Hoe to manage time effectively and efficiently.

1. Prepared by
Ahmed Hamza Al-juhani

2. Facts about time
 Time equals money, waste time waste money
 Bad time management equals stress
 Time is priceless but it is free
 You can’t own the time but you can use it
 You can spend time but you can’t keep it
 Once you lost it, you can never get it back

3. Objectives of time management
 To be more effective & efficient
 Save your time
 To be more smart not harder (to do your activities more in less
time with less efforts)
 To help you to reduce your work overload, this will lead to
reduce your stress for more focus & prolong your energy

4. Objectives
 Maximize the return of your time by setting priorities
 To avoid time wasters, Handle interruption in effective manner
 Reflect of active listening on time saving

5. Time wasters
 Unclear objectives or priorities
 Lack of planning
 Overworking (involvement in details)
 Wrong expectations & estimations
 Poor listening & communication
 Others e.g. socialization

6. Signs of time wasting
 Messy desk & cluttered files
 Late or unprepared for meetings
 Volunteer to do tasks of others
 Tired & unable to concentrate
 Miss appointments

7. Pareto principle
 80% of results achieved with 20% of the efforts & vice versa
 20% of results from unfocused efforts

8. Myths about time management
 The longer or harder you work the more you accomplish
 You are not supposed to enjoy work
 We should take pride in working hard
 Should try to do the most in the least amount of time
 Technology will help to do your tasks better & faster
 Do one thing at a time

9. Obstacles of effective time management
 Unclear objective
 Disorganization
 Inability to say “no”
 Interruptions
 Periods of inactivity
 Too many things at once
 Stress & fatigue
 All work & no play

10. Types of interruptions
 Interruptions (e.g. phone, email alert)
 Wrong colleagues
 Visitors dropping
 Junk emails
 Crisis & emergencies
 Family & friends

11. Types of interruptions
 Procrastination
 Dis organization
 Inability to say “no”
 Fatigue
 To be effective, identify these obstacles affecting your ability to
manage your time

12. Facts about interruptions
 Interruptions take…….6-9 minute
 Recovery………..……..4-5 minute
 5 interruptions, shoots an hour

13. Handling interruptions
 Turn off email alert
 Answer phone calls at schedule time
 Turn off phone calls into e mails
 Schedule time for meeting visitors
 Close your office door to reduce incidence of drop in visitors

14. Handling interruptions
 Be assertive:
- “I am in middle of something know”
- “excuse me I have only 5 minutes”
- Hand watch or clock watching on wall behind them

15. 3 Ps of effective time management
1. Planning
2. Prioritize
3. Procrastinations

16. planning
 Failing to plan is planning to fail
 Plan:
 Daily, Weekly, Annually, Monthly, Process, Functions

17. Notes about daily plan
 Daily plan should cover 3 main points:
 Scheduled activities for the day showing time allocated to each
 Identify key tasks for that day to be prioritize
 Indication of who you need to contact during the day
 Document everything (short pencil is better than long memory)

18. Effective planning
 Set long range objectives
 Set specific daily goals
 Set a task for each goal
 Prioritize your task
 Set time limit for each task
 Anticipate obstacles & take corrective action
 Implement

19. Goals, priorities & planning
 Why am I doing this?
 What is the goal?
 Why will I succeed?
 What happens if I choose to do it?

20. Managing your workplace
 Reorganize your desk by clearing it at the end of each working
day
 File documents once they have been used
 Purge files regularly
 Organize a work flow system in your space

21. Office logistics
 Make your office comfortable for you
 Optionally comfortable for others

22. Managing your phone
 Control phone by:
 Batch your outward calls
 Delegate calls you have not do it administrative
assistant
 Terminate the calls once the business has done
 Set up a rota in your team for handling incoming calls

23. Effective time management strategies
 Set a goal (SMART)
S………Specific
M……....Measurable
A………Achievable
R……...Realistic
T………Time frame
 Make sure that your efforts are always directed towards your efforts

24. Achieving goals
 When you achieve a goal, take time to celebrate
 Observe the progress you have made towards your goals &
absorb implications of goal achievement
 If you failed to achieve a goal, consider it feedback and learn
from it

25. Achieving goals
 Remember that your goals will change as time goes on
 So, adjust them regularly to reflect growth in your knowledge
& experience
 If goals become no value, let them go

26. Prioritize
 Sales person has many tasks to do
 So, sales person can’t make everything
 Logically, to make a list with tasks confront you

27. Prioritize
 Do
 Delay
 Delegate
 Delete
Prioritization helps you to allocate your time, where it is mostly
needed & most wisely spent

28. Notes about delegation
 No one can live in an isolated island
 You can accomplish a lot with help
 Grant authority with responsibility
 Concentrate on goal, deadlines & deadlines
 Treat well, appreciate & reward your delegated subordinate
after accomplishing an objective

29. Simple prioritize
 Prioritize according to:
 Profitability or benefit of the task you are facing
 Pressure you are under to complete a job
 Commonly, prioritize based on profitability & project value

30. Prioritization tools
 Importance:
 Outcome of your activities lead to achievement of your goals
 Urgent:
 Activities that we are concentrate on
 Activities demand attention
 Mainly, urgency due to something unexpected you must deal with
at once

31. Why do we procrastinate?
 If you don’t know from where to start
 To avoid unpleasant task
 Afraid to fail
 Waiting for more information
 You are over committed

32. Overcoming procrastination
 List things you have been avoiding
 Prioritize them
 Do task list according to priority

33. Effectiveness Vs. efficiency
The best for time management is to be effective & efficient
 Effectiveness:
 Achieving things you want to achieve
 Spending your time on important things but urgent
 Efficiency:
 Produce more work in a given period of time

34. Urgency vs. importance
 Urgency:
 Things require immediate attention & fast reaction
 Important:
 Can be postponed but must be done
 May become urgent if let undone
 Usually have long term effect

35. Time management matrix

36. Time management matrix
Focus on
Manage
Delegate Dump

37. N.B
 Urgent & important; require immediate attention & action
 Not urgent & important; involves long term vision, it improves us
 Effective time management lies in spending considerable time in
important but not urgent

38. Factors to be considered
 Take care of things with short term consequences as soon as
possible
 Accomplish what you can early(e.g. reports, registration,
requests can be done)
 Attach deadlines to things you delay

39. Factors to be considered
 When you decide that something can be wait you may
postpone it again & again
 Make schedule:
 determine when to begin working on it
 establish deadline for that task to finish

40. Organize
 For effective time management, you need to organize
 Use planner or calendar with plenty of space to make notes, daily
activities & contact information (it is indispensible tool for time
management)
 You can use computer & software programs including calendars,
reminders & contact information (also mobiles, ipad, ipod)

41. Learn when to say “NO”
 You can’t do everything
 Don’t undertake things you can’t complete
 Remain consistent to your goals

42. Use your waiting time
(make your time more productive)
 On public transportation
 At prospect workplace
 When you are early
Make sure that you have something with you that you can
accomplish in the event when you are kept waiting

43. Methods
 Reading correspondence:
E.g. Reading your mails, writing reports, make important
business call
 Write notes or memos
 Reading:
Carry a book or magazines to read & learn new things
specially those related to your business

44. Concentrate at the task at hand
 You have not always to do many tasks
 Concentrate completely on current task
 For more effective time spending

45. Concentrate at the task at hand
1- Focus on your goal
 You will accomplish better if you focus on one task you are
performing at the moment

46. Concentrate at the task at hand
2- Tune out interruptions
 Set time during the day to not answer phone or schedule visitors
 You can’t isolate yourself all the time but avoid interruptions for
specific period of time
 When you must respond to phone calls, be assertive in minimizing
interruptions by asking if you can call back at another time or meet
another day

47. Concentrate at the task at hand
3- Achieving more with focus
 Goals setting techniques are used by:
 Top level athletes
 Successful business people
 Achievers in all fields
 They give you long term vision & long term motivation.
 Setting goals rise your confidence
 Organize your efforts & your resources

48. Consider your personal prime time
 Determine the time of the day you function at the best
 Schedule your most difficult task for your peak performance
hours
 Most research shows that tasks take mental concentration are
most effectively accomplished early morning
 But even these studies acknowledge that this is not always true

49. Celebrate your success
 Celebrate achievement of your goals to maintain healthy
balance in life between work & day
 Reward yourself when complete a task or finish a project
 If you work in a team delegate some tasks reward the efforts of
all involved

50. Time management tools
1. Actions plans
2. To do list
3. Time log

51. Time management tools
1- action plan
 It simple list of all of the tasks that you need to carry out
 It differ from “TO DO” list in that it focuses on achievement of
a single goal
 It helps you to think about what you need to do to achieve that
thing & monitor your progress

52. How to make an action plan
 List the tasks that you need to carry out to achieve your goals
 Keep your action as you carry out your work
 Update your action plan as you go a long with any additional
activities that come up

53. 2- “TO DO” List
 “TO DO” list is a list of all tasks you need to carry out
 It contains all tasks you have to do, top to bottom according to
the importance
 Keep doing “TO DO” list to be successful sales person or
manager

54. What if not keeping proper “to do” list?
 May overwhelmed by large amount of work to do
 May face a constant barrage of deadlines
 Sometimes you forget to do something important

55. Preparing a “to do” list
1. Write down tasks
2. If a task is large, break down it into smaller component.
3. Do the task
4. Prioritize tasks from very important to unimportant
5. If there are many tasks with high priority
- At first, determine less important tasks
- Then, rewrite list in priority order

56. Using your “to do” list
 Motivate yourself by keeping it relatively short & aim to
complete it everyday
 Low priority tasks can be postponed for several months if these
tasks are running up against a deadline, raise there priority

57. 3- Time log
 It is effective way to see where your time consumed during the
working days
 Record information for about 2 weeks to get a full picture
about time spent in accomplishing tasks
 Log activities & record time acquired to accomplish them

58. 3- Time log
 Time log provide useful information about:
 Accuracy of estimating time for tasks
 Time wasters
 Level of interruptions
 Loading during the day
 Crisis points / tasks

59. 4- Dealing with documents
 Documents can consume a huge amount of time from our working day
 Improve your document handling:
 Act on what is required by the document
 File the document for reference later
 Get rid of the useless document
 Technology can make handling documents faster & easier.(e.g. software,
computers)

60. Key points
 To do list made for efficient work
 Ensure that:
 Carry out all necessary tasks
 Do most important jobs at first
 Do not waste time on trivial tasks
 Not becoming stressed by a large number of un important jobs

61. Summary
 Decide you first step of plan
 Keep processes going by reviewing & updating your “TO DO”
list on a daily basis
 Periodically review the longer term plans & modify them to
reflect your changing priorities & experience

62. Summary