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?