,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

Time Management

?What Is Time

•A dimension within which .things change

•The medium through which

.goals are accomplished

Time Management

e can not be managed , we can only manage. ourselves take the time to do Those who do not

something right, must make the time to do it over

Time Management

e Doing a job right isfficient doing , the right job right is . effective

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

Time Management
Time is a scarce commodity Time cannot be bought or exchanged or rented Unstorable: Time cannot be saved or stored It is impossible to increase or decrease time Invariable: The passage of time is constant Irrevocable: Time cannot be recalled Universal: Time is equal for all people Indivisible: Time is life

haracteristics of time

We Cannot Stop The Passage Of Time

Time Management

Why do we need to manage tim

Managing Time Improves Your Quality of

1.Wasting Time Causes Stress – 2– Managing Time 3- Improves Productivity
.

Life

Time Management

:Seven Dangers Signals

he belief that you are Indispensable : No.One else can do your work No time for important work you need and want to do: Daily crisis consume your time Attempting too much at once by never-3

”.saying “NO Unrelenting pressure -4 Always feel behind schedule

Time Management :Seven Dangers Signals
.working hours

Habitual (not just occasional) long-5

Feeling guilty leaving work on time-6

.Taking worries and problems home-7

What are the Advantages of planning your time?
Professional and personal objectives are reached True / more quickly and more confidently. 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 T / projects, tasks and activities F The stress of daily life is reduced, and you have a T / more predictable daily plan F

Time Management
The Key Words in Time Management

Commitment Choice Control

Time Management
Time Management Steps
.1 (Define your goals (Objectives

Set long, medium, & short-term objectives SMART

Time Management Time and Goals
“ 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 Management
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 span
Long Range  Intermediate  Short term  Quarter  Monthly  Weekly  Daily  Priorities 5 years 2 –Years 3 1 year

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 ………………………… * ………………………… * ………………………… * ………………………… * ………………………… * My Professional objectives ………………………… * ………………………… * ………………………… * ………………………… * ………………………… * My job objectives ………………………… * ………………………… * ………………………… * ………………………… * ………………………… * Active steps to reach objective ………………………… .. ………………………… .. ………………………… .. ………………………… .. ………………………… .. Active steps to reach objectives ………………………… .. ………………………… .. ………………………… .. ………………………… .. ………………………… .. Principal tasks demanded by my job ………………………… .. ………………………… .. ………………………… .. ………………………… .. ………………………… ..

Time Management Time Management Steps
.2 Catch the time thieves
Study your own working habits Define your time thieves

Time Thieves
Telephone Meetings You Colleagues Administration Searching for things Work Routine Visitors Customers Crises Your Boss Signatures Newspapers …………………Others

Saw blade effect
100 %

Performance

Time

INTERRUPTIONS

Time Management
? Starting today, what are you going to do to catch three of your time thieve Time thieves Causes, reasons Possible solutions

Time Management Time Management Steps .3 Set priorities
80Rule (Pareto 20(s law ’ .Tasks and activities nature

(Value analysis of the use of time (ABC analysis

65% A tasks
Very important

Value of the activity 20% B tasks
important

15% C tasks
trivial /routine

15%

20% Actual Use of Time

65%

Eisenhower Principal
B tasks Fix a deadline )or delegate at once( A tasks Tackle immediately

Importance

C tasks Delegate P
Urgency

A Tasks
Are Important Tasks Which Cannot Be Delegated

Priority Matrix
High

2

1 3

Importance

4
Low Low

High

Urgency

Time Management
The Number One Principle in Time Management

Identify your Number One Priority and get it.Done First

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 accomp 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?

Don’t Let Yourself Be Distracted By Unimportant Matters

Time Management Time Management Steps
.4 Use daily Schedules
Set daily objectives Record your daily activities for three days Eliminate your time thieves

Time Management

Daily Time Log
Name: :Daily Objectives: Deadline
(1 (4 (2(5 (3(6 Priority: 1- Import.& Urgent ; 2- Import. Or Urgent; 3- Routine Detail; 4- Trivial

Date:

Time Activity

Time Priority Used

Comments

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‫موعد النتهاء منها‬ ‫.........................‬ ‫........................‬ ‫........................‬

‫السم : ................‬
‫أهداف اليوم‬ ‫....................‬ ‫.1‬ ‫....................‬ ‫.2‬ ‫....................‬ ‫.3‬

‫الهمية / الولوية‬
‫مهمة و عاجلة2. مهمة أو عاجلة3. تفاصيل روتينية4. غير مهمة‬ ‫‪‬‬

‫ملحظات‬

‫الهمية‬

‫الوقت‬ ‫المستعمل‬

‫العمل –‬ ‫النشاط‬

‫الوقت‬

To-Do List
Activity
Important /Urgent

Priority

Time Estimate

Sources of a To-Do List
1 - Boss-imposed tasks …………………………………………………………………… ………………………………………………………………… 2 - System-imposed activities …………………………………………………………………… …………………………………………………………………… 3 - Subordinate-imposed actions …………………………………………………………………… …………………………………………………………………… 4 - Self-imposed goals and activities …………………………………………………………………… ……………………………………………………………………

Daily Plan
(Day: …………….)

Items From “To-Do List”

Time Estimate

Schedule

Time Management Time Management Steps

.5 Schedule your time according to: Priorities and

performance curve

50%+

100%

50%

24 22

20

18

16 14

12

10

8 6 64

2

Time of day

Time Management Time Management Steps

Plan your day in advance. 6

Think First Then Act

Time Management Time Management Steps

Start your day with a positive attitude. 7

Each Day, You Should Do Something That You Enjoy

Time Management Time Management Steps
Reserve time for yourself. 8

Time Management Time Management Steps
Try to be consistent. 9

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 task D. 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 morning 2. Lunchtime 3. Close office door in the morning, 4. Close office door in the afternoon 5. Get to work one-hour early 6. 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 callback time D. Have all calls screened by a secretary E. Refuse to be a slave to a ringing phone

Time Management Time Management Steps
.1 (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 Steps
.3 Set priorities 80Rule (Pareto 20(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
Principal of putting things in writing

Daily Schedules

Priorities

Time planner + Self-discipline

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