MANAGING TIME AND WORKLOAD

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ABF EXECUTIVE SECRETARIES & PERSONAL ASSISTANTS CONFERENCE, KL

*Accomplish more in less time and fewer resources
* Practice the most effective planning and scheduling
techniques
* Strategies for linking goals and priorities
* Stay one step ahead: Get things done before you are
asked
* Know what to do when dozens tasks demand your
attention

Published in: Health & Medicine, Technology
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  • kenny thanks for the presentation. i quoted some of it in my time management presentation to my colleagues. keep it up!
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  • Great presentation - thank you! Especially for using that comment of Randy Pausch. It's so true and so many people seem to forget about it...
    Regards - Elisabeth
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  • This is a great presentation. Thanks for putting it here.
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  • Start with: my new wonderful life vs the old me
  • MANAGING TIME AND WORKLOAD

    1. 1. MANAGING TIME AND WORKLOAD Earn more. Beat Stress. Enjoy Life. Kenny Ong CNI Holdings Berhad www.myCNI.com.my www.OOBEY.com
    2. 2. About: CNI <ul><li>19 years old </li></ul><ul><li>Core Business: MLM </li></ul><ul><li>Others: Contract Manufacturing, Export/Trading, eCommerce </li></ul><ul><li>Malaysia, Singapore, Brunei, Indonesia, India, China, Hong Kong, Philippines, Italy, Taiwan </li></ul><ul><li>Staff force: ± 500 </li></ul><ul><li>Distributors: 200,000 </li></ul><ul><li>Products: Consumer Goods and Services </li></ul>www.myCNI.com.my www.OOBEY.com
    3. 3. Intro: <ul><li>Congratulations. </li></ul><ul><li>You are going to die. </li></ul>www.myCNI.com.my www.OOBEY.com
    4. 4. 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?
    5. 5. Why manage Time? <ul><li>Work </li></ul><ul><li>Stress </li></ul><ul><li>Career </li></ul><ul><li>Life </li></ul>www.myCNI.com.my www.OOBEY.com
    6. 6. Time to Know <ul><li>Time is irreversible </li></ul><ul><li>Value = Time + Money </li></ul><ul><li>Love is spelt as T.I.M.E. to your loved ones </li></ul><ul><li>Interruptions will always happen </li></ul><ul><li>Time investments compound </li></ul><ul><li>“I don't have time” = lower priority </li></ul><ul><li>Time required for something expands according to expectations </li></ul>www.myCNI.com.my www.OOBEY.com
    7. 7. At the HEART… <ul><li>Only three things really matter in Time Management: </li></ul><ul><li>Prioritize </li></ul><ul><li>To-do List </li></ul><ul><li>Maximize </li></ul>www.myCNI.com.my www.OOBEY.com
    8. 8. 1. Prioritize <ul><li>“ Concentrate on results, not on being busy” </li></ul>www.myCNI.com.my www.OOBEY.com
    9. 9. 1. Prioritize <ul><li>Pareto Principle: 80/20 rule </li></ul>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
    10. 10. 1. Prioritize <ul><li>Pareto Principle: 80/20 rule </li></ul>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
    11. 11. 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
    12. 12. 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 <ul><li>Tackle these first </li></ul><ul><li>Feed-Turn-Feed-turn </li></ul>
    13. 13. 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 <ul><li>Set deadlines </li></ul><ul><li>“ Granular” action steps </li></ul><ul><li>Weekly/Bi-weekly review </li></ul><ul><li>Check for ‘right direction’ </li></ul>
    14. 14. 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 <ul><li>Feed-Turn-Feed-turn </li></ul><ul><li>“ BOSS” Green File </li></ul><ul><li>Behavior prediction (esp. Boss) </li></ul><ul><li>Pre-research and Filing </li></ul><ul><li>IT Skills and Tools </li></ul>
    15. 15. 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 <ul><li>One-Hour Per day </li></ul><ul><li>One-half hour every week </li></ul><ul><li>Get somebody else to do it </li></ul><ul><li>Don’t do it at all </li></ul>
    16. 16. 2. To-do List <ul><li>“ Trying to remember stuff is the major cause of stress.” </li></ul>www.myCNI.com.my www.OOBEY.com
    17. 17. 2. To-do List ! ↓ www.myCNI.com.my www.OOBEY.com Task 3 Task 2 Task 1
    18. 18. 2. To-do List (Basic) <ul><li>Must do. If not, don’t continue </li></ul><ul><li>Prioritize </li></ul><ul><li>Update </li></ul><ul><li>Discipline. Morning/Evening. </li></ul><ul><li>Work/Life List </li></ul>www.myCNI.com.my www.OOBEY.com
    19. 19. 2. To-do List (Extra Tips) <ul><li>Peel-away notepad </li></ul><ul><li>Front (work)-Back (personal) notebook </li></ul><ul><li>Running List organized by “Category”, “Place”, “People” </li></ul><ul><li>“ Daily To-Do” list and “Boss To-Do” list </li></ul><ul><li>“ Follow Up” list: answers, delegated tasks </li></ul>www.myCNI.com.my www.OOBEY.com
    20. 21. 3. Maximize <ul><li>“ It’s the little things that kill you” </li></ul>www.myCNI.com.my www.OOBEY.com
    21. 22. 3. Maximize <ul><li>Analyze the time wasters in your day. </li></ul><ul><li>Use the on/off button on your TV </li></ul><ul><li>Plan your day's activities each morning or every evening before bed. </li></ul><ul><li>Use meal times effectively and enjoyably </li></ul><ul><li>Use a to-do list/check off items when completed for a sense of accomplishment </li></ul><ul><li>Decide upon your goals and objectives and periodically update them </li></ul>www.myCNI.com.my www.OOBEY.com
    22. 23. 3. Maximize <ul><li>Set PRIORITIES </li></ul><ul><li>Control visitors </li></ul><ul><li>If you need to see someone, go to their office/room/house, you can always leave. </li></ul><ul><li>Keep a neat working area </li></ul><ul><li>Write notes on calendars </li></ul><ul><li>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. </li></ul>www.myCNI.com.my www.OOBEY.com
    23. 24. 3. Maximize <ul><li>Put undone work aside in an orderly fashion </li></ul><ul><li>Take short breaks </li></ul><ul><li>If you think you will have to wait-take work with you: e.g. letters you need to write/office-work, etc. </li></ul><ul><li>Work hard/PLAY HARD </li></ul><ul><li>Communicate openly, frankly and clearly and tactfully. Don't beat around the bush. </li></ul><ul><li>Make your deadlines known to others so they will respect your schedule </li></ul>www.myCNI.com.my www.OOBEY.com
    24. 25. 3. Maximize <ul><li>Group common activities: it is easier than you think to do more than one thing at a time. </li></ul><ul><li>Don't complain </li></ul><ul><li>Don't whine </li></ul><ul><li>Break big tasks into little ones </li></ul>www.myCNI.com.my www.OOBEY.com
    25. 26. KL stress & time wasters <ul><li>Parking </li></ul><ul><li>Traffic </li></ul><ul><li>Lines </li></ul>What is Time’s worth to you? www.myCNI.com.my www.OOBEY.com
    26. 27. Personally speaking… <ul><li>Small time segments </li></ul><ul><li>Do things at times that no one else is doing it: </li></ul><ul><ul><li>Traffic </li></ul></ul><ul><ul><li>Shopping </li></ul></ul><ul><ul><li>Holiday </li></ul></ul><ul><ul><li>ATM </li></ul></ul><ul><li>Carry paper & pen (or PDA) </li></ul><ul><li>Pre-work </li></ul><ul><li>Internet (search, templates, tools)** </li></ul><ul><li>Forced Break Times </li></ul>www.myCNI.com.my www.OOBEY.com
    27. 28. Top 11 Wonderful Free Software I use to increase my productivity and do cool stuff <ul><li>Spybot – Search and Destroy </li></ul><ul><li>Lavasoft Ad-ware </li></ul><ul><li>Flashget </li></ul><ul><li>Save2PC </li></ul><ul><li>Windows Movie Maker </li></ul><ul><li>AoA Audio Extractor </li></ul><ul><li>PixResizer </li></ul><ul><li>Slideshare </li></ul><ul><li>PDF995 </li></ul><ul><li>Google Calendar Sync </li></ul><ul><li>Google Desktop Search </li></ul>www.myCNI.com.my www.OOBEY.com
    28. 29. Break Time <ul><li>Ease Stress: </li></ul><ul><li>time alone </li></ul><ul><li>reading </li></ul><ul><li>gym </li></ul><ul><li>friends </li></ul><ul><li>games </li></ul><ul><li>songs </li></ul><ul><li>movie </li></ul><ul><li>driving around </li></ul><ul><li>shopping </li></ul><ul><li>mamak </li></ul><ul><li>good book </li></ul><ul><li>toilet </li></ul><ul><li>yoga </li></ul><ul><li>walking around </li></ul><ul><li>Staring at ceiling </li></ul><ul><li>(whatever eases you) </li></ul>www.myCNI.com.my www.OOBEY.com
    29. 30. Personally speaking… <ul><li>Allocate extra time for all task planning (this includes traveling) </li></ul><ul><li>Judge and manage personalities </li></ul><ul><li>Control phone calls (call out, return call out) </li></ul><ul><li>In phone calls (or face-to-face) – serious first, social second </li></ul><ul><li>Learn to say ‘No’ </li></ul><ul><li>Planned Annual Leave </li></ul><ul><li>Wednesday leave </li></ul>www.myCNI.com.my www.OOBEY.com
    30. 31. Personally speaking… <ul><li>Plan for 5.30pm exit </li></ul><ul><li>Fat = 50% (money) + 100% (time) </li></ul><ul><li>Stand while on the phone </li></ul><ul><li>Emails: Do not “cc” when you want something done </li></ul><ul><li>Emails: Specify the “Name” of the person you want to do something if in a group email </li></ul><ul><li>Emails: Anything more than 1 page should be an attachment </li></ul><ul><li>Emails: Better email “Subject” headers </li></ul>www.myCNI.com.my www.OOBEY.com
    31. 32. Summary… <ul><li>Only three things really matter in Time Management: </li></ul><ul><li>Prioritize </li></ul><ul><li>To-do List </li></ul><ul><li>Maximize </li></ul>www.myCNI.com.my www.OOBEY.com
    32. 33. Decide to decide www.myCNI.com.my www.OOBEY.com
    33. 34. Decide to decide <ul><li>Decide on your Life priorities. </li></ul><ul><li>Remember who you are really working for. </li></ul><ul><li>Go home. </li></ul>www.myCNI.com.my www.OOBEY.com
    34. 35. Who are you really working for?
    35. 36. Why manage Time? <ul><li>“ The best reason to save time in your work is to increase time with your family.” </li></ul>www.myCNI.com.my www.OOBEY.com Randy Pausch, “The Last Lecture”
    36. 37. Why manage Time? <ul><li>“ What scares me more than death? </li></ul><ul><li>It is that I lived, and died, and I did not do anything significant with my life.” </li></ul>www.myCNI.com.my www.OOBEY.com
    37. 38. Final Reminder… <ul><li>Time Management = Sacrifice </li></ul>www.myCNI.com.my www.OOBEY.com
    38. 39. Endnote Is it worth it? www.myCNI.com.my www.OOBEY.com
    39. 40. Thank You. soft copy of slides: www.totallyunrelatedrandomanddebatable.blogspot.com

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