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Communication and PT Skills

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Faculty of Computers & Artificial Intelligence,

Benha University

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Time Management

Lecture no. 8

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Introduction

  • There is no magic formula, no piece of paper to fill that suddenly make you good at managing your time.

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  • Everyone has a lot of work to do and not enough time to do it.

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Introduction

  • The first lesson to learn about time management is that in the real world of work, things go wrong (Computers break down, files go missing, and problems crop up and so on)

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  • These things will always happen and there is really no way of avoiding them.
  • This means developing and using a simple set of time management systems that work for you.

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Introduction

  • When you spend your time, you need to know how much time you have available to you.
  • The way you manage and budget your time is very similar to the way you manage and budget your money.

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Introduction

  • If in any given month, you receive a particularly large bill, you adjust your expenditure accordingly.
  • You may choose not to go for dinner for instance, or not to put money away to save.
  • You can do this because you know exactly what your income and expenditure is.

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Introduction

  • You also know how much time you have available to you
  • The amount of time available is static.
  • You also usually know how long you have to take to complete any particular task because most tasks have deadlines.
  • So, once you know this, you can start budgeting your time, just as you would budget your money.

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How Do You Manage Time?

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How Do You Manage Time?

1- Identifying Your Priorities

2- Manage Your Priorities

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1- Identifying Your Priorities

  • Ask yourself:
    • What is the purpose of your job?
    • What are you expected to do?
    • What is the time scale for doing it?
    • What do you need to do (which tasks do you need to carry out) in order to achieve that purpose?

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1- Identifying Your Priorities

  1. Start with a master list
    • Write down every single task, both tedious and critical, that you need to accomplish.
    • Don’t rank the items at this point.
    • Be sure to include routine duties.
    • Neglecting to schedule the humdrum to-do items can drop your time-block schedule.

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1- Identifying Your Priorities

  1. Determine the top priority (A-level) tasks
    • Things that will lead to significant consequences if not done today.
    • Focusing on consequences creates an urgency factor so you can better use your time.
    • If you have a scheduled presentation today, that task definitely hits the A-list.

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1- Identifying Your Priorities

  1. Categorize the rest of the tasks.
    • B-level tasks: Activities that may have a lightly negative consequence if not completed today
    • C-level tasks: Activities that have no penalty if not completed today
    • D-level tasks: D is for delegate. These are actions that someone else can take on.
    • E-level tasks: Tasks that could be eliminated. Don’t even bother writing an E next to them — just mark them out completely.

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1- Identifying Your Priorities

  1. Rank the tasks within each category
    • If your list has six A items, four B items, three C items, and two D items, your six A tasks obviously move to the top of the list, but now you have to prioritize these six items in order: A-1, A-2, A-3, and so forth.

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1- Identifying Your Priorities

  1. Repeat this process each day.
    • Some of the Bs will move up, but others will stay in the B category.
    • Some of the Cs may leapfrog the Bs and become the highest priority As.

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2- Manage Your Priorities

  • Work falls in two categories:
    • Reactive tasks:

There are certain tasks for which you have to provide immediate response. There is no time to plan for them.

    • Proactive tasks:

These are the tasks about which you know in advance, and so can plan accordingly.

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2- Manage Your Priorities

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Reactive Work

Handling daily routines

Dealing with urgent tasks

Resolving crises

Handling Interruption

Proactive Work

Developing the business

Focusing on key tasks

Achieving deadlines & targets

Managing projects

https://youtu.be/Tex0zKuLCMg

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2- Manage Your Priorities

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Reactive people

Proactive people

Attitude towards learning

They think that they know enough and don’t see the point in learning

They always keep learning and developing themselves no matter at what age they are and how busy they are

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2- Manage Your Priorities

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2- Manage Your Priorities

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Reactive people

Proactive people

Mindset at work

They do what they're told and when it's done they just wait for more orders that's why they always get stuck in the same jobs for years

while doing a job, they are always looking for improvement and opportunity that's why they'll be more likely promoted to higher positions

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2- Manage Your Priorities

  • In order to manage your time:
    • You need to know (approximately) what percentage of your working day and week you spend on either proactive or reactive tasks.
    • Plan for the proactive tasks.
    • Leave time for reactive tasks.
    • Never leave things until the last minute.
    • Plan in the time that you intend to spend on a certain job and stick to it.

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2- Manage Your Priorities

  • One of the most common mistakes people make in managing their priorities is that they leave the “big” and important tasks until last while they clear up the “little” jobs.

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2- Manage Your Priorities

  • Of course, what normally happens is that they get to the end of the day and realize they have spent the whole day in doing relatively unimportant tasks and facing interruptions, and then feel stressed because they still have to attend to the important jobs.

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