Task & Time
Management
    Sgt D Smith ATC
           2
What is time
             management?


Brighton
Air Cadets        3
Brighton
Air Cadets   4
“the range of skills, tools and
                 techniques utilized to
               accomplish specific tasks,
        ...
“the range of skills, tools and
                 techniques utilized to
               accomplish specific tasks,
        ...
What is task
             management?


Brighton
Air Cadets        6
Brighton
Air Cadets   7
“the process of managing a task
         during its lifecycle, including
        planning, testing, tracking and
         ...
“the process of managing a task
         during its lifecycle, including
        planning, testing, tracking and
         ...
Defining a Task


Brighton
Air Cadets         9
Brighton
Air Cadets   10
A thing that needs
doing.




 Brighton
 Air Cadets          10
A thing that needs        Get more
doing.                    cadets




 Brighton
 Air Cadets          10
A thing that needs        Get more
doing.                    cadets

A small thing that
needs doing.




 Brighton
 Air Ca...
A thing that needs        Get more
doing.                    cadets

A small thing that        Give talks in
needs doing. ...
A thing that needs         Get more
doing.                     cadets

A small thing that         Give talks in
needs doin...
A thing that needs         Get more
doing.                     cadets

A small thing that         Give talks in
needs doin...
A thing that needs         Get more
doing.                     cadets

A small thing that         Give talks in
needs doin...
A thing that needs         Get more
doing.                     cadets

A small thing that         Give talks in
needs doin...
Why should a task be
           this small?


Brighton
Air Cadets      11
Brighton
Air Cadets   12
You can see your progress,
                  and it’s direction




Brighton
Air Cadets               12
You can see your progress,
                  and it’s direction


             You’re far more likely to do it



Brighton...
Scheduling Tasks


Brighton
Air Cadets          13
Brighton
Air Cadets   14
Problems?


Brighton
Air Cadets       15
Brighton
Air Cadets   16
inflexible




Brighton
Air Cadets       16
inflexible

             depressing




Brighton
Air Cadets        16
inflexible

              depressing

hard to maintain for more than a week


Brighton
Air Cadets         16
What should go in the
           calendar?


Brighton
Air Cadets      17
Fixed tasks and
              appointments

Brighton
Air Cadets          18
Brighton
Air Cadets   19
Using a List


Brighton
Air Cadets        20
Rolling List


Brighton
Air Cadets        21
Rolling List
               (see board)


Brighton
Air Cadets          21
Advantages?


Brighton
Air Cadets        22
Problems?


Brighton
Air Cadets       23
Project/Context List


Brighton
Air Cadets        24
Project/Context List
               (see demo)


Brighton
Air Cadets         24
Advantages?


Brighton
Air Cadets        25
Problems?


Brighton
Air Cadets       26
Brighton
Air Cadets   27
never-ending




Brighton
Air Cadets        27
never-ending


             it will stress you out



Brighton
Air Cadets             27
Daily Tasks


Brighton
Air Cadets        28
Brighton
Air Cadets   29
Advantages?


Brighton
Air Cadets        30
Brighton
Air Cadets   31
When you finish, you’re
                   finished




Brighton
Air Cadets              31
Problems?


Brighton
Air Cadets       32
Brighton
Air Cadets   33
Very easy to defer




Brighton
Air Cadets           33
Very easy to defer


             No project management



Brighton
Air Cadets             33
Brighton
Air Cadets   34
Take away points




Brighton
Air Cadets          34
Take away points
             Tasks should be atomic




Brighton
Air Cadets             34
Take away points
               Tasks should be atomic

             You need a calendar or diary




Brighton
Air Cadets ...
Take away points
               Tasks should be atomic

             You need a calendar or diary

         You need a tas...
Thinking Big


Brighton
Air Cadets        35
Project Planning


Brighton
Air Cadets          36
What’s a Project?


Brighton
Air Cadets           37
Brighton
Air Cadets   38
“Any task with more than one
               discrete, atomic action”




Brighton
Air Cadets                38
Brighton
Air Cadets   39
Starting a Project




Brighton
Air Cadets           39
Starting a Project

1 Define and visualize the ideal outcome




 Brighton
 Air Cadets           39
Starting a Project

1 Define and visualize the ideal outcome

2 Decide on how you will achieve it
    (resources, people, ...
Starting a Project

1 Define and visualize the ideal outcome

2 Decide on how you will achieve it
    (resources, people, ...
Brighton
Air Cadets   40
Ubiquitous Capture


Brighton
Air Cadets           41
What does this mean?


Brighton
Air Cadets     42
A: Writing everything
           down!


Brighton
Air Cadets      43
Why ?


Brighton
Air Cadets     44
Brighton
Air Cadets   45
To stop it floating around
           in your head!




Brighton
Air Cadets       45
To stop it floating around
           in your head!

             Forget stuff




Brighton
Air Cadets        45
To stop it floating around
           in your head!

                     Forget stuff

             Stress about forgetti...
To stop it floating around
           in your head!

                     Forget stuff

             Stress about forgetti...
Tools for capture


Brighton
Air Cadets           46
Brighton
Air Cadets   47
Notepad



Brighton
Air Cadets      47
Notepad

              Inbox

Brighton
Air Cadets      47
Brighton
Air Cadets   48
Take away points




Brighton
Air Cadets          48
Take away points
             Tasks with many sub-
              tasks are projects




Brighton
Air Cadets            48
Take away points
             Tasks with many sub-
              tasks are projects

  Projects should have an ideal outco...
Take away points
             Tasks with many sub-
              tasks are projects

  Projects should have an ideal outco...
Take away points
             Tasks with many sub-
              tasks are projects

  Projects should have an ideal outco...
Brighton
Air Cadets   49
A note on delegation




Brighton
Air Cadets            50
A note on delegation


             When you delegate, you retain
                    responsibility


Brighton
Air Cadets...
Can you remember
               everything you
                 delegated?

Brighton
Air Cadets          51
Keep a “Waiting For”
                List


Brighton
Air Cadets       52
Brighton
Air Cadets   53
Brighton
Air Cadets   54
Take away points




Brighton
Air Cadets          54
Take away points




Brighton
Air Cadets          54
Automation


Brighton
Air Cadets       55
Auto Badgering

                Email Fu


Brighton
Air Cadets         56
Reviewing Stuff


Brighton
Air Cadets          57
Add Review Checklist
              PDF


Brighton
Air Cadets     58
Brighton
Air Cadets   59
Implementation at Cadets




Brighton
Air Cadets      59
Implementation at Cadets
             keep a calendar or diary




Brighton
Air Cadets             59
Implementation at Cadets
             keep a calendar or diary
                keep a task list




Brighton
Air Cadets   ...
Implementation at Cadets
              keep a calendar or diary
                 keep a task list
             keep a “Wai...
Implementation at Cadets
               keep a calendar or diary
                   keep a task list
              keep a ...
Implementation at Cadets
               keep a calendar or diary
                   keep a task list
              keep a ...
Implementation at Cadets
               keep a calendar or diary
                   keep a task list
              keep a ...
Implementation at Cadets
                 keep a calendar or diary
                     keep a task list
                k...
Brighton
Air Cadets   60
make a short list
              prior to each
              parade night


Brighton
Air Cadets           60
Brighton
Air Cadets   61
Implementation at Home




Brighton
Air Cadets       61
Implementation at Home

              it’s up to you




Brighton
Air Cadets          61
Implementation at Home

                   it’s up to you


             it’s one of the most useful
                   th...
Further Reading


Brighton
Air Cadets          62
Brighton
Air Cadets   63
Getting Things Done, David Allen




Brighton
Air Cadets            63
Getting Things Done, David Allen

      Getting Things Done on Wikipedia




Brighton
Air Cadets            63
Getting Things Done, David Allen

      Getting Things Done on Wikipedia

                zenhabits.net




Brighton
Air C...
Getting Things Done, David Allen

      Getting Things Done on Wikipedia

                zenhabits.net

     How to Becom...
Add Photos of Books &
     Screencaps of sites


Brighton
Air Cadets   64
Any Questions?


Brighton
Air Cadets         65
That’s it!
     Next: Uniform
           Inspections &
           Parades




66
Task & Time Management
Task & Time Management
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Task & Time Management

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Covers a bunch of time-managment techniques, focussed on GTD. Part of the Brighton Air Cadets NCO training course.

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  • Task & Time Management

    1. 1. Task & Time Management Sgt D Smith ATC 2
    2. 2. What is time management? Brighton Air Cadets 3
    3. 3. Brighton Air Cadets 4
    4. 4. “the range of skills, tools and techniques utilized to accomplish specific tasks, projects and goals” Brighton Air Cadets 4
    5. 5. “the range of skills, tools and techniques utilized to accomplish specific tasks, projects and goals” Brighton Air Cadets 5
    6. 6. What is task management? Brighton Air Cadets 6
    7. 7. Brighton Air Cadets 7
    8. 8. “the process of managing a task during its lifecycle, including planning, testing, tracking and reporting Brighton Air Cadets 7
    9. 9. “the process of managing a task during its lifecycle, including planning, testing, tracking and reporting Brighton Air Cadets 8
    10. 10. Defining a Task Brighton Air Cadets 9
    11. 11. Brighton Air Cadets 10
    12. 12. A thing that needs doing. Brighton Air Cadets 10
    13. 13. A thing that needs Get more doing. cadets Brighton Air Cadets 10
    14. 14. A thing that needs Get more doing. cadets A small thing that needs doing. Brighton Air Cadets 10
    15. 15. A thing that needs Get more doing. cadets A small thing that Give talks in needs doing. schools Brighton Air Cadets 10
    16. 16. A thing that needs Get more doing. cadets A small thing that Give talks in needs doing. schools A very small thing that needs doing. Brighton Air Cadets 10
    17. 17. A thing that needs Get more doing. cadets A small thing that Give talks in needs doing. schools A very small thing that Contact a needs doing. school Brighton Air Cadets 10
    18. 18. A thing that needs Get more doing. cadets A small thing that Give talks in needs doing. schools A very small thing that Contact a needs doing. school A discreet, atomic thing that needs doing. Brighton Air Cadets 10
    19. 19. A thing that needs Get more doing. cadets A small thing that Give talks in needs doing. schools A very small thing that Contact a needs doing. school Call Jo Bloggs at A discreet, atomic Highroft School on thing that needs doing. 01273 123 321 Brighton Air Cadets 10
    20. 20. Why should a task be this small? Brighton Air Cadets 11
    21. 21. Brighton Air Cadets 12
    22. 22. You can see your progress, and it’s direction Brighton Air Cadets 12
    23. 23. You can see your progress, and it’s direction You’re far more likely to do it Brighton Air Cadets 12
    24. 24. Scheduling Tasks Brighton Air Cadets 13
    25. 25. Brighton Air Cadets 14
    26. 26. Problems? Brighton Air Cadets 15
    27. 27. Brighton Air Cadets 16
    28. 28. inflexible Brighton Air Cadets 16
    29. 29. inflexible depressing Brighton Air Cadets 16
    30. 30. inflexible depressing hard to maintain for more than a week Brighton Air Cadets 16
    31. 31. What should go in the calendar? Brighton Air Cadets 17
    32. 32. Fixed tasks and appointments Brighton Air Cadets 18
    33. 33. Brighton Air Cadets 19
    34. 34. Using a List Brighton Air Cadets 20
    35. 35. Rolling List Brighton Air Cadets 21
    36. 36. Rolling List (see board) Brighton Air Cadets 21
    37. 37. Advantages? Brighton Air Cadets 22
    38. 38. Problems? Brighton Air Cadets 23
    39. 39. Project/Context List Brighton Air Cadets 24
    40. 40. Project/Context List (see demo) Brighton Air Cadets 24
    41. 41. Advantages? Brighton Air Cadets 25
    42. 42. Problems? Brighton Air Cadets 26
    43. 43. Brighton Air Cadets 27
    44. 44. never-ending Brighton Air Cadets 27
    45. 45. never-ending it will stress you out Brighton Air Cadets 27
    46. 46. Daily Tasks Brighton Air Cadets 28
    47. 47. Brighton Air Cadets 29
    48. 48. Advantages? Brighton Air Cadets 30
    49. 49. Brighton Air Cadets 31
    50. 50. When you finish, you’re finished Brighton Air Cadets 31
    51. 51. Problems? Brighton Air Cadets 32
    52. 52. Brighton Air Cadets 33
    53. 53. Very easy to defer Brighton Air Cadets 33
    54. 54. Very easy to defer No project management Brighton Air Cadets 33
    55. 55. Brighton Air Cadets 34
    56. 56. Take away points Brighton Air Cadets 34
    57. 57. Take away points Tasks should be atomic Brighton Air Cadets 34
    58. 58. Take away points Tasks should be atomic You need a calendar or diary Brighton Air Cadets 34
    59. 59. Take away points Tasks should be atomic You need a calendar or diary You need a task list - choose one Brighton Air Cadets 34
    60. 60. Thinking Big Brighton Air Cadets 35
    61. 61. Project Planning Brighton Air Cadets 36
    62. 62. What’s a Project? Brighton Air Cadets 37
    63. 63. Brighton Air Cadets 38
    64. 64. “Any task with more than one discrete, atomic action” Brighton Air Cadets 38
    65. 65. Brighton Air Cadets 39
    66. 66. Starting a Project Brighton Air Cadets 39
    67. 67. Starting a Project 1 Define and visualize the ideal outcome Brighton Air Cadets 39
    68. 68. Starting a Project 1 Define and visualize the ideal outcome 2 Decide on how you will achieve it (resources, people, training, time, information etc) Brighton Air Cadets 39
    69. 69. Starting a Project 1 Define and visualize the ideal outcome 2 Decide on how you will achieve it (resources, people, training, time, information etc) 3 List the task required to do this. Brighton Air Cadets 39
    70. 70. Brighton Air Cadets 40
    71. 71. Ubiquitous Capture Brighton Air Cadets 41
    72. 72. What does this mean? Brighton Air Cadets 42
    73. 73. A: Writing everything down! Brighton Air Cadets 43
    74. 74. Why ? Brighton Air Cadets 44
    75. 75. Brighton Air Cadets 45
    76. 76. To stop it floating around in your head! Brighton Air Cadets 45
    77. 77. To stop it floating around in your head! Forget stuff Brighton Air Cadets 45
    78. 78. To stop it floating around in your head! Forget stuff Stress about forgetting stuff Brighton Air Cadets 45
    79. 79. To stop it floating around in your head! Forget stuff Stress about forgetting stuff Piss other people off Brighton Air Cadets 45
    80. 80. Tools for capture Brighton Air Cadets 46
    81. 81. Brighton Air Cadets 47
    82. 82. Notepad Brighton Air Cadets 47
    83. 83. Notepad Inbox Brighton Air Cadets 47
    84. 84. Brighton Air Cadets 48
    85. 85. Take away points Brighton Air Cadets 48
    86. 86. Take away points Tasks with many sub- tasks are projects Brighton Air Cadets 48
    87. 87. Take away points Tasks with many sub- tasks are projects Projects should have an ideal outcome Brighton Air Cadets 48
    88. 88. Take away points Tasks with many sub- tasks are projects Projects should have an ideal outcome Write everything down Brighton Air Cadets 48
    89. 89. Take away points Tasks with many sub- tasks are projects Projects should have an ideal outcome Write everything down You need a notebook Brighton Air Cadets 48
    90. 90. Brighton Air Cadets 49
    91. 91. A note on delegation Brighton Air Cadets 50
    92. 92. A note on delegation When you delegate, you retain responsibility Brighton Air Cadets 50
    93. 93. Can you remember everything you delegated? Brighton Air Cadets 51
    94. 94. Keep a “Waiting For” List Brighton Air Cadets 52
    95. 95. Brighton Air Cadets 53
    96. 96. Brighton Air Cadets 54
    97. 97. Take away points Brighton Air Cadets 54
    98. 98. Take away points Brighton Air Cadets 54
    99. 99. Automation Brighton Air Cadets 55
    100. 100. Auto Badgering Email Fu Brighton Air Cadets 56
    101. 101. Reviewing Stuff Brighton Air Cadets 57
    102. 102. Add Review Checklist PDF Brighton Air Cadets 58
    103. 103. Brighton Air Cadets 59
    104. 104. Implementation at Cadets Brighton Air Cadets 59
    105. 105. Implementation at Cadets keep a calendar or diary Brighton Air Cadets 59
    106. 106. Implementation at Cadets keep a calendar or diary keep a task list Brighton Air Cadets 59
    107. 107. Implementation at Cadets keep a calendar or diary keep a task list keep a “Waiting For” List Brighton Air Cadets 59
    108. 108. Implementation at Cadets keep a calendar or diary keep a task list keep a “Waiting For” List keep a notebook for capture Brighton Air Cadets 59
    109. 109. Implementation at Cadets keep a calendar or diary keep a task list keep a “Waiting For” List keep a notebook for capture use your inbox Brighton Air Cadets 59
    110. 110. Implementation at Cadets keep a calendar or diary keep a task list keep a “Waiting For” List keep a notebook for capture use your inbox keep an A4/A5 book for project planning Brighton Air Cadets 59
    111. 111. Implementation at Cadets keep a calendar or diary keep a task list keep a “Waiting For” List keep a notebook for capture use your inbox keep an A4/A5 book for project planning make a short list prior to each parade night Brighton Air Cadets 59
    112. 112. Brighton Air Cadets 60
    113. 113. make a short list prior to each parade night Brighton Air Cadets 60
    114. 114. Brighton Air Cadets 61
    115. 115. Implementation at Home Brighton Air Cadets 61
    116. 116. Implementation at Home it’s up to you Brighton Air Cadets 61
    117. 117. Implementation at Home it’s up to you it’s one of the most useful things I ever did Brighton Air Cadets 61
    118. 118. Further Reading Brighton Air Cadets 62
    119. 119. Brighton Air Cadets 63
    120. 120. Getting Things Done, David Allen Brighton Air Cadets 63
    121. 121. Getting Things Done, David Allen Getting Things Done on Wikipedia Brighton Air Cadets 63
    122. 122. Getting Things Done, David Allen Getting Things Done on Wikipedia zenhabits.net Brighton Air Cadets 63
    123. 123. Getting Things Done, David Allen Getting Things Done on Wikipedia zenhabits.net How to Become a Straight-A Student: The Unconventional Strategies Real College Students Use to Score High while Studying Less, Cal Newport Brighton Air Cadets 63
    124. 124. Add Photos of Books & Screencaps of sites Brighton Air Cadets 64
    125. 125. Any Questions? Brighton Air Cadets 65
    126. 126. That’s it! Next: Uniform Inspections & Parades 66
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