The document discusses time management strategies and techniques. It defines time management as controlling one's life through effective use of time. It recommends analyzing current time usage, setting goals, and breaking goals into tasks. It also suggests identifying time wasters, creating a schedule, implementing the schedule, and evaluating effectiveness. Key phases include analysis, planning, follow-up, and evaluation. The document provides tips for managing interruptions, meetings, travel time, and implementing an effective time schedule.

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.

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.

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

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

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.