Time Management by Bashir Juma - Al

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Transcript Time Management by Bashir Juma - Al

TIME MANAGEMENT

Al Huda-Presentation by M UHAMMAD B ASHEER J UMA August 2007

Presentation output

At the end of the presentation we expect participants to have following with them

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A list of their own 10 major time wasters including 5 relevant to the organization

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A list of 10 time management tips 5 for themselves and 5 for the organization related work

Presentation outline

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Importance of time Areas of time management Our time wasters and Procrastination Concepts and terms Time management tips

رصعلا ۃروس

• • ميحرلا نمحرلا الله مسب • رْصَعْلا َو • رْسُخ ي فَل َناَسن ْلْا َّن إ تاَح لاَّصلا او رْبَّصلا ب ا ْوَصا ُل مَع َو اوُنَمآ َني ذَّلا َّلَّ إ َوَت َو قَحْلا ب ا ْوَصا َوَت َو

WHAT IS TIME/ IMPORTANCE OF TIME

• • • • • TIME IS A UNIQUE RESOURCE ONE CANNOT RENT, HIRE, BUY OR OTHERWISE OBTAIN MORE TIME THE SUPPLY OF TIME IS TOTALLY INELASTIC THERE IS NO PRICE FOR IT TIME IS TOTALLY PERISHABLE

WHAT IS TIME/ IMPORTANCE OF TIME

• • • • THERE IS NO SUBSTITUTE FOR TIME EVERY THING REQUIRES TIME ALL WORK TAKE PLACE IN TIME AND USES UP TIME MAN IS ILL-EQUIPPED TO MANAGE HIS TIME

BENEFITS OF TIME MANAGEMENT

• • • • • ABLE TO MAKE THE BEST USE OF AVAILABLE TIME TO INCREASE ITS AVAILABILITY/ ADD TIME TO YOUR DAILY LIFE TO ACHIEVE TARGETS/DEADLINES TO HAVE PEACE OF MIND TO BE MORE EFFECTIVE

BENEFITS OF TIME MANAGEMENT

• • • • TO HAVE PEACE, PRODUCTIVITY AND HAPPINESS REDUCE STRESS INCREASE PRODUCTIVITY RETAIN CONTROL

HOW TIME PASSES

TIME – AREAS, ACTIVITIES – HOW IT PASSES THIS CHART SHOWS WHAT YOU MIGHT BE DOING WITH YOUR TIME IN A LIFE OF AVERAGE LENGTH.

•TYING ONE’S SHOES •WAITING FOR TRAFFIC LIGHTS TO CHANGE •TIME SPENT AT THE BARBER SHOP •DIALING THE TELEPHONE •RIDING ELEVATORS( IN BIG CITIES) 8 DAYS 1 MONTH 1 MONTH 1 MONTH 3 MONTHS

TIME – AREAS, ACTIVITIES – HOW IT PASSES

•BRUSHING ONE’S TEETH 3 MONTHS •WAITING FOR THE BUS (IN CITIES) 5 MONTHS •TIME SPENT IN THE SHOWER OR BATH •READING BOOKS •EATING •EARNING A LIVING •WATCHING TELEVISION •SLEEPING 6 MONTHS 2 YEARS 4 YEARS 9 YEARS 10 YEARS 20 YEARS

AREAS OF TIME MANAGEMENT/ ACTIVITIES/JOB WHAT SERVICES DOES THE WIFE AND MOTHER PROVIDES

AREAS / ACTIVITIES

• • • • • • • SOCIAL ATTENDANCE/RELATIONSHIP KIDS CARE, TRAINING AND EDUCATION MANAGING THE HOME WITHIN BUDGET MAKING AND RECEIVING TELEPHONE CALLS KITCHEN MANAGEMENT SELF DEVELOPMENT RELIGIOUS ACTIVITIES

AREAS / ACTIVITIES

•SHOPPING •HOUSE KEEPING •HOSPITALITY •TROUBLE SHOOTING •TELEPHONE/MOBILE •LAUNDRY •PLANNING •READING.

•WRITING •SLEEPING

Pakistani nation-Rigorous efforts but no Result

CATEGORIES WHERE OUR TIME IS SPENT

• PERSONAL • ECONOMIC

• FAMILY • SOCIAL

Activity Prayers Sleeping Earning Eating Reading Family Exercise Social TV Kitchen Cleaning Mon Tue Wed Thurs Fri Sat Sun Total 168

Actual ideal difference

• • • • • Sleep 48.1 50.0 -1.9

Employment 42.2 36.1 +6.1

Family 12.6 15.1 -2.5

Television 11.6 7.4 +4.2

Meals 10.2 9.3 +0.9

Actual ideal difference

• • • • • • Me Time 9.9 13.6 -3.7

Chores 9.7 7.6 +2.1

Personal Care 7.5 7.5 0 Spouse 7.1 11.4 -4.3

Commuting 5.9 4.1 +1.8

Spiritual 3.2 5.9 -2.7

ROBBERS AND ENEMIES

DEFINITIONS

• • • • A trap is a trick that is intended to catch or deceive someone Waste is to use, consume, or expend thoughtlessly, carelessly or needlessly Steal is to take away without right or permission Rob is to deprive of something

SYMPTOMS OF POOR TIME MANAGEMENT

• • • NEVER HAVING TIME TO DO THE REALLY IMPORTANT WORK DEVOTING TOO MUCH TIME TO THE ‘URGENT’ RATHER THAN THE ‘IMPORTANT’ TAKING WORK AT HOME

SYMPTOMS OF POOR TIME MANAGEMENT

• • • • • • RARELY HAVING TIME TO KEEP UP TO DATE WITH PAPERWORK DOING THE WORK OF OTHERS FEELING INDISPENSABLE ATTENDING TOO MANY MEETINGS HAVING DIFFICULTY IN SAYING ‘NO’ LETTING OTHERS DICTATE HOW YOU USE YOUR TIME

BIGGEST TIME WASTERS

• • • • • • ATTEMPTING TOO MUCH CONFUSED RESPONSIBILITY OR AUTHORITY DROP IN VISITORS INABILITY TO SAY NO INADEQUATE CONTROL AND PROGRESS REPORTS INADEQUATE PLANNING

BIGGEST TIME WASTERS

• • • • • • • • INADEQUATE STAFF INCOMPLETE INFORMATION INEFFECTIVE DELEGATION LACK OF SELF DISCIPLINE LEAVING TASKS UNFINISHED MANAGING BY CRISIS MEETINGS PAPERWORK

BIGGEST TIME WASTERS

• • • • • • PERSONAL DISORGANIZATION POOR COMMUNICATION PROCRASTINATION SOCIALIZING TELEPHONE INTERRUPTIONS TRAVEL

OTHER TIME WASTERS

• • • • • • • LATE START OF SOCIAL ACTIVITIES NOT TO BE ON TIME TOO MUCH SOCIAL GATHERINGS LACK OF PROPER PRIORITIES POOR RETRIEVAL SYSTEM DOING IT MYSELF AND IN MY OWN WAY FAILURE TO LISTEN

OTHER TIME WASTERS

• • • • • • NEGATIVE ATTITUDE MISTAKES OF OTHERS SHOPPING LONG LIST OF SCHOOL STATIONERY AND OTHER ITEMS READING UNNECESSARY MATERIAL WORRYING

OTHER TIME WASTERS

• • • • • • REWARDING YOURSELF BEFORE YOU DESERVE IT BEING SOCIAL GETTING TOO INVOLVED SKIPPING OUT DOING SOMETHING ELSE INSTEAD NOT REALIZING YOU ARE WASTING TIME

HOUSE KEEPING TIME WASTERS

• • • • • • • MAGAZINES NEWSPAPERS KEYS PENS INSTRUCTION MANUALS COUPONS PAPER GROCERY BAGS

HOUSE KEEPING TIME WASTERS

• • • • • • • RECEIPTS, CHECK STUBS, BANK STATEMENTS BOXES- GIFT CONTAINERS SOUVENIRS BATTERIES PACKAGED PARTS MAPS AND TRAVEL BROCHURES SAVED “FOR GOOD”

HOUSE KEEPING TIME WASTERS

• • • • • • • SENTIMENTAL THINGS GAMES/BROKEN TOYS CRAFTS AND FABRIC KIDS’ SCHOOLWORK AND ART UNDEVELOPED FILM UNTRAINED EMPLOYEES FAMILY DISAGREEMENTS

PROCRASTINATION

PROCRASTINATION INTERNAL CONSEQUENCES

•SELF CRITICISM •GUILT •TENSION •EMBARRASSMENT •ANXIETY

PROCRASTINATION

PROCRASTINATION EXTERNAL CONSEQUENCES

•CONFLICT •MONETARY LOSS •DISTURBED FAMILY LIFE • JOB LOSS •DIFFICULTY IN PROMOTION

OVERCOMING PROCRASTINATION

•SMALL STEPS •SELECTING A GOAL •THE START UP-NOW OR NEVER •OPTIMIZE YOUR CHANCES •STICK TO A TIME LIMIT

CONCEPTS AND TERMS

FOUR BASIC QUESTIONS OF LOGIC

 WHAT-  WHY KNOWLEDGE/ AWARENESS OBJECTIVE/PUR POSE/ ATTITUDE  HOW--- MODUS OPERANDI/ SKILLS  WHEN— SCHEDULING/ TARGET/ TIME LIMIT

Urgent

(Crisis situation)

Not Urgent Important

Impact and objective based values

Not Important

Priority One Important+Urgent+ Value = Improve your leadership skills to manage these tasks Priority Two/Three Improve your work habits and other Management skills Priority Three/Two Plan it Secure time for it You have to be more focused for these activities No priority Delegate. Don’t do it. You will be spending money to buy some time to delegate these activities

Important Urgent Not Urgent

Priority One ------------------ Consider value and do it now Priority Three/Two --------------------- Personal development Family/Social care Hereinafter responsibilities

Not Important

Priority Two/Three ------------------ Office work Business work No priority ------------------ Delegate Pay for it Share with others

Make a list of all of your activities and then make four columns.

Then after categorize them according to this chart.

There will be conflict between box 2/3 and 3/2.

How to prioritize activities and tasks Deen-Akhirat Dunya Maal w banoon Deen 7,8,9, A Dunya 7,8,9 A AA Deen 4,5,6 B BA Deen 3,2,1 C CA Dunya 4,5,6 B AB BB CB Dunya 3,2,1 C AC BC CC

TERMS IN TIME MANAGEMENT

EFFECTIVE/EFFICIENT IMPORTANT/URGENT GROWTH/DEVELOPMENT ASSERTIVENESS/ AGGRESSIVENESS PRIME TIME/ROUTINE OR NORMAL TIME ENERGY CYCLE/ BOREDOM DELEGATION/ POSTMAN AUTOCRATIC POWER/SYNERGY

TERMS IN TIME MANAGEMENT

PLANNING/ SCHEDULING OBJECTIVES/GOALS ACCOUNTING/ ACCOUNTABILITY MANAGEMENT/ADMIN ISTRATION OVERTIME/EARLY TIME WORKING TOGETHER/ TEAMWORK SILENCE/LISTENING SUBSCRIPTION/ CONTRIBUTION

EXERCISE How many square are (these) You can also utilize your disposable sixteen hours in this way You can also utilize your disposable sixteen hours in this way

TIPS/ RULES/GUIDELINES

1. TIME MANAGEMENT–SELF IDENTIFICATION AND ASSESSMENT • • • • • • SELF AWARENESS AND IDENTIFICATION SELF RESPECT SELF BALANCE SHEET SELF ORGANIZATION SELF MANAGEMENT MEETING ONESELF REGULARLY

2.TIME MANAGEMENT – UNDERSTAND

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UNDERSTAND THE IMPORTANCE OF TIME

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UNDERSTAND THE IMPORTANCE OF LIFE

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WHAT IS AFTER LIFE

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ARE WE ACCOUNTABLE FOR OUR LIFE AND TIME

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WHAT CAN WE DO IN OUR LIFE/TIME

2.TIME MANAGEMENT – UNDERSTAND

 MAKE LIFE PLAN–SHORT TERM/MEDIUM TERM AND LONG TERM  THE WORLD IS JUST LIKE A BRIDGE;   CROSS IT, DO NOT CONSTRUCT IT WATCHING PROGRESS REGULARLY HE WHOSE TWO DAYS ARE EQUAL [IN ACCOMPLISHMENT] IS A SURE LOSER  DETERMINATION OF OBJECTIVES OF LIFE AND GOALS SETTING

3. TIME MANAGEMENT – INTEGRATED APPROACH

KNOWLEDGE + + + EXPERIENCE SKILLS EFFORTS = WISDOM = PROGRESS = SUCCESS + GOD’S SUPPORT RECOGNITION

4. TIME MANAGEMENT TIPS PROCESS/ROUTINE/HABITS

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RECORDING TIME MANAGING TIME CONSOLIDATING TIME PLANNING/ DAILY/ WEEKLY/ MONTHLY/ QUARTERLY/ ANNUAL

4. TIME MANAGEMENT TIPS PROCESS/ROUTINE/HABITS

 MAKE PLANS AND GOALS, AND USE DEADLINES TO ACHIEVE THOSE PLANS AND GOALS AS THEY RELATE TO  YOUR MISSION IN LIFE GET UP EARLY AND GET PROPERLY PREPARED FOR THE DAY THAT WAITS   YOU HAVE A LIST SYSTEM/ACTION LIST PRIORITIZE A, B, C

4. TIME MANAGEMENT TIPS

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PROCESS/ROUTINE/HABITS

BE FLEXIBLE BUDGET YOUR TIME PROJECTS LIST MAKE A LIST OF ERRANDS THAT CAN BE DONE IN THE SAME SHOPPING CENTER DON’T MAKE A TRIP IF THE WORK CAN BE DONE OTHERWISE CONTROL TELEPHONE TIME

4. TIME MANAGEMENT TIPS PROCESS/ROUTINE/HABITS

    WEAR A RELIABLE WATCH, AND TEACH YOURSELF TO LOOK AT IT REGULARLY START ON TIME MAKE THE MOST OF YOUR TIME YOU CAN ACCOMPLISH MORE WITH LESS EFFORT IF YOU SCHEDULE IMPORTANT TASK AT THE TIME OF DAY WHEN YOU PERFORM THEM MOST EFFECTIVELY

4. TIME MANAGEMENT TIPS PROCESS/ROUTINE/HABITS

    HAVE AN APPOINTMENT/NOTE BOOK KEEP A BAG PACKED WITH ESSENTIALS LEARN TO COMPROMISE TO GET THINGS DONE IDENTIFY YOUR BEST/PRIME TIME REVIEW / ACCOUNTABILITY

5. TIME MANAGEMENT DEVELOP MORAL VALUES

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TRUTH

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TRUST

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FULFILLMENT OF PROMISE

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JUSTICE/EQUITY/FAIR PLAY

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LOYALTY

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LOVE

6.TIME MANAGEMENT ATTITUDE

• BALANCED LIFE

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MODERATE ATTITUDE

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HEALTH/STRENGTH/STAMINA

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TAKE BREAKS TO WORK FOR LONG PERIODS WITHOUT TAKING A BREAK IS NOT AN EFFECTIVE USE OF TIME

6.TIME MANAGEMENT ATTITUDE

• TAKE SMALL BREAKS  YOU SHOULD NOT THINK REST  BREAKS AS POOR USE OF TIME  ANYTHING THAT CONTRIBUTES TO    HEALTH IS GOOD TIME MANAGEMENT POSITIVE THINKING CONCENTRATION TAKE DECISION DON’T AVOID ISSUES AND PROBLEMS

6. TIME MANAGEMENT ATTITUDE

 FIND OUT SOLUTION FOR RECURRING     CRISIS ASSERTIVENESS EXCUSE (SAY NO) WHEN YOU CANT DO AVOID PROCRASTINATION NEVER VISIT A FRIEND WITHOUT INFORMING OR CALLING HIM

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. TIME MANAGEMENT – LEADERSHIP AND MANAGEMENT SKILLS

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TEAM WORK DELEGATION FOLLOW UP CONTRIBUTION/INSTITUTIONS TRAINING AND EVELOPMENT TECHNOLOGY,TOOLS AND TECHNIQUES

7. TIME MANAGEMENT – LEADERSHIP AND MANAGEMENT SKILLS

     • WRITING SKILLS  READING SKILLS  PRESENTATION SKILLS PUBLIC SPEAKING PLANNING SKILLS NEGOTIATION SKILLS PROBLEM SOLVING SKILLS THINKING SKILLS

7. TIME MANAGEMENT – LEADERSHIP AND MANAGEMENT SKILLS

    ECONOMIZING SKILLS MANAGING SKILLS TELEPHONE SKILLS PEOPLE’S SKILLS  MEETINGS SKILLS • COMPROMISING SKILLS

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8. TIME MANAGEMENT TIPS-GENERAL

BUILD YOUR DAY AROUND HIGH PAY-OFF ACTIVITIES; SCHEDULE LESS IMPORTANT ITEMS FOR THE TIME LEFT OVER STAY FOCUSED - PUT DISTRACTIONS ASIDE AND KEEP THE END RESULTS IN MIND SET DEADLINES - MAKE THEM SPECIFIC