TIME MANAGEMENT145838 – Obada Saada

15500134 – Ihsan Bahadir Balta15500341- Faith S. Jabai

15500075 – Mustafa Demirkiran

Obada

• Time cannot be saved, it can only be spent, so it’s the most valuable thing in our life, but once it is gone, it is gone forever.

• “Time is more valuable than money, because time is irreplaceable.” John C. Maxwell

• time is indispensable. All work requires time. No matter what it is you want to do in life.

• Time is hard taskmaster, everyone occasionally experiences problems getting everything done, and doing it all in the time available.

TIME MANAGEMENT• Time management is the act or process of

planning and exercising conscious control over the amount of time spent on specific activities, especially to increase effectiveness, efficiency or productivity.

• For example, if you are a Manager it might be better "time management" to schedule 1 hour a day for answering email and responding to employee inquires rather than getting "side tracked" for emails and questions all day.

TIME MANAGEMENT• The most frequent complains “I don’t have time

to get organized.”• organized people are not born organized people.

They have to cultivate healthy habits, which then help them to stay organized.

• If you say:“I don’t have time to get organized.”• Plan your time• You must make time

• Planning will allow you to better use of your time

PLANNING TOOLS• Calendar

– Paper based– Digital Computer, PDA, Cell Phone

• To-Do List: a list of tasks that need to be completed, typically organized in order of priority.

• Flow-Charts for complicated projects– PERT Chart– GANT Chart etc.

PLANNIG TIME

• Should include:– Classes– Appointments– Class preparation/ research time– Time to think and to plan– Personal time and Family events– After hour events

• Set up start time and end time

IHSAN

• According To Scoot (1997), people always say that there is not enough time for them, where as, everybody has a world of time.

• Adair(2003), asking that what kind of things can be more important than using time efficiency?

• Most of us complain that we don’t have enough time but we see some of us do more work than others within the same period.

• Keenan(1996) explains that to understand this situation can be crucial issue.

• The key factor to solving this problem is using the time effectively.

Today

• I will try to explain the key factors of time management. These are:– Prioritize– Overwhelming Tasks– Orientation and Planning– Appointments

1) PRIORITIZE

• WHAT IS PRIORITIZE?– To organize (things) so

that the most important things are done or dealt with first.

– To make (something) the most important thing in a group.

Prioritizing Effectively

• Prioritizing skills are your ability to see what tasks are more important at each moment and give those tasks more of your attention, energy and time.

• You focus on what is important at the expense of value lower activities.

• C. Ray Johnson summarizes in his own book that is CEO Logic : How to Think and Act Like a Chief Executive,  – "Prioritizing is the answer to time

management problems - not computers, efficiency experts, or matrix scheduling. You do not need to do work faster or to eliminate gaps in productivity to make better use of your time. You need to spend more time on the right things..."

• Prioritizing is – a way to solve that frustrating problem.– about making choices of

• what to do and • what not to do.

– To prioritize effectively you need to be able to recognize What is important as well as to see the differences between

• Urgent and• Important

How can you start concentration on what really matters, instead of on what seems

most pressing?• The Four Quadrants

There is a useful technique in time – management that involves dividing your tasks into a grid with «four quadrants» that are;

1) Urgent and ImportantEx: «My big report is due in 3 hours»

2) Important and Not UrgentEx: «I’m delivering a presentation next

month»3) Urgent but not Important

Ex: «My library books are due back today» 4) Not Important and Not Urgent

Ex: «I’m watching YouTube clips»

• During a day some of tasks can be seen equally urgent and important.– Yet, if you take a closer look, you will see that

many of the urgent activities we are involved are not really important in the long run.

• If you have good prioritizing skills, – you can finish as soon as possible all the

important urgent tasks– Its saves you from crisis or trouble otherwise

Prioritizing Principles can be applied to both Planned and Unplanned Activities• With Planned Activities

– Activities that are included your doing list, You can mark each of your tasks with «A», «B», «C» depending on its importance.

– The «B» Task should be done only after you are finished with the all the most important «A» tasks.

– If you have time after you finished with the «B» task, you can move on the «C» ones.

• With Unplanned Activities– If you need to make quick decisions, maybe you

will not have time to analyze the situation fully.– Its the best just to

• Keep in mind your goals,• Rely on your instincts.

Your effectiveness in such situation depends very much on the clarity of your goals.

2) OVERWHELMING TASKS

• Do you have Post- IT notes all over your desktop at work, or

• Scraps of paper beneath magnets covering your fridge?

You overwhelmed?Its simple to keep everthing straight so that you look polished and pulled together.

• Follow these steps to complete tasks on your overwhelming to do list, and you will not – Be unprepared, or – Forget another meeting or event.1)Keep one list2)Write down everything you need to do3)Prioritize the list4)Write down your goals5)Keep it short and simple

3) ORIENTATION AND PLANNING

• Planning can be considered as – a technology, – a set of techniques and – an activities, that assists an organization in

achieving on appropriate alignment of external environment and internal capabilities in order to achieve outcomes.

• Begin and end each day with review of pending tasks & appointments.

• Use calender or electronic appoinment programs & keep it up to date.

• If you have a secretary, she can keep your calender.

4) APPOINTMENTS• Why do you need an

appointment for tasks?– Do you have tasks that just doesn’t

get done? Tasks that put you off? Somehow put you off some more?

– How do you deal with these tough tasks?

• The ones that you seem to avoid at all cost.

• One powerful technique is to make an appointment to complete them.

• It is especially effective for tasks that come back to haunt you time and again.

• Appointments should have a purpose– All parties should know the purpose– Stay focused on that purpose– Schedule adequate time

• Make decision/ answer questions• Don’t run over time

– Reschedule it if necessary• Don’t allow interruptions except real

emergencies.

FAITH

• There are 24 hours in the day. This is something that will not change and we can do nothing about it. While you may not be able to control this, you can manage yourself. Once you realize this you have taken the first step towards effective time management.

WHY HAVE MEETINGS?• Exchange opinions• Weigh outcomes• Make recommendations• Give/get information• Method of accounting to employers (annual

general meetings of project managers)• Relevance of human contact: (helps team

work, introducing a new team member, cardinal decisions to be made, signatures needed etc.)

SINCE MEETINGS ARE ESSENTIAL, SHOULD WE GO ON NON STOP

HAVING MEETINGS?• NO!• Every meeting should be time framed

HOW?• Have an agenda (it is the compass; like

weddings, birthdays have programs)• Keep the meeting focused and stay true to

your agenda• Because no one knows it all, keep everyone

included in the meeting• Please quit when finished

THINGS TO CONSIDER WHEN CHOOSING A MEETING

ENVIRONMENT• The meeting environment goes a long way

to determine the outcome of the meeting therefore, a vital area to be considered

• Environment impacts negotiation so know the type of meeting you are having. Ask: is it formal, informal, confidential or casual?

• Knowledge about your client helps in deciding a suitable meeting environment

• The meeting environment has to be accessible to all participants

• The size of the meeting room matters. You do not want people stuck in a meeting room and expect efficient ideas

• State of art equipment if necessary have to be reliable and easy to use

• The meeting environment has to be within budget

• Audio and visual component should be considered.

If everybody is required to participate

ListenersOne-way Communication Best Orientation

THERE ARE ALWAYS UNIMPORTANT TASK. WHAT

SHOULD BE DONE WITH THEM?• To judiciously manage time as a project

manager, unimportant task have to be eliminated to make room for important task.

HOW?• Identify the unimportant task• ASK: does this/ these task(s) help develop

the project?• Does it bring the team closer to or farther

from achieving the project?• What value does this task add or subtract

from the project progress?

• Sometimes, outright elimination of unimportant task could be very difficult so a project manager could limit its scope. (movie night, vacation, game (could choose one game and not all)

• Do not try to impress by taking on more duties than you can handle. If you bite off more than you can chew at the beginning there is a chance you may fail.

• Speak up if you feel you are delegated with too much

• There is nothing wrong in seeking assistance to achieve a project (outsourcing)

• It is important to constantly recall deadline date to keep to duty.

The 4 Ds of time management

These are:– Do it - Get it done, the sooner the better. – Delegate it - This task doesn't suit you, get

someone else to do it. – Dump it - Not important. Forget about it.– Defer it - Something for the 'to do' pile. Come

back to it later.•You should be able to file any task that arises in your average day under one of the four Ds.

FOR SUPERVISORS• Supervisors are the key drivers of any

project• A supervisor is like a coach. Sometimes the

best way to get a team to become something is to be it yourself- set the right example.

• The supervisor is accountable for either the success or failure of the team and the actions of the team members

• The supervisor should be self-motivated• Be a person of Integrity• Be optimistic (No one likes to be talked

down consistently)• Flexibility (ability to adapt to changing

situations)

• Active listener• Be able to brainstorm non stop• Keep everyone focused on the current

task

Mustafa

What does the Cascade of Wasted Time mean?

• Can not manage your time effectively• Manage your meeting time

THE CASCADE OF WASTED TIME

• When people are kept waiting for late appointments or kept too long at meetings– Plan your meeting time effectively – Prepare the meeting very well– Organize your appointments regularly– Dont waste time in your appointment more

than enough

THE CASCADE OF WASTED TIME

• Following appointments begin & end late• The man-hour loss can be considerable

THE CASCADE OF WASTED TIME

• Keep to your Schedule• Plan your each stage regularly

THE CASCADE OF WASTED TIME (2)

• If you are kept waiting in appointments– Be prepared to use dead time

• Prepare and Carry reading materials• Cary pad & pen or a small tape recorder• Use time to think through pending periods

– Why we should be prepared • Avoiding waste of time• We have beginning and finish time to accomplish our

Projects• Necessary to comply to Schedule (we can not bring

it back.)

What is Crises Management?

• Process by which an organization deals with a major event that threatens to harm the organization.

• Its stakeholders, or the general public considered to be the most important process in public relations

Three elements are common to a crisis

• (a) a threat to the organization• (b) the element of surprise• (c) a short decision time.

CRISES MANAGEMENT

• An occasional crises can be good for the organization BUT– Crises is not a sustainable state

• After a while, anything becomes a normal• Crises generally extends working hours• Initially greater productivity• Later work expands to fill time• Aviation maintenance example (it have to quick to

prevent accident and crises)

CRISES MANAGEMENT (2)

• Too many crises are demotivating– Interfere with orderly work accomplishment– Upset plans (domino effect)– Call into the competence of managers“Good management avoid crises.”

DELEGATE• A delegate is someone who speaks or acts on behalf of

an organization at a meeting or conference between organizations of the same level. The term delegate is also use in event handling for some programming languages or frameworks.

DELEGATE

• Give somebody else a job to do– Do not say how it is going to be done

• increasing creativity• To increase the responsibilites other members• To decrease the responsibilities of manager• Prevent wasting time• Reduce workload• Helps the manager• Communicate well• To increase the creativity

REFERENCESwww.business-personal-coaching.com-The Study guides and Strategies website; time management series-Articles from Time Thoughts: resources for personal & career and success-Wikipedia, the free encyclopedia-http://www.lifehack.org/articles/productivity/how-organize-your-life-10-habits-really-organized-people.html-Get Rich Organizing: The Professional Organizer Survival Guide to Launch, Manage, and Grow Profitable Business, by Anne Blumer, Page 163-Organizing For Dummies, By Eileen Roth, Elizabeth Miles, page 24-Time Management (The Brian Tracy Success Library) By Brian Tracy-answers.yahoo.com-Adair, J. (2003). Concise time management and personal development. London, GBR:- Thorogood -Scott, M. (2001). time management. (Çev. A. Ç. Çelik), İstanbul: Rota Yayınları. -Prioritizing techniques save your time and energy. (2002). published at 7/11/2015 from-http://www.time-management-guide.com/prioritizing.html-http://whatis.techtarget.com/definition/crisis-management-https://en.wikipedia.org/wiki/Delegate