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

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

3. 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

4. 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

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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. 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

22. 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

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