Time management

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  • 1. Time Management Prepared by: Ghaiath M. Abas FMOH-DGHPD Research Directorate
  • 2. Why is time management important?
    • Time cannot be bought, stored or stopped - every second that passes is gone forever and can never be recovered or re-used
    • "Perhaps the most valuable result of any work is the ability to make yourself do the things that you have to do, when it ought to be done, whether you like it or not."--Thomas Huxley
  • 3. Common misconceptions about time management
    • Efficiency and effectiveness are the same
    • To do a job properly, do it yourself
    • There's only one right way to do a job
    • Time management is a waste of time
    • A good time manager lacks creativity
  • 4. Hints for effective time management
    • Schedule Your Time (written)
    • Always Walk One Step at a Time
    • Identify Your Time Wasters
    • Don't be a perfectionist
    • Learn to say NO
    • Learn to Prioritize
    So many people don't turn in work, they never get things done, they never start a business because they're waiting until it's perfect.
  • 5. Schedule Your Time
    • Create a periodical schedule
    • Assess and plan your work load each week
    • Adjust your plan each day
    • Evaluate your schedule
    • Treat work as a personal commitment
    • Use waiting time
    • Avoid distractions
    • Use the same place to work every time
    • Work difficult or boring tasks first
    • Identify your best time of the day
  • 7. Hints for Prioritization
    • The Urgency/Important Grid
  • 8. Urgent/Important…which is which?
    • Zone 1: fairly urgent but of low importance. Complete adequately but above all quickly
    • Zone 2 - tasks here are neither important nor urgent. Eliminate some of the things that make your work enjoyable
    Ask yourself " How can I avoid spending too much time on these tasks ?" Ask yourself " How can I avoid the temptation to do these easy or enjoyable tasks ?"
  • 9. Urgent vs. Important …cont,.
    • Zone 3 - tasks here are both urgent and important. They require immediate attention
    • Zone 4 - tasks here are important but not urgent. Either no specific deadline or a deadline that is a long way off.
    Ask yourself " How can I give myself enough time to do these tasks well ?" Ask yourself " How can I avoid putting these jobs off ?"
  • 10. Assess your task!! Is the task urgent & important? Do you need to complete it today? Take immediate action A Is the task urgent or important? Does it has a definite deadline? yes No Allocate time to complete it Set realistic deadline for it B Is the task necessary? Save the task for quiet time Discard C yes yes No yes No yes No
  • 11. The ABCs
    • Type A Tasks: Try to complete a few of these urgent and important tasks each day.
    • Type B Tasks: These are likely to represent the majority of your work and should take up most of your day.
    • Type C Tasks: These low-priority tasks should be fitted into your schedule, as time allows
  • 12. Before we go …… Remember
    • Time is your life
      • Making the best of it
      • is making the best of your life
      • And God will ask you about it
  • 13. Practical aspects
    • Please Refer to the handout
    Thank you all