Self &time Management Workshop: Prepared & Presented By Paul El-katsha Diaa Saad

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Self &Time Management Workshop • 

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Prepared & Presented by   

Paul El-katsha Diaa Saad 

Sep. 09

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Ground Rules

ØTiming. Ø ØBreaks. Ø ØMobile Phones. Ø ØSmoking. ØTraining Evaluation.

Objectives After finishing this workshop you should be able to: ØDefine Efficiency and Effectiveness ØDifferentiate between character and personality Ø ØKnow the 7 habits of highly effective people Ø ØDifferentiate between Reactive and Proactive Ø ØUnderstand and Apply the time management matrix Ø ØDetermine time wasters

Who needs time management? 

• Have you ever looked at your growing to-do list and felt overwhelmed because you didn’t know where or how to get started? • Do you have a gnawing sense of anxiety when you think of everything that you need to do? • Have you ever gotten to the end of a busy day and realized that you weren’t very productive and only accomplished a fraction of what you had hoped to do? • Do you find it difficult to focus and concentrate on the important projects that you KNOW will make a real difference in your business or career? 4

Who needs time management? • Have you ever felt like you are just spinning your wheels and not making the kind of progress that YOU KNOW you could be making? • Do you sometimes feel like you have too much to do and not enough time to do it all? • • Are you putting important things, like family and personal pursuits, on hold because there’s too much work to be done? • Do you waste too much time each day getting distracted with low priority busywork or diversions like checking your email or surfing the web? 5

What is Time ? 

Does time really exist ?

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We only measure it by things like Clocks

What is Time ?

Time cannot be saved…

It can only be used better

What is Time Management ? 

Time management really is self-management

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What do you do in the moment ?

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What do you intent to do in the next moment ?

Efficiency or Effectiveness?

Efficiency or Effectiveness?

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Ø Efficiency refers to quantity or speed while effectiveness refers to quality. Ø Ø Being efficient means producing results with little wasted effort. Ø Ø Being effective means producing powerful effects.

Paradigm shift … 

Paradigm & Paradigm shift …

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Ø Paradigms are useful because they create the lens through which we see the world. 

Ø The power of a paradigm shift is the essential power of quantum of change, whether that shift is instant or slow and deliberate. • 

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Paradigm shift …

Paradigm shift …

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Self Management Why do we need self-management ?  We have to start by our-selves.

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Ø People will act the way you do. Ø Are you under-ranked? 

The problem is how we see the problem. Ø The Pen problem. 

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What is a habit ? 

Ø The formation of a habit is the resultant of : Ø Knowledge : I know what and why to do… Ø Ability : I can… Ø Need desire or will : I want to… – –

o o Habit o o

o  

Before we start… 

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We can grow fruitful habits (the 7 habits)

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Ø The habit is like a rope, we weave it thread with thread day-after-day until it is so hard to give-up. Ø Ø Ø Try to defy gravity. A habit is like the gravity, you need high effort to thrust away. – 

Iceberg Character and personality iceberg

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Personality

Character (including Values)

Character and personality 

Ø The foundational base of anyone is his character Ø Ø Success is achieved through the promotion of the character Ø Ø The personality will follow what was invested in the character

Quote 

“ Sow a thought , reap an action  Sow an action , reap a habit  Sow a habit , reap a character  Sow a character , reap a destiny “ 

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“ Samuel Smiles “

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Everyone safeguards his “ Gate of change”, and keeps the

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keys deep inside, no one can change him unless he is really

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willing to…

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let’s say I want to change o

The 7 Habits of Highly effective people Private victory

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Ø Be proactive Ø Begin with end in mind Ø Put first thing first 

Public victory Ø Think win – win Ø Seek first to understand then to be understood. Ø Synergize Ø Sharpen the SAW

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Be Proactive 1. Managing your own behavior : 

Being Proactive 

Be Proactive Being proactive

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Ø is coming from an inner impulse inside yourself, powered by own desires

• Being Reactive

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Ø is only acting on outer stimulus without any inner reflection, drive or initiative

Be Proactive Stimulus-Response model

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Reactive

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Stimulus

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Response

Proactive

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StimulusFreedom to choose according to values

Response

Be Proactive • Our behavior is a function of our decisions not our conditions • A proactive person : is the one who not only takes the initiative, but also who feels complete responsibility for his actions, he never blames circumstances or other people for his faults. • Ability to choose our response … “Response – ability” • Non- proactive one is a reactive person • Do you have examples ? •

Be Proactive • The Circle of Concern and the Circle of Influence • • The Circle of Concern Ø are all areas in live that we are concerned with, that we have "on our radar", it might be our health, our children. 

• The Circle of Influence 

Ø are those areas inside the circle of concern, that you actually can do something about now.

Be Proactive

Be Proactive Reactive Says … There’s nothing I can do

Proactive Says … Let us look for alternative solutions

I can It is my personality, I cannot change it.. chose a different approach… He really provokes me and makes mad I control my feelings and reactions… They will never accept I can’t, I have to , I must, If Only It’s all your fault

I’ll create an effective presentation to convince them I

choose, I prefer, I will

Doesn’t matter whose fault, lets see what can we do

Be Proactive   

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What is there inside your circles ?

Be Proactive

http :// www . youtube . com / watch?v = U8LM4C1l70U & feature = related

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Begin with the end in mind

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2.Setting your Direction: Begin with the end in mind

Begin with the end in mind

The funeral  Close your eyes… imagine yourself in a funeral of beloved one or in your Funeral 

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Ø Ø Ø Ø Ø Ø Ø

What kind of person have you been ? what did you stand for ? what did you create? What was your contributions to the people you love and what difference have you made in their lives?

Ø Ø what those people will say about you ? Ø 

Begin with the end in mind

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How you can begin with end in mind

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Ø Visualize what you want to be Ø Ø Discover your deepest VALUES… and start with a clear understanding of your destination… then let each day contribute to your vision Ø Ø Know where you are going- better understand where you are now – make sure you are moving in the right direction Ø Ø Define your roles in life (work, family, friends, community), make harmony or balance between them Ø Ø Define your goals or objectives in life , Objectives should be SMART 

Begin with the end in mind

Focus on what you want to be (character), and to do (contributions & achievements),and the values/principles upon which being & doing are based

What is your role

Climb Mountains

Youth worker

A Dept Head

What is your Goal

Be best amateur climber in Egypt Leader of young people, to help them develop The youngest Sales Dir.

What values will you use

Dedicated, thorough, careful, etc.. Caring, honest, thoughtful, supportive, selfless, etc. Committed, strong, focused, honest, etc.

Begin with the end in mind Goals ,Values - example

Who

Abdel Nasser

Omar Khairat

Ahmed Zoweil

What

Most Charismatic Arabic Leader Became the most popular Musician in EG Represented an Egyptian Genius

Values

Social Equality & Arab Unity Uniqueness & Setting Standard

Dedication & Team spirit

Leadership vs. Management

Ø Leadership : the first creation Ø Management: the second creation 

Management Bottom line focus: How can I best accomplish certain things Doing things right Efficiency in managing the ladder of success Efficiency Achieving the GOALS 

Leadership Top line focus: What are the things I want to accomplish Doing the right things Determines whether the ladder is leaning against the right wall Effectiveness Setting the VALUES 

Three steps to effective Self-Management

Quote • "Many people seem to think that success in one area can compensate for failure in other areas. But can it really? …True effectiveness requires balance."   

Stephen Covey 37

First Things First The Clock and the Compass 

Two powerful tools direct us:

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Ø The clock represents our commitments, appointments, schedules, and activities. Ø The compass represents our vision, values, principles, mission, conscience, direction, and what we feel is important- how we lead our lives. 

First Things First Generations of time management 

The Three Generations of Time Management

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First Generation Ø Characterized by reminders and to-do lists. Ø Ø First Things are usually what happens to be in front of us. Ø Ø People in this generation are flexible and adaptable. Ø Ø There is a tendency for us to fail to keep some commitments.

First Things First Generations of time management

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Second Generation

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Ø Calendars and appointments, scheduling future events, identifying deadlines. Ø Ø Preparation and planning means a higher level of responsibility. Ø Ø Other people tend to become interruptions or distractions that keep us from sticking to our schedule.

First Things First Generations of time management

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Third Generation Ø Values clarification; setting long, medium, and short-term goals to obtain the values you’ve identified. Ø People in this generation achieve substantial gains in productivity. Ø First Things are a function of values and goals. 

The Need for the Fourth Generation Ø We need to move beyond time management to life leadership. ü Ø This is the fourth generation paradigm that will create quality-of-life results.

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First Things First  

What is urgent?

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Ø Urgent are all tasks that are "in your face" and want to be done immediately. But are they important or not important?

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What is important?

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Ø Important are the tasks that are in harmony with our goals and our life-balance.

First Things First The Urgency Addiction  Ø Anything less than a conscious commitment to the important is an unconscious commitment to the unimportant.

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Ø Knowing and doing what’s important rather than simply responding to what’s urgent is foundational to putting First Things First. Ø Ø Some of us are addicted to the adrenaline rush or the stress of crises.  We are drawn to do anything urgent, just to stay in motion.  It gives us an artificial sense of self-worth, power, control, security, and accomplishment. ü ü

First Things First Check your urgency index: Do these statements represent your behavior?      Ø I seem to do my best work when I’m under pressure.   Ø I often blame the rush and press of external things for my failure to spend deep, introspective time with myself.      Ø I’m frustrated by the slowness of people and things around me. I hate to wait or stand in line.         Ø I feel guilty when I take time off from work.  Ø I always seem to be rushing between places and events.         Ø I frequently find myself pushing people away so I can finish a project. Ø I feel anxious when I’m out of touch with the office.         Ø I’m often preoccupied with one thing when I’m doing something else.  

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ü ü 

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First Things First Ø I’m at my best when handling a crisis situation.   Ø The adrenaline rush from a new crisis seems more satisfying than the steady accomplishment of long-term results.         Ø I often give up quality time with important people in my life to handle a crisis.  Ø I rely on solving some crisis to give my day a sense of meaning and purpose.         Ø I often eat lunch while I work.         Ø I keep thinking that someday I’ll be able to do what I really want to do.  ü

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ü 1 

First Things First • Time Management Matrix

First Things First • Time Management Matrix

First Things First 

Time Management Matrix

First Things First  

Group Work Exercise Urgent / Important Matrix 

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First Things First Results from living in each quadrant

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Quadrant I People (Urgent/Important)  Results Personal Traits: ØStress & burn out ØAlways putting out fires Ø Crises managers ØProblem-minded people ØDeadline-driven producers

First Things First Results from living in each quadrant

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Quadrant III People (Urgent/Not Important) Results & Personal Traits: ØShort term focus ØCrises management ØReactive character ØSee goals & plans as worthless ØFeel victimized, out of control ØShallow or broken relationships

First Things First Results from living in each quadrant

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Quadrant IV People (Not Urgent/Not Important) Results & Personal Traits: ØTotal Irresponsibility ØFired from jobs ØDependant on others for basics

First Things First Results from living in each quadrant

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Quadrant II People (Not Urgent / Important) Results & Personal Traits: ØVision, perspective ØBalance (short vs. long term results) ØDiscipline, commitment ØControl ØFew Crises ØOpportunity minded people ØPreventive thinking people ØEnhanced relationships

First Things First The Main Thing is to keep The Main Thing the Main Thing

Quadrant II Organizing: The Process of Putting Things First ü When there’s no gardener, there’s no garden. ü Identify what’s important and focus your efforts on helping it grow. ü The Weekly Worksheet provides a view of the bigger picture, as opposed to the limited view of daily planning. - Weekly organizing puts things in a proper context and emphasizes importance over urgency so we don’t limit our perspective to what is in front of us at the moment. ü • Step 1: Connect with your vision and mission ü What is most important? ü What gives your life meaning? ü What do you want to be and to do in your life? 

First Things First The Main Thing is to keep The Main Thing the Main Thing

• Step 2: Identify your roles. ü We all have many roles to fulfill at work, in our families, in the community, or in other areas of life. ü We sometimes succeed in one role at the expense of another, so the key is balance. ü Your various roles have to work together along with your mission statement. ü Life is more than just a job, family, or a particular relationship. ü It is all these together. Sharpen your physical, mental, emotional/social, and spiritual areas by spending time on each. ü Schedule and stick to your exercise program, talk to your daughter, read up on the latest developments in your field, and have time to meditate, pray or do some spiritual reading. ü The key word is Harmony.

First Things First The Main Thing is to keep The Main Thing the Main Thing

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• Step 3: Select Quadrant II goals in each role. ü WHAT IS THE MOST IMPORTANT THING I COULD DO IN EACHROLE THIS WEEK TO HAVE THE GREATEST POSITIVE IMPACT? 

• Step 4: Create a decision-making framework for the week. ü In some cases it may be better not to schedule a goal at a particular hour of the day but to list it as priority instead. ü It may be more effective to watch for the right time when the opportunity arises to have that heart to heart talk with your son, or ask your boss for that raise. • • Step 5: Exercise integrity in the moment. ü Preview the day.         ü Prioritize. Identify priorities using numbers and letters, highlight, encircle, or mark them with asterisks.         ü Use some form of T planning for the day. Time-sensitive activities can be listed on one side; activities which can be performed any time of the day are listed on the other.

First Things First The Main Thing is to keep The Main Thing the Main Thing

• Step 6: Evaluate ü At the end of the week, review your mission statement to begin organizing the next week, pause to ask yourself: - What goals did I achieve? - What challenges did I encounter? - What decisions did I make? - In making decisions, did I keep First Things first?

Time Wasters/Stealers

Ø Procrastinate

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Ø Multi-Tasking

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Ø Email checking and replying / junk mail

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Ø Interruptions and phone calls / drop in visitors

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Ø Not sticking to priorities

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Ø Socializing on the job

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Ø Extended lunch or breaks

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Ø Web browsing / facebook / youtube

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Ø Doing important tasks in the wrong time

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Ø Working when hungry

Objectives Now after we’ve finished this workshop you should be able to: ØDefine Efficiency and Effectiveness ØDifferentiate between character and personality. Ø ØKnow the 7 habits of highly effective people . Ø ØDifferentiate between Reactive and Proactive. Ø ØUnderstand and Apply the time management matrix. Ø ØDetermine time wasters.

THANK YOU

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