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Time Management?
time management + task management =
doing the right things at the right time.
time management = overhead A, which
needs to save >A
this isn’t a “learn how to fish”
presentation. it’s force feeding the fish
into your mouth.
● ABW: always be working
● letting other people control your work queue
● multiple task lists
● noise, think-time overhead...
stages of time management maturity
● stage 1: clear your mind
● stage 2: plan your day
● stage 3: control time killers
● s...
stage 1: clear your mind
● single task list
● fully comprehensive
● ruthless prioritization
● filter out what you can’t do...
stage 2: plan your day & week
there are only 3 priorities: “gotta get done today”,
“gotta get done this week” and the rest...
stage 3: control time killers
● email —> tasks
● communication “contracts”
● meta-entrepreneurship & meta-work
● impact-dr...
stage 4: automate and delegate
● transparency → efficiency. communication & tasks
● key question is “what” to automate
● a...
● don’t lose sight of the bigger picture: responsibilities and goals
● always be optimizing
stage 5: taking a long term vi...
Down to earth
tasks
● a task is a single physical unit of work
● It should be listed in a single task list
● everything must be on it. y...
email → task workflow
email is the worst form of a task list. requires re-thinking, re-figuring out, re-
prioritizing. it’...
automation
what to automate?
decision fatigue and the 7 slots
base automation building block: step-by-step process
instant...
What should we automate?
meetings
no agenda & goals? don’t agree for a meeting
● finish the meeting by reviewing the goals
no summary? don’t agree ...
email / communications
● a good email is a unsent one. each should be the last.
● low context is your friend, wait time is...
email tips & tricks
● turn off notifications for non-priority emails. YES.
● “priority inbox” isn’t intelligent, but you a...
goals & responsibilities:
intentionally lightweight in this presentation
● the notion of “someday”
● what do you own?
● qu...
Habits
Weekly
Beginning of week
● start afresh: remove all “this week” tasks
● write what would make you feel successful
if you f...
Daily
start and during the day:
● goal: feel good with what you achieve, be
ready for next day.
● first email read. see if...
what to watch out for
● the "trough of sorrow" of task management
● habits take a while to form.
Worry not if you can’t get everything done. Each
of these stages has immediate value.
In diving, you learn about CPR. Best...
recommended reading
Tips & Tricks Addendum
● Stop printing & signing PDF files. Use Adobe Acrobat “Fill & Sign” function
● Don’t waste time do...
Controlling time: Time & Task management by Eden Shochat
Controlling time: Time & Task management by Eden Shochat
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Controlling time: Time & Task management by Eden Shochat

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We always have more tasks than time. this is a prescriptive, step-by-step presentation how to become more productive and efficient in your time management skills.

Published in: Self Improvement

Controlling time: Time & Task management by Eden Shochat

  1. 1. Time Management?
  2. 2. time management + task management = doing the right things at the right time.
  3. 3. time management = overhead A, which needs to save >A
  4. 4. this isn’t a “learn how to fish” presentation. it’s force feeding the fish into your mouth.
  5. 5. ● ABW: always be working ● letting other people control your work queue ● multiple task lists ● noise, think-time overhead when you have time ● overemphasizing impact of external events your enemies
  6. 6. stages of time management maturity ● stage 1: clear your mind ● stage 2: plan your day ● stage 3: control time killers ● stage 4: automate and delegate ● stage 5: taking a long term view
  7. 7. stage 1: clear your mind ● single task list ● fully comprehensive ● ruthless prioritization ● filter out what you can’t do right now ● explicit “will not do” list
  8. 8. stage 2: plan your day & week there are only 3 priorities: “gotta get done today”, “gotta get done this week” and the rest the role of the to-do list: your anchor to safety “will do” contracts prioritizing delegation & external commitments genetics
  9. 9. stage 3: control time killers ● email —> tasks ● communication “contracts” ● meta-entrepreneurship & meta-work ● impact-driven behavior
  10. 10. stage 4: automate and delegate ● transparency → efficiency. communication & tasks ● key question is “what” to automate ● automation requires detailing the process ● find the time hogs (bang for buck), automate, automate, automate ● delegation == automation. sending a task to someone better than you (time, money, quality) in doing it ● key challenge for delegation is trust in delivery & quality
  11. 11. ● don’t lose sight of the bigger picture: responsibilities and goals ● always be optimizing stage 5: taking a long term view productivity as product ● what are the KPIs you are trying to maximize? ● different times require different KPIs ● using growth techniques ● observation: there is “tech debt” for productivity as well
  12. 12. Down to earth
  13. 13. tasks ● a task is a single physical unit of work ● It should be listed in a single task list ● everything must be on it. yes, personal & professional too. ● priorities? useless. today, this week, rest. stack rank within category. ● due dates are only for due dates ● task assigning: social norms. queues and ownerships are better than direct assignment. transparent. ● honor contracts and contracts will be honored. ● more than one channel (email, slack) or list (salesforce, trello, asana, whatever)? sync with zapier.
  14. 14. email → task workflow email is the worst form of a task list. requires re-thinking, re-figuring out, re- prioritizing. it’s shit. funnel: ● is this in the “not going to do” list? should this be done at all? ● under 2 minutes? do immediately —> can derive email reading time. email- zero is achievable! ● write the task in the next physical action required title, with self contained description, even if for you. ● can be delegated? “waiting on” with due date. ● can’t be done yet? “tickler” with due date. ● tag tasks: time requirements, context when it can be done ● archive. do not read an email twice.
  15. 15. automation what to automate? decision fatigue and the 7 slots base automation building block: step-by-step process instantiate, log task durations --> what to automate. tools small coding job? codersclan physical? fiverr & taskrabbit research? askwonder.com many small human tasks? crunchable.io
  16. 16. What should we automate?
  17. 17. meetings no agenda & goals? don’t agree for a meeting ● finish the meeting by reviewing the goals no summary? don’t agree to future meetings try out: worklife.com too much external scheduling? scheduleonce.com recurring meetings are a bad thing meeting duration & social norms makers vs. managers schedule. best as a company policy.
  18. 18. email / communications ● a good email is a unsent one. each should be the last. ● low context is your friend, wait time is the devil. ● slack? notifications and casual conversations are bad ● more than 3 back-and-forth? walk to, or call ● no “honorary cc”, bcc are evil: trust is important
  19. 19. email tips & tricks ● turn off notifications for non-priority emails. YES. ● “priority inbox” isn’t intelligent, but you are! ● filter: mark important convos you started/replied ● too many emails? try out sanebox.com ● limit email reading to 3-4 low energy times a day ● how? publish times & urgent communications channels
  20. 20. goals & responsibilities: intentionally lightweight in this presentation ● the notion of “someday” ● what do you own? ● quarterly matrix
  21. 21. Habits
  22. 22. Weekly Beginning of week ● start afresh: remove all “this week” tasks ● write what would make you feel successful if you finish by end of week. ● review the quarterly plan, add tasks if needed ● look at time available, try to put ~ that amount of tasks ● I generally think that a task in a physical granularity should take ~ 15 minutes. End of week ● review what’s left. ● why were these left? ● any learnings? ● automation opportunities?
  23. 23. Daily start and during the day: ● goal: feel good with what you achieve, be ready for next day. ● first email read. see if there are tasks that are too urgent not to do. ● optional: print today on paper, grouped according to contexts ● during the day: look at the filtered list according to context, time availability ● notebook + pen end of day: ● “should i have taken this meeting?”, if not “why did i? how could i have not taken it?" ● “3 good things that happened today”: train the feel good muscle. “3 things to improve”: how? plan tomorrow. take the “this week” list, move according to daily capacity to today. prioritize order of tasks: so the must-get-done are first. communicate status of external contracts
  24. 24. what to watch out for ● the "trough of sorrow" of task management ● habits take a while to form.
  25. 25. Worry not if you can’t get everything done. Each of these stages has immediate value. In diving, you learn about CPR. Best advice I ever got: “Even if you get it 25% right, you might just save a fellow diver”
  26. 26. recommended reading
  27. 27. Tips & Tricks Addendum ● Stop printing & signing PDF files. Use Adobe Acrobat “Fill & Sign” function ● Don’t waste time doing research. Use askwonder.com ● Use assistant based Clara or ScheduleOnce to schedule meetings

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