Time Management PDF

Time management FAHED HERBAWI, PT PHD What is time mangment  Time management is the coordination of tasks and activities to maximize the effectiveness of an individual's efforts.  Essentially, the purpose of time management is enabling people to get more and better work done in les...

Time management FAHED HERBAWI, PT PHD What is time mangment  Time management is the coordination of tasks and activities to maximize the effectiveness of an individual's efforts.  Essentially, the purpose of time management is enabling people to get more and better work done in less time. What is time mangment Elements include  organization,  planning  scheduling to best take advantage of the time available to the individual, The pschology of time management ??  HOW YOU THINK and feel about yourself largely determines the quality of your life, and the emotional core of your personality is your self-esteem, defined as “how much you like yourself.”  “self-efficacy,” defined as the degree to which you feel you are competent, capable, and productive, able to solve your problems, do your work, and achieve your goals. Example ? The pschology of time management ?? Think of yourself as being well organized in everything you do. If you were already excellent in time management,  How would you behave?  What would you be doing differently?  With regard to your time and personal productivity,  What would be different from the way you do things now? What Do You Value Most?  What do you really care about and stand for?  What will you not stand for? You will only feel really happy, valuable, and worthwhile to the degree to which your day-to-day activities are in harmony with your values. Almost all stress, tension, anxiety, and frustration, both in life and in work, comes from doing one thing while you believe and value something completely different. Make Written Plans  There is a rule that every minute spent in planning saves ten minutes in execution.  The time you take to think on paper about something you need to accomplish, before you begin work, will give you a return on personal energy of 1,000 percent—ten minutes saved for every minute that you invest in planning your work in the first place. Make Written Plans  First, in organizing by sequence, you create a list of activities in chronological order, from the first step to the final step before completion of the goal or project.  As Henry Ford said, “The biggest goal can be achieved if you simply break it down into enough small parts.” Make Written Plans  Second, you set priorities on these items, accepting that 20 percent of the items on your list will account for 80 percent of the value and importance of all the things you do.  Setting priorities allows you to stay focused on your key tasks and activities without getting distracted. “The things that matter most must never be at the mercy of the things that matter least.” Make Written Plans  Review your plans regularly, especially when you experience frustration or resistance of any kind.  Be prepared to revise your plans when you receive new information or feedback.  Remember that almost every plan has flaws in it, both large and small. Types of person THERE ARE Two kind of managers  By organizing every minute  By orgnzing tasks Create Your Daily “To-Do” List  PERHAPS THE MOST powerful time management tool is a daily list of activities that you create to serve as a blueprint for your day.  All successful time managers think on paper and work from a daily list of activities.  Just as a pilot uses a checklist before every takeoff, Create Your Daily “To-Do” List Sleep Better  Many people toss and turn at night trying not to forget something they have to do the following day.  If you create a list before you go to bed, writing down everything you have planned for the coming workday, you will sleep far better and awake more refreshed.  According to time management specialists, it takes about twelve minutes each day to write out a list of your tasks for that day. Create Your Daily “To-Do” List Plan Your Work and Work Your Plan  Never do anything that is not on your list.  If you don’t write down new ideas and activities, and instead react and respond to the nonstop demands on your time, you will quickly lose control of your day and end up spending most of your time on activities of low or no value. Create Your Daily “To-Do” List The Not-To-Do List  Just as you need a to-do list to guide you through a busy day, you need a not-to-do list to help keep you on track. These are things that you decide, in advance, that you are not going to do, no matter how tempting they may be when they come up.  “No” is the greatest time-saving word in the world of time management. And once you start using this word, it gets easier and easier to say Create Your Daily “To-Do” List The Not-To-Do List  If the answer is “no,” you can graciously reply, “Well, thank you for asking. Let me think about it and look at my schedule. I’ll get back to you and let you know whether or not I can help you out.”  You can wait twenty-four hours, then contact the person and say that, unfortunately, you are swamped with work and deadlines at this point, and you won’t be able to help out. Thank the person for asking for your assistance, and suggest that “maybe next time”. Set Clear Priorities What are the tools and techniques to begin immediately with that one task, so you can keep working on it until it is complete. Set Clear Priorities Put on the Pressure  Here’s another technique that you can use for setting priorities:  Make up your daily list of activities and then ask yourself, “If I were called out of town for a month, starting tomorrow, what activities on this list would I want to be sure to complete before I left town?” Set Clear Priorities Get More Important Things Done  With that kind of an incentive, you would not waste a single minute. You would have no time at all for idle conversation with your coworkers.  You would start early and immediately work through coffee breaks and lunch and concentrate single-mindedly on clearing your desk by completing your most important tasks. The process of time management The Law of Three  If you make a list of everything you do in the course of a month, it will probably include twenty, thirty, or even forty different tasks and responsibilities.  But if you review that list carefully, item by item, you will find that only three items on your entire list account for 90 percent of your value to your business. The process of time management 1. understand how much time you have 2. put a value on your time 3. prioritise 4. make reasonable to-do lists 5. be decisive 6. stay focussed 7. embrace time management technology 8. recognise stress 9. finish on time Typical Time Problems Task  – Work piling up  – Trying to do too much at once  – Getting involved in too much detail  – Postponing unpleasant tasks  – Insufficient time to think People  – Constant interruptions from callers  – Constant telephone interruptions  – Too much time spent in conversation Typical Time Problems, Paperwork  Too much incoming paper  Too many letters / notes to write  Paperwork piling up  Lost papers Meetings  Too much time spent in (inefficient) meetings Travelling  Too much time spent on travel Typical Time Wasters,  The drop in visitor , Telephones  Paperwork , reading and reports (e mail) , letters and memos  Travel  Meetings  Ineffective communication  The cluttered desk  Personal disorganization Thank you