MANAGING TIME AND WORKLOAD

MANAGING TIME AND WORKLOAD Earn more. Beat Stress. Enjoy Life. Kenny Ong CNI Holdings Berhad www.myCNI.com.my www.OOBEY.com

About: CNI

19 years old

Core Business: MLM

Others: Contract Manufacturing, Export/Trading, eCommerce

Malaysia, Singapore, Brunei, Indonesia, India, China, Hong Kong, Philippines, Italy, Taiwan

Staff force: ± 500

Distributors: 200,000

Products: Consumer Goods and Services

www.myCNI.com.my www.OOBEY.com

Intro:

Congratulations.

You are going to die.

Management Skills www.myCNI.com.my www.OOBEY.com 7. Career 6. Attitude 5. Discipline 4. Relationship 3. Boss 2. Time 1. Job What to Manage?

Why manage Time?

Work

Stress

Career

Life

Time to Know

Time is irreversible

Value = Time + Money

Love is spelt as T.I.M.E. to your loved ones

Interruptions will always happen

Time investments compound

“I don't have time” = lower priority

Time required for something expands according to expectations

At the HEART…

Only three things really matter in Time Management:

Prioritize

To-do List

Maximize

1. Prioritize

“ Concentrate on results, not on being busy”

1. Prioritize

Pareto Principle: 80/20 rule

www.myCNI.com.my www.OOBEY.com 20 percent of the people will eat 80 percent of the food! Picnic 20 percent of the people will make 80 percent of the decisions Leadership 20 percent of the people will give 80 percent of the money Donations 20 percent of the book contains 80 percent of the content Reading 20 percent of the products bring in 80 percent of the profit Products

1. Prioritize

Pareto Principle: 80/20 rule

Priorities Results www.myCNI.com.my www.OOBEY.com 10 9 8 7 6 5 4 3 2 1 10 9 8 7 6 5 4 3 2 1

1. Prioritize Important Urgent L H H DO this. Deadline. Markers. Automate. Predict. Delegate. Delay. Downtime. Don’t do. www.myCNI.com.my www.OOBEY.com

Tackle these first

Feed-Turn-Feed-turn

Set deadlines

“ Granular” action steps

Weekly/Bi-weekly review

Check for ‘right direction’

Feed-Turn-Feed-turn

“ BOSS” Green File

Behavior prediction (esp. Boss)

Pre-research and Filing

IT Skills and Tools

One-Hour Per day

One-half hour every week

Get somebody else to do it

Don’t do it at all

2. To-do List

“ Trying to remember stuff is the major cause of stress.”

2. To-do List ! ↓ www.myCNI.com.my www.OOBEY.com Task 3 Task 2 Task 1

2. To-do List (Basic)

Must do. If not, don’t continue

Prioritize

Update

Discipline. Morning/Evening.

Work/Life List

2. To-do List (Extra Tips)

Peel-away notepad

Front (work)-Back (personal) notebook

Running List organized by “Category”, “Place”, “People”

“ Daily To-Do” list and “Boss To-Do” list

“ Follow Up” list: answers, delegated tasks

3. Maximize

“ It’s the little things that kill you”

3. Maximize

Analyze the time wasters in your day.

Use the on/off button on your TV

Plan your day's activities each morning or every evening before bed.

Use meal times effectively and enjoyably

Use a to-do list/check off items when completed for a sense of accomplishment

Decide upon your goals and objectives and periodically update them

3. Maximize

Set PRIORITIES

Control visitors

If you need to see someone, go to their office/room/house, you can always leave.

Keep a neat working area

Write notes on calendars

When you see a gift that would be perfect for someone for a birthday or Raya/Christmas, buy it right then instead of waiting until the week before the event, even if you are months ahead of schedule.

3. Maximize

Put undone work aside in an orderly fashion

Take short breaks

If you think you will have to wait-take work with you: e.g. letters you need to write/office-work, etc.

Work hard/PLAY HARD

Communicate openly, frankly and clearly and tactfully. Don't beat around the bush.

Make your deadlines known to others so they will respect your schedule

3. Maximize

Group common activities: it is easier than you think to do more than one thing at a time.

Don't complain

Don't whine

Break big tasks into little ones

KL stress & time wasters

Parking

Traffic

Lines

What is Time’s worth to you? www.myCNI.com.my www.OOBEY.com

Personally speaking…

Small time segments

Do things at times that no one else is doing it:

Traffic

Shopping

Holiday

ATM

Carry paper & pen (or PDA)

Pre-work

Internet (search, templates, tools)**

Forced Break Times

Top 11 Wonderful Free Software I use to increase my productivity and do cool stuff

Spybot – Search and Destroy

Lavasoft Ad-ware

Flashget

Save2PC

Windows Movie Maker

AoA Audio Extractor

PixResizer

Slideshare

PDF995

Google Calendar Sync

Google Desktop Search

Break Time

Ease Stress:

time alone

reading

gym

friends

games

songs

movie

driving around

shopping

mamak

good book

toilet

yoga

walking around

Staring at ceiling

(whatever eases you)

Allocate extra time for all task planning (this includes traveling)

Judge and manage personalities

Control phone calls (call out, return call out)

In phone calls (or face-to-face) – serious first, social second

Learn to say ‘No’

Planned Annual Leave

Wednesday leave

Plan for 5.30pm exit

Fat = 50% (money) + 100% (time)

Stand while on the phone

Emails: Do not “cc” when you want something done

Emails: Specify the “Name” of the person you want to do something if in a group email

Emails: Anything more than 1 page should be an attachment

Emails: Better email “Subject” headers

Summary…

Only three things really matter in Time Management:

Prioritize

To-do List

Maximize

Decide to decide www.myCNI.com.my www.OOBEY.com

Decide to decide

Decide on your Life priorities.

Remember who you are really working for.

Go home.

Who are you really working for?

Why manage Time?

“ The best reason to save time in your work is to increase time with your family.”

www.myCNI.com.my www.OOBEY.com Randy Pausch, “The Last Lecture”

Why manage Time?

“ What scares me more than death?

It is that I lived, and died, and I did not do anything significant with my life.”

Final Reminder…

Time Management = Sacrifice

Endnote Is it worth it? www.myCNI.com.my www.OOBEY.com

Thank You. soft copy of slides: www.totallyunrelatedrandomanddebatable.blogspot.com

MANAGING TIME AND WORKLOAD

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