We can never bring back or stop time.So we can not actually manage it.Bur we can manage dealing with it through managing our activities during the running time.

1. Communicated by Ashraf M. Diaa
Lecturer of Business Practice
Member of Australian Institute of Training &Development

2. Activity… You know me
You are requested to introduce the person next to you
to the rest of us.
You have 3 min each to prepare yourself. Please cover
the following information in your introduction
Name , Country , Work title , Favorit color ,etc
Wasn’t minutes TOO MUCH ??
Do Not leave time unused

3. Count the Passes of the White
team
Did you see the Gorilla

4. 4
What is Time Management?
Time management has five main aspects:
• Planning & Goal Setting
• Managing Yourself
• Dealing with Other People
• Your Time
• Getting Results
• The first 4 all interconnect and interact to generate the fifth - results

5. What is Time Management?
Time management is a set of
principles, practices, skills, tools,
working together to help you get more
value out of your time with the aim of
improving the quality of your life.

6. Why are we here today
What’s the expected ROI
if we knew how to save a working
hour or every day
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7. Activity
What do you believe are your top three priorities/objectives in
your position?
What do you believe are the top three obstacles to working on
your priorities or meeting your objectives as the moment?
On a scale of 1-10, how organized would you rate yourself?
What are the top 3 things you think you must do in order to be
more organized?
What would you do with any additional time if you found a way to
give it to yourself?

8. The difficulty with TIME is
“We can’t manufacture it, but we can make it; we never
seem to have enough of it, yet we are always wasting it.”
Poor time management is one of the greatest cause of
stress in our business and personal lives.
You CAN make Money ... Can you make time
Chinese proverb : An inch of gold cannot buy an
inch of time

9. How a 70-year life is spent?

10. Why is time important?
Some facts and figures…
Angry / Stressed people are twice as likely
to suffer a heart attack as a person in better
control of their emotions.
More heart attacks occur on first working
day than on any other day of the week.
Taking 5 minutes per day, 5 days per week to
improve one’s job will create 1,200 little
improvements to a job over a 5 year period.

11. Three Main Areas of Project Focus

12. The Daily Challenge
 Racing your watch daily
 Getting used to loosing control over time
might cause changes
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Performance
Work Stress
Attitude
Demotivation
I must govern
the clock, not
be governed by
it.
AV

13. What are the results out of
bad time management ..
STORYBOARD

14. SET YOUR OBJECTIVES …
just set them right !
“The bad
news is ”
Time Flies
The good
news is
You are the
pilot”
ACT

15. Activity
 In minutes try to collect as much points as you can as per the following table
Activity Score
Sing for minute
Creative nick name tags
Do a lap around the room ..for each lap
Get everyone in the room to sign a
single piece of paper
Re-create the sounds of the Amazon
rainforest with the sounds of your
voices
Convince a member of another team to
join you
Create an African song with Drums
Create a group of paper planes and fly
them all at once
Build a Tower + if highest

16. Did you think you had a chance
Did you have definedobjectives
What was your objectives
What type of tasks did you run for
Did you have a plan
How did it work
What will you change next time
Activity Discussion

17. Mental Techniques
Organize your thoughts with the right
attitude so that you can maximize your
time efficiency
Analytical Discussion

18. Decide Which one are You?
A B
It is annoying not to have
enough time
I can’t do everything at
once, something has to be
dropped
Time is always against me I always look for ways to
delegate some tasks to
others
I wish there was more
than 24 hours in a day
I always prefer to have still
more things to do
There is so much I want
to do and I am unhappy
that I can’t do them all
I know I can’t do
everything myself, so I
accept someone else’s
quality of work

19. Should we be
Proactive OR Reactive

20. Your Choice!

21. The SMART objective
Specific
Measurable
Achievable
Realistic
Timed

22. Is Every Achievable Realistic
Is every Realistic Achievable

23. ACTIVITY

24. Prioritizing Your Time
“What is important is seldom urgent
and what is urgent is seldom
important. “
Dwight D. Eisenhower

25. Prioritizing Your Goals
Achieving challenging
goals requires a lot of
mental energy.
Invest your mental focus
on one goal, the most
important goal right now.

26. Setting Priorities
Setting and understanding Priorities
helps achieving goals and objectives
Decrease stress and increase Focus
Minimize Risk

27. The P’s
POSITIVE : "Find a “major that's not
boring"? Or “Find an interesting major?”
PERSONAL : Be Selfish … for a while!! Use
(I) to brand it as your own.
POSSIBLE : Don’t try to shoot 5 aims with
one bullet.
PUT IN WRITING : Write down your
objectives and tasks

28. The Four D’s
Do it now
Dump
Delay
Delegate

29. ”What is important is seldome urgent .And
what is urgent is seldome important

30. I WANT Vs I NEED
We sometimes waste time on what is not
very important
We might also confuse what we want with
what we need
What type of person you are

31. Visualization
Visualizing your goal will help you create the
desire to materialize it into your life.
One of the best visualization tools is a vision
board on your wall.
Create a list of the benefits you will see when
you achieve your goal and concentrate on
how that will make you feel.

32. The 80/20 , Pareto Rule
The 80/20 rule, also known as Pareto’s
Principle, states that 80% of your results
come from only 20% of your actions.
For most people, it really comes down to
analyzing what you are spending your
time on.
Are you focusing in on the 20% of
activities that produce 80% of the results
in your life?

33. Organizing our time
Once we have set
our SMART
objectives and
setting priorities
.....are we done
with time
management
After Prioritizing
,Now what do you
think we need to
do
ORGANIZING
TIME

34. Activity
Try making your own Daily Task
List for the next days
If it appeared to you that ”I dont
know what might happen next
days” ...be sure that you still need to
practice

35. Covey’s Matrix of Time
Management
English Version

36. The Urgent/Important Matrix (I)
• Important: These are activities that
lead to the achieving your goals and
have the greatest impact on your life.
• Urgent: These activities demand
immediate attention, but are often
associated with someone else’s goals
rather than our own.
Managing time
effectively, and
achieving the
things that you
want to achieve,
means spending
your time on things
that are important
and not just
urgent.

37. The Urgent/Important Matrix (II)

38. Quadrant I
Represents things that are both ”urgent” and ”important” –
we need to spend time here
This is where we manage, we produce, where we bring our
experience and judgment to bear in responding to many
needs and challenges.
Many important activities become urgent through
procrastination, or because we don’t do enough prevention
and planning

39. Quadrant II
Includes activities that are ”important, but not urgent”- Quadrant of
Quality
Here’s where we do our long-range planning, anticipate and prevent
problems, empower others, broaden our minds and increase our skills
Ignoring this Quadrant feeds and enlarges Quadrant I, creating stress,
burnout, and deeper crises for the person consumed by it
Investing in this Quadrant shrinks Quadrant I

40. Quadrant III
Includes things that are ”urgent, but not important” -
Quadrant of Deception.
The noise of urgency creates the illusion of
importance.
Actual activities, if they’re important at all, are
important to someone else.
Many phone calls, meetings and drop-in visitors fall
into this category

41. Quadrant IV
Reserved for activities that are ”not urgent, not
important”- Quadrant of Waste
We often ”escape” to Quadrant IV for survival
Reading addictive novels, watching mindless television
shows, or gossiping at office would qualify as Quadrant IV
time-wasters

42. Actions of Task Matrix

43. Being Assertive
Say no, followed by an honest explanation.
”I am uncomfortable doing that because…”
Say no and then briefly clarify your reasoning
without making excuses.
”I can’t right now because I have another project
that is due by 5 pm today.”
Say no, and then give an alternative.
”I don’t have time today, but I could schedule it in
for tomorrow morning.”

44. Being Assertive
Empathetically repeat the request in your own
words, and then say no.
”I understand that you need to have this paperwork
filed immediately, but I will not be able to file it for
you.”
Say yes, give your reasoning for not doing it, and
provide an alternative solution.
”Yes, I would love to help you by filing this paperwork,
but I do not have time until tomorrow morning.”
Provide an assertive refusal and repeat it no matter
what the person says.
”I understand how you feel, but I will not [or cannot]…”

45. Writing down your DAILY TASK
LIST
Not an easy think at the begining if you are not
used to that
Helps you seeing your objectives visually in
front of you
Your contribution in tailoring and changing in
the task list makes you always involved

46. DAILY TASK LIST
Start with putting your WEEK objective near to you
Put your short list of daily tasks
REMEMBER ...Time line
% of your goals are of importance
Start merging tasks and putting parallel tasks on the same tiem
line
Now you have put your tasks , Understood what is Important and
what is Urgent

47. Sample Scheduling Grid
Mon Tue Wed Thu Fri Sat Sun
9:00
10:00
11:00
12:00
1:00
2:00
3:00
4:00
5:00
6:00
7:00
8:00
9:00

48. Planning Time Wisely
”A work well begun ..is half ended” ,
Plato
% of professionals have a gap between
planning and executing the plan
% of the causes of such gap is ” I don’t
follow up the productivity / KPIs
You should have a productivity follow up
document

49. Creating Your Productivity Journal
To start, get yourself a spiral notebook and
label it as your Personal Productivity Journal
or your Professional Productivity Journal.
Label each page with the day and the date
and what needs to be done that particular
day.
Next, prioritize each task in order of
importance.

50. Creating Your Productivity Journal
4. Highlight the top three items and
focus on those first.
5. Cross off items as you complete
them.
6. Items that are not completed should
be carried over to the next page.

51. Maximizing the Power of Your
Personal Productivity Journal
By planning the night before, you will also
start fresh and focused on the most important
tasks for the day.
During the day, keep your journal with you to
avoid becoming sidetracked.
Crossing off completed tasks will give your
subconscious mind a tremendous amount of
satisfaction.
If you postpone a task three times, it does not
belong on your action list.

52. The Jar

53. Activity
HOW WOULD YOUR JOURNAL
LOOK LIKE FOR THE FIRST DAY
OF YOUR DAILY TASK LIST

54. Evaluating your use of time
The first step of effective time management
is identifying how you are using your time.
Make a list of
the activities
that you spend
time on.
Identify how
much time the
activities
consume.
Take note of
activities you
are keeping up
with versus
activities you
are falling
behind on.

55. Sting that Task
Here are five steps to take the STING out
of feeling overwhelmed.
• S: Select one thing to do.
• T: Time yourself. Check the clock, give yourself an hour,
and go for it.
• I: Ignore everything else while the clock is ticking.
• N: No breaks until your hour is up.
• G: Give yourself a reward when the hour is up.

56. What is a Ritual?
The Random House Dictionary defines a ritual
as, ”any practice or pattern of behavior
regularly performed in a set manner.”
In fact, you can build any type of ritual in three
easy steps.
• Identify the Task.
• identify the Time and/or Trigger.
• Identify the Sub-Tasks.

57. Ritualizing Sleep, Meals, and
Exercise (I)
Sleep:
• Establish a ritual for half an hour before you sleep.
• This might include filling out your Productivity
Journal for the next day, enjoying a cup of tea,
taking a warm bath, performing some stretches...
• All of these activities will help you wind down and
sleep better.
• It is best to try to go to bed at around the same
time every night, too.

58. Ritualizing Sleep, Meals, and
Exercise (II)
Meals:
• Take a half hour each weekend to plan meals for
the next week, including lunches and suppers.
• Then, make a grocery list and get everything you
will need.
• Appliances like slow cookers and delayed-start
ovens can also help you make sure supper is
ready when you are.

59. Ritualizing Sleep, Meals, and
Exercise (III)
Exercise:
• Try to exercise for one hour three
times a week, or half an hour each day.
• One easy way is to go for a brisk walk
at lunch, or do yoga in the morning
before work.

60. Example Rituals
Instead of checking e-mail, news, and Web sites
throughout the day, set aside one or several periods.
Then, batch and sequence your activities.
Set up a system for maintaining your Productivity
Journal.
In the morning, perform your tasks in an organized,
routine manner. You can also lay out your clothes and
prepare your lunch the night before for maximum
efficiency.

61. PROCRASTINATION

62. Why We POSTPONE ??
No clear deadline
Inadequate resources available
Don’t know where to begin
Task feels overwhelming
No passion for doing the work
Fear of failure or success

63. Procrastination
Identify Wrong Believes
• “I need to know exactly what I am
supposed to do”
Expectation
• “I need a hand”Help
• “I don’t want to fail”Failure
• “I must get it right”Perfection
• “I want to do it my way”Freedom
• “I am waiting for the right
circumstances”
Right place/
Right time
• “It takes a lot of effort”Difficult

64. Ways to Overcome
Procrastination
Delete it.
Delegate
Do it now.
Ask for advice.
Obey the 15 minute rule.
Have clear deadlines.
Give yourself a reward.
Remove distractions.
Replace , Believe , Exit plan

65. Procrastination
Write a list of:
• Tasks that you regularly
leave to do tomorrow
• Things you always wanted to
do but haven’t done them yet

66. For each belief
•Step 1: Replace rigid
belief with soft belief
•Step 2: Have an exit plan
Replace , Believe , Exit

67. Replace , Believe ,Exit
Apply Step 2: Exit
“I like to research this so I know what I am doing, but I can always find
out more later as my understanding of the problem is increased”
Apply Step 1: Replace
“I like to research this so I know what I am doing”
Wrong Believe
“I must know everything about it before I can start”

68. Biological hours Concentration
Curves
 Know your chronotype and take advantage of it
AM PM
HI
LO
AM PM
HI
LO
AM PM
HI
LO

69. Eat The Frog

70. Eat That Frog!
"If the first thing you do each morning is to eat a live frog, you can go
through the day with the satisfaction of knowing that that is probably
the worst thing that is going to happen to you all day long!"
"If you have to eat two frogs, eat the ugliest one first!"
"If you have to eat a live frog, it does not pay to sit and look at it for a
very long time!"

71. Use Technology

72. REMEMBER Time Eaters
1 Lack of objectives, priorities or planning
2 Poor crisis management, shifting priorities
3 Attempting too much
4 Personal disorganization
5 Interruptions (drop in visitors, telephone calls)
6 Inability to say no
7 Lack of self discipline
8 Ineffective delegation
9 Meetings
10 Procrastination

73. SUMMING UP
Time is one of the most causes of stress
Time is money
Define your own time wasters
Set a SMART objective
Daily Task List
Ps , Ds and STING your time
Set priorities , Time Matrix
Be Assertive
Create your Productivity
journal
Tackle Procrastination
Eat the Frog

74. Thank You
Ashraf Diaa
Ashraf.Diaa@hotmail.com
@Ashraf_Diaa