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![Success Criteria:
① Your have your dreams & your plans
and
② [While reacting to external interrupts]
③ You still make this plans happen
④ Without burning out](https://image.slidesharecdn.com/timemanagement4v1final-160309152036/85/Time-management-68-320.jpg)
Uploaded byDenis Petelin
Time management
This document provides guidance on time management strategies for dispatching, creating, and managing. For dispatching, it recommends using an inbox, task list, procedures, and focusing efforts to effectively handle incoming tasks and meet deadlines. For creating, it suggests visualizing long-term goals and projects, prioritizing 3 projects at a time with 3 daily tasks each, and using timeboxing, habit formation, and energy production tips. For managing, it advises focusing teams on 3 priorities, restructuring schedules, defining results, and coaching teams on not wasting cycles. The overall message is that clarity, prioritization, and structure are keys to optimizing the use of time for oneself and one's team.
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Time management
- 1. Time Management The fineart of being happy while getting your job done
- 2. • I supposethat achieving what you want to achieve will make you happy • You need tools to focus on important, do more, reduce stress • You are ready to work hard to make it happen • I will give you opportunity to learn how to achieve your goals In scope:
- 3. Agenda: • Learning basicprinciples of productivity • Finding out your roles & defining scenario for being successful in each one • Identifying what you are trying to accomplish • Setting 1st portion of goals • Figuring out reserves we can use to achieve more • Forming action plan: in MyLifeOrganized or ClearContext
- 4. Out of scope: •“I don’t have motivation!” • “I’m not disciplined enough for any approach!” • “World is imperfect & unfair, you must admit!”
- 5. Rules of engagement •No laptops, phones & tablets: do handwriting • Don’t be late: if you missed 10 minutes you missed the logic • Ask questions: the only stupid question is question not asked • No trolling: respect colleagues
- 6. The Clarity Few wordson the origins of stress
- 7. The Core Concept That’sofficial :)
- 9.
- 10. Pattern 1: EpicFail HealthHealth Business Wealth Familyess W
- 11. HealthHealth Pattern 2: Skewness BusinessWealth Family
- 12. Health How will youfeel driving? FamilyBusiness Wealth
- 13. is about being unableto do things which are important to you...
- 14. Homework: Check #1 •Please write tags from highest to lowest priority • Now sort tags by total time • Does 2 lists match? Health Family Work Health: 5 Family: 10 Work: 85
- 15. is about being unableto do things which are important to you... or doing them wrong
- 16. Homework: Check #2 •Calculate total time • Calculate total shitty time • Take % shitty time as of total time
- 18. “Discipline” I will notspend time on meaningless stuff... I will not spend time on meaningless stuff... I will not spend time on meaningless stuff... I will not spend time on meaningless stuff... I will not spend time on meaningless stuff... I will not spend time on meaningless stuff... I will not spend time on meaningless stuff... I will not spend time on meaningless stuff... I will not spend time on meaningless stuff... I will not spend time on meaningless stuff...And write that 1000 times!
- 19.
- 20. Core Concept: The Battery •There is a battery inside you, and its more like NiMh than LiIon • You draw your battery by taking any action • You short-circuit your battery by doing things wrong • It recharges when you rest
- 21. Important: Cycle energy 0.1mA Working... Done!
- 22. Wasting cycles 0.1 mA Working... Done! What shouldi do now? I should immediate ly google that book!.. Erm... Where did i left it last time?
- 23.
- 29. Even here: “Some ofmy colleagues have featured very strong projects, accompanied with nice children, cozy homes & good mood. Under these feats you will always find some sort of organization - some form of planning & executing procedures.”
- 30. There are 3“time managements” Dispatcher Creator Manager
- 31. DISPATCHING How to handlethat incoming stream of tasks
- 33. Anybody who’s primaryjob function is to handle errands or requests of other people is DISPATCHER
- 34. Where dispatching happens:Head of Dept SubordinateSubordinate Support Unit Manager Subordinate Subordinate Deputy
- 35. Success criteria: ① Errands requests not lost ② Response time is predictable ③ Deadlines are met ④ Quality is acceptable
- 37.
- 39. 4 core components: TheInbox The Task List The Procedure The Effort
- 40.
- 41. GTD Processing: “We callthese people successful not because they managed to complete all the tasks in their task list. They are successful because they know what needs to be done right here right now.”
- 43. Procedure: Make it aritual: • Print a guideline • Every working day • At the same time • Cut enough time (approx. 30 min for starters) • Follow it carefully • Takes approx. 1 month to adopt
- 44.
- 46.
- 47. Task (or ToDo)List:
- 48. Eisenhower matrix Important and not urgent Important &Urgent Not important & not urgent Urgent but not important
- 49.
- 50.
- 51. Cannot start? Tasks whichI hate! Why I hate it? What I can do to change that? I hate requesting servers from admin because every single time It takes MONTHS to get it! Because I like writing code and drinking beer, not writing long emails!!! Can having beer with admins be fun and actually speed up server approval?..
- 52.
- 53. Stay focused! • Choosetask • Close Facebook, Skype etc. • Set timer for 25 mins • Focus on the task • Focus on the task – no chats, sms etc.
- 54.
- 55. Hint: 3 MITs Importanttask Important task Important task Important task Important task Important task Important task Important task These 3 things are absolutely realistic to complete today. I know why I’m doing that. Not doing them means being lazy & dumb. I will not end like this. I will not end this end until I finish these 3 Most Important Things…
- 56. Typical day: Clear inbox Updatepolicy Discuss policy Finalize policy Train team in TM Lunch PPT for board meeting Next chapter in my book Complete report for boss Do report for boss As you planned it Clear inbox Update policy Discuss policy Finalize policy Train team in TM Lunch PPT for board meeting Next chapter in my book Pick kids after school Do report for boss The reality Publish policy Write 1 chapter Complete report for boss Publish policy Write 1 chapter
- 57.
- 58. Finding time: • Traveltime • Moving in pick times • Communicating offline • “Optional” meetings • Stupid non-automated tasks • Flight & train times
- 59. Improving quality of time: 5- 30 mins 30+ mins
- 60. Typical Contexts: No noise Goodlight Convenient place No distractors Right temperature All tools @ Quiet Room @ Fast Internet @ Servers Accessible @ Out of office @ Creative Mood @ Cannot Think
- 61.
- 62. Iceberg tasks: Buy ticketsto vac! • Choose date • Confirm with wife • Remind wife • Confirm with manager • Ping manager • Ping manager again • Research flights • Discuss flights with family • Find somebody with MC • Pay for tickets Prepare new policy! • Write outline • Discuss outline • Rewrite goals • Discuss goals again • Draw workflow • Describe roles • Add examples • Add appendix • Discuss again • Make changes
- 64. Summary: • Unload everythingto Inbox • Sort: file, do now, delegate, add to Task List • Prioritize Task List • Do I & U: focus • Iceberg found: split into chunks • Change Tasks which you don’t like • Reclaim your time for achieving more
- 65.
- 66. CREATING Short guide intobuilding your future
- 67. Anybody who works TOWARDLONg-TERM PLAN is CREATOR
- 68. Success Criteria: ① Yourhave your dreams & your plans and ② [While reacting to external interrupts] ③ You still make this plans happen ④ Without burning out
- 69. Your principles purpose Your lifestyle& career Long-term goals what you want to be, do or have Your current “projects” Your tasks & errands 50,000 Feet View 50,000 30,000 40,000 20,000 10,000
- 70. Visualizing your ambition: Business Family Mental Physical Travel Jan FebMar Apr May Jun Jul Fun Aug Sep Oct Nov Open US Subsidiary Earn MSGP cert Adirondack & Appalachian Mountains Train for Woodland championships Finish boathouse Replace ERP solution Managing retail from UGSC London Woodland Dec Transfer manufacturing back to UK Prepare for Jan Austria Vac after each of runs Do something stupid and or funny every time you want it 25M per Q 20K run compl. !
- 71. Project: • Result whichwill take number of steps to be achieved • Each steps is actually task • Each task can be done when you will find appropriate to do it Buy new car Write down reqs Estimate budget Research market -> shortlist Shortlist: discuss with colleagues, choose 3 Test drive 1-2-3 Pay for car Register in police Buy New Car
- 72. 3 х 3principle: 1. 3 projects simultaneously 2. 3 MITs for 3 projects each week 3. 3 MIT tasks every day
- 73. Timeboxing: Daily Tasks Daily Tasks DailyTasks Daily Tasks Daily Tasks Daily Tasks Project C Daily Tasks Daily Tasks Project A Project A Project A Project B Project B Unexpected Unpredictable Useless
- 74. Hard task vssoft task: Meet Sam at the airport (Mar 17, 14- 30) at take him to the office Plz prepare me attrition breakdown by level; I need it for meeting at Jan 20
- 75.
- 76.
- 78. Habit: Complete my 1st 5KFun Run Train 3 times per week Run for 30 mins Keep 6m per KM pace 5Km run completed!
- 79. Same for revenue: •We need 100K revenue from site! • One of 100 visitors buys for 1K • One of 10 impressions generates 1 visitor • I work for 20 days per month • How many impressions should I do every day to generate 100K?
- 81. Typical mistake: “I foundmyself trying to fill every single minute with activity. Even when I was sipping coffee at mom’s kitchen I was thinking ‘omg, during these 15 minutes I can do so much useful things…’”
- 84.
- 85. Energy production tips: Degrades: •Insufficient sleep • Irregular pace • Lack of physical activity • Alcohol • Heavy food • Monotonous work • Pressure & “discipline” Increases: • Good rest • Regular pace • Trained body • Healthy food • Switching contexts & task types • Allowing yourself “rebellions”
- 86. Work of sametype:
- 87. Summary• Know yourgoals in each of the areas • Prioritize & visualize them • Do 1-3 projects at once • Secure some time for them or slice them & cram them into your daily run • Install new habits which help you achieve your goals (one at a time) • Review your progress & make adjustments • Follow this workflow, but from time to time screw it completely and do whatever you want!
- 88.
- 89. MANAGING How to makemost of your teams time
- 90. Anybody who CLEARS THEPATH for people is MANAGER
- 91. Success Criteria: ① Yourteam achieves results ② Because you make them to know priorities ③ And you help them structure their time
- 92.
- 93. Process-oriented: “Score 30% betteron next SAT”
- 94.
- 95. Rule of thumb: •Focus on 3 – you will get them • Focus on 5-7 – you will get 3 • “Focus” on 10-15-20 – you will get nothing
- 96. Summary • Don't createchaos & rush • Clearly set priorities • Restructure team schedule to recover time • Allow them to manage their time • Help them define results & lead metrics • Coach them how to not waste cycles • Don’t ruin their schedule
- 97. Those who doare:
- 98.
- 99. Choose whatever youwant: Has Inbox Has Projects Goals & Tasks Shows them on time line And has good NEXT screen Allows time estimates & contexts Provides “review” capability Allows at least 2-level task hierarchy Has mobile client