Time Management Presentation by Mr. Mastali

1. FANAP Talk
(Sahebe Sokhan)
Time is money.
Amir Mastali
1
September 2016

2. My first planning for this course
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Amir to himself:What a perfect plan! I’m the best planner in the world


3. Delay and
My second planning for this course
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Amir to himself: No Problem, I cover my delay, I have time


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Amir to himself: I try to cover my delay, I have a two-week time

Delay again and
My third planning for this course

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Amir to himself: I missed 3 weeks, but I can cover my delay

Delay again(2) and
My fourth planning or this course

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Amir to himself: I don’t have time, just one week is left 
then I need a detailed plan, wow I can meet it 
Delay again(3) and
My fourth planning or this course

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Delay again(4) and
My fifth planning or this course
Amir to himself: oh, I missed one day again 

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Amir to himself: Oh, No, I just have 4 days 
Delay again(5) and
My sixth planning for this course

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Delay again(6) and
My seventh planning for this course
Amir to himself: Why I can’t meet my plan? 
I’m stressed out

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Delay again(7) and
My eighth planning or this course
Amir to himself: Why I can’t meet my plan? 
I want to cry 

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‫به‬ ‫اعالم‬ ‫روز‬
‫عقیقی‬ ‫آقای‬
‫ارائه‬ ‫روز‬

Delay again(8) and
My ninth planning or this course
Amir to himself: I will do it, But why I’m finishing it in the
last minute?

12. 12
Your Life
You just have these useful time in our life
It is very little, No?

13. • Let myself for ignoring my plan
• Let others for ignoring my plan
• Planning without considering to priorities
• Unplanned job
Why I don’t use my time?
Isn't it Money?
13

14. 14
 Making a list
 Prioritizing
 Scheduling
 Doing
 Crossing out
To-Do List

15. 15
• Preparing a to-do list
• Planning in the first 15 minutes in the morning
and estimating the required time
• Checking emails early mornings
To-Do List

16. 16
• Preparing a to-do list
• Doing tasks incrementally
Time
Pre-Draft Draft V 0.0 V 0.1 V 0.2
V 1.0
Check Point
To-Do List

17. 17
• Planning in the first 15 minutes in the morning
and estimating the required time
 Doing Important Tasks early mornings
 Identify 2 or 3 works in the morning and try to do
them first
 80/20 Rule(20 percent of tasks have 80 percent
importance)
To-Do List
pomodoro

18. To-Do List
 Work 25 minutes, rest 5 minutes
 Spend time on the Unplanned tasks(20%)
 Distribute your tasks during the day and see how
much free time is left.
 Plan for your tasks during the working hours and not
overtime
 Task Duration : Initial Study + Doing the Task +
Reviewing it
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19. 19
• Executing the to-do list
 Starting the Task from the Beginning of the Day
 Crossing out after doing each task(Sense of
Achievement)
 Writing down time durations for each task
 No Procrastination
 Leaving some time for finishing the unfinished tasks
 Doing the Task to reach the checkpoint without any
time interval
To-Do List

20. 20
• Executing the to-do list
 Perfectionism and Quality to time
To-Do List
ht Attempt

21. 21
• Executing the to-do list
 Perfectionism is the hindrance for delegation and
succession.
 Realism in accepting others’ mistakes can help
delegating the authority to them.
 Tendency to delegation by the manager and the
responsibility of the person in charge is the success
key in delegating the authority.
To-Do List
Allocating time to teach how to do your chores is
another important factor in saving time.

22. 22
• Executing the to-do list
 Focus on one task at a time(Multi-task = Switch task)
o The total time for doing several tasks
simultaneously is more than doing each of them
one by one.
o Increasing the quality of the task
o Lowering the Stress
o Boosting the Efficiency
o Enhancing Accuracy
To-Do List
Multi-Task = Big
Mistake

23. 23
To-Do List
Technology cannot cause efficiency on its own but observing the
primary time management principles is important.

24. 24
 Task Receipt Points
 Processing
Space

25. 25
• Task Receipt Points
 Receipt Points are the physical or virtual
places(channels) in which a series of tasks will be
accumulated and displayed and they should be
processed. There are usually 30-40 points for each
person that should be decreased to 10 points.
Space
Physical Box
Inbox Portal(folder)
Physical or digital note-
pad
Email Inbox

Voice Mail

Jitsi

SMS

26. 26
•
Processing the Items Reached to Receipt Points
 In order to review the receipt points, you can do it
periodically for instance 5 hours in a week:1 hour each
morning.
 For each box, we can spend an hour.
 Try not to separate work and personal receipt points.
 Do not tick the tasks when you haven’t done them. Tick
them when you are processing them and cross them out
when you finished them.
Space

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• Processing Items Reached to the Receipt
Points
 Processing each item includes:
 What shall I do about it?(What’s the next step?)
 When?
 Where?
Space

28. 28
• Processing Items Reached to the Receipt
Points : 1)Next Step?
 Only focus on the next step. What is the next step? (Think
5-10 minutes in finding the next step)
 If a task is not relevant to your (personal-work) life, let it
go.
 You may need to wait for a task, then in processing the
next step you can point out pending/awaiting state(You
can make a folder for pending emails and categorize).
 You can delegate some tasks to others and wait for them
to do them and then do the next steps.
Space

29. 29
• Processing Items Reached to the Receipt
Points : 2)When?
 Time duration only refers to the time spend for doing the next
step!
 If a task can be done in less than 5 minutes, do it immediately!
 Add the actions that need more than 5 minutes to your to-do
list and consider deadline for them.
 If you added a task to your calendar, specify time and date for
doing it.
 Do not plan for the time left between meetings. Consider at
least 10 minutes for each hour of meetings.
Space

30. 30
• Processing Items Reached to the Receipt
Points : 2)Item’s Place
Where to Put the Processed Tasks?
 After defining the next step and its
duration, it’s time to decide where to put
the processed item.
 Categorize based on the first thing come
to your mind.
 Items similar to each other should be
placed in the same folders and the rest
should be separated.
 If you are hesitant about a physical item,
put it away and if you are hesitant about a
digital one, keep it.
Space
nprocessed
‫پرداز‬
‫شده‬ ‫ش‬

31. 31

Mind and thought
 A target in time management:
Create Peace of Mind
Mind

32. 32
• Mind and thought
 Do not use your mind for the receipt points and keep it
clean.
 Using your mind as the receipt point = disturbing the peace
 By having a notebook, you can write down unprocessed
items in a notebook and remove it from your mind so that
you can do it at the convenient time.
Mind

33. Mind
 Write down all the items you have as the unprocessed
items at the present time.
 Cleaning your mind periodically(Quarterly)
 How often have you find a work that you should have
done earlier and you left your main job and spend
time doing it.
 How many nights you followed up your work during
sleep and you didn’t have a sound sleep.
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34. Time Budgeting

Types of Time

Time Budgeting
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35. 35
Time Budgeting
Your Time
Personal
Family
Work
•
Types of Time
 You can borrow time
between the actions
but this should be
returned.
 Borrowing more and
not returning will
disturb life
equilibrium.

36. • Time Budgeting(Weekly)
 Time is the same as money. Each hour for doing this time,
how much does it worth?
 At least 40% of time should be considered for two
important tasks.
Time Budgeting
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37. 37
• Saying No to Others
 Each request should be received from the specified
points so that you can have time to
 Time to think
 Time to respond
 May not follow through
 You should have time to respond(so that you don’t
say a face-to-face no).
 When your manager asks you to do a task, you
should ask them how much time you have, then
prioritize your tasks with your manager.
Time Tips

38. 38
• Saying No to Self
 Preparing a wish list. When an idea comes to your mind, it is
definitely a raw idea. When an item is placed in the wish list, it
will be removed from to-do list but it can be done in future.
 Review your wish list periodically(each two or three months).
 If an item comes to your mind, tell yourself that you will do it
now or later.
 When you want to do a task, ask yourself how much I can
postpone it? This will cause you do the current tasks and do
not interrupt doing them.
Time Tips

39. 39
• Points: Mobile Phone
 Using cellphone in meetings is forbidden.
 Request others to call you when you are more free
 Make a list of excuses for shortening the phone calls
 Your conversation should be finished in less than 5
minutes
• Points: Virtual World Traps
 Telegram
 Television
 Satellite
Time Tips

40. 40
• Points : Emails
 Checking your emails in specified hours(maximum
three times a day)
 Maximum two inbox for emails: Personal and work
 Checking emails differs from processing them. When
you check your emails, you decide whether you
should act now or you can postpone it to the first
process plan.
 You can have a folder for unprocessed items(that
folder can have several other folders) and other
folders for processed items.
Time Tips

41. 41
 Notes
o No haphazard notes
o A single notebook
 Meeting
o The time for important, mental, and challenging
should be in the early morning.
o Having sufficient data for the meeting
 Friend chats should be in less efficient dead times
 Communication Priorities:
o 1)Chat 2)Phone Call 3)Email 4)Meet in Person
5)Meeting
Time Tips

42. 42
 By sleeping less and increasing the time, we can
manage time better!
 By saving the list of tasks in your mind without
writing them down!
 Writing down anything in your to-do list(the time for
writing them down will be more than doing them,
having an unpleasant feeling when you see the long
list which means not doing the tasks during the
working day). So instead of writing down the tasks
that last less than 5 minutes, we should do them.
Time Management
Misunderstanding

43. Time Management
Misunderstanding
 By having different haphazard tools as the to-do list
 By managing all the moments: all your life(24 hours
and 60 minutes). Result: exhaustion and quitting the
plan(control power depreciation: Too much control
will cause energy depreciation). We should not plan
for some parts of our time and plan for the important
and useful parts.
 By working continuously and for long hours, we can
do more tasks.
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44. 44

45. The Resources
1. Time Management Course in Lynda.com
2. TED Training Course : ‫لینک‬
+
‫فیلم‬
3. Complimentary website : ‫لینک‬
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46. Thanks for your attention
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