Short, concise and practical time management course. دورة تدريبية مختصرة وعملية في إدارة الوقت

1. Time Management ‫الوقت‬ ‫إدارة‬
Career Development Program ‫برنامج‬‫الوظيفي‬ ‫التطوير‬
Get Organized for Peak Performance ‫أداء‬ ‫ألفضل‬ ‫للوصول‬ ‫نفسك‬ ‫نظم‬

2. Session One:
Course Overview ‫الكورس‬ ‫عن‬ ‫نبذه‬
• Better organize yourself and your workspace for peak
efficiency. ‫أداء‬ ‫أفضل‬ ‫على‬ ‫للحصول‬ ‫أفضل‬ ‫بطريقة‬ ‫وعملك‬ ‫نفسك‬ ‫نظم‬
• Understand the importance of, and the most useful
techniques for, setting and achieving goals. ‫و‬ ‫أهمية‬ ‫فهم‬
‫األهداف‬ ‫تحقيق‬ ‫و‬ ‫لوضع‬ ‫األساليب‬ ‫أفضل‬
• Identify the right things to be done and develop plans for
doing them.‫التنفيذ‬ ‫خطط‬ ‫وضع‬ ‫و‬ ‫فعله‬ ‫مايجب‬ ‫تحديد‬
• Learn what to delegate and how to delegate well. ‫التفويض‬
• Take control of things that can derail your workplace
productivity. ‫العمل‬ ‫إنتاجية‬ ‫تعطل‬ ‫قد‬ ‫التي‬ ‫األشياء‬ ‫في‬ ‫التحكم‬
Learning Objectives ‫التعليمية‬ ‫األهداف‬

3. Session Two:
The Power of a Change
• What do you believe are your top three priorities?‫أولوياتك‬
• What do you believe are the top three obstacles to
working on your priorities or meeting your
objectives?‫العقبات‬
• On a scale of one to ten, how would you rate your
organizational skills right now? ‫التنظيمية‬ ‫مهاراتك‬ ‫قيم‬
• What are the top three things you think you must do in
order to be more organized? ‫أهم‬3‫تنظيما‬ ‫أكثر‬ ‫لتكون‬ ‫أشياء‬
• What would you do with any additional time if you found
a way to give it to yourself? ‫إضافيا‬ ‫وقتا‬ ‫لك‬ ‫أتيح‬ ‫لو‬ ‫ستفعل‬ ‫ماذا‬
Pre-Assignment Review (I)

4. Session Three:
Changing Our Perspective
• Everyone is interested in learning to use their
time more wisely.
• However, traditional time management
wisdom only works well for some people.
• We’re all different, so we need different tools
to collect and consider before figuring out
which ones will work the best in our own
situation.
Making Changes (I)

5. Session Three:
Changing Our Perspective‫النظر‬ ‫وجهة‬ ‫تغيير‬
Four Priorities ‫األربعة‬ ‫االولويات‬ ‫أنواع‬
• Connecting with People ‫عالقات‬
• Paperwork ‫كتابية‬ ‫أعمال‬
• Reading ‫قرائة‬
• Exercise ‫تمارين‬
“The main thing is keeping the main
thing the main thing” Steven Covey
‫األساسي‬ ‫الشيء‬ ‫ليظل‬ ‫األساسي‬ ‫الشيء‬ ‫على‬ ‫الحفاظ‬ ‫هو‬ ‫األساسي‬ ‫الشيء‬
‫كوفي‬ ‫ستيفن‬
Making Changes (II)

6. Session Three:
Changing Our Perspective
• Did he make good use of his best time of day? ‫هل‬
‫وقته‬ ‫من‬ ‫يستفيد‬
• Did he work on his high priority items? ‫األولويات‬
• Did he have a problem saying no?‫يعارض‬ ‫هل‬
• Did he complete the tasks he started?‫مهامه‬ ‫ينجز‬ ‫هل‬
• Did he understand his problems?‫مشكالته‬ ‫يفهم‬ ‫هل‬
• What would you recommend? ‫تنصح‬ ‫ماذا‬
Another Day at the Office

7. Session Four:
Setting Goals
• Goals or targets are also an important part of
managing your time.
• Most of us can’t hit a target if we can’t see it.
• You have to know what you want to
accomplish, how you want to accomplish it,
what resources you have, and who will do it.
• Make a covenant with yourself that you will
make an effort to put into practice the things
that will be of the most benefit to YOU.
The Dot Exercise

8. Session Four:
Setting Goals
• Specific ‫محدد‬
• Measurable ‫للقياس‬ ‫قابل‬
• Attainable ‫للتحقيق‬ ‫قابل‬
• Reasonable ‫وواقعي‬ ‫معقول‬
• Time-Bound ‫بوقت‬ ‫محدد‬
Setting Goals with SMART‫سمارت‬ ‫بمعيار‬ ‫األهداف‬ ‫صياغة‬

9. Session Five:
Planning Tips and Tricks ‫نصائح‬
‫للتخطيط‬
Guidelines for Efficient Planning (I) ‫الفعال‬ ‫للتخطيط‬ ‫إرشادات‬
• Did you know that you can save yourself an hour
each day just by getting organized? ‫يوميا‬ ‫ساعه‬ ‫وفر‬
• There is no need to do a big clean up once a year
if you can take a half hour once a week to file,
sort, and keep things organized.‫التنظيم‬ ‫إعتياد‬
• An up-to-date master calendar can be helpful.
‫يوميا‬ ‫تحديثها‬ ‫يتم‬ ‫أجندة‬
Planning Tools (I) ‫التخطيط‬ ‫أدوات‬

10. Session Five:
Planning Tips and Tricks
Guidelines for Efficient Planning (II)
• A "Things to do Today" list helps focus attention on the
highest priority items.‫المهام‬ ‫قائمة‬
• Action planning worksheets, milestone charts, are
excellent planning aids. ‫البيانيه‬ ‫الرسوم‬ ‫و‬ ‫المهام‬ ‫إنجاز‬ ‫جدول‬
• Planning contact with colleagues and staff will help
minimize disruptions. ‫التعطيل‬ ‫في‬ ‫يقلل‬ ‫الزمالء‬ ‫مع‬ ‫التواصل‬ ‫تقنين‬
• The most effective approaches to planning are those
tailored to meet individual needs. ‫الشخص‬ ‫على‬ ‫المفصل‬ ‫التخطيط‬
• Flexibility is important. ‫األهمية‬ ‫بالغة‬ ‫المرونة‬
Planning Tools (II)

11. Session Five:
Planning Tips and Tricks
A Planning Checklist
• What
• Where
• When
• How
• Who
Planning Tools (III)

12. Session Five:
Planning Tips and Tricks
Short Term Planning Tools
• A daily to-do list
• A planner with at least a week at a glance
• A monthly project list
• Project planning worksheet
Planning Tools (IV)

13. Session Five:
Planning Tips and Tricks
Organizing Your Work Area and Your Paperwork
• Do it now! ‫من‬ ‫أكثر‬ ‫تأخذ‬ ‫ال‬ ‫التي‬ ‫المهام‬ ‫نفذ‬30‫دقيقة‬
• Dump. ‫ضرورية‬ ‫الغير‬ ‫األشياء‬ ‫من‬ ‫التخلص‬
• Sort and group. ‫المتشابهة‬ ‫المهام‬ ‫جمع‬ ‫و‬ ‫نقح‬
• Set up a system. ‫نظاما‬ ‫ضع‬
• Don’t save papers that you can easily find
somewhere else. ‫ما‬ ‫مكان‬ ‫في‬ ‫بسهولة‬ ‫تجدها‬ ‫التي‬ ‫باألوراق‬ ‫تحتفظ‬ ‫ال‬
Planning Tools (V)

14. Session Six:
Setting Up a Routine (I)
• Be dull in your everyday routine so you can be
wildly creative where it counts. ‫المطلوب‬ ‫الروتين‬
• Routines simplify; clarify; and create order,
symmetry, and familiarity to reduce stress.
• As you decide what kinds of routines will help
you, you will need to simplify some things in
your life.
• Routines include setting time with family, for
eating, for sleeping, and for exercising.

15. Session Six:
Setting Up a Routine (II)
• No activity is more important to ritualize than
sleep. This lets your body know that it is time
to slow down and prepare to shut off.
• By fixing mealtimes and planning in advance
you’ll become vastly more efficient. You’ll save
money on groceries too!
• Since exercise has such a powerful effect on
brain energy and alertness, place your
workout at times of day you most need them.

16. Session Seven: Doing it Right
BOLD!
• Balance ‫وازن‬
• Organize your time ‫وقتك‬ ‫نظم‬
• Let things go ‫ضرورية‬ ‫الغير‬ ‫األشياء‬ ‫من‬ ‫تخلص‬
• Delegate ‫المهام‬ ‫فوض‬
Being Brave and BOLD (I)

17. Session Seven: Doing it Right
Steps to Delegation ‫التفويض‬ ‫خطوات‬
1. Explain why the job is important. ‫العمل‬ ‫أهمية‬ ‫إشرح‬
2. Describe what is needed in terms of results (not how, but
what). ‫التنفيذ‬ ‫ليس‬ ‫و‬ ‫النتائج‬ ‫ناحية‬ ‫من‬ ‫المطلوب‬ ‫إشرح‬
3. Give the person the authority they need to do the job. ‫إعط‬
‫المهمة‬ ‫لتنفيذ‬ ‫السلطة‬ ‫الموظف‬
4. Indicate when the job needs to be completed and get
agreement. ‫الموظف‬ ‫موافقة‬ ‫على‬ ‫إحصل‬ ‫و‬ ‫المطلوب‬ ‫الوقت‬ ‫حدد‬
5. Ask for feedback to ensure a common understanding. ‫إحصل‬
‫للمهمة‬ ‫موحد‬ ‫لفهم‬ ‫الوصول‬ ‫من‬ ‫للتأكد‬ ‫الموظف‬ ‫فعل‬ ‫رد‬ ‫على‬
Being Brave and BOLD (II)

18. Session Seven: Doing it Right
There was an important job to be done and
Everybody was asked to do it. Everybody was sure
that Somebody would do it. Anybody could have
done it, but Nobody did it. Somebody got mad
about it because it was Everybody’s job. Everyone
thought that Anybody could do it, and Nobody
realized that Everybody wouldn’t do it. It ended up
that Everybody blamed Somebody when actually
Nobody blamed Anybody
Being Brave and BOLD (III)

19. Session Eight:
Putting an End to Procrastination
‫للتسويف‬ ‫حدا‬ ‫ضع‬
“If the first thing you do each morning is to eat a
live frog, you can go through the day with the
satisfaction of knowing that is probably the worst
thing that is going to happen to you all day long.”
~Brian Tracy
“The rule of frog eating is this: If you have to eat
two frogs, eat the ugliest one first.” ~ Mark Twain

20. Session Eight:
Putting an End to Procrastination
• By procrastinating, that thing we are putting
off often becomes a bigger and more daunting
task than it really is.
• The more we think about, the more space it
can take up in our head.
• Do you have a frog or two waiting for you at
work?
• What is standing in the way of eating that
frog?

21. Session Nine:
Getting Organized ‫التنظيم‬
• Check the position of the desk: Is it facing the
door and making interruptions more likely?
• Is the lighting adequate?
• Is the phone where it can be reached easily?
• Is there a better arrangement possible?
• Is the seating/chair adequate?
Surface of the Desk ‫المكتب‬ ‫سطح‬

22. Session Nine:
Getting Organized
You have all the tools you need and they are in
good working order. ‫األدوات‬ ‫توفر‬
Tools are organized. ‫منظمة‬
Group like items together. ‫المتشابهه‬ ‫العناصر‬ ‫تجميع‬
Store any extra supplies in a supply area.
Tools should be stored in a shallow desk
drawer and not on the desk.
Contents of the Desk ‫المكتب‬ ‫مكونات‬

23. Session Nine:
Getting Organized
• Am I going to need to refer to this later?
– YES: File it
– NO: Recycle it
• Do I have a digital copy that will suffice?
– YES: Recycle it
– NO: File it
• Is it directly related to me or will someone else have a
copy that I can refer to?
– YES: Recycle it
– NO: File it
Guidelines for Keeping a Piece of Paper (I)

24. Session Nine:
Getting Organized
• Do I need to keep this for legal reasons?
– YES: File it
– NO: Recycle it
• Does it fit in my filing system?
– YES: File it
– NO: Recycle it
• If I file it, will I be able to find it?
– YES: File it
– NO: Recycle it
Guidelines for Keeping a Piece of Paper (II)

25. Session Ten:
Organizing Your Files ‫األوراق‬ ‫تنظيم‬
Key Principles Of Retrieval
• Group similar things together ‫األوراق‬ ‫جمع‬
‫المتشابهه‬
• Place them in their own space or
container ‫الحفظ‬
• Label them clearly ‫والعناوين‬ ‫اإلرشادية‬ ‫العالمات‬
Sorting Based on File Type (I)

26. Session Ten:
Organizing Your Files
File Categories ‫الملفات‬ ‫أنواع‬
• Working files
• Reference files
• Archive files
• Disaster files
Sorting Based on File Type (II)

27. Session Ten:
Organizing Your Files
Electronic Files
• File structure used in paper files and
electronic files should parallel each other
• Use keywords and search programs
• Don’t keep what you don’t need.
• Don’t ask, “Will I ever need this?”
• Do ask, “Where could I get this if I needed it?”
Sorting Based on File Type (III)

28. Session Ten:
Organizing Your Files
Briefcase ‫األوراق‬ ‫حقيبة‬
Tools that are needed frequently when away
from the office ‫األدوات‬
Reference files that are frequently referred to,
such as telephone lists ‫المراجع‬(‫التليفون‬ ‫نوتة‬)
Working files that are needed‫بالعمل‬ ‫الخاصة‬ ‫األوراق‬
Sorting Based on File Type (IV)

29. Session Ten:
Organizing Your Files
• Save several of the same type of things to do
at once
• We can even batch interactions with others!
• Other things to batch:
– Word processing files
– E-mail messages
– Voice mail
The Batching Technique

30. Session Eleven:
Managing Your Workload
• We’ve become a society where we expect
replies to e-mail immediately.
• Many people send e-mails out to more
recipients and with more frequency than is
often required.
• Many managers receive, reply, and create up
to 100 e-mails per day. (= 300 minutes = 5
hours each day!)
Managing E-mail (I)

31. Session Eleven:
Managing Your Workload
• Check your email twice a day.
• Deal with each message right away.
• Deal with it the right way.
• Do you have additional suggestions for staying
on top of e-mail traffic?
Managing E-mail (II)

32. Session Eleven:
Managing Your Workload
• What are the things you have to do every day?
• How much time must you allot to each thing?
• What are the things you have to do each week?
• How much time do you allot to them?
• What are the things you must do each month?
• How much time does each item take you?
• What are the things you do quarterly/annually?
• How much time do they take?
Workload Analysis (I)

33. Session Eleven:
Managing Your Workload
• Was it hard to remember how you spent your
time?
• Did you take any time out just for you?
• How many things did you do that you planned to?
• How many things did you put off?
• What is it you want to spend more time doing?
Workload Analysis (II)

34. Session Eleven:
Managing Your Workload
• What do you want to do less?
• Are you happy with the way you spent your time?
• How many of these hours did you spend on the
things that you said were a high priority for me?
• When I look at my life so far, I’m glad I took the
time to…
• I regret I haven’t taken the time to…
Workload Analysis (III)