Time Management 1st Year PDF

# Time Management ## Introduction: Time management involves exercising conscious control over the amount of time spent on specific activities, focusing on increasing effectiveness, efficiency, and productivity. Hence, time management helps an individual to be more organized and more productive. #...

# Time Management ## Introduction: Time management involves exercising conscious control over the amount of time spent on specific activities, focusing on increasing effectiveness, efficiency, and productivity. Hence, time management helps an individual to be more organized and more productive. ## Definition: Is the optimal use of available time to get things done when they should be done. ## Advantage of Time Management: * Increase work productive * Eliminates cramming * Reduces anxiety * Faster achieve goal * Be relaxed and less stressed * Have more control over our job responsibility * More confidence ## Symptoms of Time Management: * Being over busy * Increase stress level * Insufficient time for rest or personal relationship * Work longer hours at home * Feeling of running late ## Causes of Time Management Problems: ### Organizational Causes: 1. Setting incorrect objective 2. Sharp end management 3. Unbalanced structure 4. Poorly organized senior ### Self-induced Causes: 1. Poor planning 2. Ineffective delegation 3. Procrastination ## Time Wasters: Time waster is something that prevents a person from accomplishing the job or achieving goals. ### Time wasters can be divided to: * External time wasters * Internal time wasters ### External Time Wasters: * Lack of information * Ineffective communication * Telephone interruptions * Lack of feedback * Lack of policies and procedures * Incompetent co-workers ### Internal Time Management: * Ineffective delegation * Failure to set goals and objective * Poor planning * Inability to say "NO" * Management by crisis * Open door policy * Leaving tasks unfinished * No time deadlines * Emotional and personal stress ## Three Basic Steps in Time Management: * Allow time for planning, and establish priorities * Complete the highest priority task whenever possible, and finish one task before beginning another * Reprioritize based on the remaining tasks and on new information that may have been received. ## Time Management Strategies: * Planning * Organizing * Implementation ### A. Planning: * Establish A.B.C. and D priorities **Setting priorities** * A. Something which is important & urgent. * B. Something which is important but not urgent. * C. Something which is urgent but it is not important * D. Something which is neither important nor urgent. #### Scheduling activities Keep in writing how much time is spent on a specific activity, such time delineation focuses attention on activity so that the task gets completed more efficiently and effectively. #### Establishing To Do List: * Daily to-do list * Generate it at close of work or first thing each day at close of work or * Running to do list, updated continually do list, updated continually. * To do list combined with schedule or calendar ### B. Organizing: * Maintain normal routine every day * Concentrate on one activity or task until it is accomplished * Use a daily time planner * Implement filling system * Stick to your short, intermediate, and long-term goals ### C. Implementing for Control: Avoid procrastination is the tendency to put off to another time something that is important. ## Overcoming Challenges of Time Management: 1. List all tasks that you are currently putting off 2. Plan and set a schedule for dealing with the rest 3. Award when tasks are completed and punish when tasks are not. 4. Use SMARTS criteria when the objectives are (specific, measurable, attainable, realistic, time bond and supported by the organization. 5. Keep a to-do list plan and organize prioritize and put first things first estimate time for tasks