Time Management by liwenting

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									Time Management
     Ahmad
     Deema
     Reema
            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
                                            #
        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.




                                          #
                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?

                                                #
             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?
                                           #
             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?
                                         #
      Time Management Forms

•   To do pad
•   Daily calendar log
•   Agenda
•   Weekly schedule




                              #
To do pad




            #
Daily calendar log.




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




                                       #
  Obstacles to effective time
        management
Unclear objectives


        Disorganization


Inability to say “no”
                                #
    Obstacles to effective time
          management
Interruptions

         More interruptions


 Periods of inactivity
                                  #
     Obstacles to effective time
           management
     Too many things at once

Stress and fatigue


    All work and no play
                                   #
   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.


                                            #
   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

                                                    #
     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.



                                                       #
              Activity Log
•
    Time   Activity description   Duration   Value




                                                 #
   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!


                                            #
   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.
                                                   #
   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

                                                      #
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?
                                                #
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.

                                              #
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.
                                               #
THANK YOU



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