Lesson 6

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Lesson 6

  1. 1. 12:04 ‫م‬12:04 ‫م‬12:04 ‫م‬12:04 ‫م‬ dr/Yasser Abdelmaksouddr/Yasser Abdelmaksoud 11LESSON 6LESSON 6HOW TO DELEGATE,HOW TO DELEGATE,MANAGE YOUR TIME, SOLVEMANAGE YOUR TIME, SOLVEPROBLEMS AND MAKE THEPROBLEMS AND MAKE THERIGHTRIGHTDECISIONSDECISIONS
  2. 2. 12:04Q‫م‬12:04Q‫م‬ dr/Yasser Abdelmaksoud 2Introduction: Know how to get it all doneIntroduction: Know how to get it all donewith the least amount of stresswith the least amount of stressManagers usually have to juggle many tasks,Managers usually have to juggle many tasks,projects, and meetings daily. If you try toprojects, and meetings daily. If you try totake on every project yourself, you will mosttake on every project yourself, you will mostlikely end up missing deadlines andlikely end up missing deadlines andineffectively prioritizing . This lesson willineffectively prioritizing . This lesson willcover how to effectively delegate, focus oncover how to effectively delegate, focus onhow to multi-task, manage your time, andhow to multi-task, manage your time, andmaking the right decisions to solve themaking the right decisions to solve theproblems, all the while keeping your stressproblems, all the while keeping your stresslevels downlevels down..
  3. 3. 12:04Q‫م‬12:04Q‫م‬ dr/Yasser Abdelmaksoud 3Delegate ConfidentlyDelegate ConfidentlyThe basic definition of delegating is “assigningThe basic definition of delegating is “assigningduties to another person or persons whileduties to another person or persons whilestill being held accountablestill being held accountableBefore you delegate, first ask yourself theseBefore you delegate, first ask yourself thesethree questionsthree questions::11--Can this project or task be delegated and doCan this project or task be delegated and doyou have the staff that can honestly do theyou have the staff that can honestly do thework requiredwork required??22--Should it be delegated or is it too critical andShould it be delegated or is it too critical andtruly needs your involvementtruly needs your involvement??33--Do you have enough time to delegate the jobDo you have enough time to delegate the jobeffectively and explain the expectations andeffectively and explain the expectations andoutcomeoutcome??
  4. 4. 12:04Q‫م‬12:04Q‫م‬ dr/Yasser Abdelmaksoud 4QIf you can say yes to the three questions justIf you can say yes to the three questions justasked, utilize these eight tips and points whenasked, utilize these eight tips and points whendelegating:delegating:--1-Pick the right person best suited for the task.1-Pick the right person best suited for the task.2-Make sure the person can work independently.2-Make sure the person can work independently.3-Make sure the person understands exactly what it3-Make sure the person understands exactly what itis you want them to do.is you want them to do.4.4. Get the agreement and commitment of theGet the agreement and commitment of theemployee.employee.5.5. Give the person the authority to take control ofGive the person the authority to take control ofthe whole project.the whole project.6.6. Determine what tasks will need moreDetermine what tasks will need moremonitoring than others.monitoring than others.7.7. Motivate them by discussing how the success ofMotivate them by discussing how the success ofthe project will make a positive impactthe project will make a positive impact8.8. Once the project or task is completed, carefullyOnce the project or task is completed, carefullyreview.review.
  5. 5. 12:04Q‫م‬12:04Q‫م‬ dr/Yasser Abdelmaksoud 5Here are three different possibilities toHere are three different possibilities toconsider, before a task or project isconsider, before a task or project isconsidered completeconsidered complete::11--Do you need to make the final decisionDo you need to make the final decisionthat the task is completedthat the task is completed??22--Do you need to review with the employeeDo you need to review with the employeeand the two of you decide that the task isand the two of you decide that the task iscompletedcompleted??33--Do you let the employee make the decisionDo you let the employee make the decisionthat the task is completedthat the task is completed??try not to always pick the same persontry not to always pick the same person..  
  6. 6. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 6Multitask and PrioritizeMultitask and Prioritize..Multitasking is about knowing how toMultitasking is about knowing how tojuggle several issues or tasks atjuggle several issues or tasks atonceonce..Prioritizing is about knowing which ofPrioritizing is about knowing which ofthe issues or tasks are the mostthe issues or tasks are the mostimportant and need to get done firstimportant and need to get done first““Never let them see you sweatNever let them see you sweat,”,”
  7. 7. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 7Here are six ways to help you withHere are six ways to help you witheveryday multitaskingeveryday multitasking::Separate the tasks into three groupsSeparate the tasks into three groups::Group 1 needs to be done immediatelyGroup 1 needs to be done immediatelyor at least by the end of the dayor at least by the end of the day..Group 2 would need to be completedGroup 2 would need to be completedin the next couple of daysin the next couple of days..Group 3 would need to be completedGroup 3 would need to be completedin the next week or monthin the next week or month..
  8. 8. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 8Keeping Stress under controlKeeping Stress under controlAs a manager, you might find yourself trying toAs a manager, you might find yourself trying tocope with staffing shortages, recent layoffs, toocope with staffing shortages, recent layoffs, toomany errors, missing goals, newly added goals,many errors, missing goals, newly added goals,turnover in senior administration, etcturnover in senior administration, etcHere are 12 ways to help adapt to stressfulHere are 12 ways to help adapt to stressfulsituationssituations11--Know your trigger pointsKnow your trigger points..··Is it when you are going into a meetingIs it when you are going into a meeting??··Is it when you are not making your numbersIs it when you are not making your numbers??··Is it because of poor employee attendanceIs it because of poor employee attendance??··Is it when you lose focus on a particularIs it when you lose focus on a particularprojectproject??··Is it when you have too much coffee or colaIs it when you have too much coffee or cola??
  9. 9. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 9Here are 12 ways to help adapt to stressfulHere are 12 ways to help adapt to stressful22--Stop and take a deep breathStop and take a deep breath..33--Time managementTime management..44--Reduce the stress by dissecting the issueReduce the stress by dissecting the issue..55--Take a break and take a walkTake a break and take a walk..66--Laugh more often and lighten upLaugh more often and lighten up..77--Make some Feng Shui type of changes in yourMake some Feng Shui type of changes in youroffice or cubicaloffice or cubical..88--Keep a notepad and a pen by your side at allKeep a notepad and a pen by your side at alltimestimes..99--Take care of your healthTake care of your health..1010--Talk it out with your family or friendsTalk it out with your family or friends..1111--Keep a positive attitudeKeep a positive attitude..1212--try to stay away from any negative situationstry to stay away from any negative situationssuch as gossipingsuch as gossiping..
  10. 10. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 10Time ManagementTime ManagementHere are 15 ways that can help you manageHere are 15 ways that can help you manageyour time and make the most of youryour time and make the most of yourdayday::11..Start your day off rightStart your day off right22--Set clear expectations of the goalsSet clear expectations of the goals..33--When you are holding a meeting, stick toWhen you are holding a meeting, stick tothe agendathe agenda..44--Delegating helps time management theDelegating helps time management themostmost..
  11. 11. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 11Here are 15 ways that can help you manageHere are 15 ways that can help you manageyour time and make the most of youryour time and make the most of yourdayday::55--Give members of your team moreGive members of your team moreresponsibilityresponsibility..66--Make sure your previous responsibilitiesMake sure your previous responsibilitieshave been 100% taken overhave been 100% taken over..77--Even though you have an open doorEven though you have an open doorpolicypolicy……
  12. 12. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 12Here are 15 ways that can help you manageHere are 15 ways that can help you manageyour time and make the most of your dayyour time and make the most of your day::88--Whenever possible, start and finish aWhenever possible, start and finish aproject or task in one sessionproject or task in one session..99--Read over reports and importantRead over reports and importantmaterials while away from the officematerials while away from the office..1010--Organize your computer files and foldersOrganize your computer files and folders..1111--Keep a pen and paper near your bedKeep a pen and paper near your bed..
  13. 13. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 13Here are 15 ways that can help you manageHere are 15 ways that can help you manageyour time and make the most of your dayyour time and make the most of your day::1212--Again, as stated in multitasking, workAgain, as stated in multitasking, worksmarter, not hardersmarter, not harder..1313--Don’t be afraid to say “no” to your bossDon’t be afraid to say “no” to your boss..1414--Politely let a friend or family memberPolitely let a friend or family memberknow you will get back to them as soon asknow you will get back to them as soon aspossiblepossible1515-“-“Under promise and over deliverUnder promise and over deliver.”.”
  14. 14. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 14ETime managing a project can varyTime managing a project can varyyou have a project to get your staff trainedyou have a project to get your staff trainedon a new product, you first need toon a new product, you first need to::··Determine what needs to be trainedDetermine what needs to be trained..··Determine when the training shouldDetermine when the training shouldtake placetake place..··Determine where the training shouldDetermine where the training shouldtake placetake place..··Determine how long the training shouldDetermine how long the training shouldlastlast..
  15. 15. 12:04E‫م‬12:04E‫م‬ dr/Yasser Abdelmaksoud 15··Determine the amount of peopleDetermine the amount of peoplewho need to take the trainingwho need to take the training..··Determine how many people youDetermine how many people youcan afford to take the training withoutcan afford to take the training withoutlosing productionlosing production..··Determine how many people canDetermine how many people canbe trained without affecting thebe trained without affecting thecustomer’s immediate needscustomer’s immediate needs..··Determine the cost of the trainingDetermine the cost of the trainingand materialsand materials..
  16. 16. 12:045‫م‬12:045‫م‬ dr/Yasser Abdelmaksoud 16Problem Solving and DecisionProblem Solving and DecisionMakingMakingDecision-making is a key role of aDecision-making is a key role of amanager and leadermanager and leader..Define the problem or need beforeDefine the problem or need beforeyou make the decisionyou make the decision..
  17. 17. 12:045‫م‬12:045‫م‬ dr/Yasser Abdelmaksoud 17here are 12 steps to follow to use as ahere are 12 steps to follow to use as aguideline when making importantguideline when making importantdecisionsdecisions::11--Who should make the decisionWho should make the decision??22--What makes you think there is a problem,What makes you think there is a problem,or why the needor why the need??33--Where is the problem or need? Is itWhere is the problem or need? Is itinternal or externalinternal or external??44--When is it happening or neededWhen is it happening or needed??55--What is causing the problem or needWhat is causing the problem or need??
  18. 18. 12:045‫م‬12:045‫م‬ dr/Yasser Abdelmaksoud 18here are 12 steps to follow to use as ahere are 12 steps to follow to use as aguideline when making importantguideline when making importantdecisionsdecisions::66--How complex is the problem or needHow complex is the problem or need??77--What is the urgency and how should youWhat is the urgency and how should youprioritizeprioritize??88--What is the ideal outcomeWhat is the ideal outcome??99--What are the possible solutions to theWhat are the possible solutions to theproblem or needproblem or need??
  19. 19. 12:045‫م‬12:045‫م‬ dr/Yasser Abdelmaksoud 19here are 12 steps to follow to use as ahere are 12 steps to follow to use as aguideline when making importantguideline when making importantdecisionsdecisions::1010--Make the final decisionMake the final decision1111--Plan and implement the final decisionPlan and implement the final decision1212--Monitor and verify whether the problemMonitor and verify whether the problemor need has been solved and/or isor need has been solved and/or iseffectiveeffective..
  20. 20. 12:045‫م‬12:045‫م‬ dr/Yasser Abdelmaksoud 20Quick Lesson SummaryQuick Lesson Summary11--A sign of a good leader is how they are able toA sign of a good leader is how they are able todelegatedelegate22--Make multitasking more of a game rather than aMake multitasking more of a game rather than aburdenburden33--Although stress cannot be avoided and you cannotAlthough stress cannot be avoided and you cannotalways control what happens, your reaction toalways control what happens, your reaction tostress can make the difference on how it affectsstress can make the difference on how it affectsyouyou..44--Always look at ways to utilize your time moreAlways look at ways to utilize your time moreeffectivelyeffectively55--Problem solving and making decisions is one ofProblem solving and making decisions is one ofthe most important aspects of managementthe most important aspects of management..
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