Time Management

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  • 1. Time Management By Dr Sally EL-AKKAD
  • 2. Are you a time manager ? exercise
  • 3. What is time management?
    • It is the process of
    • controlling your life
    • through your use
    • of time.
  • 4. 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
  • 5. Phases of time management ?
    • 1- analysis
    • 2- planning
    • 3-follow-up & evaluation
  • 6. 1-analysis
    • Where does your time goes ?
    • Discover interruptions
    • Develop strategies
  • 7. 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 !!!
  • 8. 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 ?
  • 9. 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.
  • 10. Where does your time go ?
    • Be as vigilant as you can in recording how much time you spend on your daily activities
  • 11. 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 ?
  • 12. Think about whether each activity you pursued supported your goals and priorities or whether it was a time waster
  • 13. 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.
  • 14.  
  • 15.  
  • 16. 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.
  • 17. 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
  • 18. Attempting too much
    • Trying to do too much has a negative impact on all areas of your life.
  • 19. 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
  • 20. 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.
  • 21.  
  • 22. 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.
  • 23. 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
  • 24.  
  • 25. 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.
  • 26. 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.
  • 27. 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.
  • 28. 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
  • 29. 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
  • 30.  
  • 31. What is a time waster ?
    • It is anything that keeps you from doing things that have more value & importance to you.
  • 32. Common time wasters
    • Interruptions
    • Unexpected visitors
    • Telephone calls
    • Paperwork
    • Procrastination
    • Meetings
    • Travel
  • 33. How to handle interruptions ?
    • Review its type & develop contingency plans
    • Delegate. if you can’t…handle it quickly
  • 34. 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
  • 35. 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.
  • 36. 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
  • 37. 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…
  • 38. Procrastination forms
    • Over planting
    • Perfectionism
    • Boredom
    • The deadline high
  • 39. 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
  • 40. 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
  • 41. 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.
  • 42. 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.
  • 43. 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.
  • 44. 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 ?
  • 45. 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.
  • 46. 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.
  • 47. 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.
  • 48. 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.