Time Management
Mohamed Mosaad7/8/2012
Time flies
Objectives• Understand the concept of time management • Implement such concept in an activity• Recognize some facts and principles of time management • Overcome challenges to time management• Develop effective time management skills:
• Identify key tasks• Prioritize effectively• Plan and track time• Set SMART goals• Create long-term and short-term plans• Create to-do lists
•Develop assertiveness
WIIFM
• Plan and prioritize each day‘s activities in a
more efficient, productive manner
• Overcome procrastination quickly and easily
Today’s Agenda
The importance of time managementWhat is time managementPlanning:
•Pareto’s principles •Prioritization
Setting GoalsImplementing and tracking
“Time lost is never found again.” –
Benjamin Franklin
The Importance of Time Management
Discussion
Control
Productivity
Confidence
Ability to meet goals
Fun
What is time management?
• "Yesterday is History
Tomorrow is a Mystery
But Today is a Gift
That is Why They Call it
The Present"
• Time Management is the ability of using time well to increase job productivity and life enjoyment.
• It can also be defined as "understanding exactly how much time we have and how to use it effectively."
• Skill
Activity
Do you:
1) Undertake work as it appears, rather than in order of
priority?
2) Accept unimportant interruptions when working on an
urgent task?
3) Say ―yes‖ to work requests even when unsuitable?
4) Put off tasks which are uninteresting?
5) Deal with the same material several times, when it should
have been dealt with in one sitting?
6) Have considerable difficulty making decisions?
7) Allow your work surroundings to become disorganized
and messy?
8) Let your career path just ―happen‖ rather than taking
positive steps towards achieving desirable and realistic life
goals?
9) Waste considerable time on unimportant phone calls?
10) Frequently lack the concentrative powers to see tasks
through to the end?
Time Wasters and Thieves
• Internal (Easy to control)
Inability to concentrate Indecision Frustration Procrastination Lack of overall objective
External(Hard to control…but you can)
• Phone Calls
Emails
TV
Noise and distractions
I CAN NOT SAY NO
iPhones, iPods, and iPads
Planning• “The bad news is time flies. The good news is
you’re the pilot.” – Michael Altshuler
I. Pareto's Principle
II. Prioritization
III.Setting Goals
I. Pareto’s Principle
II. Prioritization
1. ABC Analysis
2. Stephen Covey’s matrix
Jar Of Life - Put IMPORTANT Things FIRST!.mp4
1.ABC Analysis
Most important and urgent tasks
Tasks are important but not urgent
Tasks are neither urgent nor important
A
B
C
2.Stephen Covey’s Time Management Matrix)
1
Important and urgent (Do it Now)
2
Important but not urgent (decide when to do it)
3Urgent but not important (delegate it)
4Not important, Not Urgent(Dump it)
Impo
rtan
tN
ot Im
port
ant
Urgent Not Urgent
Setting Goals
Implementing and tracking
• Procrastination
• Organizing
• Being Assertive and Saying NO
• Creating To-Do Lists
• General Tips
1.Procrastination
• "to keep delaying something that must be done."
No Deadline
No passion Don’t know
where to start
Need help
Overcoming Procrastination
• Delete • Delegate• Do it now• Ask for advice• Obey the 15 minutes rule! • Have a clear deadline! • Give yourself a reward! • Remove distractions!
Organization
Follow the S.T.I.N.G Strategy:
• Select one task to do at a time. • Time yourself using a clock for no more than one hour. • Ignore everything else during that time. • No breaks or interruptions should be permitted. • Give yourself a reward when the time is up.
Being Assertive and Saying NO• The fact is: you cannot do everything. So, Don‘t undertake things you cannot complete Remain consistent to your goals
• How to Say No • Give a reason • Be diplomatic
• Suggest a trade-off • Don‘t put off your decision
To Do List
• Daily to do list
• Weekly to do list
• Semester to do list
• Yearly to do list
Daily to do list
Weekly to do list
Semester to do list
Yearly to do list
General Tips
• 1. Keep it Clean: A clean workspace is key to maximum productivity
• 2. Keep it Organized: A fixed commitment schedule helps you get everything done
• 3. Keep it Goal Oriented: Even setting short term goals helps keep you motivated
• 4. Keep it Quiet: A quiet room is the best to keep concentration
• 5. Keep it Active: A lazy body can result in a lazy brain
• “Living your life without a plan is like watching television with someone else holding the remote control.” – Peter Turla
