Time ManagementTime Management

Prepared by:Prepared by:

Ghaiath M. AbasGhaiath M. AbasFMOH-DGHPDFMOH-DGHPD

Research DirectorateResearch Directorate

Why is time management Why is time management importantimportant??

Time cannot be bought, stored or stopped - every Time cannot be bought, stored or stopped - every second that passes is gone forever and can never second that passes is gone forever and can never be recovered or re-used be recovered or re-used

"Perhaps the most valuable result of any work is "Perhaps the most valuable result of any work is the ability to make yourself do the things that you the ability to make yourself do the things that you have to do, when it ought to be done, whether have to do, when it ought to be done, whether you like it or not."--Thomas Huxleyyou like it or not."--Thomas Huxley

Common misconceptions about Common misconceptions about time managementtime management

Efficiency and effectiveness are the same

To do a job properly, do it yourself There's only one right way to do a job Time management is a waste of time A good time manager lacks creativity

Hints for effective time Hints for effective time managementmanagement

Schedule Your Time (written)Always Walk One Step at a TimeIdentify Your Time WastersDon't be a perfectionistLearn to say NOLearn to Prioritize

So many people don't turn in work,

they never get things done, they

never start a business because

they're waiting until it's perfect.

Schedule Your Time

Create a periodical schedule

Assess and plan your work load each week

Adjust your plan each dayEvaluate your schedule

MAKING YOUR SCHEDULE MAKING YOUR SCHEDULE WORKWORK

Treat work as a personal commitmentUse waiting timeAvoid distractionsUse the same place to work every timeWork difficult or boring tasks firstIdentify your best time of the day

Hints for PrioritizationHints for Prioritization

The Urgency/Important GridThe Urgency/Important Grid

Urgent/Important…which is Urgent/Important…which is whichwhich??

Zone 1: fairly urgent but of low Zone 1: fairly urgent but of low importance. Complete adequately importance. Complete adequately but above all quickly but above all quickly

Zone 2 - tasks here are neither Zone 2 - tasks here are neither important nor urgent. Eliminate some important nor urgent. Eliminate some of the things that make your work of the things that make your work enjoyableenjoyable

Ask yourself "How can I avoid spending too much

time on these tasks?"

Ask yourself "How can I avoid the

temptation to do these easy or

enjoyable tasks?"

Urgent vs. Important …contUrgent vs. Important …cont.,.,

Zone 3 - tasks here are both urgent Zone 3 - tasks here are both urgent and important. They require and important. They require immediate attention immediate attention

Zone 4 - tasks here are important but Zone 4 - tasks here are important but not urgent. Either no specific not urgent. Either no specific deadline or a deadline that is a long deadline or a deadline that is a long way off. way off.

Ask yourself "How can I give myself enough

time to do these tasks well?"

Ask yourself "How can I avoid putting

these jobs off?"

Assess your taskAssess your task!!!!

Is the task urgent &

important?

yesDo you need to

complete it today?

yes Take immediate action

No

Is the task urgent or

important?

yes Does it has a definite

deadline?

yes

No

Allocate time to

complete it

Set realistic deadline for

it

No

Is the task necessary?

yes Save the task for quiet time

No Discard

The ABCsThe ABCs

Type A Tasks:Type A Tasks: Try to complete a Try to complete a few of these urgent and important few of these urgent and important tasks each day.tasks each day.

Type B Tasks:Type B Tasks: These are likely to These are likely to represent the majority of your work represent the majority of your work and should take up most of your day.and should take up most of your day.

Type C Tasks:Type C Tasks: These low-priority These low-priority tasks should be fitted into your tasks should be fitted into your schedule, as time allows schedule, as time allows

Before we go …… RememberBefore we go …… Remember

Time is your lifeTime is your life

Making the best of itMaking the best of it

is making the is making the best of your lifebest of your life

And God will And God will ask you about ask you about itit

Practical aspectsPractical aspects

Please Refer to the handoutPlease Refer to the handout