Time Management


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Time Management

  1. 1. Time management
  2. 2. Time Management <ul><li>Signs of overload </li></ul><ul><li>frustration, fatigue, </li></ul><ul><li>taking work home from the office, </li></ul><ul><li>no deadlines </li></ul>
  3. 3. Time Management <ul><li>Time management means the efficient use of our resources, including time, in such a way that we are effective in achieving important personal goals. </li></ul>
  4. 4. Time Management <ul><li>Time is something we never have enough of </li></ul><ul><li>Fortune building starts with time management </li></ul>
  5. 5. Time Management <ul><li>Time is working for you </li></ul><ul><li>If you don't use its potentional for you, it will act against you </li></ul><ul><li>Time wasting not only affecting you but also the others </li></ul>
  6. 6. Time Management <ul><li>Time is equally distributed to all of us </li></ul><ul><li>Time management starts by I want </li></ul><ul><li>Time management is a commitment </li></ul>
  7. 7. Time Management <ul><li>All champions plan their work </li></ul><ul><li>Strange idea that it is difficult task </li></ul><ul><li>Time is money (cost of minute) </li></ul><ul><li>Time can not be saved </li></ul>
  8. 8. Time Management
  9. 9. Time Management <ul><li>6 hours sleep per day </li></ul><ul><li>50% of weekly time meetings </li></ul><ul><li>The rest for researches, </li></ul><ul><li>visits and follow up </li></ul><ul><li>The best time to think </li></ul><ul><li>between 6 to 8 am </li></ul><ul><li>High family affection </li></ul>
  10. 10. Time Management <ul><li>What’s involved ? </li></ul><ul><li>Analysis </li></ul><ul><li>Planning </li></ul><ul><li>Follow-up and Re-analysis </li></ul>
  11. 11. Time Management <ul><li>Find out how you use your time </li></ul><ul><li>Analyze your time log to identify your problems </li></ul><ul><li>Set goals by means of priorities rating </li></ul><ul><li>Develop action plans </li></ul>
  12. 12. Time Management <ul><li>5.Schedule the key tasks </li></ul><ul><li>6.Develop solution for overcoming time management problems </li></ul><ul><li>7.Follow up and reanalyze </li></ul>
  13. 13. Time Management <ul><li>Time use analysis </li></ul>The Problem ! I don’t have a time I’m working late every night If only there were thirty-six hours in the day I have had a crisis last week
  14. 14. Time use analysis <ul><li>Do you have enough time to do things you want to do? </li></ul><ul><li>Do you have a daily plan for each activity? </li></ul><ul><li>Do you feel a control of your daily schedule? </li></ul><ul><li>Do you revise last day achievement? </li></ul><ul><li>Are you able to say NO forinterruptions? </li></ul><ul><li>Do things accumulate on your disk? </li></ul><ul><li>Do you feel always working and have no fun? </li></ul>
  15. 15. Time use analysis <ul><li>Time log </li></ul><ul><li>time log can help you identify how the others waste your time, and how I waste their time </li></ul><ul><li>Self assessment of abilities and resources </li></ul>
  16. 16. Time use analysis <ul><li>The 168-hour limit </li></ul><ul><li>24 hours in a day </li></ul><ul><li>168 hours in a week </li></ul><ul><li>8,760 hours in a year </li></ul>
  17. 17. Time use analysis <ul><li>The 168-hour limit </li></ul><ul><li>No more, no less we all have the same amount of time the U.S. President or a retiree </li></ul><ul><li>It Isn’t a matter of being able to beg , borrow, or steal </li></ul>
  18. 18. Time use analysis <ul><li>The 168-hour limit </li></ul><ul><li>Time management, then, is the process of managing the things we do in that block of 168 hours per week </li></ul>
  19. 19. Time use analysis <ul><li>168 hours-one week-may seem like a great deal of time </li></ul><ul><li>People will often say “I can do a lot in 168 hours ” </li></ul>
  20. 20. Time use analysis <ul><li>Personal Work Hours / Week </li></ul><ul><li>-Sleep (7hrs a night) 49 </li></ul><ul><li>-Eat (2 hrs a day) 14 </li></ul><ul><li>-Dress (1 hr per day) 7 </li></ul><ul><li>-commute to work 5 </li></ul><ul><li>-Other chores </li></ul><ul><li>(to maintain ourselves) 14 </li></ul><ul><li>89 </li></ul>
  21. 21. Time use analysis <ul><li>Hours /Week </li></ul><ul><li>Working on the job 40-50 </li></ul><ul><li>-Family, Leisure, </li></ul><ul><li>personal growth, 30-40 </li></ul><ul><li>hobbies, </li></ul><ul><li>Free time </li></ul><ul><li>168 </li></ul>
  22. 22. Time use analysis
  23. 23. Time use analysis <ul><li>Reasons for time wasting </li></ul><ul><li>People prefer to do what they like and postpone what they do not </li></ul><ul><li>People prefer to do what they are professional in </li></ul><ul><li>People prefer to do tasks need less time </li></ul>
  24. 24. Time use analysis <ul><li>Reasons for time wasting </li></ul><ul><li>People prefer interesting subjects </li></ul><ul><li>People respond to others’ needs before their own </li></ul><ul><li>People start by urgent not important subjects </li></ul>
  25. 25. Time Robbers <ul><li>Exaggerated time robbers * </li></ul><ul><li>Incomplete information for solution </li></ul><ul><li>Employees with problems </li></ul><ul><li>Telephone </li></ul><ul><li>Routine tasks </li></ul><ul><li>Meetings </li></ul>
  26. 26. Time Robbers <ul><li>Exaggerated time robbers * </li></ul><ul><li>6 . Drop-in visitors </li></ul><ul><li>7. Outside activities </li></ul><ul><li>8. Crisis management </li></ul><ul><li>9. Poor communication </li></ul>
  27. 27. Time Robbers <ul><li>Actual time robbers </li></ul><ul><li>Attempting too much at once </li></ul><ul><li>Unrealistic time estimates </li></ul><ul><li>Procrastination </li></ul><ul><li>Not listening </li></ul><ul><li>Not say “no” </li></ul>
  28. 28. Time Robbers <ul><li>Actual time robbers </li></ul><ul><li>6. Doing it myself </li></ul><ul><li>7. Stacked desk, personal disorganization </li></ul><ul><li>8. delegating responsibility without authority </li></ul><ul><li>9. Absenteeism & late arrival </li></ul><ul><li>Weak control & over control </li></ul>
  29. 29. Analyzing your goals <ul><li>Many of us become frustrated about our time management because we feel we are unable to accomplish basic goals </li></ul>
  30. 30. Analyzing your goals <ul><li>Work goals (to be a Good manager) </li></ul><ul><li>Family goals (good father) </li></ul><ul><li>Community goals (diabetes awareness trainer) </li></ul><ul><li>Self goals (physical fitness) </li></ul>
  31. 31. Analyzing your goals <ul><li>Write down the A-priority goals </li></ul><ul><li>Evaluate your goals </li></ul><ul><li>List the key tasks that must be done to achieve the goal </li></ul><ul><li>Describe measurable results </li></ul><ul><li>intangible goals (fuzzes) </li></ul>
  32. 32. The matter of priorities <ul><li>1 st .priority </li></ul><ul><li>( urg.&imp.) </li></ul>3 rd . Priority 2 nd . priority Last Priority Importance urgency Low
  33. 33. Action plan <ul><li>Decide on high priority goal </li></ul><ul><li>Identify performance task </li></ul><ul><li>Arrange task in logical sequence </li></ul><ul><li>Develop a time frame for each task and achievement of the goal </li></ul>
  34. 34. Scheduling and bicycle <ul><li>Schedule your a-priority task in most productive time </li></ul><ul><li>Schedule routine, pleasant task in the warm-up period </li></ul>
  35. 35. Types of planning guides <ul><li>Weekly plan: extremely valuable tool, </li></ul><ul><li>Should contain the following </li></ul><ul><li>- key activities </li></ul><ul><li>- key projects </li></ul><ul><li>Key person </li></ul>
  36. 36. Types of planning guides <ul><li>Daily planning should become as much a habit </li></ul>
  37. 37. Improve time management techniques <ul><li>Establish a time management system </li></ul><ul><li>Use time effectively not efficiently </li></ul><ul><li>Divide your time on quantity not quality </li></ul><ul><li>Work smarter not harder </li></ul><ul><li>Use do not disturb hour ”quiet hour” </li></ul>
  38. 38. Improve time management techniques <ul><li>Enhance the ability to say NO </li></ul><ul><li>Research for new business or customers </li></ul><ul><li>Keep fitness for physical health </li></ul><ul><li>Don’t lose what you have got for your family </li></ul>
  39. 39. Improve time management techniques <ul><li>Goals and priorities </li></ul><ul><li>Start with A and not C </li></ul><ul><li>Handle each piece of paper only once </li></ul><ul><li>Neither important nor urgent </li></ul><ul><ul><li>File it </li></ul></ul><ul><ul><li>Deal with in &quot;down time&quot; </li></ul></ul><ul><ul><li>Delegate </li></ul></ul><ul><ul><li>Don’t do it </li></ul></ul>
  40. 40. Time management <ul><li>The four Doe's of time management </li></ul><ul><li>Deal </li></ul><ul><li>Delegate </li></ul><ul><li>Delay </li></ul><ul><li>Drop </li></ul>
  41. 41. Thank you <ul><li>Dr. moh amed sorour 0105359170 </li></ul>