Instructor : Gihan Aboueleish New HorizonsTime Management, GihanAboulEish, November 2011         1
At this talk you will learn to:  Clarify your goals and achieve them  Handle people and projects that waste your   time ...
Remember that time is money                                              Ben Franklin, 1748                               ...
Outline  Why is Time Management Important?  Goals, Priorities, and Planning  TO DO Lists  Desks, paperwork, telephones...
One Good Thief is Worth Ten Good  Scholars:                                     Time Management for Teachers, Cathy Collin...
Why Time Management …?  “The Time Famine”  Bad time management = stress  This is life adviceTime Management, Gihan Abou...
Benefits of time management         Efficient         Successful         HealthyTime Management, GihanAboulEish, Novemb...
Obstacles to effective time managementUnclear objectives                      DisorganizationInability to say “no”Time Man...
Obstacles to effective time managementInterruptions                           More interruptions  Periods of inactivityTim...
Obstacles to effective time management             Too many things at onceStress and fatigue          All work and no play...
What can we do?        Recognize that obstacles exist                           Identify them              Employ strategi...
The Problem is SevereBy some estimates, people waste about 2 hours per day.Time Management, GihanAboulEish, November 2011 ...
Signs of time wasting     Messy desk and cluttered (or no) files     Can’t find things     Miss appointments, need to r...
Hear me Now, Believe me Later Being successful doesn’t make     you manage your time well. Managing your time well makes...
Goals, Priorities, and Planning  Why am I doing this?  What is the goal?  Why will I succeed?  What happens if I chose...
Set goals Specific MeasurableTime Management, GihanAboulEish, November 2011   16
SMART Goal settingTime Management, GihanAboulEish, November 2011   17
Set goals     •Specific     •Measurable    Achievable    Realistic    Time-basedTime Management, GihanAboulEish, Novemb...
Prioritize    Do    Delegate    Delay    DeleteTime Management, GihanAboulEish, November 2011   19
Prioritize 1. Address the urgent 2. Accomplish what you can early 3. Attach deadlines to things you         delayTime Mana...
Goal Setting & Procrastination – Video(3Min)Time Management, GihanAboulEish, November 2011                    21
Learn when to say “NO”        • You can’t do          everything        • Don’t undertake          things you can’t       ...
Use your waiting time          On public transportation          At the doctor’s office          Waiting for your plane...
Use your waiting time       Correspondence                    Letters or memosBooks or tapesTime Management, GihanAboulEis...
Concentrate on the task at hand  Focus on your goal  Tune out interruptionsTime Management, GihanAboulEish, November 201...
Consider your personal prime time   Morning?   Evening?   Late night?Time Management, GihanAboulEish, November 2011    ...
Celebrate your successTime Management, GihanAboulEish, November 2011   27
Review      • Set goals      • Prioritize      • Organize      • Learn when to say “NO”      • Use your waiting time      ...
Application No 01;  Your manager has assigned you a task “ Discover why     customer complain about the product X as foll...
Instructor : Gihan Aboueleish New HorizonsTime Management, GihanAboulEish, November 2011         30
The 80/20 Rule  Critical few and the trivial many  Having the courage of your convictions  Good judgment comes from exp...
The 80/20 Rule VideoTime Management, GihanAboulEish, November 2011   32
Inspiration      “If you can dream it, you can do it” Walt Disney  Disneyland was built in 366 days, from ground-     bre...
Planning  Failing to plan is planning to fail  Plan Each Day, Each Week, Each Semester  You can always change your plan...
TO Do Lists  Break things down into small steps  Like a child cleaning his/her room  Do the ugliest thing firstTime Man...
The four-quadrant TO DO List                           Due Soon   Not Due Soon   Important                              1 ...
Time Management, GihanAboulEish, November 2011   37
Paperwork  Clutter is death; it leads to thrashing.   Keep desk clear: focus on one thing at a   time  A good file syste...
Application No.02  1. Create an ideal week outline/structure  2. Plan the following week every Friday   and refine your ...
My DeskTime Management, GihanAboulEish, November 2011             40
Time Management, GihanAboulEish, November 2011   41
Time Management, GihanAboulEish, November 2011   42
Time Management, GihanAboulEish, November 2011   43
Time Management, GihanAboulEish, November 2011   44
Application No.03  1. Create an PDA ideal week   outline/structure  2. Plan the following week every Friday   and refine...
Time Management, GihanAboulEish, November 2011   46
Time Management, GihanAboulEish, November 2011   47
Speaker phone:                           hands are free to                           do something                         ...
Telephone  Keep calls short; stand during call  Start by announcing goals for the call  Don’t put your feet up  Have s...
Telephone  When done, get off: “I have students waiting”  If necessary, hang up while you’re talking  Group outgoing ca...
Time Management, GihanAboulEish, November 2011   51
Time Management, GihanAboulEish, November 2011   52
Time Management, GihanAboulEish, November 2011   53
Time Management, GihanAboulEish, November 2011   54
Time Management, GihanAboulEish, November 2011   55
Reading Pile  Only read something if you’ll be     fired for not reading it  Note that this refers to periodicals     an...
Office Logistics  Make your office comfortable for you,     and optionally comfortable for others  No soft comfortable c...
Scheduling Yourself  You don’t find time for important things, you     make it  Everything you do is an opportunity cost...
Instructor : Gihan Aboueleish New HorizonsTime Management, GihanAboulEish, November 2011         59
Opportunity Cost; “Application”  What the cost of attending this course ?  What if Not attended ?  Cost of attending th...
Learn to say “No”  Will this help me get tenure?  Will this help me get my masters?  Will this help me get my Ph.D?  K...
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     sea...
Everyone has Good and Bad Times  Find your creative/thinking time. Defend it     ruthlessly, spend it alone, maybe at hom...
Interruptions  6-9 minutes, 4-5 minute recovery – five   interruptions shoots an hour  You must reduce frequency and len...
Cutting Things Short  “I’m in the middle of something now…”    XX  Start with “I only have 5 minutes” – you can     alwa...
Time Management Skills At WorkTime Management, GihanAboulEish, November 2011         66
Time Journals  It’s amazing what you learn!  Monitor yourself in 15 minute increments for     between 3 days and two wee...
Time Management, GihanAboulEish, November 2011   68
Time Management, GihanAboulEish, November 2011   69
Time Management, GihanAboulEish, November 2011                           Fred Brooks’ Time Clocks   70
Time Management, GihanAboulEish, November 2011   71
Time Management, GihanAboulEish, November 2011   72
Using Time Journal Data  What am I doing that doesn’t really need to be   done?  What am I doing that could be done by  ...
Procrastination                           “Procrastination is the                                thief of time”           ...
Balancing Act     “Work expands so as to fill the time        available for its completion”                               ...
Avoiding Procrastination  Doing things at the last minute is much     more expensive than just before the last     minute...
Comfort Zones  Identify why you aren’t enthusiastic  Fear of embarrassment  Fear of failure?  Get a spine!Time Managem...
Quit Making Excuses…Time Management, GihanAboulEish, November 2011   78
Instructor : Gihan Aboueleish New HorizonsTime Management, GihanAboulEish, November 2011         79
Delegation “The secret word”  No one is an island  You can accomplish a lot more with help  Most delegation in your lif...
Delegation is not dumping Grant authority with responsibility. Concrete goal, deadline, and consequences. Treat your pe...
Challenge People  People rise to the challenge: You should     delegate “until they complain”  Communication Must Be Cle...
Sociology  Beware upward delegation!  Reinforce behavior you want repeated  Ignorance is your friend – I do not know   ...
Meetings     Average executive: > 40% of time     Lock the door, unplug the phone     Maximum of 1 hour     Prepare: t...
Technology  “Computers are faster but they take longer” -     -Janitor, UCF  Secretaries are better than answering     m...
Time Management, GihanAboulEish, November 2011   86
Technology          Laptop computer (and docking station)                You can scavenge time & work anywhere          ...
Randy’s Magic E-Mail Tips  Save all of it; no exceptions  If you want somebody to do something, make   them the only rec...
Care and Feeding of Advisors                           Time Management Advice     Get a day timer or PDA     Write thing...
Application No.03  1. Manage/plan needed phone calls (time   – who – when ….etc.) & review.  2.Create digital filing sys...
Care and Feeding of Advisors                           Life Advice     They know more than you do     They care about yo...
General Advice: Vacations  Phone callers should get two options:       If this can’t wait, contact John Smith at 555-121...
General Advice   Kill your television (how        badly do you want tenure or your degree?)     Turn money into time – e...
General Advice  Never break a promise, but re-negotiate them     if need be.  If you haven’t got time to do it right, yo...
Recommended Readings   The One Minute Manager,    Kenneth Blanchard and    Spencer Johnson, Berkeley    Books, 1981, ISBN...
Application Open DiscussionTime Management, GihanAboulEish, November 2011                 96
Thank YouTime Management, GihanAboulEish, November 2011               97
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Time Management Training Course for Mid-Level positions , course taken in 12hrs.

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Time management material

  1. 1. Instructor : Gihan Aboueleish New HorizonsTime Management, GihanAboulEish, November 2011 1
  2. 2. At this talk you will learn to:  Clarify your goals and achieve them  Handle people and projects that waste your time  Be involved in better delegation  Work more efficiently with your boss/advisor  Learn specific skills and tools to save you time  Overcome stress and procrastination = really important pointTime Management, Gihan AbouelEish,November 2011 2
  3. 3. Remember that time is money Ben Franklin, 1748 Advice to a young tradesmanTime Management, Gihan AbouelEish,November 2011 3
  4. 4. Outline  Why is Time Management Important?  Goals, Priorities, and Planning  TO DO Lists  Desks, paperwork, telephones  Scheduling Yourself  Delegation  Meetings  Technology  General Advice  BriefTime Management, Gihan Aboueleish,November 2011 4
  5. 5. One Good Thief is Worth Ten Good Scholars: Time Management for Teachers, Cathy Collins, 1987 Career Track Seminar: Taking control of Your Work Day 1990Time Management, Gihan AbouelEish,November 2011 5
  6. 6. Why Time Management …?  “The Time Famine”  Bad time management = stress  This is life adviceTime Management, Gihan AbouelEish,November 2011 6
  7. 7. Benefits of time management Efficient Successful HealthyTime Management, GihanAboulEish, November 2011 7
  8. 8. Obstacles to effective time managementUnclear objectives DisorganizationInability to say “no”Time Management, GihanAboulEish, November 2011 8
  9. 9. Obstacles to effective time managementInterruptions More interruptions Periods of inactivityTime Management, GihanAboulEish, November 2011 9
  10. 10. Obstacles to effective time management Too many things at onceStress and fatigue All work and no play Time Management, Gihan AboulEish, November 2011 10
  11. 11. What can we do? Recognize that obstacles exist Identify them Employ strategies to overcomeTime Management, GihanAboulEish, November 2011 11
  12. 12. The Problem is SevereBy some estimates, people waste about 2 hours per day.Time Management, GihanAboulEish, November 2011 12
  13. 13. Signs of time wasting  Messy desk and cluttered (or no) files  Can’t find things  Miss appointments, need to reschedule them late and/or unprepared for meetings  Volunteer to do things other people should do  Tired/unable to concentrateTime Management, GihanAboulEish, November 2011 13
  14. 14. Hear me Now, Believe me Later Being successful doesn’t make you manage your time well. Managing your time well makes you successful.Time Management, GihanAboulEish, November 2011 14
  15. 15. Goals, Priorities, and Planning  Why am I doing this?  What is the goal?  Why will I succeed?  What happens if I chose not to do it?Time Management, GihanAboulEish, November 2011 15
  16. 16. Set goals Specific MeasurableTime Management, GihanAboulEish, November 2011 16
  17. 17. SMART Goal settingTime Management, GihanAboulEish, November 2011 17
  18. 18. Set goals •Specific •Measurable Achievable Realistic Time-basedTime Management, GihanAboulEish, November 2011 18
  19. 19. Prioritize Do Delegate Delay DeleteTime Management, GihanAboulEish, November 2011 19
  20. 20. Prioritize 1. Address the urgent 2. Accomplish what you can early 3. Attach deadlines to things you delayTime Management, GihanAboulEish, November 2011 20
  21. 21. Goal Setting & Procrastination – Video(3Min)Time Management, GihanAboulEish, November 2011 21
  22. 22. Learn when to say “NO” • You can’t do everything • Don’t undertake things you can’t complete • Remain consistent to your goalsTime Management, GihanAboulEish, November 2011 22
  23. 23. Use your waiting time On public transportation At the doctor’s office Waiting for your plane On hold When you are earlyTime Management, GihanAboulEish, November 2011 23
  24. 24. Use your waiting time Correspondence Letters or memosBooks or tapesTime Management, GihanAboulEish, November 2011 24
  25. 25. Concentrate on the task at hand  Focus on your goal  Tune out interruptionsTime Management, GihanAboulEish, November 2011 25
  26. 26. Consider your personal prime time Morning? Evening? Late night?Time Management, GihanAboulEish, November 2011 26
  27. 27. Celebrate your successTime Management, GihanAboulEish, November 2011 27
  28. 28. Review • Set goals • Prioritize • Organize • Learn when to say “NO” • Use your waiting time • Concentrate on the task at hand • Consider your personal prime time • Celebrate successTime Management, GihanAboulEish, November 2011 28
  29. 29. Application No 01;  Your manager has assigned you a task “ Discover why customer complain about the product X as follows; ?  Plan to discover the problem …steps & reach conclusion.Time Management, GihanAboulEish, November 2011 29
  30. 30. Instructor : Gihan Aboueleish New HorizonsTime Management, GihanAboulEish, November 2011 30
  31. 31. The 80/20 Rule  Critical few and the trivial many  Having the courage of your convictions  Good judgment comes from experience  Experiences comes from bad judgmentTime Management, GihanAboulEish, November 2011 31
  32. 32. The 80/20 Rule VideoTime Management, GihanAboulEish, November 2011 32
  33. 33. Inspiration “If you can dream it, you can do it” Walt Disney  Disneyland was built in 366 days, from ground- breaking to first day open to the public.Time Management, GihanAboulEish, November 2011 33
  34. 34. 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!Time Management, GihanAboulEish, November 2011 34
  35. 35. TO Do Lists  Break things down into small steps  Like a child cleaning his/her room  Do the ugliest thing firstTime Management, GihanAboulEish, November 2011 35
  36. 36. The four-quadrant TO DO List Due Soon Not Due Soon Important 1 2 Not Important 3 4Time Management, GihanAboulEish, November 2011 36
  37. 37. Time Management, GihanAboulEish, November 2011 37
  38. 38. Paperwork  Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time  A good file system is essential  Touch each piece of paper once  Touch each piece of email once; your inbox is not your TODO listTime Management, GihanAboulEish, November 2011 38
  39. 39. Application No.02  1. Create an ideal week outline/structure  2. Plan the following week every Friday and refine your plan each day  3. Know your capacityTime Management, GihanAboulEish, November 2011 39
  40. 40. My DeskTime Management, GihanAboulEish, November 2011 40
  41. 41. Time Management, GihanAboulEish, November 2011 41
  42. 42. Time Management, GihanAboulEish, November 2011 42
  43. 43. Time Management, GihanAboulEish, November 2011 43
  44. 44. Time Management, GihanAboulEish, November 2011 44
  45. 45. Application No.03  1. Create an PDA ideal week outline/structure  2. Plan the following week every Friday and refine your plan each dayTime Management, GihanAboulEish, November 2011 45
  46. 46. Time Management, GihanAboulEish, November 2011 46
  47. 47. Time Management, GihanAboulEish, November 2011 47
  48. 48. Speaker phone: hands are free to do something else; stress reduction whenTime Management, Gihan I’m on hold.AboulEish, November 2011 48
  49. 49. Telephone  Keep calls short; stand during call  Start by announcing goals for the call  Don’t put your feet up  Have something in view that you’re waiting to get to nextTime Management, GihanAboulEish, November 2011 49
  50. 50. Telephone  When done, get off: “I have students waiting”  If necessary, hang up while you’re talking  Group outgoing calls: just before lunch and 5pmTime Management, GihanAboulEish, November 2011 50
  51. 51. Time Management, GihanAboulEish, November 2011 51
  52. 52. Time Management, GihanAboulEish, November 2011 52
  53. 53. Time Management, GihanAboulEish, November 2011 53
  54. 54. Time Management, GihanAboulEish, November 2011 54
  55. 55. Time Management, GihanAboulEish, November 2011 55
  56. 56. Reading Pile  Only read something if you’ll be fired for not reading it  Note that this refers to periodicals and routine reading, which is different than a research digTime Management, GihanAboulEish, November 2011 56
  57. 57. 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 legsTime Management, GihanAboulEish, November 2011 57
  58. 58. Scheduling Yourself  You don’t find time for important things, you make it  Everything you do is an opportunity cost  Learn to say “No”Time Management, GihanAboulEish, November 2011 58
  59. 59. Instructor : Gihan Aboueleish New HorizonsTime Management, GihanAboulEish, November 2011 59
  60. 60. Opportunity Cost; “Application”  What the cost of attending this course ?  What if Not attended ?  Cost of attending this course in both work & general life ?Time Management, GihanAboulEish, November 2011 60
  61. 61. Learn to say “No”  Will this help me get tenure?  Will this help me get my masters?  Will this help me get my Ph.D?  Keep “help me” broadly definedTime Management, GihanAboulEish, November 2011 61
  62. 62. 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…Time Management, GihanAboulEish, November 2011 62
  63. 63. 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.Time Management, GihanAboulEish, November 2011 63
  64. 64. 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)  Blurting: save-ups  E-mail noise on new mail is an interruption -> TURN IT OFF!!Time Management, GihanAboulEish, November 2011 64
  65. 65. Cutting Things Short  “I’m in the middle of something now…” XX  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 themTime Management, GihanAboulEish, November 2011 65
  66. 66. Time Management Skills At WorkTime Management, GihanAboulEish, November 2011 66
  67. 67. 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 dayTime Management, GihanAboulEish, November 2011 67
  68. 68. Time Management, GihanAboulEish, November 2011 68
  69. 69. Time Management, GihanAboulEish, November 2011 69
  70. 70. Time Management, GihanAboulEish, November 2011 Fred Brooks’ Time Clocks 70
  71. 71. Time Management, GihanAboulEish, November 2011 71
  72. 72. Time Management, GihanAboulEish, November 2011 72
  73. 73. Using Time Journal Data  What am I doing that doesn’t really need to be done?  What am I doing that could be done by someone else?  What am I doing that could be done more efficiently?  What do I do that wastes others’ time?Time Management, GihanAboulEish, November 2011 73
  74. 74. Procrastination “Procrastination is the thief of time” Edward Young Night Thoughts, 1742Time Management, GihanAboulEish, November 2011 74
  75. 75. Balancing Act “Work expands so as to fill the time available for its completion” Parkinson’s Law Cyril Parkinson, 1957Time Management, GihanAboulEish, November 2011 75
  76. 76. 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!Time Management, GihanAboulEish, November 2011 76
  77. 77. Comfort Zones  Identify why you aren’t enthusiastic  Fear of embarrassment  Fear of failure?  Get a spine!Time Management, GihanAboulEish, November 2011 77
  78. 78. Quit Making Excuses…Time Management, GihanAboulEish, November 2011 78
  79. 79. Instructor : Gihan Aboueleish New HorizonsTime Management, GihanAboulEish, November 2011 79
  80. 80. Delegation “The secret word”  No one is an island  You can accomplish a lot more with help  Most delegation in your life is from faculty to graduate studentTime Management, GihanAboulEish, November 2011 80
  81. 81. Delegation is not dumping Grant authority with responsibility. Concrete goal, deadline, and consequences. Treat your people well Grad students and secretaries are a faculty member’s lifeline; they should be treated well!Time Management, GihanAboulEish, November 2011 81
  82. 82. Challenge People  People rise to the challenge: You should delegate “until they complain”  Communication Must Be Clear: “Get it in writing” – Judge Wapner  Give objectives, not procedures  Tell the relative importance of this taskTime Management, GihanAboulEish, November 2011 82
  83. 83. 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 machineTime Management, GihanAboulEish, November 2011 83
  84. 84. Meetings  Average executive: > 40% of time  Lock the door, unplug the phone  Maximum of 1 hour  Prepare: there must be an agenda  1 minute minutes: an efficient way to keep track of decisions made in a meeting: who is responsible for what by when?Time Management, GihanAboulEish, November 2011 84
  85. 85. Technology  “Computers are faster but they take longer” - -Janitor, UCF  Secretaries are better than answering machines; where are the costs & benefits of a technology? (transcription)Time Management, GihanAboulEish, November 2011 85
  86. 86. Time Management, GihanAboulEish, November 2011 86
  87. 87. Technology  Laptop computer (and docking station)  You can scavenge time & work anywhere  At CMU, you still have internet access  one machine in your life is the right number  WWW; only do things once (post them)  Google (now with image search!)  ACM Digital Library (I haven’t been in the library in over five years)Time Management, GihanAboulEish, November 2011 87
  88. 88. Randy’s Magic E-Mail Tips  Save all of it; no exceptions  If you want somebody to do something, make them the only recipient. Otherwise, you have diffusion of responsibility. Give a concrete request/task and a deadline.  If you really want somebody to do something, CC someone powerful.  Nagging is okay; if someone doesn’t respond in 48 hours, they’ll probably never respond. (True for phone as well as email).Time Management, GihanAboulEish, November 2011 88
  89. 89. Care and Feeding of Advisors Time Management Advice  Get a day timer or PDA  Write things down  When’s our next meeting?  What’s my goal to have done by then?  Who to turn to for help?  Remember: advisors want results !Time Management, GihanAboulEish, November 2011 89
  90. 90. Application No.03  1. Manage/plan needed phone calls (time – who – when ….etc.) & review.  2.Create digital filing system.Time Management, GihanAboulEish, November 2011 90
  91. 91. Care and Feeding of Advisors Life Advice  They know more than you do  They care about you  They didn’t get where they are by their social skills -> take the initiative in talking with them!Time Management, GihanAboulEish, November 2011 91
  92. 92. General Advice: Vacations  Phone callers should get two options:  If this can’t wait, contact John Smith at 555-1212  Otherwise please call back June 1  This works for Email too!  Vacations should be vacations.  It’s not a vacation if you’re reading email  Story of my honeymoon…Time Management, GihanAboulEish, November 2011 92
  93. 93. General Advice Kill your television (how badly do you want tenure or your degree?)  Turn money into time – especially important for people with kids or other family commitments  Eat and sleep and exercise. Above all else!Time Management, GihanAboulEish, November 2011 93
  94. 94. 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.Time Management, GihanAboulEish, November 2011 94
  95. 95. Recommended Readings  The One Minute Manager, Kenneth Blanchard and Spencer Johnson, Berkeley Books, 1981, ISBN 0-425- 09847-8  The Seven Habits of Highly Effective People, Stephen Covey, Simon & Schuster, 1989, ISBN 0-671-70863-5Time Management, Gihan AboulEish,November 2011 95
  96. 96. Application Open DiscussionTime Management, GihanAboulEish, November 2011 96
  97. 97. Thank YouTime Management, GihanAboulEish, November 2011 97

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