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Effective Time Management - New Horizons

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by

Aya Eldighady

on 9 August 2016

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Transcript of Effective Time Management - New Horizons

Defining Goals
Define Time Management
Describe Your Dreams
Identify Regrets
Articulate Goals

Analyzing Energy Allocation
Identifying Personal Style
Assembling the Toolbox
Effective Time Management
Course Outline
Defining Goals
Analyzing Energy Allocation
Identifying Personal Style
Assembling the Toolbox
Creating an Action Plan

by: Aya Eldighady
Time Management Process
Step1: Define the dreams that you hope to achieve and the regrets you have about accomplishments you have not made.
Step2: Articulate the goals that you want to establish for yourself.

Step3: Analyze your current allocation of energy
Step 4: Identify how you are currently using your time.

Step5: Analyze your current tasks and daily workload.


Step6:Identify how you like to work.

Step7: Identify your personal strengths.

Step8: Reduce the influences that steal time from you.

Step9: Assemble your time management tools, choosing tools that work for you.

Step10: Create an action plan for time management.

How to Describe Your Dreams
Consider grand achievements
Consider long-term financial achievements
Consider the milestones in your career.
Consider the small improvements
what you'd like to improve in your personal life.
what you hope to achieve professionally.
Make sure dreams are possible and within your control.
Describe your dreams in one to four sentences.

How to Identify Regrets
Identify something that is important to you that you wish you had done, or not done.
Identify something that causes you minor annoyance and disappointment.
Identify something that bothers you personally.
Make sure the regret relates to choices within your control.
If you are having difficulty thinking of a relevant regret, complete this sentence: “
I wish that five years ago, I had _____.

Be specific, and describe your regrets in one to four sentences.

How to Articulate Goals
Include a time frame for completion.
Be as specific as you can.
Review your descriptions of your dreams, determine which of these will become the basis for your goals.
Consider your descriptions of your regrets.
Describe a goal you expect to reach in the coming weeks or months.
Describe a goal you expect to reach in the coming years.
Make sure that your goals are challenging but achievable.
Describe your goals in one or two sentences.

Analyze Tasks

Time perception
How long is the day ?
How long is an hour?

How long will it take ?
Time estimation is the process of forecasting how much time a given activity will take.

Hidden time
Thinking
Surprises
Set up
Clean up
Travel time

Time Log
Delete

Delay

Diminish (short cuts)

The 80/20 rule is a theory that suggests that in any enterprise, 80 percent of the effort expended is nonessential, and 20 percent is essential.
Delegate

How to Analyse Tasks
Compile a list of the tasks that consume a typical day.
Accurately report the time spent on activities.
Refer to your task list for the tasks rated “C.”
Refer to your task list for the tasks rated “V.”
Underline the tasks that are rated neither “V” nor “C.”
Write an “E” next to those that you consider enjoyable.
Double-underline tasks that are neither “V,” “C,” nor “E.”

You have now analyzed each task and identified whether it is critical, valuable, enjoyable, or none of the these.

Analyze Time Usage
Upply the 4 D's
Analyze Energy Flow
Analyze Your Work Style Preferences
Review a Successful Day or Project
Identify Personal Strengths?
Identify Personal Motivators
Time Wasters
Internal
External
How to Reduce Time Wasters
Why are we doing this?
Are our objectives SMART?
Specific, measurable, achieveable, relevant, time-bounded.
Are we confusing activity with productivity?
Simplify then automate
Do low value activities when your energy is low
Delegate Tasks

Make a list of the tasks you currently have responsibility for. .
Is this a task that I must complete personally because I have specialized expertise?
Has my employer specifically entrusted this task to me?
Is completing it a stated condition of my employment?
Is this task part of my job description?
Do I have the authority to delegate this task?

Negotiate for Success
Don’t say yes to everything
Consider priorities
learn to say NO
How to say a diplomatic " NO "
1. “I can’t commit to this as I have other priorities at the moment.”
2. “Now’s not a good time as I’m in the middle of something. How about we reconnect at X time?”
3. “I’d love to do this, but …”
4. “Let me think about it first and I’ll get back to you.”
5. “This doesn’t meet my needs now but I’ll be sure to keep you in mind.”
6. “I’m not the best person to help on this. Why don’t you try X?”
Choose Tools that Work for You
Paper or electronic
Stationary or portable

Creating an Action Plan
A Sample Action Plan
MY ACTION PLAN
 

My goals:
Short-term: To sign up for an entry-level accounting class this month.
Long-term: To pursue a management position.
 
The time-management tools I will use:
1) Diplomatic refusals to turn down the extra activities I don’t want to take on.
2) Interruption control to save myself time during the workday.
3) Time’s monetary value to remind myself of the value of each working hour.
 
My written action plan:
I am going to incorporate diplomatic refusals so that I can turn down some of the activities I don’t want to take on and interruption control so that I can take control of my workday and avoid distractions from colleagues. I’ll also use time’s monetary value to remind myself of the value of my working hours.
 
My projection:
I think that by using these tools I can use my time better during the workday, become more effective on the job, and pursue the management position that I want. I think if I can take better control of my time I will become more productive. I need to utilize diplomatic refusals because one of my major time wasters is spending time chatting with friends during the workday.
 
My time frame:I plan to evaluate my action plan at the end of three week and see how I am doing with implementing my new time-management tools. I may need to tweak my efforts after three weeks if these tools aren’t effective enough.

How to Evaluate the Time-Management Process
Review your action plan.
Rate your effectiveness on a scale of 1 to 5
Identify the underlying reasons for these issues.
Review the time-management tools, techniques, and strategies that are available
List 5 thing you want to do this week
List 5 things you have to do this week
The top ten time wasters
Clarity of Priorities
Not knowing one's priorities is the biggest time waster
Investment of Time
It's been said that 80% of our results come from 20% of our efforts.
Interruptions
Interruptions
distractions
drop-in visitors
unplanned telephone calls
Conflict
Personal Concerns During Business Hours
Procrastination
Lack of Self-Discipline
Unfinished Projects
Socializing
Guilt and Shoulds
Questions ?!
Thank You !
Email: aya.eldighady@gmail.com
The Jar of Life
1- Name your Team. Slogan it.
2- 10 Push Ups.
3- Design Something Applicable to Wear.
4- Conge Train.
5- Design a Bridge.
6- Convince Someone from other Teams to Join us Team.
7- Sing a Song.
8- Write Down us Steps to do that.

The Challenge
Full transcript