Tasks

Compile a simple time log by dividing your day into 30 minute

chunks and recording exactly how you spend your time.
Timing Tasks.xls

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Breaking Down Tasks – Where do you belong?
60:25:15 (or) 15:25:60

15% Routine Tasks

15% Routine Tasks

Ongoing Ongoing
25% Projects Projects
60% 25% 60%
Planning & Planning &
Development Development

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 Do It Yourself – Analyze
Make a list of all your current and upcoming goals and tasks over a
period of next 2 weeks.
Divide them into 3 categories viz. Type A,B,C

 TYPE A : Tasks that are important & urgent

 TYPE B : Tasks that are either important or urgent but not both
 TYPE C : Tasks that are neither important nor urgent

If you are in any doubt about how to categorize a specific task,

consider it a C-Task or discard it.

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 Balancing Daily Tasks
A - TASKS
You should try to complete
a few of these urgent, difficult
tasks each day

C – TASKS
A Typical work day These are non-urgent
tasks and should be
done
when time allows
B -TASKS
These account for majority of
your work and should take
most of your day

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Prioritizing A Task
Is the task urgent
and important? Do you need to
NO YES complete it today?
NO YES Take immediate
action

A TASK

Is the task urgent

or important? Is there a deadline
NO YES to work towards? Set aside a time to
NO YES complete the task

Set a realistic
deadline

B TASK

Is the task
routine? Does the task help
NO YES you work more eff? Allocate a time to
NO YES complete the task

Is the task necessary

NO YES Save the task for
a quiet time

DO not do it
C TASK
-Discard it
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 Assessing Work Patterns

Everybody has a natural daily rhythm to their energy patterns,

rising to peaks of mental and physical performance, then
experiencing troughs of low energy

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 What’s Your Energy Graph?

Draw up a chart to show how your energy levels vary

during a typical working day. Assign a number
between 5 and -5 to your performance at every
working hour (0 represents an average level of
performance) and mark it on a graph

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 5
4
3
Performance Level
2
1
0
-1
-2
-3
-4

9a.m. 11a.m. 1p.m. 3.00p.m. 5.00p.m

-5

27-08-2019 Time of Day

 Late morning peak;
Best time for A Tasks
5

Late afternoon peaks;

4

Best time for B Tasks

Performance Level
3
2
1
0
-1

Energy Levels
After lunch trough
-2

start to fall
Best time for C Tasks towards the
-3

end of working
-4

day
9a.m. 11a.m. 1p.m. 3.00p.m. 5.00p.m
-5

27-08-2019 Time of Day

Balancing Demands
Points to Remember

 Time spent on drawing up a plan is never a waste of time – It

will save you time in the long run

 Avoiding burn – out is achieved by pacing yourself for a working

life, not just a working day

 Time Management is doing things more effectively, not just

more quickly

 Food is vital for concentration levels and health – Regular

refreshment breaks are important

 Quiet times in the office such as before everyone has arrived,

can be used to great effect
27-08-2019
Thank You
 LEGO GAME SCORES
Team # Planning Time Assembly Time +
Penalty Time

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