Time Management Prepared by: Miss Samah Ishtieh 21/9/2013 17 تموز، 18 Dr. Harisa El-Shimy

The “too much to do and not enough time to do it” phenomenon is rampant. 17 تموز، 18 Miss Samah Ishtieh

Time management What is time Time is the stuff of which life is made. Time is the most valuable thing a man can spend.   Time management is making optimal use of available time. Because time is finite and valuable resource, learning how to use it wisely requires both leadership skills and management functions. 17 تموز، 18 Miss Samah Ishtieh

Symptoms of Time Management Problems Being overbuys Not achieving key results Feeling of running late Work longer hours at home Go from crisis to crisis 17 تموز، 18 Miss Samah Ishtieh

Causes of Time Management Problems Not make effective planning Poorly organized and ineffective at planning Managerial weakness 17 تموز، 18 Miss Samah Ishtieh

Some Common Time Consuming Habits Putting off difficult or unpleasant tasks Starting but failing to finish unpleasant work tasks Being easily side tracked Procrastination on necessary decisions (priority) تأجيل Poorly organized desk, filling and layouts 17 تموز، 18 Miss Samah Ishtieh

Some Common Time Consuming Habits Poor organizing and conducting meeting Attending too many meetings Talking too much (Socializing) Being too nosy Not being able to others request for help Being too visible, too easily accessible 17 تموز، 18 Miss Samah Ishtieh

There are three main principles of 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 upon the remaining task and upon new information that may have been received. 17 تموز، 18 Miss Samah Ishtieh

Allow time for Planning Daily plan Two mistakes common to the managers are: Underestimating the importance of a daily plan. Not allowing adequate time for planning. 17 تموز، 18 Miss Samah Ishtieh

Allow time for Planning Daily planning by the manager: In the morning, list all the actions to be accomplished that day. Plan ahead for meetings. Prepare and distribute advance agendas. Identify developing problems, and put them in the appropriate portion of the unit’s short or long term plans. Review the short and long term plans of the unit regularly. 17 تموز، 18 Miss Samah Ishtieh

Prioritizing Prioritizing is to divide all activities into three categories: (1) Don’t do: reflect problems that will take care of themselves, are already outdated, or are better accomplished by someone else. The manager either throws away the unnecessary information or passes it on to the appropriate person in a timely fashion. 17 تموز، 18 Miss Samah Ishtieh

Prioritizing (2) Do later: Items reflect trivial problems or those do not have immediate deadlines, so they may be put off something until a future time, to postpone or to delay needlessly. (3) Do now: reflect a unit’s day-to-day operational needs such as; daily staffing needs, dealing with equipment shortages, meeting schedules, conducting hiring interviews, and giving performance appraisal. 17 تموز، 18 Miss Samah Ishtieh

Time Wasters A time waster is something that prevents a person from accomplishing the job or achieving the goal. 17 تموز، 18 Miss Samah Ishtieh

Dealing with interruptions There are 10 external time wasters that keep managers from accomplishing their work: Telephone calls Socializing Meetings Lack of information. Poor communication Lack of feedback 7. Lack of adequately described policies and procedures 8. Incompetent coworkers 9. Poor filing system 10. Paperwork and reading. 17 تموز، 18 Miss Samah Ishtieh

Managers need to develop skills in preventing interruptions that prevent effective time planning: Don’t make yourself overly accessible. Drop in visitors Establish policy of seeing only visitors who have made an appointment Interrupt, when someone rambling on without getting to the point, break in and say gently, “Excuse me I'm not getting your message. What exactly are you saying?” 17 تموز، 18 Miss Samah Ishtieh

Cont. prevent effective time planning: Avoid promoting socialization Be brief. If you would like to chat and have the time to do so, use coffee breaks and lunch hours for socializing 17 تموز، 18 Miss Samah Ishtieh

Managers need to develop skills in preventing interruptions that prevent effective time planning Telephone calls Minimize small talks Never start by “Hello how are you? Try to use “ hello what can I do for you?” 17 تموز، 18 Miss Samah Ishtieh

Time Management Strategies Planning Setting priorities Scheduling: By which one determine how much time is spent on specific activities Establishing to do list: There is no right or wrong way to make to do list ( pocket calendar computer) just it must be accessible. 17 تموز، 18 Miss Samah Ishtieh

Time Management Strategies Organizing The stacked desk syndrome stacked desk stacked mind One should - Remove everything from the desk surface that does not related to the work. - Place the phone out of sight - If possible close the door to work area. - The art of was basketry - Physical strategies include filing system - Mental was basketry 17 تموز، 18 Miss Samah Ishtieh

Time Management Strategies Implementing Handling paper work appropriately Delegating appropriately Controlling interruptions Learning the art of saying “No” Rewarding oneself 17 تموز، 18 Miss Samah Ishtieh

Steps to ensure effective delegation Plan Ahead when identifying task to be accomplished Identify the skill or educational level to complete the job. Identify the person best able to complete the job in terms of capability and freedom of time to do so 17 تموز، 18 Miss Samah Ishtieh

Steps to ensure effective delegation Clearly communicate exactly what is to be done, and specify the end-product desired, and also the authority commensurate to the assigned task. Set time lines, and monitor how the task is being accomplished. Evaluate subordinate performance after the task have been completed. Don’t delegate your signature or orientation to the new employees. 17 تموز، 18 Miss Samah Ishtieh

Well, TIME IS UP!!! 17 تموز، 18 Miss Samah Ishtieh