1

LETS MAKE A BOAT

Did the team leader clarify the goal to his team?

Were the roles clarified as to who will do what?

What was the focus on? Important or Completion

 3

Prioritize
your
People

Prioritize
your
Time

Prioritize
your
Activities
 4
DESIRED LEARNING OBJECTIVES

At the end of this lesson student officer will be able to

Discuss Time Management Matrix

Understand Pareto 80/20 Rule

ABC system of Prioritizing

 5
TIME MANAGEMENT MATRIX
FFoorr pprio s e tthh ee
riorriittiizziinngg y y oo u
u uuse
ttaasskkss a yoouurr Whheen
W n y M aattrrixx,,
i
anndd tthhiinnkin m p oorrttaanntt M
kingg n t / II m p
aabboouutt pprio
riorriittiieess,, oone Urrggeent/ youu oovveerrccoom
U mee
o
tthhee m moosstt ppoow ne ooff iitt hheellppss y l hhaabbiitt ooff
weerrffuull wwaayyss n aattuur
raal
is
is tthhee U Urrggeenntt//IIm tthhee n u
urrgg eenntt
mppoorrttaanntt s i n gg oonn
M
Maattrriixx.. u
ffooccusi n
. oo
aaccttiivviittiieess. eenn o
y
y
W h
h
W iitt
hhaabb nntt
r
r g
g ee
uu p
kkeeeep s
u
ffooccu
mpp
iim
 6
TIME MANAGEMENT MATRIX

High Important High Important

High Urgent Low Urgent
Q-I Q-II

Importance
Low Important Low Important
High Urgent Low Urgent
Q-III Q-IV

Urgency
 7
Q-1 Q-2
•Crises •Prevention
MANAGE
•Pressing problems •Relationship building
•Deadlines
RESULTS •Recognising new
RESULTS
•Redress of grievances FOCUS
opportunities
•Trial of charges •Planning activities

Importance
•Meetings with customers
●
●

●
●
Stress
Stress
Burnout
Burnout
•Recreation
●
●

●
●
Vision
Vision
Discipline
Discipline
●
● Fire
Fire Fighting
Fighting
●
● Control
Control

Q-3 Q-4
•Insignificant activities
•Interruptions, some calls •Busy work
•SomeAVOID
RESULTS
mail, some reports
LIMIT
RESULTS
•Unnecessary mail
•Some meetings •Unnecessary phone calls
•Pressing matters •Time wasters
•Popular activities
●
●

●
●
Short
Short Term
Term focus
Shallow
focus
Shallow Relationships
Relationships
•Pleasant activities
●
●

●
●
Irresponsibility
Irresponsibility
Dependence
Dependence on on Others
Others
●
● Worthless
Worthless Planning
Planning
●
● Trivial
Trivial Activities
Activities

Urgency
 8
TIME MANAGEMENT MATRIX
Management Action

When using the Important-Urgent matrix it is

recommended to try to maximize the time
spent with quadrant II activities. This will allow
you (in the long run) to reduce quadrant I
activities, as many of them could have been
quadrant II activities.
9
 10
VILFREDO PARETO’S 80/20 PRINCIPLE
Examples
• 80% of file usage is in 20% of the files

• 80% of telephone calls come from 20% of

all callers

• 80% of discussion in a group is carried out

by 20% of those present

• 80% of absenteeism results from 20% of

the employees
 11
VILFREDO PARETO’S 80/20 PRINCIPLE
Management Action

We should concentrate on the 20% of items

that yield 80% of results, in order to
accomplish more in the same available time.
 12
THE
THE ABCSYSTEM
ABC SYSTEM OF
OF PRIORITIZING
PRIORITIZING
C
B =Medium
Low
A ==High
value
value value
activities that
activities
activities
must that
that
be carried outmay
yield be
some
without
furthe r delay
benefits;
deferred (i.e. the
these
for 2should
0% time
that
yields
get 80 % of priority
second results)
being

C
Z
=
N
o
va
lu
e
ac
tiv
iti
es
th
at
m
ay
be
ig
no
re
d
 13

THE ABC SYSTEM OF PRIORITIZING

What is the purpose of What are the measures

the job? of success?

What is the excellent Which resources are

performance? available?
 14

DISCUSSION
15