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The Balanced Calendar: How to Optimize Your Time

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The Balanced Calendar: How to Optimize Your Time

  1. 1. The Balanced Calendar How to optimize your time Dominica DeGrandis
  2. 2. @dominicad
  3. 3. Agenda §  Address the too-many-meetings complaint §  Provide some ways for you to optimize your time §  How to get buy in from the boss to do so @dominicad
  4. 4. @dominicad
  5. 5. The all day cram The 30 minute jam The triple booked wham
  6. 6. The 30 minute jam 10 meetings a day - perpetual stop and go - exacerbates context switching @dominicad
  7. 7. Back-to-back 7am to 7pm meetings leave zero flexible time – no room for unexpected important urgent work The all day cram
  8. 8. A canceled meeting creates rework – which has a cost The triple booked wham
  9. 9. 3 Calendar solutions 1.  Maker calendar: Creative people (developers, designers, writers) 2.  Manager calendar: Decision makers 3.  Combo calendar: People who do both http://www.paulgraham.com/makersschedule.html
  10. 10. Maker calendar Ultradium cycles: https://www.polyphasicsociety.com/polyphasic-sleep/science/rhythms/
  11. 11. Manager calendar @dominicad
  12. 12. Combo calendar - before
  13. 13. @dominicad Combo calendar - after D1 D1 D1 D1
  14. 14. 3 Interruption busters to help you optimize time 1.  Pomodoros 2.  Do Not Disturb hours 3.  Office hours
  15. 15. @dominicad Pomodoros Break down work into time- boxed intervals separated by short breaks. Set timer for 25 or 30 min and work to finish your task until timer rings. Pomodoros provide intense focus time.
  16. 16. @dominicad Do-not-disturb hours Set a regular cadence to let people know when you are available and when you are not available.
  17. 17. @dominicad Office hours A regular cadence of office hours signals times when people can schedule time on your calendar, or drop by for important discussions.
  18. 18. @dominicad “But that won’t work here.”
  19. 19. “The difference between successful people and very successful people is that very successful people say “no” to almost everything.” ~Warren Buffett https://www.goodreads.com/author/show/756.Warren_Buffett
  20. 20. @dominicad
  21. 21. How to get buy-in from the boss Measure at least one metric trend in 4 different areas. §  How fast §  How productive §  How good §  How predictable Troy Magennis team dashboard - http://focusedobjective.com/team-metrics-right/ based on work by Larry Maccherone “It’s relatively easy to game a single metric. Measure the impact of change in one metric by showing the other metrics.” ~ Troy Magennis
  22. 22. @dominicad Look at Flow time Balanced Flow chart exercise – How Fast? www.ddegrandis.com
  23. 23. @dominicad Look at Throughput Balanced Flow chart exercise – How productive? www.ddegrandis.com
  24. 24. Balanced Flow chart exercise – How good? www.ddegrandis.com Look at Quality change failure rate (CFR) % of done FD items total # of done items
  25. 25. Consider the 90th percentile to discuss the probability of finishing work within so many days. 90th percentile filtered for business requests Balanced Flow chart exercise – How predictable? www.ddegrandis.com
  26. 26. If your end-to-end workflow network isn’t connected, is there any point in optimizing one particular area? It’s hard to discover bottlenecks with sparse visibility on work across disconnected systems.
  27. 27. @dominicad DevOps Workshops Location: Imperial Ballroom A Mon: 4:10 - 5:10 pm Tue: 1:40 - 2:40 pm Max capacity 100 (FIFS)
  28. 28. 1.  Try the interruption busters: Pomodoros, Office hours, DND hours. 2.  Consider the balanced Flow chart experiment to improve. Call to action – Experiment for a balanced calendar
  29. 29. Connect with me! Subject: DOES17 FLOW Email: dominica@tasktop.com Website: ddegrandis.com @dominicad therealdominicad /in/dominicadegrandis

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