Time Management


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Time Management

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