time management
Post on 18-Nov-2014
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Remon Ahdy,Professional Diplomas in Sales Management and Marketing.
Effective Personal Time Management
Contents Definition & Power Time management Time management steps Schedule Time thieves Eisenhower principle Formats & exercises
Power Resources
1 - Wealth
2 - Human Resources
3 - Time
4 - Physical Power ( Muscles, thinking, …, … )
5 - Information
6 - Charismatic
7 - Position
What Is Time?•A dimension within which things change.
•The medium through which
goals are accomplished.
Time Management
Time Management
Those who do not take the time to do
something right, must make the time to do it itoverover
something right, must make the time to do it it overover
Time can not be managed , we can only
manage ourselves
.
Time Management
Doing a job right is efficient , doing the right job right is effective.
The more hours people work , the more time they assume they have to finish
Characteristics of timeTime is a scarce commodityTime cannot be bought or exchanged or rentedUnstorable: Time cannot be saved or storedIt is impossible to increase or decrease timeInvariable: The passage of time is constant
Irrevocable: Time cannot be recalledUniversal: Time is equal for all peopleIndivisible: Time is life
Time Management
We Cannot Stop The Passage Of Time
Why do we need to manage time?
1–Wasting Time Causes Stress.
2 Managing Time Improves Productivity3-
Managing Time Improves Your Quality of
Life .
Time Management
–
Seven Dangers Signals: 1 -The belief that you are Indispensable : No
One else can do your work. 2-No time for important work you need and
want to do: Daily crisis consume your time. 3-Attempting too much at once by never
saying “NO.” 4- Unrelenting pressure:
Always feel behind schedule
Time Management
Seven Dangers Signals:5-Habitual (not just occasional) long
working hours.
6-Feeling guilty leaving work on time.
7-Taking worries and problems home.
Time Management
What are the Advantages of planning your time?
Professional and personal objectives are reached more quickly and more confidently.
True / False
Time is saved and can be spent on really important tasks and objectives (management, colleagues, thinking, family, leisure time)
T /
F
You can have time to keep track of all important projects, tasks and activities
T /
F
The stress of daily life is reduced, and you have a more predictable daily plan
T /
F
The Key Words in
Time Management
Commitment
Choice
Control
Time Management
Time Management
Time Management Steps
1. Define your goals (Objectives)
Set long, medium, & short-term objectives
SMART
Time Management
“ If you don’t manage your time, you’ ll never achieve your goals.But if you don’t have goals (objectives), you don’ t need time because you aren’ t going any where. Top goal achievers are always top time managers”
Time and Goals
Characteristics of Effective Objectives
1. Owned by those affected
2. Demanding
3. Achievable
4. Measurable
5. Deadlines
6. Written
7. Flexible
Time Management
Goals (objectives) and time spanLong -Range 5 years
Intermediate 2 – 3 Years
Short- term 1 year
Quarter
Monthly
Weekly
Daily
Priorities
Time Management
Three Kinds of Goals (Objectives)
1. Personal Goals
2. Career \ Organizational goals
3. Professional Long-Range goals
Time Management
Use the space below to define Personal success for you
Time Management
Use the space below to define Professional success for you
Time Management
Which objectives do you wish to achieve?My career objectives Active steps to reach objective ………………………… * ………………………… ..
………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… ..
My Professional objectives Active steps to reach objectives ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… ..
My job objectives Principal tasks demanded by my job ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… ..
Time Management
Time Management Steps
2. Catch the time thievesStudy your own working habits
Define your time thieves
Time Management
Time Thieves
Telephone Visitors
Meetings Customers
You Crises
Colleagues Your Boss
Administration Signatures
Searching for things Newspapers
Work Routine …………………Others
Saw blade effect
INTERRUPTIONSTime
Per
form
ance
100%
Time Management
Time thieves Causes, reasons Possible solutions
Starting today, what are you going to do to catch three of your time thieve ?
Time Management Steps
3. Set priorities
80- 20 Rule (Pareto ’ s law)Tasks and activities nature.
Time Management
Value analysis of the use of time (ABC analysis)
15% 20% 65%
Actual Use of Time
A tasks B tasks C tasks
Very important important trivial /routine
Value of the activity
65% 20% 15%
Eisenhower Principal
C tasks
Delegate
P
A tasks
Tackle immediately
B tasks
Fix a deadline (or delegate at once)
Imp
ort
ance
Urgency
A Tasks
Are Important Tasks Which Cannot Be Delegated
Priority Matrix
High
2 1
4 3
Low
Imp
orta
nce
Low
High
Urgency
The Number One Principle in
Time Management
Identify your Number One Priority
and get it Done First.
Time Management
Key Result Areas
Knowing your key result areas is a key to executive effectiveness.
A. Why are you on the payroll? What key results have you been hired to accomplish?
B.What can you -and only you-do well to make a real difference to your organization?
C. Every person should know what his key result areas are.
Is everyone reports to you clear about the most valuable contribution he can make to your organization?
Single Minded Concentration
A. Do first things first and second things not at all
B. Do things one at a time and stay with them until they are completed.
C. When you complete an important task, you gain energy,enthusiasm and self-esteem. What is the most important task you have facing you today?
D. Your ability to concentrate and persevere or distraction is essential to your success. Development of this habit makes a real difference in your performance.
Don’t Let Yourself Be Distracted By Unimportant Matters
Time Management Steps
4. Use daily SchedulesSet daily objectives
Record your daily activities for three days
Eliminate your time thieves
Time Management
Time Management
Daily Time Log
Name: Date:
Daily Objectives: Deadline:1 ) 4)
2 ) 5)
3 ) 6)
Priority: 1- Import.& Urgent ; 2- Import. Or Urgent; 3- Routine Detail; 4- Trivial
CommentsPriorityTime Used
ActivityTime
اليومي الوقت اليومي جدول الوقت جدول
التاريخ : .....................االسم : ................اليوم منها أهداف االنتهاء موعد
.1.............................................
.2............................................
.3............................................األولوية /األهمية
عاجلة و عاجلة. 2مهمة أو روتينية. 3مهمة مهمة. 4تفاصيل غيرالوقت األهميةمالحظات
المستعملالعمل – النشاط
الوقت
To-Do List
ActivityImportant /Urgent
Priority
Time Estimate
1 - Boss-imposed tasks
………………………………………………………………………………………………………………………………………
2 - System-imposed activities …………………………………………………………………………………………………………………………………………
3 - Subordinate-imposed actions …………………………………………………………………………………………………………………………………………
4 - Self-imposed goals and activities …………………………………………………………………………………………………………………………………………
Sources of a To-Do List
Daily Plan
(Day: …………….)
Items From“To-Do List”
TimeEstimate
Schedule
Time Management Steps
5. Schedule your time according to: Priorities and performance curve
Time Management
+50%
100%
-50%6 8 10 12 14 16 18 20 22 24 2 4 6
Time of day
Time Management Steps
6 .Plan your day in advance
Time Management
Think First
Then Act
Time Management Steps
7 .Start your day with a positive attitude
Time Management
Each Day, You Should Do Something That You Enjoy
Time Management Steps
8 .Reserve time for yourself
Time Management
Time Management Steps
9 .Try to be consistent
Time Management
Take Time to
Take Time to work; it is the price of success
Take Time to think; it is the source of power
Take Time to play; it is the secret of perpetual youth
Take Time to read; it is the fountain of wisdom
Take Time to be friendly; it is the road to happiness
Take Time to love; it is the joy of life.
Take Time to laugh; it is the music of the soul.
Overcoming Procrastination
A. Break the task down into bite-size pieces
B. “Salami-Slice” that is to get started
C. Reward yourself for completing part of the
taskD. Repeat “Do it now; Do it now “over and over
E. Develop a “sense of urgency” One of the rarest of all human qualities
Creating Blocks of Time
A. Creative time-your internal prime time
B. Operational time - Your external prime time
C. Creative work and administrative work must be done separately
D. Possible Blocks of Time:1. Early morning2. Lunchtime3. Close office door in the morning,4. Close office door in the afternoon5. Get to work one-hour early6. Stay one hour later One uninterrupted hour is worth three normal office hours.
Telephone Techniques
Control Telephone Interruptions, and use the telephone more effectively
A. Use the telephone as a Business tool
B. Have your calls held. Call back all at once
C. Avoid Telephone tag. Give and get a specific call-back time
D. Have all calls screened by a secretary
E. Refuse to be a slave to a ringing phone
Time Management Steps1. Define your goals (Objectives)
Set long medium & short-term objectives
SMART
2. Catch the time thieves
Study your own working habits
Define your time thieves
Time Management
Time Management Steps3. Set priorities
80- 20 Rule (Pareto ’ s law)Tasks and activities nature.
4. Use daily Schedules
Set daily objectives
Record your daily activities for three days
Eliminate your time thieves
Time Management
Time Management Steps
5. Schedule your time according to: Priorities and performance curve
6. “Plan your day in advance”
7. Start your day with a positive attitude
8. Reserve time for yourself
9. Try to be consistent
Time Management
Time ManagementTime ManagementPrincipal of putting
things in writingDaily Schedules
Time planner + Self-discipline
Priorities
SuccessSuccess
Thank You
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