,Remon Ahdy

Professional Diplomas in Sales Management and

.Marketing
Effective Personal Time
Management
Contents
 Definition & Power
 Time management
 Time management steps
 Schedule
 Time thieves
 Eisenhower principle
 Formats & exercises
 Power Resources
1 - Wealth
2 - Human Resources
3 - Time
4 - Physical Power ( Muscles, thinking, …, … )
5 - Information
6 - Charismatic
7 - Position
 Time Management

?What Is Time
•A dimension within which
.things change
•The medium through which
.goals are accomplished
 Time Management

e can not be managed , we can only

manage.
ourselves
Those who do not take the time to do
something right, must make the time to
do it over
 Time Management

Doing a job right isefficient doing ,

the right job right is .
effective

The more hours people

work , the more time they
assume they have to finish
 Time Management
haracteristics of time
Time is a scarce commodity
Time cannot be bought or exchanged or rented
Unstorable: Time cannot be saved or stored
It is impossible to increase or decrease time
Invariable: The passage of time is constant
Irrevocable: Time cannot be recalled
Universal: Time is equal for all people
Indivisible: Time is life
We
Cannot
Stop
The
Passage
Of Time
 Time Management

Why do we need to manage tim

1–.Wasting Time Causes Stress

2– Managing Time
3- Improves Productivity
Managing Time Improves Your Quality of
. Life
 Time Management
:Seven Dangers Signals
he belief that you are Indispensable : No-
.One else can do your work
No time for important work you need and
want to do: Daily crisis consume your time
Attempting too much at once by never-3
”.saying “NO
Unrelenting pressure -4
Always feel behind schedule
 Time Management

:Seven Dangers Signals

Habitual (not just occasional) long-5
.working hours

Feeling guilty leaving work on time-6

.Taking worries and problems home-7

 What are the Advantages of planning your time?

Professional and personal objectives are reached True /

more quickly and more confidently. False

 Time is saved and can be spent on really T/

important tasks and objectives (management, F
colleagues, thinking, family, leisure time)
You can have time to keep track of all important T /
projects, tasks and activities F
The stress of daily life is reduced, and you have a T /
more predictable daily plan F
Time Management
The Key Words in
Time Management

Commitment
Choice
Control
 Time Management
Time Management Steps

.1 (Define your goals (Objectives

Set long, medium, & short-term objectives
SMART
 Time Management
Time and Goals

“ If you don’t manage your time, you’ ll

never achieve your goals.But if you
don’t have goals (objectives), you don’ t
need time because you aren’ t going
any where. Top goal achievers are
always top time managers”
 Time Management
Characteristics of Effective Objectives
.1 Owned by those affected
.2 Demanding
.3 Achievable
.4 Measurable
.5 Deadlines
.6 Written
.7 Flexible
Time Management
Goals (objectives) and time span
-
Long Range 5 years
 Intermediate 2 –Years 3
- term
 Short 1 year
 Quarter
 Monthly
 Weekly
 Daily
 Priorities
Time Management
Three Kinds of Goals
(Objectives)

.1 Personal Goals
.2 Career\ Organizational goals
.3 Professional Long-Range goals
 Time Management
Use the space below to define Personal success for you
Time Management
Use the space below to define Professional success for you
Time Management
?Which objectives do you wish to achieve
My career objectives Active steps to reach objective
…………………………* ………………………… ..
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My Professional objectives Active steps to reach objectives

…………………………* ………………………… ..
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…………………………* ………………………… ..
…………………………* ………………………… ..
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My job objectives Principal tasks demanded by my job

…………………………* ………………………… ..
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 Time Management
Time Management Steps

.2 Catch the time thieves

Study your own working habits
Define your time thieves
 Time Thieves

Telephone Visitors
Meetings Customers
You Crises
Colleagues Your Boss
Administration Signatures
Searching for things Newspapers
Work Routine …………………Others
 Saw blade effect
100%
Performance

INTERRUPTIONS
Time
 Time Management
? Starting today, what are you going to do to catch three of your time thieve

Time thieves Causes, reasons Possible solutions

Time Management
Time Management Steps

.3 Set priorities
80-Rule (Pareto 20’(s law
.Tasks and activities nature
 (Value analysis of the use of time (ABC analysis

Value of the activity

65% 20% 15%

A tasks B tasks C tasks

Very important important trivial /routine

15% 20% 65%

Actual Use of Time

 Eisenhower Principal
B tasks A tasks
Fix a deadline Tackle immediately
)or delegate at once(
Importance

C tasks
Delegate

Urgency
A Tasks
Are Important Tasks Which Cannot Be Delegated
 Priority Matrix

High

2 1
Importance

4 3

Low

Low High

Urgency
 Time Management
The Number One Principle in
Time Management

Identify your
Number One Priority
and get it.Done First
 Key Result Areas
Knowing your key result areas is a key
to executive effectiveness.
A. Why are you on the payroll?
What key results have you been hired to accomp

B.What can you -and only you-do well

to make a real difference to your organization?

C. Every person should know what his

key result areas are.

Is everyone reports to you clear about the most

valuable
contribution he can make to your organization?
 Single Minded Concentration

A. Do first things first and second things not at

all

B. Do things one at a time and stay with them

until they
are completed.

C. When you complete an important task, you

gain
energy,enthusiasm and self-esteem.
What is the most important task you have
facing you
today?
Don’t Let Yourself Be Distracted By Unimportant Matters
 Time Management
Time Management Steps

.4 Use daily Schedules

Set daily objectives
Record your daily activities for three days
Eliminate your time thieves
Time Management
Daily Time Log

Name: Date:
:Daily Objectives: Deadline
(1 (4
(2(5

(3(6
Priority: 1- Import.& Urgent ; 2- Import. Or Urgent; 3- Routine Detail; 4- Trivial
Time Activity Time Priority Comments
Used
 ‫جدول الوقت اليومي‬

‫التاريخ ‪..................... :‬‬ ‫السم ‪................ :‬‬

‫موعد النتهاء منها‬ ‫أهداف اليوم‬
‫‪.........................‬‬ ‫‪....................‬‬ ‫‪1.‬‬
‫‪........................‬‬ ‫‪....................‬‬ ‫‪2.‬‬
‫‪........................‬‬ ‫‪....................‬‬ ‫‪3.‬‬
‫الهمية ‪ /‬الولوية‬
‫مهمة و عاجلة‪ .2‬مهمة أو عاجلة‪ .3‬تفاصيل روتينية‪ .4‬غير مهمة‬ ‫‪‬‬
‫ملحظات‬ ‫الهمية‬ ‫الوقت‬ ‫العمل –‬ ‫الوقت‬
‫المستعمل‬ ‫النشاط‬
 To-Do List

Activity Important
/Urgent
Time
Estimate
Priority
 Sources of a To-Do List
1 - Boss-imposed tasks
……………………………………………………………………
…………………………………………………………………
2 - System-imposed activities
……………………………………………………………………
……………………………………………………………………
3 - Subordinate-imposed actions
……………………………………………………………………
……………………………………………………………………
4 - Self-imposed goals and activities
……………………………………………………………………
……………………………………………………………………
 Daily Plan

(Day: …………….)
Items From Time Schedule
“To-Do List” Estimate
 Time Management
Time Management Steps

.5 Schedule your time according to: Priorities and

performance curve
50%+

100%

-50%
24 22 20 18 16 14 12 10 8 6 64 2

Time of day
 Time Management
Time Management Steps

Plan your day in advance. 6

Think First
Then Act
 Time Management
Time Management Steps

Start your day with a positive attitude. 7

Each Day, You Should Do Something That You Enjoy
 Time Management
Time Management Steps

Reserve time for yourself. 8

 Time Management

Time Management Steps

Try to be consistent. 9
 Take Time to

Take Time to work; it is the price of success

Take Time to think; it is the source of power
Take Time to play; it is the secret of perpetual youth
Take Time to read; it is the fountain of wisdom
Take Time to be friendly; it is the road to happiness
Take Time to love; it is the joy of life.
Take Time to laugh; it is the music of the soul.
Overcoming Procrastination

A. Break the task down into bite-size

pieces

B. “Salami-Slice” that is to get started

C. Reward yourself for completing part of

the
task
D. Repeat “Do it now; Do it now “over and
over

”E. Develop a “sense of urgency

One of the rarest of all human qualities
 Creating Blocks of Time
A. Creative time-your internal prime time

B. Operational time - Your external prime time

C. Creative work and administrative work must be done

separately

D. Possible Blocks of Time:

1. Early morning
2. Lunchtime
3. Close office door in the morning,
4. Close office door in the afternoon
5. Get to work one-hour early
6. Stay one hour later
One uninterrupted hour is worth three normal office hours.
 Telephone Techniques
Control Telephone Interruptions, and use the telephone more
effectively

A. Use the telephone as a Business tool

B. Have your calls held. Call back all at once

C. Avoid Telephone tag. Give and get a specific call-

back
time

D. Have all calls screened by a secretary

E. Refuse to be a slave to a ringing phone

 Time Management
Time Management Steps
.1 (Define your goals (Objectives
Set long medium & short-term objectives
SMART
.2 Catch the time thieves
Study your own working habits
Define your time thieves
 Time Management
Time Management Steps
.3 Set priorities
80-Rule (Pareto 20’(s law
.Tasks and activities nature

.4 Use daily Schedules

Set daily objectives
Record your daily activities for three days
Eliminate your time thieves
 Time Management
Time Management Steps
.5 Schedule your time according to: Priorities and
performance curve
.6 “Plan your day in advance”

.7 Start your day with a positive attitude

.8 Reserve time for yourself

.9 Try to be consistent
 Time Management
Principal of putting Daily Schedules
things in writing

Priorities

Time planner + Self-discipline

Success
Thank You