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Time Management
 

Time Management

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    Time Management Time Management Presentation Transcript

    • Time Management By Dr Sally EL-AKKAD
    • Are you a time manager ? exercise
    • What is time management?
      • It is the process of
      • controlling your life
      • through your use
      • of time.
    • Why time management ?
      • 1- to balance the many pressures on your time & still achieve your goals.
      • 2- to avid the burnout & stress.
      • 3- to be more effective
    • Phases of time management ?
      • 1- analysis
      • 2- planning
      • 3-follow-up & evaluation
    • 1-analysis
      • Where does your time goes ?
      • Discover interruptions
      • Develop strategies
    • 2-planning
      • Review your goals, outline tasks required to achieve them.
      • How much time you will allocate to each task ?
      • Plan for the expected & the unexpected
      • Tools !!!
    • 3-follow-up & evaluation
      • Step back & reflect
      • Did you achieve your goals ?
      • How well did your schedule work ?
      • What could be done better next time ?
    • Where does your time go ?
      • * Everyone has the same 168 hours a week.
      • * Only you can judge whether you are using your time wisely.
      • * Sometimes we underestimate how long things really take.
      • * Also people have different daily rhythms.
    • Where does your time go ?
      • Be as vigilant as you can in recording how much time you spend on your daily activities
    • Finding a pattern
      • Examine the time log to identify general patterns of time usage
      • * Does your time usage match your key
      • responsibilities ?
      • * How is the payoff ?
      • * What can be delegated ?
    • Think about whether each activity you pursued supported your goals and priorities or whether it was a time waster
    • Goals as guideposts
      • Goals
      • critical to effective time management
      • how you should spend your time ?
      • identify the specific task
      • identify which tasks should not be pursuing
      • With set goals you identify what is most important to accomplish on a daily & weekly basis.
    •  
    •  
    • Breaking goals into manageable task
      • 1- review each of your goals individually.
      • 2- list all of the key tasks required to achieve each goal.
      • 3- estimate how much of your time each
      • task or activity will require.
      • 4- establish a deadline for the completion of
      • each task or activity.
    • Breaking goals into manageable task
      • 5- assign priorities to each task & that should reflect the priority of the goal that each task supports:
      • * Priority A: goals having HIGH value PRIMARY importance
      • * Priority B: goals having MEDIUM value
      • SECONDARY importance
      • * Priority c: goals having LITTLE value
      • LITTLE importance
    • Attempting too much
      • Trying to do too much has a negative impact on all areas of your life.
    • Avoid falling into this trap
      • 1- know your key responsibilities & focus on your top priority goals.
      • 2- ask for feedback (from your boss)
      • 3- learn to delegate
      • 4- avoid pursuing low priority goals
      • 5- resist the urge to step in & take over
      • 6- don’t assume everything has to get done
    • Why do I need to schedule my time ?
      • * Written commitment to accomplish your
      • tasks in a specific time frame.
      • * Chance to visualize your day.
      • * You should keep only top priority tasks and activities on the schedule.
    •  
    • Tools for scheduling
      • * Help you easily organize your task.
      • * Allow you to see whether you can afford to handle any unplanned requests.
      • * Provide you with a list of reasons why you
      • are not available.
    • Tools for scheduling
      • to-do list
      • Appointment calendars
      • Daily & weekly planning guides
      • Daily management software & hardware
      • Wall calendars
      • Company standard scheduling tools
      • Software graphics program
      • Mind map
    •  
    • Creating your schedule
      • 1- keep in mind when your energy is at its peak ? When you are most alert ?
      • 2- schedule only part of your day, leaving time to deal with the unexpected.
      • 3- combine tasks.
      • 4- consolidate similar activities.
      • 5- identify tasks to work on when you have unexpected free time.
    • Creating your schedule
      • 6- try scheduling backward, put in the most important things first.
      • 7- as the week progress, move uncompleted priority tasks to the days still left in the week.
      • 8- when your schedule changes; record what really occurred, if you begin to see a trend, rework your future schedule.
      • 9- keep it accessible.
    • Working with to-do list
      • It captures all of the tasks that you need to carry out on a given day.
      • ** periodically review your list as the issues of the day arise.
    • To-do list includes:
      • Tasks in priority order
      • Meetings you are scheduled to attend
      • Decisions you need to make
      • Information you are waiting for
      • Calls you need to make or expect to receive
      • Memos, letters & e-mails u need to write
      • Any unfinished business
    • Strategies for creating your list
      • 1- be realistic about how many things you can do.
      • 2- include time required & completion date for each task.
      • 3- don’t worry about putting items on the list in a particular order.
      • 4- cross off each item as you complete it.
      • 5- save old lists
    •  
    • What is a time waster ?
      • It is anything that keeps you from doing things that have more value & importance to you.
    • Common time wasters
      • Interruptions
      • Unexpected visitors
      • Telephone calls
      • Paperwork
      • Procrastination
      • Meetings
      • Travel
    • How to handle interruptions ?
      • Review its type & develop contingency plans
      • Delegate. if you can’t…handle it quickly
    • How to handle unexpected visitors?
      • Deal with him quickly (if it is an immediate crisis or serious issue)
      • Schedule another time to meet with the visitor, if possible.
      • Refer the unexpected visitor to another appropriate person
    • Manage your phone calls don’t let them manage you
      • Phone calls can be extremely distracting.
      • You spend time not only in taking the call, but also in taking follow-up action & then in recapturing your mental position before the interruption.
    • Strategies for managing phone calls
      • Screening phone calls (using either assistant or voice mail)
      • Referring the caller to someone else
      • Keep the call brief and focused
      • Improving your phone skills
      • Determine a block of time of the day when you take phone calls
      • Work in a room without a phone
      • Using a e-mail instead of phone calls
    • How to deal with paperwork ?
      • Handle paper only once. respond to it, file it, pass it along or toss it
      • Avoid sending back a paper with the comment “let’s discuss” instead, set up a specific time to meet.
      • Fight procrastination…
    • Procrastination forms
      • Over planting
      • Perfectionism
      • Boredom
      • The deadline high
    • Overcome procrastination
      • Set an arbitrary start & go from there
      • Create some motivation to yourself (reward yourself)
      • Break the task into smaller units with a deadline for each unit
    • How to Handle meetings
      • Decide whether you are the best representative
      • Request to see the agenda in advance
      • Arrange to attend only the part of the meeting that is relevant to you
      • If you are running the meeting ;send out the agenda & points to consider before the meeting
    • Make travel time productive
      • Make sure that it is truly necessary to hold the meetings face-to-face rather than via conference call.
      • Then make sure that you are the best person to make the trip, if not, send someone else.
      • Take a well organized briefcase with you.
    • Make travel time productive
      • Organize your materials before the trip, reviewing all background information you may need on the road.
      • Consider using a cell phone.
      • Consider using a portable laptop.
    • Implement your schedule
      • Review your schedule the night or afternoon before.
      • Adhere as closely as possible to your schedule.
      • As changes to your schedule occur, modify your weekly schedule to compensate.
      • Remember; the more you do it the more automatic it becomes.
    • Monitor & evaluate your schedule
      • Check your progress against your schedule at least once a day.
      • Are you completing the tasks you set for the week ?
      • Are you making progress on achieving your goals ?
      • Do you feel better prepared & focused ?
      • What was the impact of not doing some tasks ?
    • Remember;
      • The more you can learn about what works & doesn’t work for you, the more skilled you will become at creating accurate, realistic schedules & sticking to them.
    • Steps for managing your time
      • Analyze how you currently spend your time.
      • Review your goals.
      • Break your goals into manageable tasks.
      • Schedule your time.
      • Identify your time wasters & outline strategies to deal with them.
      • Implement your schedule.
      • Evaluate your schedule & make adjustments.
    • Tips for scheduling time
      • Take both a long term & short term perspective
      • When your schedule changes, mark what really occurred in your day for future reference.
      • Learn when your “high-energy” & “glow-energy” times occur & schedule your day accordingly.
    • Tips for scheduling time
      • Balance your activities-schedule time to allow yourself to unwind (include time for physical exercise, recreation & social activities )
      • Remember Parkinson’s law: work tends to expand to fill the time allotted.