BD Time Management
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BD Time Management Presentation Transcript

  • 1. Time Management Abdelrahman Adel Business Development Engineer Abdelrahman.adel.ali@hotmail.com
  • 2. Agenda • Meaning & Advantages of Time Management. • Myths about time. • How we waste time ? • Time generations. • Smart goals. • Pareto’s Principle. • Time Management Matrix. • What can stop you? • Action plan.
  • 3. Meaning & Advantages of Time Management. • 60 minutes per hour. • 1,440 minutes per day. • 525,600 minutes per year. • Basic meaning of Time: • Planning • Setting Goals • Organizing • Scheduling • Prioritizing • Delegation • Monitoring • Analysis
  • 4. Meaning & Advantages of Time Management • To realize the value of ONE YEAR : ask a student who failed a grade. ONE MONTH : ask a mother who gave birth to a premature baby. ONE WEEK : ask the editor of a weekly newspaper. ONE HOUR : ask the lovers who are waiting to meet. ONE MINUTE : ask a person who missed the train. ONE SECOND : ask a person who just avoided an accident. ONE MILLISECOND : ask the athlete who just won a silver medal in Olympics. value of THE
  • 5. Meaning & Advantages of Time Management • Control. • Reduction of Stress. • Sense of Achievement. • Increased Energy. • Increased Productivity. Advantages of THE
  • 6. Myths about time 1. The longer or harder you work the more you accomplish. 2. If you want something done right, do it yourself. 3. We should take pride in working hard. 4. You should try to do the most in the least amount of time. 5. You should try to do the most in the least amount of time. 6. Get more done and you’ll be happier.
  • 7. How we waste time ? • Minor Time wastes: – Interruptions we face during the day. – Being a slave on the telephone. – Unexpected/Unwanted visitors. – Needless reports/Junk mail. – Meetings without agenda.
  • 8. How we waste time ? • Major Time wastes: – Procrastination. – Afraid to Delegate. – Not Wanting to Say “NO” – Low Self-Esteem. – Problems With Priorities.
  • 9. Time generations • There are three generations of time management . – 1st generation. – 2nd generation. – 3rd generation. • After using this generations we noticed that, we do what is very urgent, not doing what very important. • So the fourth generation appeared.
  • 10. "SMART" GOALS • S - Specific & Self. • M – Measurable. • A - Achievable & Positive. • R - Realistic & Rewarding. • T - Time Bound.
  • 11. Pareto’s Principle (80/20 Rule) • 80% of Work gives 20% Results & 20% of Work gives 80% Results • One Rs.500/- v/s Hundred Rs.5/- • Effective v/s Efficient • Smart work v/s Hard work
  • 12. Time Management Matrix Urgent Not Urgent Important I. • Crisis • Pressing Problems • Dead-line driven projects, meetings, preparations II. • Preparation • Prevention • Values Clarification • Planning • Relationship building • True re-creation • Empowerment Not Important III. • Interruptions, some phone calls • Some mail, some report • Some meetings • Many proximate, pressing matters • Many popular activities IV. • Trivia, busy work • Some phone calls • Time wasters • “Escape” activities • Irrelevant mail • Excessive TV
  • 13. Time Management Matrix Urgent Not Urgent Important Not Important
  • 14. Quadrant I • Represents things that are both “urgent” and “important” – we need to spend time here • This is where we manage, we produce, 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 don’t do enough prevention and planning
  • 15. Quadrant II • Includes activities that are “important, but not urgent”- Quadrant of Quality • 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
  • 16. Quadrant III • Includes things that are “urgent, but not important” - Quadrant of Deception. • The noise of urgency creates the illusion of importance. • Actual activities, if they’re important at all, are important to someone else. • Many phone calls, meetings and drop-in visitors fall into this category.
  • 17. Quadrant IV • Reserved for activities that are “not urgent, not important”- Quadrant of Waste. • We often “escape” to Quadrant IV for survival. • Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time- wasters.
  • 18. Is it bad to be in Quadrant I? • Are you in Quadrant I because of the urgency or the importance? • If urgency dominates, when importance fades, you’ll slip into Quadrant III. • But if you’re in Quadrant I because of importance, when urgency fades you’ll move to Quadrant II.
  • 19. What’s the problem with urgency? • Urgency itself is not the problem… • When urgency is the dominant factor in our lives, importance isn’t. • What we regard as “first things” are urgent things.
  • 20. Where do I get time to spend in Quadrant II? • From Quadrant III. • Time spent in Quadrant I is both urgent and important- we already know we need to be there. • We know we shouldn’t be there in Quadrant IV. • But Quadrant III can fool us.
  • 21. Time Management Matrix Urgent Not Urgent Important Not Important
  • 22. What can stop you? • Negative Thoughts. • Negative People. • Low Self-Esteem. • Fear of Failure. • Fear of Rejection.
  • 23. What can stop you? • Counter Procrastination: – Recognize that you are Procrastinating. – Why you are Procrastinating? – Make up your own rewards. – Ask someone else to check up on you. – Identify the unpleasant consequences.
  • 24. Action plan • Enter the RISK ZONE. • Communicate & Clarify Values. • Analyze your use of TIME - “80/20” • Do not “REACT” to Urgency. • Deal with One Paper only Once. • Allocate time according to Priorities. (Quiet Hour, Session I,II,III,IV) • “ TO DO LIST” (Top 3 Priorities today) • Have a Follow through. • Learn to say two letter word - “ NO” • Visualization and Auto-Suggestion. • Delegate low Priority Item.
  • 25. Action Plan - Steps • Step 1 – Define your Role • Step 2 – Set your Monthly Goal • Step 3 – Schedule your Weekly Time • Step 4 – Adopt it Daily - 80/20 • Step 5 – Act on it, Now!
  • 26. Thank You Abdelrahman Adel Business Development Engineer Abdelrahman.adel.ali@hotmail.com Time Management