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Time Management

Learn how to manage your time effectively and increase productivity with these essential time management skills and techniques. Discover the importance of setting priorities, eliminating time-wasting tasks, and staying focused on goals.

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Time Management

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  1. Time Management Ahmad Deema Reema

  2. Introduction • time is a resource that, when lost or misplaced, is gone forever. • Managing projects within time, cost, and performance is easier said than done. • project manager who cannot control his own time, then he will control nothing else on the project. • Concentrate on results, not on being busy! • Remember that time is money • Bad time management = stress

  3. The 80:20 Rule • This says that typically 80% of unfocussed effort generates only 20% of results. This means that the remaining 80% of results are achieved with only 20% of the effort.

  4. questions • Do you have trouble completing work within the allocated deadlines? • How long can you work at your desk before being interrupted? How many interruptions are there each day? • Do you have a procedure for handling interruptions? • If you need a large block of uninterrupted time, is it available? With or without overtime?

  5. questions • How do you handle drop-in visitors and phone calls? • How is incoming mail handled? • Are you accomplishing more or less than you were three months ago? Six months ago? • Do you perform work that should be handled by your subordinates?

  6. questions • Do you have sufficient time each day for personal interests? • Do you still think about your job when away from the office? • Do you make a list of things to do? If yes, is the list prioritized? • Does your schedule have some degree of flexibility?

  7. Time Management Forms • To do pad • Daily calendar log • Agenda • Weekly schedule

  8. To do pad

  9. Daily calendar log.

  10. time management problems • Meetings (eight hours/week) • Time robbers (ten hours/week) • Conflicts (twelve hours/week) • Planning/replanning (ten hours/week)

  11. Obstacles to effective time management Unclear objectives Disorganization Inability to say “no”

  12. Obstacles to effective time management Interruptions More interruptions Periods of inactivity

  13. Obstacles to effective time management Too many things at once Stress and fatigue All work and no play

  14. Time Management Skills • Costing Your Time “Finding Out How Much Your Time is Worth” Key points: • Calculating how much your time is worth helps you to work out how whether it is worth doing particular jobs.

  15. Time Management Skills • Deciding Your Work Priorities “Finding Out What to Spend Your Time On” • Key points: • • Concentrating on what you enjoy • • Using a SWOT analysis to work out your strengths and weaknesses. • clarify your job with your employer, and concentrate on doing well in the areas he or she considers to be most important

  16. Time Management Skills • Activity Logs “Finding Out How You Really Spend Your Time “ • Key points: • By analyzing your activity log you will be able to identify and eliminate time-wasting or low-yield jobs. • You will also know the times of day at which you are most effective, so that you can carry out your most important tasks during these times.

  17. Activity Log

  18. Time Management Skills • Action Plans “Small Scale Planning” Key points: • An Action Plan is a list of things that you need to do to achieve a goal. To use it, simply carry out each task in the list!

  19. Time Management Skills • Prioritized “To Do” Lists “Remembering To Do All Essential Tasks, In The Right Order” Key points: • remember to carry out all necessary tasks • tackle the most important jobs first, and do not waste time on trivial tasks. • you do not get stressed by large volumes of unimportant jobs.

  20. Time Management Skills • Personal Goal Setting “Planning to Live Your Life Your Way “ Key points: • Deciding what is important for you to achieve in your life • Separating what is important from what is irrelevant • Motivating yourself to achievement • Building your self-confidence based on measured achievement of goals

  21. TOP TEN TIME MANAGEMENT TIPS • 1. Cut back on the time you spend watching television, aimlessly surfing the web, etc. • 2. Know thyself. Start keeping track of how you are currently utilizing your time and • 3. Do it right the first time. If you don’t have the time to do it right, when will you have the time to do it over?

  22. TOP TEN TIME MANAGEMENT TIPS • 4. Make a realistic schedule and stick to it. • 5. Get enough sleep. Even though you immediately lose out on some awake time. • 6. Handle each piece of mail you receive only once.

  23. TOP TEN TIME MANAGEMENT TIPS • 7. Learn to say “no” to people • 8. Develop a routine doing the things that help further your goals. • 9. Don’t multi-task yourself to death. • 10. Try to locate yourself in an area that will be free from interruptions when you are trying to get something accomplished.

  24. THANK YOU

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