PA 630 PERSONAL MANAGEMENT

UNIVERSITY OF KARACHI

MPA (FINAL)
FOURTH SEMESTER

TIME MANAGEMENT
COURSE INCHARGE: SIR SHAMSI

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

ASSIGNMENT
SUBMITTED BY

MUHAMMAD BADAR ALI KHAN

MUHAMMAD SAEED KIYANI

MUQEETULLAH

NASRULLAH BALOOCH

BALACH RASHEED

ARSALAN AMEEN

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

In the name of ALLAH, the Most Kindly Merciful.

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

Manage Your Time As You Manages Your Money

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

CONTENT INTRODUCTION REALIZE WHAT

IS THE

05 VALUE
OF

TIME

06 07 07 08 08 09 11 13 16

TIME MANAGEMENT?

TIME MANAGEMENT EXPLAINED

EFFECTIVE PLANNING SETTING GOALS & OBJECTIVES SETTING DEADLINES DELEGATION OF RESPONSIBILITIES PRIORITIZING ACTIVITIES AS PER THEIR IMPORTANCE SPENDING THE RIGHT RIME ON THE RIGHT ACTIVITY

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

INTRODUCTION
Time is very precious. It is the most valuable thing in this world. Once it is lost, it is lost forever and can never be regained. Our success or failure in life depends on the quality of Time Management. There are some saying about time and its importance:

Time is Money
This quote explains the importance of time and its management itself, by making money equals to time, every individual works hard to get a better standard of life, financial stability is also basic need for the enjoyable human life.

Time and Tide wait for none

An individual should understand the value of time for him to succeed in all aspects of life. People who waste time are the ones who fail to create an identity of their own.

Manage Your Time As You Manages Your Money

Spending the Right Time for a Right Task refers to the Management of Time, although Time Management is not a very easy task itself, but Time Management improves the effectiveness and gives a better outcome in any Organization.

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

REALIZE

THE

VALUE

OF

TIME

The value of Time is realized, when it is lost. To realize the value of One Year, ask a student who failed a grade. To realize the value of One Month, ask a mother who gave birth to a premature baby. To realize the value of One Week, ask the editor of a weekly newspaper. To realize the value of One Day, ask the person who was born on February 29th To realize the value of One Hour, ask the lovers who are waiting to meet. To realize the value of One Minute, ask a person who missed the train. To realize the value of One Second, ask a person who just avoided an accident. To realize the value of One Millisecond, ask the person who won a silver medal in the Olympics.

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

WHAT

IS

TIME MANAGEMENT?

Time Management refers to managing time effectively so that the right time is allocated to the right activity. It is the process used to increase effectiveness, efficiency or productivity, Time Management is the planning and exercising conscious control over the amount of time spent for any task/goal. A very simple definition for Time Management is: Time Management is the art of arranging, organizing, scheduling, and budgeting ones time for the purpose of generating more effective work and productivity. A range of skills, tools and techniques used to manage time, may help in the process of Time Management, for the accomplishment of specific tasks, projects and goals complying with a deadline/due date. This set encompasses a wide scope of activities, and these include planning, allocating time duration, setting goals, delegation, analysis of the time spent, monitoring, organizing, scheduling, and prioritizing. Initially, time management referred to just business or work activities, but ultimately the term extended to include personal activities as well. A time management system is a designed combination of processes, tools, techniques, and methods. Usually time management is a necessity in any project development as it determines the project completion time and scope.

TIME MANAGEMENT EXPLAINED

Time Management plays a very important organizations but also in our personal lives. Time Management includes: Effective Planning Setting Goals & Objectives Setting Deadlines Delegation of Responsibilities role not only in

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

Prioritizing Activities as per their Importance Spending the Right Rime on the Right Activity EFFECTIVE PLANNING Planning is the process of thinking about and organizing the activities required to achieve a desired goal. For effective planning the below mentioned steps must be followed: 1. Prepare a TO DO LIST or a TASK PLAN. 2. Write down the important activities that need to be done in a single day against the time duration that should be allocated to each activity. 3. High Priority work should come on top followed by those which do not need much of your importance at the moment. 4. Complete pending tasks one by one. 5. Do not begin fresh work unless you have finished your previous task. 6. Tick the ones you have already completed. 7. Ensure you finish the tasks within the stipulated time frame. SETTING GOALS AND OBJECTIVES Working without goals and targets in an organization would be similar to a situation where the captain of the ship loses his way in the sea. Set targets for yourself and make sure they are realistic ones and achievable. An acronym S.M.A.R.T. Goals is also used for setting the goals, the main definition of S.M.A.R.T. Goals is: S Specific When a goal is specific, then it is clearly identified what is expected to be accomplished.

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

Measurable Each goal should be measurable, that how long it can take to be completed and how much work load will be required. Attainable Having a measure for your goals lets us plan the work that is necessary to achieve the goal. But before begin working, one need to be certain that the goal is truly attainable. Realistic If a goal is to be realistic, it must be something that one should be willing and able to work towards. Some questions during this analysis include:
Do I have the resources (financial, personnel, equipment, etc.) to reach the goal? Do I have the support of others in the department and the organization? What knowledge or expertise am I lacking that I will need to locate to learn? Have I reviewed my existing workload with my supervisor to prioritize the goal with the existing goals?

In some version of S.M.A.R.T. goals, the R actually stands for relevant. T Timely The final component of the S.M.A.R.T. goals strategy is timely. Without adding a time restriction to the goals, necessary motivation will not be received to get going as soon as possible. Adding a realistic time boundary lends a sense of urgency to the goals and help to be focused.

SETTING DEADLINES A deadline is a budget for your time. Just like a budget for your spending can help keep you out of debt, keeping budgets for your time can keep you productive. If used appropriately, a deadline can greatly increase the chances you will finish a project. But if you misuse them, deadlines can just become a headache. Set deadlines and strive hard to complete tasks ahead of the deadlines.

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

When Do Deadlines Work? Deadlines can help you become more productive if: YOU ARE WORRIED ABOUT FEATURE CREEP If your project has the tendency to expand and become larger, deadlines force you to focus on whats most important. YOU MIGHT PROCRASTINATE Deadlines can push you through work you do not enjoy. Without deadlines, some work would always be pushed until tomorrow. YOU ARE OUTSIDE YOUR COMFORT ZONE Keeping a time limit can force you to push through fears. There is a point when you are prepared enough and just need to move forward. Deadlines can help you find that point. YOU NEED TO BUILD EXPERIENCE QUICKLY Sometimes trial and error is the best solution. It might not be pretty, but it works. Setting short deadlines force you to put your ideas to the test instead of endlessly polishing them. When Do Deadlines Break Down? There are more than a few mistakes one can make when setting deadlines: Trying to Motivate Yourself With Long-Term Deadlines Setting Unrealistically Hard Deadlines Adding a Time Limit When You Really Need Patience Not Writing Down Your Deadline Failing to Research Before Setting a Deadline Setting a Deadline Before Exploring Your Options Be Suspicious When Setting Deadlines on Inflexible Projects

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

PRIORITIZING TASKS Prioritization is the essential skill you need to make the very best use of your own efforts and those of your team. It's also a skill that you need to create calmness and space in your life so that you can focus your energy and attention on the things that really matter. Prioritization is the ability to make to best, most effective use of time, ability and resources. Prioritize the tasks as per their importance and urgency. Know the difference between important and urgent work. Urgent vs Important Urgent and important are two words that the longest time meant the same thing. The most effective people make their important things, your urgent ones. The most ineffective people do the exact opposite. Categorizing your activities using the urgent versus important grid is the single best tool used to be effective. It helps defining the activities that should be focused on and which ones should not be wasting time.

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

MANAGE: This is usually avoided.

the

stuff

that

cannot

always

be

foreseen

or

FOCUS: This is where you want to live with your time. Focus activities are the things that move you closer towards your goals. AVOID: Be careful here. All the emails, Facebook messages, texts, BBM, and WhatsApp messages so many people misinterpret these things as being important activities, often because, avoid messages and calls, except the emergent ones. Similarly, avoid the people who themselves does not work and try to keep the hard workers image down. LIMIT: We all need some entertainment to escape from the stresses of exams, work, and everyday life, but keep yourself away from the unhealthy entertainment activities, or the activities which make your moral down. Simply, limit your entertainment by assuming certain self-imposed restriction on yourself. Prioritization is particularly important when time is limited and demands are seemingly unlimited. It helps you to allocate your time where it is most needed and most wisely spent, freeing you and your team up from less important tasks that can be attended to later or quietly dropped. With good prioritization and careful management of deprioritized tasks, you can bring order to chaos, massively reduce stress, and move towards a successful conclusion. Without it, you will flounder around, drowning in competing demands. Some simple approaches to prioritization which suit many situations are : Paired Comparison Analysis Grid Analysis The Action Priority Matrix

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

The Urgent/Important Matrix (discussed above) Pareto Analysis Nominal Group Technique

DELEGATION OF RESPONSIBILITIES
How can you help people in your organization prepare for future leadership roles and free up more time in your own schedule so you can do other things? DELEGATION. Delegation is the key to a successful organization. Sharing responsibilities keeps members interested and enthusiastic about the organization. You may be reluctant to delegate because you want to make sure the job is done right (your way). They might take longer to accomplish the task than you doing it yourself. It will also help your health while improving the quality of the end project. But you can make members feel unimportant and become apathetic if you do not share the responsibility of making the organization a success. REASONS TO DELEGATE GROUP BENEFITS: Members become more involved and committed. More projects and activities are undertaken. A greater chance that projects will be completed. Increased opportunities for members to develop leadership skills. Chance to fill leadership roles with qualified, experienced people. The organization operates more effectively. Leader benefits: Reduction in the workload on you. Gaining satisfaction from seeing members grow and develop Acquiring more experience in executive and administrative functions

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

AN APPROPRIATE TIME TO DELEGATE IS WHEN: There is a lot of work. A member has particular qualifications for or interest in a task. Someone can benefit from the responsibility. Routine matters need attention. Details take up too much time and have to be divided. THE TIME NOT TO DELEGATE IS WHEN: The task is something you would not want to do by any other than you. Someone is under qualified or overqualified for the task. The work is your own specified responsibility. WAYS TO DELEGATE: Ask for volunteers by a show of hands or pass a sign-up sheet for a particular project. Appoint or suggest someone. Sometimes a member lacks selfconfidence and won't volunteer; appointing him/her demonstrates your confidence in them. Assign through a committee. This takes the pressure off an individual and reinforces organizational structure. The "best fit" of person with the task is the most effective. Try to spread the enjoyable and responsible tasks around, giving more members status and value. GUIDELINES FOR EFFECTIVE DELEGATION: Choose the appropriate people by interviewing and placing your members carefully. Consider his/her time, interest and capabilities. Specific responsibilities to be delegated to a

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

particular person must be appropriate for the growth of that person at that time. Explain why they were selected for this task. Delegate segments that make sense; not bits and pieces of a task, but share the "big picture". People like to know how their segment will help the larger program. Discuss the task at hand. Discuss ideas; mutually set goals and objectives. Whenever possible, give those who will be responsible for carrying out a program a voice in the decision-making. Do not lower standards; do not insult your members. Define clearly the responsibilities being delegated to each person. Explain what is expected of them and what the bounds of authority are. Be sure an agreement is reached on areas where the person can function freely. The end result is important, not the various steps. Everyone accomplishes tasks differently. Find out how you will know when they need help. Make sure they understand you are willing to assist but must first be told when and how you can help. Give accurate and honest feedback. People want and deserve to know how they are doing. This is both an opportunity for giving satisfaction and encouraging growth. Allow for risk-taking and mistakes. Support your officers and committee chairs by sharing information, knowledge and plans with them. It is incredible how many errors are made simply due to a lack of information. Share in their failures as well as their successes. Follow up. Check periodically to see if people have any questions regarding how a project is supposed to be done. This will also let you know how that individual is progressing on the task. There is a fine line between delegating and following-up. Evaluate, you must not overlook the need to evaluate and measure the extent to which actions conformed to plans, if the plans went well or if the original plans were appropriate and worthwhile. Use appropriate feedback techniques. One of your most important roles as a leader is to help your members to

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Time Management

PA 630 PERSONAL MANAGEMENT

DEPARTMENT OF PUBLIC ADMINISTRATION, UNIVERSITY OF KARACHI

learn and grow through both their successes failures! Your members are your greatest resource.

and

their

SPENDING THE RIGHT TIME ON RIGHT ACTIVITY Develop the habit of doing the right thing at the right time. Work done at the wrong time is not of much use. Dont waste a complete day on something which can be done in an hour or so. Also keep some time separate for your personal calls or checking updates on Facebook or Twitter. After all human being is not a machine.

and in the end:

Time is free, but its priceless. You cant own it, but you can use it. You cant keep it, but you can spend it. Once youve lost it you can never get it back

The End

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Time Management