Time Management

Remon Ahdy,Professional Diplomas in Sales Management and Marketing.

Effective Personal Time Management

Contents Definition & Power Time management Time management steps Schedule Time thieves Eisenhower principle Formats & exercises

Power Resources

1 - Wealth

2 - Human Resources

3 - Time

4 - Physical Power ( Muscles, thinking, …, … )

5 - Information

6 - Charismatic

7 - Position

What Is Time?•A dimension within which things change.

•The medium through which

goals are accomplished.

Time Management

Time Management

Those who do not take the time to do

something right, must make the time to do it itoverover

something right, must make the time to do it it overover

Time can not be managed , we can only

manage ourselves

.

Time Management

Doing a job right is efficient , doing the right job right is effective.

The more hours people work , the more time they assume they have to finish

Characteristics of timeTime is a scarce commodityTime cannot be bought or exchanged or rentedUnstorable: Time cannot be saved or storedIt is impossible to increase or decrease timeInvariable: The passage of time is constant

Irrevocable: Time cannot be recalledUniversal: Time is equal for all peopleIndivisible: Time is life

Time Management

We Cannot Stop The Passage Of Time

Why do we need to manage time?

1–Wasting Time Causes Stress.

2 Managing Time Improves Productivity3-

Managing Time Improves Your Quality of

Life .

Time Management

–

Seven Dangers Signals: 1 -The belief that you are Indispensable : No

One else can do your work. 2-No time for important work you need and

want to do: Daily crisis consume your time. 3-Attempting too much at once by never

saying “NO.” 4- Unrelenting pressure:

Always feel behind schedule

Time Management

Seven Dangers Signals:5-Habitual (not just occasional) long

working hours.

6-Feeling guilty leaving work on time.

7-Taking worries and problems home.

Time Management

What are the Advantages of planning your time?

Professional and personal objectives are reached more quickly and more confidently.

True / False

Time is saved and can be spent on really important tasks and objectives (management, colleagues, thinking, family, leisure time)

T /

F

You can have time to keep track of all important projects, tasks and activities

T /

F

The stress of daily life is reduced, and you have a more predictable daily plan

T /

F

The Key Words in

Time Management

Commitment

Choice

Control

Time Management

Time Management

Time Management Steps

1. Define your goals (Objectives)

Set long, medium, & short-term objectives

SMART

Time Management

“ If you don’t manage your time, you’ ll never achieve your goals.But if you don’t have goals (objectives), you don’ t need time because you aren’ t going any where. Top goal achievers are always top time managers”

Time and Goals

Characteristics of Effective Objectives

1. Owned by those affected

2. Demanding

3. Achievable

4. Measurable

5. Deadlines

6. Written

7. Flexible

Time Management

Goals (objectives) and time spanLong -Range 5 years

Intermediate 2 – 3 Years

Short- term 1 year

Quarter

Monthly

Weekly

Daily

Priorities

Time Management

Three Kinds of Goals (Objectives)

1. Personal Goals

2. Career \ Organizational goals

3. Professional Long-Range goals

Time Management

Use the space below to define Personal success for you

Time Management

Use the space below to define Professional success for you

Time Management

Which objectives do you wish to achieve?My career objectives Active steps to reach objective ………………………… * ………………………… ..

………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… ..

My Professional objectives Active steps to reach objectives ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… ..

My job objectives Principal tasks demanded by my job ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… .. ………………………… * ………………………… ..

Time Management

Time Management Steps

2. Catch the time thievesStudy your own working habits

Define your time thieves

Time Management

Time Thieves

Telephone Visitors

Meetings Customers

You Crises

Colleagues Your Boss

Administration Signatures

Searching for things Newspapers

Work Routine …………………Others

Saw blade effect

INTERRUPTIONSTime

Per

form

ance

100%

Time Management

Time thieves Causes, reasons Possible solutions

Starting today, what are you going to do to catch three of your time thieve ?

Time Management Steps

3. Set priorities

80- 20 Rule (Pareto ’ s law)Tasks and activities nature.

Time Management

Value analysis of the use of time (ABC analysis)

15% 20% 65%

Actual Use of Time

A tasks B tasks C tasks

Very important important trivial /routine

Value of the activity

65% 20% 15%

Eisenhower Principal

C tasks

Delegate

P

A tasks

Tackle immediately

B tasks

Fix a deadline (or delegate at once)

Imp

ort

ance

Urgency

A Tasks

Are Important Tasks Which Cannot Be Delegated

Priority Matrix

High

2 1

4 3

Low

Imp

orta

nce

Low

High

Urgency

The Number One Principle in

Time Management

Identify your Number One Priority

and get it Done First.

Time Management

Key Result Areas

Knowing your key result areas is a key to executive effectiveness.

A. Why are you on the payroll? What key results have you been hired to accomplish?

B.What can you -and only you-do well to make a real difference to your organization?

C. Every person should know what his key result areas are.

Is everyone reports to you clear about the most valuable contribution he can make to your organization?

Single Minded Concentration

A. Do first things first and second things not at all

B. Do things one at a time and stay with them until they are completed.

C. When you complete an important task, you gain energy,enthusiasm and self-esteem. What is the most important task you have facing you today?

D. Your ability to concentrate and persevere or distraction is essential to your success. Development of this habit makes a real difference in your performance.

Don’t Let Yourself Be Distracted By Unimportant Matters

Time Management Steps

4. Use daily SchedulesSet daily objectives

Record your daily activities for three days

Eliminate your time thieves

Time Management

Time Management

Daily Time Log

Name: Date:

Daily Objectives: Deadline:1 ) 4)

2 ) 5)

3 ) 6)

Priority: 1- Import.& Urgent ; 2- Import. Or Urgent; 3- Routine Detail; 4- Trivial

CommentsPriorityTime Used

ActivityTime

اليومي الوقت اليومي جدول الوقت جدول

التاريخ : .....................االسم : ................اليوم منها أهداف االنتهاء موعد

.1.............................................

.2............................................

.3............................................األولوية /األهمية

عاجلة و عاجلة. 2مهمة أو روتينية. 3مهمة مهمة. 4تفاصيل غيرالوقت األهميةمالحظات

المستعملالعمل – النشاط

الوقت

To-Do List

ActivityImportant /Urgent

Priority

Time Estimate

1 - Boss-imposed tasks

………………………………………………………………………………………………………………………………………

2 - System-imposed activities …………………………………………………………………………………………………………………………………………

3 - Subordinate-imposed actions …………………………………………………………………………………………………………………………………………

4 - Self-imposed goals and activities …………………………………………………………………………………………………………………………………………

Sources of a To-Do List

Daily Plan

(Day: …………….)

Items From“To-Do List”

TimeEstimate

Schedule

Time Management Steps

5. Schedule your time according to: Priorities and performance curve

Time Management

+50%

100%

-50%6 8 10 12 14 16 18 20 22 24 2 4 6

Time of day

Time Management Steps

6 .Plan your day in advance

Time Management

Think First

Then Act

Time Management Steps

7 .Start your day with a positive attitude

Time Management

Each Day, You Should Do Something That You Enjoy

Time Management Steps

8 .Reserve time for yourself

Time Management

Time Management Steps

9 .Try to be consistent

Time Management

Take Time to

Take Time to work; it is the price of success

Take Time to think; it is the source of power

Take Time to play; it is the secret of perpetual youth

Take Time to read; it is the fountain of wisdom

Take Time to be friendly; it is the road to happiness

Take Time to love; it is the joy of life.

Take Time to laugh; it is the music of the soul.

Overcoming Procrastination

A. Break the task down into bite-size pieces

B. “Salami-Slice” that is to get started

C. Reward yourself for completing part of the

taskD. Repeat “Do it now; Do it now “over and over

E. Develop a “sense of urgency” One of the rarest of all human qualities

Creating Blocks of Time

A. Creative time-your internal prime time

B. Operational time - Your external prime time

C. Creative work and administrative work must be done separately

D. Possible Blocks of Time:1. Early morning2. Lunchtime3. Close office door in the morning,4. Close office door in the afternoon5. Get to work one-hour early6. Stay one hour later One uninterrupted hour is worth three normal office hours.

Telephone Techniques

Control Telephone Interruptions, and use the telephone more effectively

A. Use the telephone as a Business tool

B. Have your calls held. Call back all at once

C. Avoid Telephone tag. Give and get a specific call-back time

D. Have all calls screened by a secretary

E. Refuse to be a slave to a ringing phone

Time Management Steps1. Define your goals (Objectives)

Set long medium & short-term objectives

SMART

2. Catch the time thieves

Study your own working habits

Define your time thieves

Time Management

Time Management Steps3. Set priorities

80- 20 Rule (Pareto ’ s law)Tasks and activities nature.

4. Use daily Schedules

Set daily objectives

Record your daily activities for three days

Eliminate your time thieves

Time Management

Time Management Steps

5. Schedule your time according to: Priorities and performance curve

6. “Plan your day in advance”

7. Start your day with a positive attitude

8. Reserve time for yourself

9. Try to be consistent

Time Management

Time ManagementTime ManagementPrincipal of putting

things in writingDaily Schedules

Time planner + Self-discipline

Priorities

SuccessSuccess

Thank You