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Randy pauschtimemanagement2007

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  • 1. Time ManagementRandy PauschCarnegie MellonUniversity
  • 2. August 15th, 2007: “3 to 6 months”
  • 3. Today is 3 months and 12 days.
  • 4. History folks here?
  • 5. GoalsAvoid wasting timeBosses & delegationSpecific skills and toolsStress and procrastination
  • 6. www.randypausch.com = really important point
  • 7. Remember that time is money --- Ben Franklinwhat are you worth an hour?
  • 8. Time must be managed, like moneyMuch of this will only make sense laterBoss / Advisor / ParentLightning pace, heavy on techniques
  • 9. 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
  • 10. “The Time Famine”Bad time management = stressThis is life advice
  • 11. The overallgoal is FUN!
  • 12. Two hours wasted per dayMessy deskCan’t find thingsMiss appointmentsUnprepared for meetingsTired/unable to concentrate
  • 13. • Being successful doesn’t make you manage your time well.• Managing your time well makes you successful.
  • 14. 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 things100 things to do in my life
  • 15. The 80/20 RuleCritical few and the trivial manyHaving the courage of your convictionsGood judgment comes from experienceExperience comes from bad judgment
  • 16. Inspiration“If you can dream it, you can do it” -- Walt DisneyDisneyland was built in 366 days.
  • 17. 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!
  • 18. TO DO Lists• Break things down into small steps• Like a child cleaning his/her room• Do the ugliest thing first
  • 19. Covey’s four-quadrant TODO Due Soon Not Due SoonImportantNotImportant
  • 20. Covey’s four-quadrant TODO Due Soon Not Due SoonImportant 1NotImportant
  • 21. Covey’s four-quadrant TODO Due Soon Not Due SoonImportant 1NotImportant 4
  • 22. Covey’s four-quadrant TODO Due Soon Not Due SoonImportant 1 2NotImportant 3 4
  • 23. 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
  • 24. A good file system is essential
  • 25. My Desk
  • 26. Speaker phonelowers stress
  • 27. TelephoneKeep calls short; stand during callStart by announcing goals for the callDon’t put your feet upHave something in view to do next
  • 28. TelephoneGet done: “I have students waiting”How to hang up on telemarketersGroup calls: 11:30am and 4:30pm
  • 29. My “phone hour” every day
  • 30. Office LogisticsMake your office comfortable for you, and optionally comfortable for othersNo soft comfortable chairs! I have folding chairs, some people cut off front legs
  • 31. Scheduling YourselfYou don’t find time for important things, you make itEverything you do is an opportunity costLearn to say “No”
  • 32. 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…
  • 33. 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.
  • 34. Interruptions6-9 minutes, 4-5 minute recovery – five interruptions shoots an hourYou must reduce frequency and length of interruptions (turn phone calls into email)E-mail “ding” on new mail is an interruption -> TURN IT OFF!!
  • 35. Blurting: save-ups
  • 36. Cutting Things Short“I’m in the middle of something now…”Start with “I only have 5 minutes” – you can always extend thisStand up, stroll to the door, complement, thank, shake handsClock-watching; on wall behind them
  • 37. Time JournalsIt’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
  • 38. Fred Brooks’ Time Clocks
  • 39. Using Time Journal DataWhat 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?
  • 40. Work-Life Balance
  • 41. Coming to Charlottesville
  • 42. Procrastination“Procrastination is the thief of time” Edward Young Night Thoughts, 1742
  • 43. Balancing Act“Work expands so as tofill the time available for its completion” Parkinson’s Law Cyril Parkinson, 1957
  • 44. Avoiding ProcrastinationDoing things at the last minute is much more expensive than just before the last minuteDeadlines are really important: establish them yourself!
  • 45. Comfort ZonesIdentify why you aren’t enthusiasticFear of embarrassmentFear of failureSometimes all you have to do is ask!
  • 46. DelegationNo one is an islandYou can accomplish a lot more with help
  • 47. Delegation is not dumpingGrant authority with responsibility.To the worst job yourselfTreat your people wellStaff and secretaries are your lifeline; they should be treated well!
  • 48. Alf Weaver Taught Me…Specific thing to doSpecific date/timeSpecific penaltyOr reward… for THEM
  • 49. 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
  • 50. Never too Early to Delegate
  • 51. SociologyBeware upward delegation!Reinforce behavior you want repeatedIgnorance is your friend – I do not know how to run the photocopier or the fax machine
  • 52. MeetingsAverage 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 what by when?
  • 53. TechnologyJanitor’s commentOnly use technology that’s worth it
  • 54. Video of office worker was here
  • 55. Change theway you’redoing things
  • 56. Randy’s Magic E-Mail TipsSave 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
  • 57. Care and Feeding of Bosses Time Management AdviceWrite 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 !
  • 58. General Advice: VacationsPhone callers should get two options: 1. If urgent, contact John Smith at 555-1212 2. Otherwise please call back June 1It’s not a vacation if you’re reading email.
  • 59. Important AdviceKill your television – 28 hours/weekTurn money into time – especially important for people with kidsEat and sleep and exercise. Above all else!
  • 60. General AdviceNever 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.
  • 61. Recommended Readings
  • 62. Action Items1. Get a day-timer or PDA2. Put your TODO list in priority order3. Do a time journal, or count hours of TV4. Make a note in your day-timer to revisit this talk in 30 days. Ask “What have I changed?”
  • 63. Time ManagementRandy PauschCarnegie Mellonwww.randypausch.com

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