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Time management

  1. 1. Time Management Mohamed Mosaad 7/8/2012 Time flies
  2. 2. Objectives • Understand the concept of time management • Implement such concept in an activity • Recognize some facts and principles of time management • Overcome challenges to time management • Develop effective time management skills: • Identify key tasks • Prioritize effectively • Plan and track time • Set SMART goals • Create long-term and short-term plans • Create to-do lists • Develop assertiveness
  3. 3. WIIFM • Plan and prioritize each day‘s activities in a more efficient, productive manner • Overcome procrastination quickly and easily
  4. 4. Today’s Agenda  The importance of time management  What is time management  Planning: • Pareto’s principles • Prioritization  Setting Goals  Implementing and tracking
  5. 5. “Time lost is never found again.” – Benjamin Franklin
  6. 6. The Importance of Time Management Discussion
  7. 7. Control
  8. 8. Productivity
  9. 9. Confidence
  10. 10. Ability to meet goals
  11. 11. Fun
  12. 12. What is time management? • "Yesterday is History Tomorrow is a Mystery But Today is a Gift That is Why They Call it The Present"
  13. 13. • Time Management is the ability of using time well to increase job productivity and life enjoyment. • It can also be defined as "understanding exactly how much time we have and how to use it effectively." • Skill
  14. 14. Activity
  15. 15. Do you: 1) Undertake work as it appears, rather than in order of priority? 2) Accept unimportant interruptions when working on an urgent task? 3) Say ―yes‖ to work requests even when unsuitable? 4) Put off tasks which are uninteresting? 5) Deal with the same material several times, when it should have been dealt with in one sitting?
  16. 16. 6) Have considerable difficulty making decisions? 7) Allow your work surroundings to become disorganized and messy? 8) Let your career path just ―happen‖ rather than taking positive steps towards achieving desirable and realistic life goals? 9) Waste considerable time on unimportant phone calls? 10) Frequently lack the concentrative powers to see tasks through to the end?
  17. 17. Time Wasters and Thieves • Internal (Easy to control)  Inability to concentrate  Indecision  Frustration  Procrastination  Lack of overall objective
  18. 18. External(Hard to control…but you can) • Phone Calls
  19. 19. Emails
  20. 20. Facebook
  21. 21. TV
  22. 22. Noise and distractions
  23. 23. I CAN NOT SAY NO
  24. 24. iPhones, iPods, and iPads
  25. 25. Planning • “The bad news is time flies. The good news is you’re the pilot.” – Michael Altshuler I. Pareto's Principle II. Prioritization III.Setting Goals
  26. 26. I. Pareto’s Principle
  27. 27. II. Prioritization 1. ABC Analysis 2. Stephen Covey’s matrix
  28. 28. 1.ABC Analysis A B C
  29. 29. 2.Stephen Covey’s Time Management Matrix) 1 Important and urgent (Do it Now) 2 Important but not urgent (decide when to do it) 3 Urgent but not important (delegate it) 4 Not important, Not Urgent(Dump it) ImportantNotImportant Urgent Not Urgent
  30. 30. Setting Goals
  31. 31. Implementing and tracking • Procrastination • Organizing • Being Assertive and Saying NO • Creating To-Do Lists • General Tips
  32. 32. 1.Procrastination • "to keep delaying something that must be done."  No Deadline  No passion  Don’t know where to start  Need help
  33. 33. Overcoming Procrastination • Delete • Delegate • Do it now • Ask for advice • Obey the 15 minutes rule! • Have a clear deadline! • Give yourself a reward! • Remove distractions!
  34. 34. Organization
  35. 35. Follow the S.T.I.N.G Strategy: • Select one task to do at a time. • Time yourself using a clock for no more than one hour. • Ignore everything else during that time. • No breaks or interruptions should be permitted. • Give yourself a reward when the time is up.
  36. 36. Being Assertive and Saying NO • The fact is: you cannot do everything. So, Don‘t undertake things you cannot complete Remain consistent to your goals • How to Say No • Give a reason • Be diplomatic • Suggest a trade-off • Don‘t put off your decision
  37. 37. To Do List • Daily to do list • Weekly to do list • Semester to do list • Yearly to do list
  38. 38. Daily to do list
  39. 39. Weekly to do list
  40. 40. Semester to do list
  41. 41. Yearly to do list
  42. 42. General Tips • 1. Keep it Clean: A clean workspace is key to maximum productivity • 2. Keep it Organized: A fixed commitment schedule helps you get everything done • 3. Keep it Goal Oriented: Even setting short term goals helps keep you motivated • 4. Keep it Quiet: A quiet room is the best to keep concentration • 5. Keep it Active: A lazy body can result in a lazy brain
  43. 43. •“Living your life without a plan is like watching television with someone else holding the remote control.” – Peter Turla •

Notas del editor

  • Control: Proper time management allows you to take some measure of control over your life. By pre-planning your activities you help your days to become ordered. Things come up and you may be forced to change your plan at times, but for the most part, knowing exactly what you need to achieve each day and having a plan to ensure that these things get done, will help you be more in control of your destiny.
  • 2. Productivity: Proper time management allows you to be more productive. When you don‘t properly manage your time, you often have too many activities and not enough day. Time gets away from you. To counteract this, write down what you need to get done and allocate a definite and realistic period of time to achieve it. When the time period is up for each activity, move on. Doing this will mean that you at least get some things finished and have moved towards completing the other activities.
  • Confidence: Proper time management gives you confidence. This is partly because you have taken back control of your life. Checking things off your to-do-list will cause your confidence to soar as you realize that you can finish what you start. As your accomplishments grow so will your confidence.
  • Ability to meet goals: Another one of the benefits of time management is the ability to meet your goals. It is nearly impossible to meet your goals when you fail to properly manage your time. This is because you never get around to doing what needs to be done in order to achieve the goals you've set for yourself. Something always comes up, or you spend too much time on frivolous tasks, eating away time that should go toward meeting your goals.
  • 4. Fun: Proper time management allows you to have more time for fun. By prioritizing and getting the most important and pressing things done first, you then have time to do the things you really want to do. This might be a favorite hobby, going dancing, enjoying time with family and fiends
  • I need each one of you to answer the following yes-no questions.
  • Put off: Postpone
  • If you answered YES to 0-3 questions Congratulations! Others can learn from your positive time management techniques. If you answered YES to 4-7 questions Reasonable, but no cause for bragging! Start working on those YES responses. If you answered YES to more than 7 questions then It really is time you manage your time more effectively!
  • Inability to concentrate: You can’t concentrate on what you are doing. Maybe because you need to sleep or you are thinking about something in your mind.Indecision: You can’t decide which mission or task to start and when and how.Frustration: You maybe afraid on not being able to achieve your goal.Procrastination: You are postponing everything with no rational reason.Lack of overall objective: lack of objectives, priorities, deadlines, and daily plan . It is hard to hit something with eyes closed It is impossible to achieve something that you are not yet clear about
  • Telephone interruptions – Many times we are in the middle of accomplishing something really important and the telephone rings. These calls can not only take you away from your task, but sometimes they interrupt your train of thought and you can‘t return to where you were without retracing your steps.
  • Sometimes you need to spend much time to check your 1000 emails and notifications So try to clear or mark your emails as read from time to time.
  • Facebook. Average wasting time by Facebook is needed here.
  • Average time wasted by TV needed here.
  • Vilfredo Pareto was an Italian economist. He is famous for his 80-20 rule (principle).This principle states that typically 80% of unfocussed effort generates only 20% of results. This means that the remaining 80% of results are achieved with only 20% of the effort. While the ratio is not always 80:20, this broad pattern of a small proportion of activity generating non-scalar returns recurs so frequently that it is the norm in many situations. Out of your 100% tasks, only 20% are core. If you invest your time, effort, and energy into these 20 tasks, you will get 80% results. You use this principle to identify these 20% core tasks, and pay special attention to them.
  • A technique that has been used in business management for a long time is the categorization of large data into groups. These groups are often marked A, B, and C—hence the name. Activities are ranked upon these general criteria:A – Tasks that are perceived as being urgent and important,B – Tasks that are important but not urgent,C – Tasks that are neither urgent nor important.Each group is then rank-ordered in priority. To further refine priority, some individuals choose to then force-rank all "B" items as either "A" or "C". ABC analysis can incorporate more than three groups.[9]
  • IMPORTANT: These are activities that lead to the achieving your goals and have the greatest impact on your life. URGENT: These activities demand immediate attention, but are often associated with someone else‘s goals rather than our own.The Four-Quadrant TO DO Task Since first introduced by Stephen Covey, the four quadrants became so popular. As everyone knows, these four quadrants help us identify tasks that need attention by tagging them with their importance and urgency. Here are the four quadrants and their significance at a glance: Quadrant I: Represents things that are both ―urgent‖ and ―important‖ – we need to spend time here- Quadrant of Firefighting The activities need to be dealt with immediately, and they're important. This is where we manage and produce, and where we bring our experience and judgment to bear in responding to many needs and challenges. Many important activities become urgent through procrastination, or because we do not do enough prevention and planning. For example, bills that are due today. Quadrant II: Includes activities that are ―important, but not urgent‖- Quadrant of Quality Although the activities here are important, and contribute to achieving the goals and priorities - they do not have to be done right now. As a result, they can be scheduled in when you can give quality thought to them. Here‘s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills. Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it. Investing in this Quadrant shrinks Quadrant I. For example, preparing for a PHD Another good example would be the preparation of an important talk, or mentoring a key individual. Prayer time, family time and personal relaxation/recreation are also part of this Quadrant. Quadrant III: Includes things that are ―urgent, but not important‖ - Quadrant of Deception Quadrant III is all about distractions. They must be dealt with right now, but frankly, are not important. For example, when you answer an unwanted phone call, - you have had to interrupt whatever you were doing to answer it. The noise of urgency creates the illusion of importance. Actual activities, if they are important at all, are important to someone else. For example, many phone calls, meetings, and drop-in visitors fall into this category. Quadrant IV: Reserved for activities that are ―not urgent, not important‖- Quadrant of Waste We often ―escape‖ to Quadrant IV for survival Some meetings could fall into this category – they have been scheduled in advance, but if they achieve nothing, or you do not contribute to them, then they have simply wasted time. Other examples could include driving time and low quality relaxation or family time. Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters. Watching ―mindless‖ television shows is also a good example. should focus on for long term achievement of goals
  • .A goal: Is 1-3 action statement .The best thing you need to do that your action must start with a verb such as increasing
  •  Working files: these are files related to your current projects/clients. They are used and referred to on daily basis, e.g. list of requirements…etc Reference files: these are files related to your current projects/clients. They are used and referred to less frequently than working file, e.g. agreements..etc Archive files: these are files of projects/clients you have finished working on/with.