time management
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Time ManagementTRANSCRIPT
Welcome. the 9th TLF
by Andrew/ May/ Irene
People give you money because you know how to solve problems.
Not because you move email around and respond to things that go “DING!”
Time Management
Randy Pausch1. Really achieving your childhood dreams
2. Time management
For more information, see www.randypausch.com
2 hours wasted per day
• Messy desk
• Can’t find things
• Miss appointments
• Unprepared for meetings
• Tired/unable to concentrate
Today’s Agenda
• What is time management
• How to set goals
• How to make To-Do list
• What is time matrix
• Case Study-common time robbers
Time Management?1 What is
Time management is commonly defined as the various means by which people effectively use their time and other closely related resources in order to make the most out of it.
WIKIPEDIAThe Free Encyclopedia
Time management is a mislabeled problem, which has little chance of being an effective approach. What you really manage is your activity during time, and defining outcomes and physical actions required is the core process required to manage what you do.
--David Allen
worth per hour?2 What is your
Worth per hour
• 10,000 RMB per month
• 20,000 RMB in value per month
• 1,000 RMB per day
• 120 RMB per hour
• 2 RMB per minute
Opportunity CostEconomists just call it
!The things you COULD do are infinite,
while your time and attention are FINITE.
Sorry, I don’t like 100 dollar bill
Set your goals?3How to
Set your goals?3How to
Specific
Measurable
Achievable
Realistic
Time bounded
Goals on multiple levels
• Goal today
• Goal this month
• Goal for this year
• Goal for next 5 years
• Goal for next 10 years
• Your dreams
Goals on multiple levels
• Goal today
• Goal this month
• Goal for this year
• Goal for next 5 years
• Goal for next 10 years
• Your dreams
Failing to plan is planning to
fail
From Goals to Tasks
From Goals to Tasks
• Break each goal into manageable tasks (WBS)
• Set priority to each task
• reorder your task list
How do you eat an elephant?One Bite at One Time!
From Task to To-Do List
• To-Do list captures all the tasks you need to do in a given day.
• It can includes other stuffs that are not your tasks or goals
• Set priority to each items on the list
• Tools
Tips for To-Do List
• Only schedule a part of your day
• First things first
• Do the ugliest thing first
• Use block of times
• Kill small things in a batch
? ?
? ?
Urgent Not Urgent
Important
Not Important
Time MatrixCovey’s 4 quadrant table
Urgent Not Urgent
Important
Not Important
Time Matrix
150%
WHO GETS ACCESS NOW?
Ask yourself. Seriously, do it. Because it says a lot about who you are.
Group Discussion
Urgent Not Urgent
Important
Not Important
Understanding Time
1 2
43
Urgent Not Urgent
Important
Not Important
Understanding Time
Quadrant of Manage
1 2
43
Urgent Not Urgent
Important
Not Important
Understanding Time
Quadrant of Manage Quadrant of Leadership & Quality
1 2
43
Urgent Not Urgent
Important
Not Important
Understanding Time
Quadrant of Manage
Quadrant of Deception
Quadrant of Leadership & Quality
1 2
43
Urgent Not Urgent
Important
Not Important
Understanding Time
Quadrant of Manage
Quadrant of Deception
Quadrant of Leadership & Quality
Quadrant of Waste
1 2
43
Quadrant ΙΙMove into
“Scheduling your priorities, not prioritizing your schedule”
--Stephen Covey
Time RobbersCase Study
We will discuss
• What’s the problem in the case?
• Do we have similar problems in our work?
• What’s your solutions?
WHO GETS ACCESS NOW?
Ask yourself. Seriously, do it. Because it says a lot about who you are.
Group Discussion
Case Study 1Max has been working on a long, two part report for the past two hours, he has managed to draft the first part and is ready to begin the second. Feeling that a little reward is in order, Max gets up and heads for the coffee room, where he refills his cup and chats briefly with two colleagues,. Settling back into his desk, Max soon notice that he has two new emails, “I’d better check these out” he tell himself.
After he replies to those messages, Max revisits his report. But he can’t start where he left off—he has lost his train of thought.
WHO MOVED MY BRAIN?
REVALUING TIME & ATTENTION
MERLIN MANN43FOLDERS.COM
Today, I want to tell you about my pal,
Mike Monteiro.
WHO MOVED MY BRAIN?
REVALUING TIME & ATTENTION
MERLIN MANN43FOLDERS.COM
Today, I want to tell you about my pal,
Mike Monteiro.
How can I keep my brain where I want it?
“Lost in E-Mail, Tech Firms Face Self-Made Beast,” June 14, 2008
“Interruptions by things that aren’t urgent or important, like unnecessary e-mail messages — and the time it takes to get back on track.”
28% OF EACH DAY
Interruptions are a huge pain. Intel estimates that interruptions cost them US$1B last year.
“Lost in Emails, Tech Firms Face Self-Made Beast”, June 14, 2008
ASK YOURSELFAt what time do you feel most energetic in a day?
A Random Poll on the Internet
Expelthe skeletons
• Remove compromising pics
Interruptions?So what is your
GOVERN ACCESS
Stop allowing 100% access. Make mindful decisions about who gets access to you. And
when. And for how long.
MINIMIZE NOTIFICATIONS
Turn off everything that!s not an actual
“alarm.” Know what an “alarm” is?
MINIMIZE NOTIFICATIONS
Turn off everything that!s not an actual
“alarm.” Know what an “alarm” is?
Get out of “Grizzly Bear Mode.” Stop scanning the campground for bears, and go
make some damned s!mores.
Speak out
Tips for phone calls
Tips for phone calls
• Keep calls short; stand during call
Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing goals for the call
Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing goals for the call
• Don’t put your feet up
Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing goals for the call
• Don’t put your feet up
• Have something in view to do next
Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing goals for the call
• Don’t put your feet up
• Have something in view to do next
• Review, what we have agreed.
Tips for Effective Meetings
• Punctuality
• Focus on meeting agenda ONLY
• Clear objectives, if not please chase up
• Manage specific topics individually
• Check agreement and action items at the end of meeting
Case Study 2Paula arrives at her desk at 9:00 am every business day, once her laptop is up and running, her first act is to check her mails, “I have missed feelings about it” she confesses, “on one hand, I look forward to updates on company activities that concerns me directly. And I also enjoy findings message from my personal friends. On the other hand, I dread facing the 20 or 30 emails that are either misdirected or irreverent to me, and another 20 or 30 messages will hit my inbox before the day is over, Worse, I have to open most of them to find out they are irrelevant. Also as my mail box get bigger, it’s extremely hard for me to find my desired emails.
Inbox Zeroaction-based email
Merlin Mann
Google Tech Talk
How to deal with Email overload?
Tips for overload emails
• Use Prewritten Responses
• Use Auto-Responders
• Avoid ambiguous title
Tips for overload emails
• Use Prewritten Responses
• Use Auto-Responders
• Avoid ambiguous title
• Use Rules to control your email flow
• Use Category instead of creating folders
• Use Search folders
Folders, sub-folders and sub-sub-folders
Folders, sub-folders and sub-sub-folders
Action Based Inbox
Action Based Inbox
Action Based Inbox
“Empty”
Inbox Zero
Email!s just a medium
One place for anything
Process to zero
Convert to actions
Inbox Zero
What is Processing?
More than checkingLess than responding
Answers: “So what?”
What is Action?
Author of
Getting Things ✓Done -The Art of Stress-Free Productivity
ManageActions
What is Action?
Delete
Delegate
Respond
Defer
Do
Reference
The ProcessingHabit
“We are what we frequently do” — Aristotle
Case Study 3Harvey is a hard worker and is highly motivated staff. He is also willing to do whatever is necessary to help his team to accomplish its goals. When Mary, the team leader says, “Someone should develop a proposal for the next stage of our project,” most people hunch down in their seats or start looking at their notebooks, “Can some one take care of this”? Mary asks again. Seeing that no one else will volunteer, Harvey steps up to the task, as he always does.
His behavior is also predictable, in fact that his teammate know that if they resist the urge to volunteer long enough, Harvey eventually will step forward to do it. And when he get the work done, it’s always done well, because he is a dedicated perfectionist. But the problem is that Harvey has trouble to get things done on time, because he has overloaded himself with commitments.
Just do it
Just do it
REALLY. THANKS.
Best thing ever. “We!re DONE here.” Thank you very much.
Thanks
Books for reference• Getting Things Done
• One Minute Manager
• 7 Habits of Highly Effective People
• Time Management: Increase Your Personal Productivity and Effectiveness
• Overcome Email Overload with Microsoft Outlook 2000 and Outlook 2002
• How to you eat an elephant?