"عسى ان تكون علما ينتفع به" time management

1. Time Management
Tips

2. What is time management? Why?
Urgent and important matrix
Action priority matrix
Components of time management
Time management techniques
Tools for time management
Technology and time management
Time management skills
Role of managers in inculcating time
management skills in employees
Time management in corporate
Practicing time management at workplace
Managing interruptions
Relationship between stress and time
management
Time management tips
Use Your Energy Efficiently

3. Cont. …
› An individual who wastes time at workplace is liked by none and finds it difficult to
achieve targets within the stipulated time frame.
› His work is never finished on time and is often criticized by fellow workers and
superiors.
› Let us go through some time management tips for professionals;

4. Reach office on time
• Avoid taking frequent leaves from work.
• It is important to be punctual for effective time
management.
• Do not roam here and there.

5. Prepare a “Task Plan”
• It is the first thing you should do in the morning.
• Write down what all needs to be done in a single
day against the time slots you wish to assign to
particular tasks as per their importance.
• Urgent assignments must be completed first
followed by low priority tasks.
• Once the task is complete, tick it off, you will feel
relieved.

6. Use a planner or organizer
• Use a planner or organizer to plan your day well.
• A calendar never lets you forget important dates and meetings.
• Leave a little early for meetings outside office.
• Do keep margin of time for traffic jams, diversions or other
unavoidable conditions on road.

7. Estimate time for tasks

8. Prioritize and put first things first / Set
priorities for yourself
• Do not accept any task which you yourself know is difficult for you
to accomplish within the allotted time period.
• A firm “NO“ in the beginning will save your reputation later.

9. Manage yourself well
• Keep your workstation clean and organized.
• Files and important documents must be kept at their proper
places.
• Avoid keeping stacks of files and heaps of paper at the desk.
Throw whatever you don’t need.
• Never write on loose papers as you would definitely loose
them after some time.
• Keep all your personal belongings at one place.

10. Do not clutter your desktop
• Create separate folders to organize your documents.
• Delete whatever files and folders you don’t need.
• Manage your emails well.

11. Avoid gossiping or loitering around at
workplace
• Your office does not pay you for playing games on computer during
office hours.
• Do not work only for salary and to please your boss, work for
yourself.
• The dedication should come from within.

12. Set clear goals and objectives
• The KRAs (Key Responsibilities Area) of an employee
must be communicated to him clearly.
• Know your targets, if you feel your targets are
unrealistic, speak to your reporting boss immediately.
• Plan things well, planning helps you complete tasks on
time.

13. Do assign some time for yourself
• Personal calls, catching up with old
friends on Face book, writing updates on
Twitter or even booking movie tickets for
weekends.

14. Avoid long personal calls during office hours
• Remember if you finish your work on time, you will have enough time for
your friends and family after office hours.
• A balance between personal and professional life is essential to be
successful in the long run.

15. Always keep additional time

16. Avoid
Multitasking

17. Avoid Multitasking
› People generally believe that when you ‘multitask’ and do several tasks at once, you
actually save time and get more done in the same time.
› However, this is just a myth and in reality when you multitask, you tend to spend your
energy, concentration and focus on several things all at once.

18. Cont. …
› For example, you may be talking on the phone with a friend while at the same time asking a
query on a chat window to your colleague and may also try to read an email that just came in.
› Hence, when you try to do all these things together, you tend to put in less than your hundred
percent in each task and will produce results of low quality.
› Therefore, it is self-evident that a good time management practice would be to avoid
multitasking.
› So, develop a habit of finishing one task before moving onto another.
› Thus, getting over the habit of multitasking will help your become more efficient, improve the
quality of your work and lower stress levels.

19. Tips to Avoid Multitasking

20. Keep your thoughts together
when you feel they are
wandering from the current
task
Avoid and manage your
interruptions
Improve your concentration
and focus properly on one
task at a time
Resist the urge to jump from
one task to another
Check emails at
designated time
intervals only
Stop immediately as soon as you
start multitasking
Plan your day in
blocks

21. Time Wasters

22. Time Wasters
1. Stress & Anxiety
2. Interruptions
3. Procrastination
4. Perfectionism
5. Lack of Planning
6. Depression
7. Not saying ‘no’
8. Attempting too much
9. Being unorganized
10. Meetings without agenda
11. Fear of delegating
12. Problems With Objectives/Priorities
13. No clear deadline
14. Inadequate resources
15. No passion for doing the work
16. Tired/unable to concentrate
17. Shifting Priorities
18. Fear of failure or success

23. Challenges of Time Management

24. Putting off doing the things that
you should be doing at this point!
It is failure to recognize the
difference between excellence and
perfection.
It means setting objectives that are
unrealistic / unattainable /
unchallenging.
• List all tasks that you are
currently putting off.
• Remove two from the list by
doing them now!
• Plan and set a schedule for
dealing with the rest
• Reward when tasks are
completed and punish when
tasks are not completed on
schedule
• Differentiate between Excellence
and Perfection
• Excellence is Achievable,
Healthy, Satisfying, Realistic
• Perfection is Unattainable,
Frustrating, and Unrealistic
• Use SMARTS criteria where the
objectives are:
• Specific, Measurable, Attainable,
Realistic, Time-bound, and
Supported by the organization
• Objectives should be challenging
Procrastination Paralyzing Perfectionism Setting incorrect Objectives

25. Ideal Task Plan

26. Ideal Task Plan
Date -………………
Day -………………
› 9:00 AM - Day Begins.
› 09:15 – 10:00 AM - Reply urgent emails.
› 10:00 - 12:00 - Work on client A’s proposal:
– Prepare reports and necessary data (Most Urgent)
– Work on comparative analysis of competitors (Urgent)
› 12:00 - 12.30 - Sit and discuss with team members on pending issues (Have to clear
all pending work by end of the day).

27. Cont. …
› 12.30 - 13.30 - Lunch Break (Enjoy with fellow workers).
› 13.30 - 14.40 - Call up spouse.
› 14.40 - 15:00 - Work on Client B’s Proposal (Still have two days).
› 15:00 - 16:00 - Sit with Boss for approvals and other critical issues.
› 16:00 - 17:00 - Call up existing and potential clients.
› 17:00 - 17.15 - Check personal mails.
› 17:15 - 18:00 - Collate reports and send to immediate reporting Boss.
› 18:00 - 18:15 PM - Organize Work Station.
› Day Ends

28. Contact us on;
ossama.motawae@eurekaeg.com
+201023985680