Omar Shawky Time Management

All rights reserved ©2011 to Skills Worldwide Course Overview 2Time Management Introduction2. Setting Your Priorities 3. Managing Your Workload and Delegation 1.How Good is Your Time Management? Take Home Messages (THMs) Time Management

All rights reserved ©2011 to Skills Worldwide Introduction 3Time Management Introduction2. Setting Your Priorities 3. Managing Your Workload and Delegation 1.How Good is Your Time Management? Take Home Messages (THMs) Time Management

All rights reserved ©2011 to Skills Worldwide 4Time Management Time Management is About Controlling the Use of the Most Valuable, yet Undervalued, Resource Time Management

All rights reserved ©2011 to Skills Worldwide How Good is Your Time Management? 5Time Management Introduction2. Setting Your Priorities 3. Managing Your Workload and Delegation 1.How Good is Your Time Management? Take Home Messages (THMs) Time Management

All rights reserved ©2011 to Skills Worldwide The Time Bank 6Time Management

All rights reserved ©2011 to Skills Worldwide "The bad news is time flies. The good news is that YOU are the pilot" Michael Altshuler 7Time Management

All rights reserved ©2011 to Skills Worldwide Manage Yourself First 8Time Management

All rights reserved ©2011 to Skills Worldwide The Ten Time Thieves 9Time Management 1.Poor Planning 2.Crisis Management 3.Procrastination 4.Interruptions 5.Not Delegating 6.Unnecessary Meetings Time Management

All rights reserved ©2011 to Skills Worldwide 10Time Management 7.Poor Organization 8.Poor Networking 9.Bad Attitude 10.Negative People Time Management The Ten Time Thieves

All rights reserved ©2011 to Skills Worldwide Setting Your Priorities 11Time Management Introduction2. Setting Your Priorities 3. Managing Your Workload and Delegation 1.How Good is Your Time Management? Take Home Messages (THMs) Time Management

All rights reserved ©2011 to Skills Worldwide Helps you to allocate your time where it is most- needed and most wisely spent Prioritization 12Time Management

All rights reserved ©2011 to Skills Worldwide Prioritization Tools The Urgent/Important Matrix Pareto Analysis 13Time Management

All rights reserved ©2011 to Skills Worldwide Great time management means being effective as well as efficient Effective time management means spending your time on things that are important and not just urgent Prioritization Tools The Urgent/Important Matrix 14Time Management

All rights reserved ©2011 to Skills Worldwide Prioritization Tools The Urgent/Important Matrix 15Time Management

All rights reserved ©2011 to Skills Worldwide Prioritization Tools The Urgent/Important Matrix Interruptions Important Goals High Low Urgency Importance Low High Critical Activities Distractions 16Time Management

All rights reserved ©2011 to Skills Worldwide Prioritization Tools Pareto Analysis Helps you identify the most important changes to make The 80/20 principle 17Time Management

All rights reserved ©2011 to Skills Worldwide Prioritization Tools Pareto Analysis 20% of the average workday is spent on “crucial” and “important” things, While 80% is spent on things that have “little value” or “no value” 18Time Management

All rights reserved ©2011 to Skills Worldwide Prioritization Tools Pareto Analysis Write out a list of the changes you could make Group related issues together Score the items or groups The scoring method you use depends on the sort of problem you are trying to solve Start with the one with the highest score Solving it will give you the biggest benefit 19Time Management

Mission: Stakeholders Family Work Friends Religion Country Community Who are your stakeholders and what is your mission to each one of them?

All rights reserved ©2011 to Skills Worldwide Managing Your Workload and Delegation 21Time Management Introduction2. Setting Your Priorities 3. Managing Your Workload and Delegation 1.How Good is Your Time Management? Take Home Messages (THMs) Time Management

All rights reserved ©2011 to Skills Worldwide If a task simply has to be done, but you cannot get to it, then the best way to give yourself more time is to delegate it to someone else 1.Delegate- Let GO 22Time Management The Difficulties, Why Is It so Hard to Delegate? So, What Can You Delegate? Time Management

The Situational Leader How to Manage Your Subordinate & How to Manage Your Manager? By: Dr. Paul Hersey

Situational Leadership How do we identify the situation? Willingness Level –Evaluate the Willingness Level of your subordinate Readiness Level –Evaluate the Readiness Level of your subordinate Willingness Level = Confidence LevelWillingness Level = Confidence Level Readiness Level = Knowledge LevelReadiness Level = Knowledge Level

Situational Leadership Model High Relation Low Relation Hi TaskLow Task Hi Willingness Low Readiness Style: SELL Low Willingness Low Readiness Style: TELL Hi Willingness Hi Readiness Style: Gear (Delegate) Low Willingness Hi Readiness Style: Cheer

All rights reserved ©2011 to Skills Worldwide Both in terms of quantity and priority you are going to have to say ‘no’ to some things. For instance, you may have to turn down: 2. Be Prepared to Say NO 26Time Management Your Colleagues Your Subordinates Your Own Boss Dr. Mackenzie’s Four Steps to Saying “No” 1.Listen 2.Say “No” politely but firmly 3.Give your reasons, if appropriate 4.Offer alternatives, if possible Dr. Mackenzie’s Four Steps to Saying “No” 1.Listen 2.Say “No” politely but firmly 3.Give your reasons, if appropriate 4.Offer alternatives, if possible Time Management

All rights reserved ©2011 to Skills Worldwide We can accomplish more than double the amount of work if we are uninterrupted. Managers are interrupted on average every 7 minutes by: 3. Overcoming Interruptions 27Time Management Telephone Interruptions Drop-in Visitors Unplanned Meetings Time Management

All rights reserved ©2011 to Skills Worldwide Scheduling is the process by which you plan your use of time. By scheduling effectively, you can reduce stress and maximize your effectiveness by: 4. Scheduling by making “To-Do Lists” 28Time Management Preparing a To-Do List Time Management

All rights reserved ©2011 to Skills Worldwide The key principles of organizing your paperwork are: Group similar things together Place them in their own space or container Label them clearly 5. Organizing Your Paperwork 29Time Management

All rights reserved ©2011 to Skills Worldwide 30Time Management Personal Action Plan Time Management

All rights reserved ©2011 to Skills Worldwide Take Home Messages 31Time Management Introduction2. Setting Your Priorities 3. Managing Your Workload and Delegation 1.How Good is Your Time Management? Take Home Messages Time Management

All rights reserved ©2011 to Skills Worldwide Take Home Messages 32 Write a Mission Statement Set Objectives that will fullfill tasks or mission Prioritize the tasks and objectives that you are working on (Important/Urgent Matrix) or (Pareto) Learn how to Delegate Prepare to Say "NO" Overcome Interruption (Be Aware of Time Theives) Make a TO-DO-LIST Organize Time Management