Strategies of Time Management: Hacks and Solutions.pptx

Time management is the ability to plan and control how you spend your hours to effectively accomplish goals. It involves prioritizing tasks, setting clear objectives, and using tools like calendars or to-do lists to stay organized. Good time management reduces stress, increases productivity, and improves work-life balance. It helps avoid procrastination by breaking large tasks into manageable steps. Techniques such as the Pomodoro Technique or time blocking can boost focus and efficiency. Ultimately, managing time wisely allows individuals to make the most of each day, achieve their targets, and create space for both personal and professional growth.

1. Dr. LUBNA SURAIYA Assistant Professor, Department of Commerce – International Accounting & Finance Faculty of Science and Humanities, SRM Institute of Science and Technology, Chennai. 11.10.2025 BEAT THE CLOCK

2. Time management is a skill where an individual or a team manages the available time efficiently so as to complete all the expected or required tasks as per a plan or a schedule. It also signifies how well a person or a team can divide and optimize the allocated time to complete a process which may consist of different steps, tasks, activities or goals. Time management is an important personality trait especially when working in an organization. Managing time properly increases efficiency, output and helps a person grow personally as well as professionally. Time management is a quality parameter which is required in any business task or activity. There are complete fields dedicated to various aspects of time management like project management, production scheduling, logistics, delivery of goods and services etc. All the above fields have time management as their core principle. INTRODUCTION

3. SMART TECHNIQUE FOR SMART TIME MANAGEMENT

4. ADVANTAGES OF TIME MANAGEMENT T ime management helps in increasing efficiency and motivation of people. Optimal utilization of resources are done by better planning & team management . Leadership skills are honed by better and efficient time management. Wastage and redundant processes are reduced. Time management helps in cost reduction as prioritized tasks are given preference. Lesser efforts have to be done as repetitive tasks are avoided . Time management reduces tasks and improved work life balance. Improved efficiency at workplace helps in career development for an employee.

5. DISADVANTAGES OF TIME MANAGEMENT 1. Unstructured planning can lead to failure of all tasks. 2. Wrongly defined goals can create improper planning and resource allocations. 3. Being too time bound can lead to mental and physical stress without taking breaks. 4. Poor time management can also increase costs, repetition in work and reduction in output quality.

6. TIPS FOR EFFECTIVE TIME MANAGEMENT

7. CONCEPTS OF TIME MANAGEMENT TIME MULTIPLICATION : It means investing time now to save more time later. It involves creating systems, automating tasks, or training others so future actions require less effort. By leveraging current time wisely, you multiply its value, achieving more in the long un with less ongoing input or repetition. TEMPORAL BATCHING : It emphasizes when tasks are done. It involves scheduling similar task within specific time blocks, optimizing focus and reducing context switching. TASK BATCHING : It focuses on grouping similar task together of what task are grouped.

8. 4. OPPORTUNITY COST CLOAKING : It means hiding or ignoring the true cost of how you spend time. By not recognizing what you are giving up – like leisure, learning or rest. You might make poor choices, leading to less effective or unsatisfying use of our time overall. 5. CHRONOTYPE AWARENESS SCHEDULING - It involves organizing your tasks according to our natural energy peaks and troughs based on your biological cloak (morning lark, night owl etc.). By aligning demanding tasks with high energy periods and lighter tasks with low energy times, you boosts productivity and reduce fatigue. Your natural body clock tells you when you feel most awake and when you feel sleepy during the day. Some people are naturally morning people (Larks), others are night owls and some are in between. Knowing your chronotype helps you to plan your day based on when you are naturally most energetic and focused. This way you can get important tasks done when your brain is sharpest and avoid forcing yourself to work during your low energy time. ENTROPY MANAGEMEN

9. 5. ENTROPY MANAGEMENT : It is a term from Science that means disorder or chaos. In time management, entropy means how things tend to get messy, disorganized , or chaotic over time if you don’t actively manage them. 6. CALENER CARTOGRAPHY : It means mapping out your time on calendar like a map- so you can see clearly where your time goes and how to plan your days better. So, calendar time management can be defined as the practice of using a calendar to organize and plan your time effectively . By visually mapping out your time either by day, week, or month – you can schedule tasks, appointments, and activities in a way that maximizes productivity.

10. 7. RECURSIVE PLANNING : It means revisiting and adjusting you plans regularly as you move forward – like planning, doing, checking and then re-planning again. Its not a one-time plan. It’s a loop where you constantly update your plan based on what’s working and what is not working. More of flexibility is required. So planning in loops. 8. MEMENTO MORI PLANNING : Memento Mori  (Latin for "remember (that you have) to die ")  is an  artistic symbol or   trope  acting as a reminder of the inevitability of  death . Plan your life with purpose. A contemplative tool for setting weekly goals and reflecting on life's finite nature through visual life planning . It is a philosophical view.

11. 9. TIME DEBT AWARENESS : Understanding that delaying or overloading tasks can cause stress and confusions later and managing time today to protect f or future. Mastering Time Management with the 3 P's: Planning, Prioritizing, Performing. The "5 P's of Time Management" : Prioritize, Plan, Prepare, Pace, and Persist ; provide a comprehensive framework for mastering crucial aspects of personal and professional growth . Doing the right things at the right time . 10. BLACK TIME HOLE : When a big chunk of you time disappears and you are not even sure where it went. A black hole that swallows time without noticing. Example g: You sit down to check an email -------- 2 hour passed ---------- scrolling social medi a.

12. 11. INVISBLE TIME LEAKS : These are small, unnoticed ways you waste time throughout the day. They does not seem much but definitely they do add up . Example : Constantly checking your phone, Stuck in traffic, responding to Spam Calls or slack messages. 12. NEGATIVE PLANNING (ANTI-PLANS) : Instead of planning only what you want to do. You also plan What might go wrong? What interruptions could happen What to avoid ? How to overcome?

13. 13. TEMPORAL BANDWITH : It is a specific block or window of time during the day when you constantly focus on a particular type or task. It means dividing your day into chunks or bands of time. E xample : Morning Band: 8- 10 am : Coding, Writing Mid Day Band: 12:00 noon – 1: 00 pm : Meetings arranged Afternoon Band: Project Completion Evening Band : Project Submission 14. ROTI (Return On Time Invested) : It is simply to check the time you spent on something was worth it. Example Likert Five Point Scale .

14. LIKERT’s 5 POINT SCALE

15. 1. EISENHOWER MATRIX The Eisenhower Matrix is a time management tool that helps prioritize tasks based on urgency and importance. Eisenhower, during a speech in 1954, revealed his secret for managing such tasks stating, “I have two kinds of problems, the urgent and the important . The urgent are not important, and the important are never urgent .” Decades latter, Eisenhower's insights was refined by Stephen Covey , author of The 7 Habits of Highly Effective People, into the powerful task management tool we know today as the Eisenhower Matrix. It divides activities into four quadrants: Do (urgent and important), Decide (important but not urgent), Delegate (urgent but not important), and Delete (neither urgent nor important), improving productivity and decision-making efficiency. THEORIES OF TIME MANAGEMENT

16. 2. PARETO PRINCIPLE The Pareto Principle, also known as the 80/20 Rule, states that 80% of outcomes come from 20% of efforts or causes . In time management and productivity, it suggests that a small portion of your tasks (the vital few) contribute to the majority of your results . By identifying and focusing on these high-impact activities, you can achieve greater efficiency and effectiveness. For example, 20% of your clients might generate 80% of your revenue, or 20% of your work may lead to 80% of your success. The principle encourages prioritization and smart work, not just hard work.

17. 3. PARKINSON’S LAW Parkinson’s Law states that “Work expands to fill the time available for its completion.” In time management, this means if you allocate more time than necessary to a task, it will likely take longer to complete - even if it could be done quicker. This often leads to procrastination and inefficiency. To combat Parkinson’s Law, set strict, realistic deadlines and break tasks into smaller chunks with specific time limits . By creating a sense of urgency and focus, you can complete tasks faster and free up time for other priorities. It promotes working smarter, not longer, enhancing overall productivity and time use.

18. Deep Work Theory, introduced by Cal Newport , emphasizes focused, distraction-free work on cognitively demanding tasks. In time management, it encourages setting aside dedicated blocks of time to work deeply, without interruptions from emails, social media, or multitasking. This results in higher quality output, faster progress, and improved learning. Deep work contrasts with shallow work non-essential tasks that dilute focus. Practicing deep work enhances productivity, creativity, and mastery, making it a powerful tool for achieving meaningful goals efficiently. 4. DEEP WORK THEORY

19. 5. LOCKE & LATHAM'S GOAL SETTING THEORY Locke and Latham’s Goal Setting Theory states that specific and challenging goals, combined with clear feedback, lead to higher performance. In time management, setting S MART goals (Specific, Measurable, Achievable, Relevant, Time-bound) increases focus, motivation, and efficiency. Goals direct attention, energize effort, and encourage persistence. When individuals commit to clear targets and track progress, they manage time more purposefully, avoid distractions, and achieve better results in both short- and long-term tasks.

20. 6. CHRONOBIOLOGY Chronobiology in time management is the study of how our body’s natural rhythms (like sleep-wake cycles) affect productivity. By aligning tasks with your peak energy times (e.g., doing deep work when you're most alert), you can work more efficiently, reduce stress, and improve focus throughout the day.

21. 7. BEHAVIOURL DECISION THEORY Behavioral Decision T heory is a field that studies how people actually make decisions, rather than how they should in an ideal, rational world. It's a descriptive approach that identifies the psychological factors, like cognitive biases and mental shortcuts (heuristics), that influence judgment and choice behavior. Key aspects include understanding real-world decision processes, documenting deviations from rational choice theory, and recognizing the roles of heuristics and stopping rules in decision-making. 

22. CASE STUDY - Dr. DEVI PRASAD SHETTY “More people die of the inability to access timely care than from the disease itself.”

23. SUGGESTION FROM MIND JOURNAL

24. TOOLS FOR TIME MANGEMENT

25. 1. Google Calendar is a powerful scheduling tool that helps users manage events, appointments, and tasks. It allows you to create and share calendars, set reminders, schedule recurring events, and receive notifications. You can invite others to events, sync across devices, and integrate with Gmail, Meet, and other Google services. Color-coded calendars help organize personal, work, and group schedules. It supports time zone adjustments, goal tracking, and smart suggestions for meeting times. With mobile and desktop access, Google Calendar streamlines planning and boosts productivity by keeping your schedule accessible, organized, and collaborative in real time.

26. 2. Trello is a visual project management and collaboration tool that helps individuals and teams organize tasks and workflows using a system of boards, lists, and cards . Boards represent projects or workspaces. Lists are stages or categories within a board (e.g., To Do, In Progress, Done). Cards are individual tasks or items that can be moved between lists to show progress. 3. Evernote is a note-taking and organization app designed to help users capture, manage, and access information across devices. Create Notes: Write text, add images, audio, and attachments. Organize with Notebooks: Group related notes together. Tagging & Search: Use tags and powerful search to find notes quickly. To-Do Lists: Add checklists and reminders to stay on track. Sync Across Devices: Access your notes from phone, tablet, or computer.

27. 4. RescueTime is an automated time-tracking and productivity tool designed to help individuals and teams understand how they spend their time on digital devices. Monitors time spent on websites, apps, and files without manual input. 5. The Pomodoro Technique is a time management method that breaks work into 25-minute focused intervals called “ Pomodoros ,” followed by 5-minute breaks. After four Pomodoros , take a longer break. It boosts productivity, reduces burnout, and helps maintain concentration by encouraging regular rest and minimizing distractions throughout the day. This cycle helps maintain concentration, reduce mental fatigue, and improve task completion. Developed by Francesco Cirillo , the technique is named after the tomato-shaped kitchen timer he used. It encourages users to work with time rather than against it, making tasks feel more manageable.