Welcome.
 the 9th TLF




               by Andrew/ May/ Irene
Time Management
Randy Pausch
1. Really achieving
your childhood dreams

2. Time management




                        For more informatio...
2 hours wasted per day

• Messy desk
• Can’t find things
• Miss appointments
• Unprepared for meetings
• Tired/unable to co...
Today’s Agenda

• What is time management
• How to set goals
• How to make To-Do list
• What is time matrix
• Case Study-c...
1
    What is
    Time Management?
WIKIPEDIA
The Free Encyclopedia
2
    What is your
    worth per hour?
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 ...
∞
  Opportunity Cost
           Economists just call it

 The things you COULD do are infinite,
while your time and attenti...
Sorry, I don’t like
 100 dollar bill
3
How to
Set your goals?
3
How to
Set your goals?
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 ye...
Goals on multiple levels
• Goal today
• Goal this month          Failing to plan
• Goal for this year       is planning to...
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 stuff...
Tips for To-Do List

• Only schedule a part of your day
• First things first
• Do the ugliest thing first
• Use block of tim...
Time quadrant table
             Covey’s 4
                       Matrix
             Urgent      Not Urgent



Important ...
Time Matrix
                Urgent   Not Urgent



Important
            1
                   50%

  Not
Important
WHO GETS ACCESS  NOW?
     Group Discussion
Understanding Time
                 Urgent       Not Urgent

             1            2

Important



             3     ...
Understanding Time
                    Urgent           Not Urgent

              1                  2

Important

       ...
Understanding Time
                    Urgent             Not Urgent

              1                    2

Important

   ...
Understanding Time
                    Urgent                Not Urgent

              1                       2

Importan...
Understanding Time
                    Urgent                Not Urgent

              1                       2

Importan...
Quadrant ΙΙ
   Move into
“Scheduling your priorities,
not prioritizing your schedule”

            --Stephen Covey
Time Robbers
   Case 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?
     Group Discussion
Case Study 1
Max has been working on a long, two part report for
the past two hours, he has managed to draft the first
part...
WHO MOVED
                MY BRAIN?
                  WHO MOVED
                REVALUING
                TIME &BRAIN?
   ...
28% OF EACH DAY
  “Interruptions by things that aren’t
  urgent or important, like
  unnecessary e-mail messages —
  and t...
ASK YOURSELF
At what time do you feel most energetic in a day?
A Random Poll on the Internet
Expel
Interruptions?
  the skeletons
  •   Remove compromising pics
       So what is your
GOVERN ACCESS




 Stop allowing 100% access. Make mindful
decisions about who gets access to you. And
          when. And...
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?
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 g...
Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing g...
Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing g...
Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing g...
Tips for Effective
         Meetings
• Punctuality
• Focus on meeting agenda ONLY
• Clear objectives, if not please chase ...
Case Study 2
Paula arrives at her desk at 9:00 am every business day,
once her laptop is up and running, her first act is t...
HowInbox Zero
    to deal with
     Email overload?
   action-based email




    Merlin Mann
    Google Tech Talk
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 co...
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
       Inbox Zero
     Email!s just a medium

     One place for anything

     Process to zero

     Convert t...
What is
Processing?
More than checking
Less than responding

Answers: “So what?”
What is
     Action?
Author of

 Getting Things ✓Done
-The Art of Stress-Free Productivity
Manage
Actions
What is Action?



                  Delete
                  Delegate
                  Reference
                  Respo...
The
Processing
Habit
“We are what we
 frequently do”
 — Aristotle
Case Study 3
Harvey is a hard worker and is highly motivated staff. He is also willing
to do whatever is necessary to help...
Just do it
Just do it
Thanks
Books for reference
•   Getting Things Done

•   One Minute Manager

•   7 Habits of Highly Effective People

•   Time Man...
Time Management
Time Management
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Time Management

  1. 1. Welcome. the 9th TLF by Andrew/ May/ Irene
  2. 2. Time Management
  3. 3. Randy Pausch 1. Really achieving your childhood dreams 2. Time management For more information, see www.randypausch.com
  4. 4. 2 hours wasted per day • Messy desk • Can’t find things • Miss appointments • Unprepared for meetings • Tired/unable to concentrate
  5. 5. 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
  6. 6. 1 What is Time Management?
  7. 7. WIKIPEDIA The Free Encyclopedia
  8. 8. 2 What is your worth per hour?
  9. 9. 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
  10. 10. ∞ Opportunity Cost Economists just call it The things you COULD do are infinite, while your time and attention are FINITE.
  11. 11. Sorry, I don’t like 100 dollar bill
  12. 12. 3 How to Set your goals?
  13. 13. 3 How to Set your goals? Specific Measurable Achievable Realistic Time bounded
  14. 14. 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
  15. 15. Goals on multiple levels • Goal today • Goal this month Failing to plan • Goal for this year is planning to • Goal for next 5 years fail • Goal for next 10 years • Your dreams
  16. 16. From Goals to Tasks
  17. 17. From Goals to Tasks • Break each goal into manageable tasks (WBS) • Set priority to each task • reorder your task list
  18. 18. How do you eat an elephant? One Bite at One Time!
  19. 19. 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
  20. 20. 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
  21. 21. Time quadrant table Covey’s 4 Matrix Urgent Not Urgent Important ? ? Not Important ? ?
  22. 22. Time Matrix Urgent Not Urgent Important 1 50% Not Important
  23. 23. WHO GETS ACCESS NOW? Group Discussion
  24. 24. Understanding Time Urgent Not Urgent 1 2 Important 3 4 Not Important
  25. 25. Understanding Time Urgent Not Urgent 1 2 Important Quadrant of Manage 3 4 Not Important
  26. 26. Understanding Time Urgent Not Urgent 1 2 Important Quadrant of Manage Quadrant of Leadership & Quality 3 4 Not Important
  27. 27. Understanding Time Urgent Not Urgent 1 2 Important Quadrant of Manage Quadrant of Leadership & Quality 3 4 Not Important Quadrant of Deception
  28. 28. Understanding Time Urgent Not Urgent 1 2 Important Quadrant of Manage Quadrant of Leadership & Quality 3 4 Not Important Quadrant of Deception Quadrant of Waste
  29. 29. Quadrant ΙΙ Move into
  30. 30. “Scheduling your priorities, not prioritizing your schedule” --Stephen Covey
  31. 31. Time Robbers Case Study
  32. 32. We will discuss • What’s the problem in the case? • Do we have similar problems in our work? • What’s your solutions?
  33. 33. WHO GETS ACCESS NOW? Group Discussion
  34. 34. Case Study 1 Max 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.
  35. 35. WHO MOVED MY BRAIN? WHO MOVED REVALUING TIME &BRAIN? MY ATTENTION How can I keep my brain where I want it? REVALUING MERLIN MANN TIME & ATTENTION 43FOLDERS.COM MERLIN MANN Today, I want to tell you about my pal, 43FOLDERS.COM Mike Monteiro.
  36. 36. 28% OF EACH DAY “Interruptions by things that aren’t urgent or important, like unnecessary e-mail messages — and the time it takes to get back on track.” “Lost in in Emails, TechFirms Face Self-Made Beast”, June 14, 2008 “Lost E-Mail, Tech Firms Face Self-Made Beast,” June 14, 2008 Interruptions are a huge pain. Intel estimates that interruptions cost them US$1B last year.
  37. 37. ASK YOURSELF At what time do you feel most energetic in a day?
  38. 38. A Random Poll on the Internet
  39. 39. Expel Interruptions? the skeletons • Remove compromising pics So what is your
  40. 40. GOVERN ACCESS Stop allowing 100% access. Make mindful decisions about who gets access to you. And when. And for how long.
  41. 41. MINIMIZE NOTIFICATIONS Turn off everything that!s not an actual “alarm.” Know what an “alarm” is?
  42. 42. MINIMIZE NOTIFICATIONS Turn off everything that!s not an actual “alarm.” Know what an “alarm” is?
  43. 43. Speak out
  44. 44. Tips for phone calls
  45. 45. Tips for phone calls • Keep calls short; stand during call
  46. 46. Tips for phone calls • Keep calls short; stand during call • Group calls: 11:50 a.m. and 5:50 p.m.
  47. 47. 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
  48. 48. 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
  49. 49. 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
  50. 50. 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.
  51. 51. 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
  52. 52. Case Study 2 Paula 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.
  53. 53. HowInbox Zero to deal with Email overload? action-based email Merlin Mann Google Tech Talk
  54. 54. Tips for overload emails • Use Prewritten Responses • Use Auto-Responders • Avoid ambiguous title
  55. 55. 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
  56. 56. Folders, sub-folders and sub-sub-folders
  57. 57. Folders, sub-folders and sub-sub-folders
  58. 58. Action Based Inbox
  59. 59. Action Based Inbox
  60. 60. Action Based Inbox “Empty”
  61. 61. Inbox Zero Inbox Zero Email!s just a medium One place for anything Process to zero Convert to actions
  62. 62. What is Processing? More than checking Less than responding Answers: “So what?”
  63. 63. What is Action? Author of Getting Things ✓Done -The Art of Stress-Free Productivity
  64. 64. Manage Actions
  65. 65. What is Action? Delete Delegate Reference Respond Defer Do
  66. 66. The Processing Habit “We are what we frequently do” — Aristotle
  67. 67. Case Study 3 Harvey 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.
  68. 68. Just do it
  69. 69. Just do it
  70. 70. Thanks
  71. 71. 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?
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