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

Facebook

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