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![Being Assertive
Empathetically repeat the request in your own
words, and then say no.
”I understand that you need to have this paperwork
filed immediately, but I will not be able to file it for
you.”
Say yes, give your reasoning for not doing it, and
provide an alternative solution.
”Yes, I would love to help you by filing this paperwork,
but I do not have time until tomorrow morning.”
Provide an assertive refusal and repeat it no matter
what the person says.
”I understand how you feel, but I will not [or cannot]…”](https://image.slidesharecdn.com/timemanagement-mdx2013slideshow-130815073433-phpapp02/75/Time-management-by-Ashraf-Diaa-44-2048.jpg)
Uploaded byAshraf Diaa
Time management by Ashraf Diaa
The document focuses on the importance of time management, outlining key principles, practices, and tools necessary to improve productivity and reduce stress. It emphasizes the interconnection between planning, personal management, and achieving results, while also detailing techniques for prioritizing tasks and overcoming procrastination. Various activities, frameworks like the urgent/important matrix, and the importance of setting SMART objectives are discussed to help individuals manage their time effectively.
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Similar to Time management by Ashraf Diaa
Time management by Ashraf Diaa
- 1. Communicated by AshrafM. Diaa Lecturer of Business Practice Member of Australian Institute of Training &Development
- 2. Activity… You knowme You are requested to introduce the person next to you to the rest of us. You have 3 min each to prepare yourself. Please cover the following information in your introduction Name , Country , Work title , Favorit color ,etc Wasn’t minutes TOO MUCH ?? Do Not leave time unused
- 3. Count the Passesof the White team Did you see the Gorilla
- 4. 4 What is TimeManagement? Time management has five main aspects: • Planning & Goal Setting • Managing Yourself • Dealing with Other People • Your Time • Getting Results • The first 4 all interconnect and interact to generate the fifth - results
- 5. What is TimeManagement? Time management is a set of principles, practices, skills, tools, working together to help you get more value out of your time with the aim of improving the quality of your life.
- 6. Why are wehere today What’s the expected ROI if we knew how to save a working hour or every day ---------------------------------------------------------------------------- ---------------------------------------------------------------------------- ---------------------------------------------------------------------------- -----------------------------------------------------------
- 7. Activity What do youbelieve are your top three priorities/objectives in your position? What do you believe are the top three obstacles to working on your priorities or meeting your objectives as the moment? On a scale of 1-10, how organized would you rate yourself? What are the top 3 things you think you must do in order to be more organized? What would you do with any additional time if you found a way to give it to yourself?
- 8. The difficulty withTIME is “We can’t manufacture it, but we can make it; we never seem to have enough of it, yet we are always wasting it.” Poor time management is one of the greatest cause of stress in our business and personal lives. You CAN make Money ... Can you make time Chinese proverb : An inch of gold cannot buy an inch of time
- 9. How a 70-yearlife is spent?
- 10. Why is timeimportant? Some facts and figures… Angry / Stressed people are twice as likely to suffer a heart attack as a person in better control of their emotions. More heart attacks occur on first working day than on any other day of the week. Taking 5 minutes per day, 5 days per week to improve one’s job will create 1,200 little improvements to a job over a 5 year period.
- 11. Three Main Areasof Project Focus
- 12. The Daily Challenge Racing your watch daily Getting used to loosing control over time might cause changes -------------------------------------------- --------------------------------------------- --------------------------------------------- --------------------------------------------- Performance Work Stress Attitude Demotivation I must govern the clock, not be governed by it. AV
- 13. What are theresults out of bad time management .. STORYBOARD
- 14. SET YOUR OBJECTIVES… just set them right ! “The bad news is ” Time Flies The good news is You are the pilot” ACT
- 15. Activity In minutestry to collect as much points as you can as per the following table Activity Score Sing for minute Creative nick name tags Do a lap around the room ..for each lap Get everyone in the room to sign a single piece of paper Re-create the sounds of the Amazon rainforest with the sounds of your voices Convince a member of another team to join you Create an African song with Drums Create a group of paper planes and fly them all at once Build a Tower + if highest
- 16. Did you thinkyou had a chance Did you have definedobjectives What was your objectives What type of tasks did you run for Did you have a plan How did it work What will you change next time Activity Discussion
- 17. Mental Techniques Organize yourthoughts with the right attitude so that you can maximize your time efficiency Analytical Discussion
- 18. Decide Which oneare You? A B It is annoying not to have enough time I can’t do everything at once, something has to be dropped Time is always against me I always look for ways to delegate some tasks to others I wish there was more than 24 hours in a day I always prefer to have still more things to do There is so much I want to do and I am unhappy that I can’t do them all I know I can’t do everything myself, so I accept someone else’s quality of work
- 19. Should we be ProactiveOR Reactive
- 20.
- 21.
- 22. Is Every AchievableRealistic Is every Realistic Achievable
- 23.
- 24. Prioritizing Your Time “Whatis important is seldom urgent and what is urgent is seldom important. “ Dwight D. Eisenhower
- 25. Prioritizing Your Goals Achievingchallenging goals requires a lot of mental energy. Invest your mental focus on one goal, the most important goal right now.
- 26. Setting Priorities Setting andunderstanding Priorities helps achieving goals and objectives Decrease stress and increase Focus Minimize Risk
- 27. The P’s POSITIVE :"Find a “major that's not boring"? Or “Find an interesting major?” PERSONAL : Be Selfish … for a while!! Use (I) to brand it as your own. POSSIBLE : Don’t try to shoot 5 aims with one bullet. PUT IN WRITING : Write down your objectives and tasks
- 28. The Four D’s Doit now Dump Delay Delegate
- 29. ”What is importantis seldome urgent .And what is urgent is seldome important
- 30. I WANT VsI NEED We sometimes waste time on what is not very important We might also confuse what we want with what we need What type of person you are
- 31. Visualization Visualizing your goalwill help you create the desire to materialize it into your life. One of the best visualization tools is a vision board on your wall. Create a list of the benefits you will see when you achieve your goal and concentrate on how that will make you feel.
- 32. The 80/20 ,Pareto Rule The 80/20 rule, also known as Pareto’s Principle, states that 80% of your results come from only 20% of your actions. For most people, it really comes down to analyzing what you are spending your time on. Are you focusing in on the 20% of activities that produce 80% of the results in your life?
- 33. Organizing our time Oncewe have set our SMART objectives and setting priorities .....are we done with time management After Prioritizing ,Now what do you think we need to do ORGANIZING TIME
- 34. Activity Try making yourown Daily Task List for the next days If it appeared to you that ”I dont know what might happen next days” ...be sure that you still need to practice
- 35. Covey’s Matrix ofTime Management English Version
- 36. The Urgent/Important Matrix(I) • Important: These are activities that lead to the achieving your goals and have the greatest impact on your life. • Urgent: These activities demand immediate attention, but are often associated with someone else’s goals rather than our own. Managing time effectively, and achieving the things that you want to achieve, means spending your time on things that are important and not just urgent.
- 37.
- 38. Quadrant I Represents thingsthat are both ”urgent” and ”important” – we need to spend time here This is where we manage, we produce, where we bring our experience and judgment to bear in responding to many needs and challenges. Many important activities become urgent through procrastination, or because we don’t do enough prevention and planning
- 39. Quadrant II Includes activitiesthat are ”important, but not urgent”- Quadrant of Quality Here’s where we do our long-range planning, anticipate and prevent problems, empower others, broaden our minds and increase our skills Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress, burnout, and deeper crises for the person consumed by it Investing in this Quadrant shrinks Quadrant I
- 40. Quadrant III Includes thingsthat are ”urgent, but not important” - Quadrant of Deception. The noise of urgency creates the illusion of importance. Actual activities, if they’re important at all, are important to someone else. Many phone calls, meetings and drop-in visitors fall into this category
- 41. Quadrant IV Reserved foractivities that are ”not urgent, not important”- Quadrant of Waste We often ”escape” to Quadrant IV for survival Reading addictive novels, watching mindless television shows, or gossiping at office would qualify as Quadrant IV time-wasters
- 42. Actions of TaskMatrix
- 43. Being Assertive Say no,followed by an honest explanation. ”I am uncomfortable doing that because…” Say no and then briefly clarify your reasoning without making excuses. ”I can’t right now because I have another project that is due by 5 pm today.” Say no, and then give an alternative. ”I don’t have time today, but I could schedule it in for tomorrow morning.”
- 44. Being Assertive Empathetically repeatthe request in your own words, and then say no. ”I understand that you need to have this paperwork filed immediately, but I will not be able to file it for you.” Say yes, give your reasoning for not doing it, and provide an alternative solution. ”Yes, I would love to help you by filing this paperwork, but I do not have time until tomorrow morning.” Provide an assertive refusal and repeat it no matter what the person says. ”I understand how you feel, but I will not [or cannot]…”
- 45. Writing down yourDAILY TASK LIST Not an easy think at the begining if you are not used to that Helps you seeing your objectives visually in front of you Your contribution in tailoring and changing in the task list makes you always involved
- 46. DAILY TASK LIST Startwith putting your WEEK objective near to you Put your short list of daily tasks REMEMBER ...Time line % of your goals are of importance Start merging tasks and putting parallel tasks on the same tiem line Now you have put your tasks , Understood what is Important and what is Urgent
- 47. Sample Scheduling Grid MonTue Wed Thu Fri Sat Sun 9:00 10:00 11:00 12:00 1:00 2:00 3:00 4:00 5:00 6:00 7:00 8:00 9:00
- 48. Planning Time Wisely ”Awork well begun ..is half ended” , Plato % of professionals have a gap between planning and executing the plan % of the causes of such gap is ” I don’t follow up the productivity / KPIs You should have a productivity follow up document
- 49. Creating Your ProductivityJournal To start, get yourself a spiral notebook and label it as your Personal Productivity Journal or your Professional Productivity Journal. Label each page with the day and the date and what needs to be done that particular day. Next, prioritize each task in order of importance.
- 50. Creating Your ProductivityJournal 4. Highlight the top three items and focus on those first. 5. Cross off items as you complete them. 6. Items that are not completed should be carried over to the next page.
- 51. Maximizing the Powerof Your Personal Productivity Journal By planning the night before, you will also start fresh and focused on the most important tasks for the day. During the day, keep your journal with you to avoid becoming sidetracked. Crossing off completed tasks will give your subconscious mind a tremendous amount of satisfaction. If you postpone a task three times, it does not belong on your action list.
- 52.
- 53. Activity HOW WOULD YOURJOURNAL LOOK LIKE FOR THE FIRST DAY OF YOUR DAILY TASK LIST
- 54. Evaluating your useof time The first step of effective time management is identifying how you are using your time. Make a list of the activities that you spend time on. Identify how much time the activities consume. Take note of activities you are keeping up with versus activities you are falling behind on.
- 55. Sting that Task Hereare five steps to take the STING out of feeling overwhelmed. • S: Select one thing to do. • T: Time yourself. Check the clock, give yourself an hour, and go for it. • I: Ignore everything else while the clock is ticking. • N: No breaks until your hour is up. • G: Give yourself a reward when the hour is up.
- 56. What is aRitual? The Random House Dictionary defines a ritual as, ”any practice or pattern of behavior regularly performed in a set manner.” In fact, you can build any type of ritual in three easy steps. • Identify the Task. • identify the Time and/or Trigger. • Identify the Sub-Tasks.
- 57. Ritualizing Sleep, Meals,and Exercise (I) Sleep: • Establish a ritual for half an hour before you sleep. • This might include filling out your Productivity Journal for the next day, enjoying a cup of tea, taking a warm bath, performing some stretches... • All of these activities will help you wind down and sleep better. • It is best to try to go to bed at around the same time every night, too.
- 58. Ritualizing Sleep, Meals,and Exercise (II) Meals: • Take a half hour each weekend to plan meals for the next week, including lunches and suppers. • Then, make a grocery list and get everything you will need. • Appliances like slow cookers and delayed-start ovens can also help you make sure supper is ready when you are.
- 59. Ritualizing Sleep, Meals,and Exercise (III) Exercise: • Try to exercise for one hour three times a week, or half an hour each day. • One easy way is to go for a brisk walk at lunch, or do yoga in the morning before work.
- 60. Example Rituals Instead ofchecking e-mail, news, and Web sites throughout the day, set aside one or several periods. Then, batch and sequence your activities. Set up a system for maintaining your Productivity Journal. In the morning, perform your tasks in an organized, routine manner. You can also lay out your clothes and prepare your lunch the night before for maximum efficiency.
- 61.
- 62. Why We POSTPONE?? No clear deadline Inadequate resources available Don’t know where to begin Task feels overwhelming No passion for doing the work Fear of failure or success
- 63. Procrastination Identify Wrong Believes •“I need to know exactly what I am supposed to do” Expectation • “I need a hand”Help • “I don’t want to fail”Failure • “I must get it right”Perfection • “I want to do it my way”Freedom • “I am waiting for the right circumstances” Right place/ Right time • “It takes a lot of effort”Difficult
- 64. Ways to Overcome Procrastination Deleteit. Delegate Do it now. Ask for advice. Obey the 15 minute rule. Have clear deadlines. Give yourself a reward. Remove distractions. Replace , Believe , Exit plan
- 65. Procrastination Write a listof: • Tasks that you regularly leave to do tomorrow • Things you always wanted to do but haven’t done them yet
- 66. For each belief •Step1: Replace rigid belief with soft belief •Step 2: Have an exit plan Replace , Believe , Exit
- 67. Replace , Believe,Exit Apply Step 2: Exit “I like to research this so I know what I am doing, but I can always find out more later as my understanding of the problem is increased” Apply Step 1: Replace “I like to research this so I know what I am doing” Wrong Believe “I must know everything about it before I can start”
- 68. Biological hours Concentration Curves Know your chronotype and take advantage of it AM PM HI LO AM PM HI LO AM PM HI LO
- 69.
- 70. Eat That Frog! "Ifthe first thing you do each morning is to eat a live frog, you can go through the day with the satisfaction of knowing that that is probably the worst thing that is going to happen to you all day long!" "If you have to eat two frogs, eat the ugliest one first!" "If you have to eat a live frog, it does not pay to sit and look at it for a very long time!"
- 71.
- 72. REMEMBER Time Eaters 1Lack of objectives, priorities or planning 2 Poor crisis management, shifting priorities 3 Attempting too much 4 Personal disorganization 5 Interruptions (drop in visitors, telephone calls) 6 Inability to say no 7 Lack of self discipline 8 Ineffective delegation 9 Meetings 10 Procrastination
- 73. SUMMING UP Time isone of the most causes of stress Time is money Define your own time wasters Set a SMART objective Daily Task List Ps , Ds and STING your time Set priorities , Time Matrix Be Assertive Create your Productivity journal Tackle Procrastination Eat the Frog
- 74.
Editor's Notes
- #10 12 yrs in working
- #19 activity
- #22 Specific: Success coach Jack Canfield states in his book The Success Principles that, “Vague goals produce vague results.” In order for you to achieve a goal, you must be very clear about what exactly you want. Often creating a list of benefits that the accomplishment of your goal will bring to your life, will you give your mind a compelling reason to pursue that goal.Measurable: It’s crucial for goal achievement that you are able to track your progress towards your goal. That’s why all goals need some form of objective measuring system so that you can stay on track and become motivated when you enjoy the sweet taste of quantifiable progress. Achievable: Setting big goals is great, but setting unrealistic goals will just de-motivate you. A good goal is one that challenges, but is not so unrealistic that you have virtually no chance of accomplishing it.Relevant: Before you even set goals, it’s a good idea to sit down and define your core values and your life purpose because it’s these tools which ultimately decide how and what goals you choose for your life. Goals, in and of themselves, do not provide any happiness. Goals that are in harmony with our life purpose do have the power to make us happy. Timed: Without setting deadlines for your goals, you have no real compelling reason or motivation to start working on them. By setting a deadline, your subconscious mind begins to work on that goal, night and day, to bring you closer to achievement.
- #26 Most people are unwilling to make a conscious decision to give up the things in their life necessary to achieve their goals.
- #28 POSITIVE: Who could get fired up about a goal such as "Find a career that's not boring"? Goals should be phrased positively, so they help you feel good about yourself and what you're trying to accomplish. A better alternative might be this: "Enroll in pre-law classes so I can help people with legal problems someday." PERSONAL: Goals must be personal. They must reflect your own dreams and values, not those of friends, family, or the media. When crafting your goal statement, always use the word “I” in the sentence to brand it as your own. When your goals are personal, you'll be more motivated to succeed and take greater pride in your accomplishments.POSSIBLE: When setting goals, be sure to consider what's possible and within your control. Getting into an Ivy League university may be possible if you are earning good grades but unrealistic if you're struggling. In the latter case, a more reasonable goal might be to attend a university or trade school that offers courses related to your chosen career. You might also pursue volunteer work that would strengthen your college applications.
- #32 To create a vision board, simply find a magazine, cut out pictures that resonate with the goal that you want to achieve, glue them onto a piece of poster board, and place that board somewhere that you can view it several times a day.
- #33 Across the board, you will find that the 80/20 principle is pretty much right on with most things in your life.
- #37 This concept, coined the Eisenhower Principle, is said to be how former US President Dwight Eisenhower organized his tasks. It was rediscovered and brought into the mainstream as the Urgent/Important Matrix by Stephen Covey in his 1994 business classic, The Seven Habits of Highly Effective People.
- #38 Urgent And Important: Activities in this area relate to dealing with critical issues as they arise and meeting significant commitments. Perform these duties now.Important, But Not Urgent: These success-oriented tasks are critical to achieving goals. Plan to do these tasks next.Urgent, But Not Important: These chores do not move you forward toward your own goals.Manage by delaying them, cutting them short, and rejecting requests from others. Postpone these chores.Not Urgent And Not Important: These trivial interruptions are just a distraction, and should be avoided if possible. However, be careful not to mislabel things like time with family and recreational activities as not important. Avoid these distractions altogether.
- #44 Examples:“I am uncomfortable doing that because…”“I can’t right now because I have another project that is due by 5 pm today.”“I don’t have time today, but I could schedule it in for tomorrow morning.”“I understand that you need to have this paperwork filed immediately, but I will not be able to file it for you.”“Yes, I would love to help you by filing this paperwork, but I do not have time until tomorrow morning.”“I understand how you feel, but I will not [or cannot]…”
- #45 Examples:“I am uncomfortable doing that because…”“I can’t right now because I have another project that is due by 5 pm today.”“I don’t have time today, but I could schedule it in for tomorrow morning.”“I understand that you need to have this paperwork filed immediately, but I will not be able to file it for you.”“Yes, I would love to help you by filing this paperwork, but I do not have time until tomorrow morning.”“I understand how you feel, but I will not [or cannot]…”
- #50 We recommend keeping a separate journal for work and for your personal life, so you can focus on them at separate times, thus maintaining your optimal work/life balance.
- #51 We recommend keeping a separate journal for work and for your personal life, so you can focus on them at separate times, thus maintaining your optimal work/life balance.
- #52 Personal development expert Brian Tracy believes that when you write down your action list the night before, your subconscious mind focuses on that plan while you sleep.
- #57 Identify the Task. Let’s say you want to build an exercise ritual.Identify the Time and/or Trigger. For example, perhaps you normally exercise right after work.Identify the Sub-Tasks. For you, perhaps your ritual involves going to the gym, getting changed, stretching, doing 45 minutes on the treadmill, performing three reps of weights, and doing a lap around the pool to finish things off. Then, you shower and go home.Remember, a ritual shouldn’t be set in stone. Once you establish a ritual, it can be modified at any point in time, depending on what works for you. With our exercise example, you could easily decide to exercise before work or even at lunch and still use the basic task and sub-tasks.
- #64 activity
- #66 activity
- #71 Your frog is the task that will have the greatest impact on achieving your goals, and the task that you are most likely to procrastinate starting.The key to reaching high levels of performance and productivity is for you to develop the lifelong habit of tackling your major task first thing each morning. Don’t spend excessive time planning what you will do. You must develop the routine of "eating your frog" before you do anything else and without taking too much time to think about it.