Time Management-Final

Time Management : 

Time Management Instructor : Gihan Aboueleish New Horizons

At this talk you will learn to:: 

At this talk you will learn to: Clarify your goals and achieve them Handle people and projects that waste your time Be involved in better delegation Work more efficiently with your boss/advisor Learn specific skills and tools to save you time Overcome stress and procrastination 2 = really important point Gihan Aboueleish

PowerPoint Presentation: 

3 Remember that time is money Ben Franklin, 1748 Advice to a young tradesman Gihan Aboueleish

Outline: 

Outline Why is Time Management Important? Goals, Priorities, and Planning TO DO Lists Desks, paperwork, telephones Scheduling Yourself Delegation Meetings Technology General Advice Brief 4 Gihan Aboueleish

One Good Thief is Worth Ten Good Scholars: : 

One Good Thief is Worth Ten Good Scholars: Time Management for Teachers, Cathy Collins, 1987 Career Track Seminar: Taking control of Your Work Day 1990 5 Gihan Aboueleish

Why Time Management …?: 

Why Time Management …? “The Time Famine” Bad time management = stress This is life advice 6 Gihan Aboueleish

Benefits of time management: 

7 Benefits of time management Efficient Successful Healthy Gihan Aboueleish

Obstacles to effective time management: 

8 Obstacles to effective time management Unclear objectives Disorganization Inability to say “no” Gihan Aboueleish

Obstacles to effective time management: 

9 Obstacles to effective time management Interruptions More interruptions Periods of inactivity Gihan Aboueleish

Obstacles to effective time management: 

10 Obstacles to effective time management Too many things at once Stress and fatigue All work and no play Gihan Aboueleish

What can we do?: 

11 What can we do? Recognize that obstacles exist Identify them Employ strategies to overcome Gihan Aboueleish

The Problem is Severe: 

The Problem is Severe By some estimates, people waste about 2 hours per day. Signs of time wasting: Messy desk and cluttered (or no) files Can’t find things Miss appointments, need to reschedule them late and/or unprepared for meetings Volunteer to do things other people should do Tired/unable to concentrate 12 Gihan Aboueleish

Hear me Now, Believe me Later: 

Hear me Now, Believe me Later Being successful doesn’t make you manage your time well. Managing your time well makes you successful. 13 Gihan Aboueleish

Goals, Priorities, and Planning: 

Goals, Priorities, and Planning Why am I doing this? What is the goal? Why will I succeed? What happens if I chose not to do it? 14 Gihan Aboueleish

Set goals: 

Set goals Specific Measurable 15 Gihan Aboueleish

SMART Goal setting : 

SMART Goal setting SMART Goal Setting Video (5.20min) watch?v =hea8D64RpGI&feature=related

Set goals: 

Set goals Achievable Realistic Time-based 17 Specific Measurable Gihan Aboueleish

Prioritize: 

Prioritize Do Delegate Delay Delete 18 Gihan Aboueleish

Prioritize: 

Prioritize Address the urgent Accomplish what you can early Attach deadlines to things you delay 19 Gihan Aboueleish

PowerPoint Presentation: 

Goal Setting & Procrastination – Video (3Min) Secrets of effective time management.flv Gihan Aboueleish

Learn when to say “NO”: 

Learn when to say “NO” 21 You can’t do everything Don’t undertake things you can’t complete Remain consistent to your goals Gihan Aboueleish

Use your waiting time: 

Use your waiting time On public transportation At the doctor’s office Waiting for your plane On hold When you are early 22 Gihan Aboueleish

Use your waiting time: 

Use your waiting time 23 Correspondence Letters or memos Books or tapes Gihan Aboueleish

Concentrate on the task at hand: 

Concentrate on the task at hand Focus on your goal Tune out interruptions 24 Gihan Aboueleish

Consider your personal prime time: 

Consider your personal prime time Morning? Evening? Late night? 25 Gihan Aboueleish

Celebrate your success: 

Celebrate your success 26 Gihan Aboueleish

Review: 

Review Set goals Prioritize Organize Learn when to say “NO” Use your waiting time Concentrate on the task at hand Consider your personal prime time Celebrate success 27 Gihan Aboueleish

Application No 01;: 

Application No 01; Your manager has assigned you a task “ Discover why customer complain about the product X as follows; XX Product X is 01Kg pickles jar. Percentage of returned product is 10% of total sales. The problem lies in downtowns retails. Report should be delivered in 07 days , copy will be delivered to CEO , manufacturing manager & the general Manager. The task is classified a high important task. Plan to discover the problem …steps & reach conclusion.

The 80/20 Rule: 

The 80/20 Rule Critical few and the trivial many Having the courage of your convictions Good judgment comes from experience Experiences comes from bad judgment 29 Gihan Aboueleish

PowerPoint Presentation: 

Time Management and the 80-20 Rule Video (3 Min) Gihan Aboueleish

Inspiration: 

Inspiration “If you can dream it, you can do it” Walt Disney Disneyland was built in 366 days, from ground-breaking to first day open to the public. 31 Gihan Aboueleish

Planning: 

Planning Failing to plan is planning to fail Plan Each Day, Each Week, Each Semester You can always change your plan, but only once you have one ! 32 Gihan Aboueleish

TO Do Lists: 

TO Do Lists Break things down into small steps Like a child cleaning his/her room Do the ugliest thing first 33 Gihan Aboueleish

The four-quadrant TO DO List: 

The four-quadrant TO DO List 34 1 2 3 4 Important Not Important Due Soon Not Due Soon Gihan Aboueleish

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35 Gihan Aboueleish

Paperwork: 

Paperwork Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time A good file system is essential Touch each piece of paper once Touch each piece of email once; your inbox is not your TODO list 36 Gihan Aboueleish

Application No.02: 

Application No.02 1. Create an ideal week outline/structure 2. Plan the following week every Friday and refine your plan each day 3. Know your capacity Gihan Aboueleish

PowerPoint Presentation: 

38 My Desk Gihan Aboueleish

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Application No.03: 

Application No.03 1. Create an PDA ideal week outline/structure 2. Plan the following week every Friday and refine your plan each day Gihan Aboueleish

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44 Gihan Aboueleish

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46 Speaker phone: hands are free to do something else; stress reduction when I’m on hold. Gihan Aboueleish

Telephone: 

Telephone Keep calls short; stand during call Start by announcing goals for the call Don’t put your feet up Have something in view that you’re waiting to get to next 47 Gihan Aboueleish

Telephone: 

Telephone When done, get off: “I have students waiting” If necessary, hang up while you’re talking Group outgoing calls: just before lunch and 5pm 48 Gihan Aboueleish

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49 Gihan Aboueleish

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Reading Pile: 

Reading Pile Only read something if you’ll be fired for not reading it Note that this refers to periodicals and routine reading, which is different than a research dig 54 Gihan Aboueleish

Office Logistics: 

Office Logistics Make your office comfortable for you, and optionally comfortable for others No soft comfortable chairs! I have folding chairs, some people cut off front legs 55 Gihan Aboueleish

Scheduling Yourself: 

Scheduling Yourself You don’t find time for important things, you make it Everything you do is an opportunity cost Learn to say “No” 56 Gihan Aboueleish

Opportunity Cost; “Application”: 

Opportunity Cost; “Application” What the cost of attending this course ? What if Not attended ? Cost of attending this course in both work & general life ? Gihan Aboueleish

Learn to say “No”: 

Learn to say “No” Will this help me get tenure? Will this help me get my masters? Will this help me get my Ph.D ? Keep “help me” broadly defined 58 Gihan Aboueleish

Gentle No’s: 

Gentle No’s “I’ll do it if nobody else steps forward” or “I’ll be your deep fall back,” but you have to keep searching. Moving parties in grad school… 59 Gihan Aboueleish

Everyone has Good and Bad Times: 

Everyone has Good and Bad Times Find your creative/thinking time. Defend it ruthlessly, spend it alone, maybe at home. Find your dead time. Schedule meetings, phone calls, and mundane stuff during it. 60 Gihan Aboueleish

Interruptions: 

Interruptions 6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour You must reduce frequency and length of interruptions (turn phone calls into email) Blurting: save-ups E-mail noise on new mail is an interruption -> TURN IT OFF!! 61 Gihan Aboueleish

Cutting Things Short: 

Cutting Things Short “I’m in the middle of something now…” XX Start with “I only have 5 minutes” – you can always extend this Stand up, stroll to the door, complement, thank, shake hands Clock-watching; on wall behind them 62 Gihan Aboueleish

Time Management Skills At Work: 

Time Management Skills At Work Time Management Skills At Work – Video (10 Min)

Time Journals: 

Time Journals It’s amazing what you learn! Monitor yourself in 15 minute increments for between 3 days and two weeks. Update every ½ hour: not at end of day 64 Gihan Aboueleish

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67 Fred Brooks’ Time Clocks Gihan Aboueleish

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Using Time Journal Data: 

Using Time Journal Data What am I doing that doesn’t really need to be done? What am I doing that could be done by someone else? What am I doing that could be done more efficiently? What do I do that wastes others’ time? 70 Gihan Aboueleish

Procrastination: 

Procrastination “Procrastination is the thief of time” Edward Young Night Thoughts, 1742 71 Gihan Aboueleish

Balancing Act: 

Balancing Act “Work expands so as to fill the time available for its completion” Parkinson’s Law Cyril Parkinson, 1957 72 Gihan Aboueleish

Avoiding Procrastination: 

Avoiding Procrastination Doing things at the last minute is much more expensive than just before the last minute Deadlines are really important: establish them yourself! 73 Gihan Aboueleish

Comfort Zones: 

Comfort Zones Identify why you aren’t enthusiastic Fear of embarrassment Fear of failure? Get a spine! 74 Gihan Aboueleish

Quit Making Excuses…: 

Quit Making Excuses… 75 Gihan Aboueleish

Delegation “The secret word”: 

Delegation “The secret word” No one is an island You can accomplish a lot more with help Most delegation in your life is from faculty to graduate student 76 Gihan Aboueleish

Delegation is not dumping: 

Delegation is not dumping Grant authority with responsibility. Concrete goal, deadline, and consequences. Treat your people well Grad students and secretaries are a faculty member’s lifeline; they should be treated well! 77 Gihan Aboueleish

Challenge People: 

Challenge People People rise to the challenge: You should delegate “until they complain” Communication Must Be Clear: “Get it in writing” – Judge Wapner Give objectives, not procedures Tell the relative importance of this task 78 Gihan Aboueleish

Sociology: 

Sociology Beware upward delegation! Reinforce behavior you want repeated Ignorance is your friend – I do not know how to run the photocopier or the fax machine 79 Gihan Aboueleish

Meetings: 

Meetings Average executive: > 40% of time Lock the door, unplug the phone Maximum of 1 hour Prepare: there must be an agenda 1 minute minutes: an efficient way to keep track of decisions made in a meeting: who is responsible for what by when? 80 Gihan Aboueleish

Technology: 

Technology “Computers are faster but they take longer” --Janitor, UCF Secretaries are better than answering machines; where are the costs & benefits of a technology? (transcription) 81 Gihan Aboueleish

PowerPoint Presentation: 

Gihan Aboueleish

Technology: 

Technology Laptop computer (and docking station) You can scavenge time & work anywhere At CMU, you still have internet access one machine in your life is the right number WWW; only do things once (post them) Google (now with image search!) ACM Digital Library (I haven’t been in the library in over five years) 83 Gihan Aboueleish

Randy’s Magic E-Mail Tips: 

Randy’s Magic E-Mail Tips Save all of it; no exceptions If you want somebody to do something, make them the only recipient. Otherwise, you have diffusion of responsibility. Give a concrete request/task and a deadline. If you really want somebody to do something, CC someone powerful. Nagging is okay; if someone doesn’t respond in 48 hours, they’ll probably never respond. (True for phone as well as email). 84 Gihan Aboueleish

Care and Feeding of Advisors: 

Care and Feeding of Advisors Get a day timer or PDA Write things down When’s our next meeting? What’s my goal to have done by then? Who to turn to for help? Remember: advisors want results ! 85 Time Management Advice Gihan Aboueleish

Application No.03: 

Application No.03 1 . Manage/plan needed phone calls (time – who – when ….etc.) & review. 2.Create digital filing system. Gihan Aboueleish

Care and Feeding of Advisors: 

Care and Feeding of Advisors They know more than you do They care about you They didn’t get where they are by their social skills -> take the initiative in talking with them! 87 Life Advice Gihan Aboueleish

General Advice: Vacations: 

General Advice: Vacations Phone callers should get two options: If this can’t wait, contact John Smith at 555-1212 Otherwise please call back June 1 This works for Email too! Vacations should be vacations. It’s not a vacation if you’re reading email Story of my honeymoon… 88 Gihan Aboueleish

General Advice: 

General Advice Kill your television (how badly do you want tenure or your degree?) Turn money into time – especially important for people with kids or other family commitments Eat and sleep and exercise . Above all else! 89 Gihan Aboueleish

General Advice: 

General Advice Never break a promise, but re-negotiate them if need be. If you haven’t got time to do it right, you don’t have time to do it wrong. Recognize that most things are pass/fail. Feedback loops: ask in confidence. 90 Gihan Aboueleish

Recommended Readings: 

Recommended Readings The One Minute Manager , Kenneth Blanchard and Spencer Johnson, Berkeley Books, 1981, ISBN 0-425-09847-8 The Seven Habits of Highly Effective People , Stephen Covey, Simon & Schuster, 1989, ISBN 0-671-70863-5 91 Gihan Aboueleish

Action Items: 

Action Items Get a day-timer (or PDA) if you don’t already have one Start keeping your TODO list in four-quadrant form or ordered by priorities (not due dates) Do a time journal, or at least record number of hours of television/week Make a note in your day-timer to revisit this talk in 30 days (www.randypausch.com). At that time, ask yourself “What behaviors have I changed?” 92 Gihan Aboueleish

Thank You : 

Thank You