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📗 Nayab Subba syllabus: Paper III (General Administration), Section B, Unit 2.11 · Open the full Public Management course
Time management (समय व्यवस्थापन) means planning and controlling how time is used so that the most important work is done on time with the least waste. Time cannot be stored or bought back, so it is one of the scarcest resources of a manager.
1. Importance of time management in a public office
- Citizens get services on time, as promised in the Citizen Charter (see Public Service Delivery and Citizen Charter).
- The law sets time limits for many decisions (for example, the Good Governance Act requires decisions within set periods).
- Projects and budgets are completed within the fiscal year.
- Less stress, better quality work and higher productivity.
- Builds trust and the image of the office; reduces complaints and corruption caused by delay.
2. Common time wasters
| Time waster | Example |
|---|---|
| — | — |
| Poor planning | No daily or weekly plan; working only on what comes first |
| Unnecessary meetings | Long meetings without agenda or decisions |
| Interruptions | Unplanned visitors, phone calls, social media |
| Procrastination | Postponing difficult tasks |
| Inability to say no | Accepting every request |
| Poor delegation | Doing work that juniors can do |
| Paper and procedure delays | Files moving through too many desks |
| Unclear goals and roles | Not knowing who does what |
3. Techniques of time management
- Set goals and plan: daily to-do list, weekly and monthly plans.
- Prioritise: do important work first.
- Eisenhower (urgent–important) matrix:
| Urgent | Not urgent | |
|---|---|---|
| — | — | — |
| Important | Do now (crises, deadlines) | Plan and schedule (planning, training) |
| Not important | Delegate (some calls, routine requests) | Eliminate (time wasters) |
- Pareto (80/20) principle: about 80% of results come from about 20% of activities, so focus on the vital few.
- ABC analysis: A = most important, B = important, C = least important.
- Scheduling: fix time blocks for focused work; use calendars and reminders.
- Delegation: give routine work to subordinates with authority (see Job Description and Delegation of Authority).
- Effective meetings: clear agenda, start and end on time, record decisions.
- Use technology: e-mail, electronic darta–chalani, MIS, online services.
- Avoid procrastination: break big tasks into small steps; start with the hardest task.
- Batch similar tasks: sign files or reply to letters at fixed times.
4. Tools
- To-do list, diary, planner and calendar.
- Gantt chart for activities and timelines.
- PERT/CPM for large projects (critical path shows the tasks that cannot be delayed).
- Work schedule and work-flow charts.
5. Time management for an assistant-level employee
- Reach the office on time and keep the register and files ready.
- Handle citizens in order, without favouritism.
- Finish today’s darta–chalani and note-writing the same day where possible.
- Keep a list of pending files (पेन्डिङ फाइल) and clear old ones first.
6. Example: planning a working day
| Time | Task | Technique |
|---|---|---|
| 10:00–10:30 | Check darta and urgent letters | Prioritise urgent and important work |
| 10:30–12:30 | Prepare tippani and draft letters | Block time without interruptions |
| 12:30–13:00 | Meet service seekers | Fixed hours for visitors |
| 14:00–15:30 | Field visits or meetings | Agenda and time limit |
| 15:30–16:00 | Review the day and plan tomorrow | To-do list |
7. Eisenhower matrix
- Urgent and important: do it now (for example a deadline today).
- Important but not urgent: schedule it (training, planning).
- Urgent but not important: delegate it (routine replies).
- Neither urgent nor important: drop it (unnecessary chatting).
8. How this topic is asked in the exam
Objective questions ask common time wasters, the meaning of prioritising and tools such as diaries and Gantt charts. Subjective questions ask “How can a civil servant manage time effectively?” Answer with time wasters, techniques and an example of a planned working day.
📌 Key points to remember
- Time management = planning and controlling use of time so important work is done on time.
- Time wasters: poor planning, unnecessary meetings, interruptions, procrastination, poor delegation.
- Eisenhower matrix: important + urgent = do now; important + not urgent = schedule; not important + urgent = delegate; neither = eliminate.
- Pareto principle: 80% of results from 20% of activities.
- Tools: to-do list, calendar, Gantt chart, PERT/CPM.
📝 Quiz
Test yourself: Time Management
50 questions on Importance of time management in a public office, Techniques of time management and Time management for an assistant-level employee. Each attempt picks 25 at random.
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