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Time management /

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The reason for my victory is that my enemies, the Austrian Emperor, did not know the important value of the last five minutes

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Time management /

  1. 1. Question? What do we mean by time? What issues are you having with time management:  ----  ----  ----  ----  ----
  2. 2. TIME  The reason for my victory is that my enemies, the Austrian Emperor, did not know the important value of the last five minutes Napoleon  Do you love life? Don't waste your time it's the core of life Victor Heigho
  3. 3. The importance of time Time cannot be stored or replaced Time is the most valuable source Time cannot be compensated or replaced Time is a limited resource Time passes so fast Utilizing time increases its value
  4. 4. The activity expands to cover all the available time (Parkinson) All people are time equal; they posses 24 hrs/day, 168hrs/week and 8766hrs/year. (24hrs/day, 1440 minutes/day, 86400 seconds/day) The importance of time develops with age How do you perceive time; as a, master, mystery, slave, referee, enemy, neutral
  5. 5. Personal hours in the week:  sleeping 49  eating 14  clothing 7  moving to work 9  Others 14  total 93 out of 168 Working hours are 45 Then what is left to entertainment, family, sociality, hobbies, learning and free time is about 4 hrs/day What if you work more hours a week, what will be left for your development???
  6. 6.  Imagine adding 15 minutes every day to your working hours additional 13 days/year  Imagine adding 30 minutes every day to your working hours additional 26 days/year additional month every year
  7. 7. Bethlehem Steel Corporation Charles Schwab – President Ivy Lee – Consultant 1910 20,000$ “to do” list A essential to complete B less so Lakien 1973 C can wait
  8. 8. What is the value of your wasted time? The equation to calculate the rate of each working hour: =monthly salary*3*1.1 13*working hours/day Example: 2000$*3*1.1/13*8=63$ per hr >> 1$/minute
  9. 9. 1009080706050403020100 I totally control I don't control Do you control your time? What is your position?
  10. 10. you control your time effectively on your way to control your time you have real problems time is controlling you 90% 75% 55% < than
  11. 11. Time Management Related Principles 1. You control your life by controlling your time. 2. Your behavior is a reflection of what you truly believe. 3. Daily planning leverages time through increased focus. 4. You satisfy your needs when your beliefs are in line with reality. 5. Negative behaviors are overcome by changing incorrect beliefs. 6. When your daily activities reflect your governing values, you experience inner peace. 7. Give more and you’ll have more.
  12. 12. Overcoming Procrastination 1. Take a hard look in the mirror 2. Assess your level of motivation 3. Set small goals for yourself 4. Once small goals are achieved, think about setting larger goals 5. Don’t get derailed by setbacks
  13. 13. Keys for Effective Time Management Assess where your time is going  Evaluate your life style Sleep routine  Eating regularly and healthy/exercise  Leisure/friends  Soft addictions  Dealing with stress
  14. 14. Setting Goals 1. Select a goal 1. Short term 2. Long term 3. Life long 2. Ask whether the goal is achievable 3. Be certain you genuinely want to achieve this goal 4. Identify why this goal is worthwhile 5. Anticipate and identify difficulties you might encounter 6. Devise strategies and steps for achieving the
  15. 15. Setting goals Goal Long term Short term Why achievable? Why worthy? Resources: Your personality: How to achieve it? Difficulties anticipated: New strategies: Indicators for achievement:
  16. 16. In order to accomplish your goals you will need to use Organizational and time Management Tools Schedules/Calendars Daily Planning To Do Lists Weekly Calendar Monthly Calendar Laptop Diary PDA Palm Pilot Blackberry Computer Scheduling Programs Outlook
  17. 17. Common time wasters Identifying your time stealers  Interruptions - telephone  Interruptions - personal visitors  Meetings  Tasks you should have delegated  Procrastination and indecision  Acting with incomplete information  Dealing with team members  Crisis management (fire fighting)  Unclear communication  Inadequate technical knowledge  Unclear objectives and priorities  Lack of planning  Stress and fatigue  Inability to say "No"  Desk management and personal disorganization
  18. 18. Personal time management is a set of tools that allow you to: 1. Eliminate wastages 2. Be prepared for meetings 3. Refuse excessive workloads 4. Monitor project process 5. Allocate appropriate time 6. Plan each day efficiently 7. Plan each week effectively
  19. 19. 100% 50% 0% 8 morning 12 5 Energy Curve
  20. 20. 1. Always define your objectives as clearly as possible Do you find you are not doing what you want because your goals have not been set. One of the factors which mark out successful people is their ability to work out what they want to achieve and have written goals which they can review them constantly. Your long term goals should impact on your daily activities and be included on your "to do" list. Without a goal or
  21. 21. 2. Analyze your use of time Are you spending enough time on the projects which although may not be urgent now are the things you need to do to develop yourself or your career. If you are constantly asking yourself "What is the most important use of my time, right now?" it will help you to focus on 'important tasks' and stop reacting to tasks which seem urgent (or pleasant to do) but carry no importance towards your goals
  22. 22. 3. Have a plan How can you achieve your goals without a plan. Most people know what they want but have no plan to achieve it except by sheer hard work. Your yearly plan should be reviewed daily and reset as your achievements are met. Successful people make lists constantly. It enables them to stay on top of priorities and enable them to remain flexible to changing priorities. This should be done for both personal and business goals.
  23. 23. 4. Action plan analysis Problems will always occur, the value of a good plan is to identify them early and seek out solutions. Good time management enables you to measure the progress towards your goals because "What you can measure, you can control". Always try to be proactive.
  24. 24. Eisenhower table A do it your self B do it or delegate C delegate D do it later Not urgent Urgent B A Important D C Not important Doing one A is better than doing nine D
  25. 25. Self evaluation List down frankly and precisely the most five factors that lead to waste your time: 1. …. Controllable not controllable comments 2. …. Controllable not controllable comments 3. …. Controllable not controllable comments 4. …. Controllable not controllable comments 5. …. Controllable not controllable comments
  26. 26. Define your time wasters # Time wasters Controlla ble Non- controll . Comments
  27. 27. List down the most factors that can save your time if available: 1. … Controllable not controllable comments 2. … Controllable not controllable comments 3. … Controllable not controllable comments 4. … Controllable not controllable comments 5. … Controllable not controllable comments
  28. 28. Define your time savers # Time savers Controlla ble Non- controll . Comments
  29. 29. Convert weaknesses to strengths # Time wasters Time savers comments
  30. 30. Time management is a continuous process ….  Know how you spend your time – register  Analyze time to know the activities 20:80  Self assessment – know your abilities  Define goals and priorities  Make action plans to achieve goals  Implement actions according to time frame  Control your time wasters  Try to delegate  Evaluate and follow up to improve  Gain new habits
  31. 31. Time management is a management process - review  Time Analysis Information gathering, activities profile  Time planning Goal setting, priorities, activities, time frame  Time organizing To do list, delegation, work place  Time implementation Stages, principles, recommendations, procrastination  Time follow up Control, reanalyze time

The reason for my victory is that my enemies, the Austrian Emperor, did not know the important value of the last five minutes

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