Randy Pausch – Time Management
Transcript of Randy Pausch – Time Management
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Time Management
Randy PauschCarnegie MellonUniversity
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August 15th, 2007: “3 to 6 months”
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Today is 3 months and 12 days.
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History folks here?
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Goals
Avoid wasting time
Bosses & delegation
Specific skills and tools
Stress and procrastination
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= really important point
www.randypausch.com
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Remember that time is money
--- Ben Franklin
what are you worth an hour?
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Time must be managed, like money
Much of this will only make sense later
Boss / Advisor / Parent
Lightning pace, heavy on techniques
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One Good Thief is Worth Ten Good Scholars:
• Time Management for Teachers, Cathy Collins, 1987
• Career Track Seminar: Taking control of Your Work Day 1990
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“The Time Famine”
Bad time management = stress
This is life advice
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The overall goal is FUN!
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Two hours wasted per dayMessy desk
Can’t find things
Miss appointments
Unprepared for meetings
Tired/unable to concentrate
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• Being successful doesn’t make you manage your time well.
• Managing your time well makes you successful.
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Goals, Priorities, and PlanningWhy am I doing this? What is the goal?
Why will I succeed?
What happens if I chose not to do it?
Doing things right vs. doing the right things
100 things to do in my life
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The 80/20 Rule
Critical few and the trivial many
Having the courage of your convictions
Good judgment comes from experience
Experience comes from bad judgment
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Inspiration
“If you can dream it, you can do it”-- Walt Disney
Disneyland was built in 366 days.
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Planning
• Failing to plan is planning to fail
• Plan Each Day, Each Week, Each Semester
• You can always change your plan, but only once you have one!
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TO DO Lists
• Break things down into small steps
• Like a child cleaning his/her room
• Do the ugliest thing first
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Covey’s four-quadrant TODO
Important
Not Important
Due Soon Not Due Soon
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Covey’s four-quadrant TODO
1Important
Not Important
Due Soon Not Due Soon
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Covey’s four-quadrant TODO
1
4
Important
Not Important
Due Soon Not Due Soon
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Covey’s four-quadrant TODO
1 2
3 4
Important
Not Important
Due Soon Not Due Soon
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Paperwork
• Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time
• Touch each piece of paper once• Touch each piece of email once; your
inbox is not your TODO list
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A good file system is essential
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My Desk
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Speaker phone lowers stress
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Telephone
Keep calls short; stand during call
Start by announcing goals for the call
Don’t put your feet up
Have something in view to do next
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Telephone
Get done: “I have students waiting”
How to hang up on telemarketers
Group calls: 11:30am and 4:30pm
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My “phone hour” every day
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Office Logistics
Make your office comfortable for you, and optionally comfortable for others
No soft comfortable chairs! I have folding chairs, some people cut off front legs
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Scheduling Yourself
You don’t find time for important things, you make it
Everything you do is an opportunity cost
Learn to say “No”
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Gentle No’s
“I’ll do it if nobody else steps forward” or “I’ll be your deep fall back,” but you have to keep searching.
Moving parties in grad school…
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Everyone has Good and Bad Times
Find your creative/thinking time. Defend it ruthlessly, spend it alone, maybe at home.
Find your dead time. Schedule meetings, phone calls, and mundane stuff during it.
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Interruptions
6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour
You must reduce frequency and length of interruptions (turn phone calls into email)
E-mail “ding” on new mail is aninterruption -> TURN IT OFF!!
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Blurting: save-ups
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Cutting Things Short
“I’m in the middle of something now…”
Start with “I only have 5 minutes” – you can always extend this
Stand up, stroll to the door, complement, thank, shake hands
Clock-watching; on wall behind them
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Time Journals
It’s amazing what you learn!
Monitor yourself in 15 minute increments for between 3 days and two weeks.
Update every ½ hour: not at end of day
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Fred Brooks’ Time Clocks
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Using Time Journal Data
What doesn’t need to be done?
What can someone else do?
What can I do more efficiently?
How am I wasting other people’s time?
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Work-Life Balance
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Coming to Charlottesville
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Procrastination
“Procrastination is thethief of time”
Edward YoungNight Thoughts, 1742
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Balancing Act
“Work expands so as to fill the time available for
its completion”
Parkinson’s LawCyril Parkinson, 1957
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Avoiding Procrastination
Doing things at the last minute is much more expensive than just before the last minute
Deadlines are really important: establish them yourself!
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Comfort Zones
Identify why you aren’t enthusiastic
Fear of embarrassment
Fear of failure
Sometimes all you have to do is ask!
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Delegation
No one is an island
You can accomplish a lot more with help
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Delegation is not dumping
Grant authority with responsibility.
To the worst job yourself
Treat your people well
Staff and secretaries are your lifeline; they should be treated well!
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Specific thing to do
Specific date/time
Specific penaltyOr reward … for THEM
Alf Weaver Taught Me…
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Challenge People
• People rise to the challenge: Delegate “until they complain”
• Communication Must Be Clear: “Get it in writing” – Judge Wapner
• Give objectives, not procedures
• Tell the relative importance of each task
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Never too Early to Delegate
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Sociology
Beware upward delegation!
Reinforce behavior you want repeated
Ignorance is your friend – I do not know how to run the photocopier or the fax machine
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Meetings
Average executive: > 40% of timeLock the door, unplug the phoneMaximum of 1 hourPrepare: there must be an agenda1 minute minutes: an efficient way to
keep track of decisions made in a meeting: who is responsible for whatby when?
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Technology
Janitor’s comment
Only use technology that’s worth it
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Video of office worker was here
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Change the way you’re doing things
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Randy’s Magic E-Mail Tips
Save all of it, for searchingIf you want something done, only one
recipient. If you really want something done, CC
someone powerful.Nagging is okay after 48 hours
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Care and Feeding of Bosses
Write things downWhen’s our next meeting?What’s my goal to have done by then? Who to turn to for help?Remember: bosses want results !
Time Management Advice
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General Advice: Vacations
Phone callers should get two options:1. If urgent, contact John Smith at 555-12122. Otherwise please call back June 1
It’s not a vacation if you’re reading email.
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Important Advice
Kill your television – 28 hours/week
Turn money into time – especially important for people with kids
Eat and sleep and exercise. Above all else!
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General Advice
Never break a promise, but re-negotiate them if need be.
If you haven’t got time to do it right, you don’t have time to do it wrong.
Recognize that most things are pass/fail.
Feedback loops: ask in confidence.
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Recommended Readings
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Action Items
1. Get a day-timer or PDA2. Put your TODO list in priority order3. Do a time journal, or count hours of TV
4. Make a note in your day-timer to revisit this talk in 30 days. Ask “What have I changed?”
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Time Management
Randy PauschCarnegie Mellonwww.randypausch.com