Time Management

1. Welcome.
the 9th TLF
by Andrew/ May/ Irene

2. Time Management

3. Randy Pausch
1. Really achieving
your childhood dreams
2. Time management
For more information, see www.randypausch.com

4. 2 hours wasted per day
• Messy desk
• Can’t find things
• Miss appointments
• Unprepared for meetings
• Tired/unable to concentrate

5. Today’s Agenda
• What is time management
• How to set goals
• How to make To-Do list
• What is time matrix
• Case Study-common time robbers

6. What is
Time Management?

7. WIKIPEDIA
The Free Encyclopedia

9. What is your
worth per hour?

10. Worth per hour
• 10,000 RMB per month
• 20,000 RMB in value per month
• 1,000 RMB per day
• 120 RMB per hour
• 2 RMB per minute

11. ∞
Opportunity Cost
Economists just call it
The things you COULD do are infinite,
while your time and attention are FINITE.

12. Sorry, I don’t like
100 dollar bill

13. 3
How to
Set your goals?

14. 3
How to
Set your goals?
Specific
Measurable
Achievable
Realistic
Time bounded

15. Goals on multiple levels
• Goal today
• Goal this month
• Goal for this year
• Goal for next 5 years
• Goal for next 10 years
• Your dreams

16. Goals on multiple levels
• Goal today
• Goal this month Failing to plan
• Goal for this year is planning to
• Goal for next 5 years fail
• Goal for next 10 years
• Your dreams

17. From Goals to Tasks

18. From Goals to Tasks
• Break each goal into manageable tasks
(WBS)
• Set priority to each task
• reorder your task list

19. How do you eat
an elephant?
One Bite at One Time!

20. From Task to To-Do List
• To-Do list captures all the tasks you need
to do in a given day.
• It can includes other stuffs that are not
your tasks or goals
• Set priority to each items on the list
• Tools

21. Tips for To-Do List
• Only schedule a part of your day
• First things first
• Do the ugliest thing first
• Use block of times
• Kill small things in a batch

22. Time quadrant table
Matrix
Covey’s 4
Urgent Not Urgent
? ?
Important
Not
? ?
Important

23. Time Matrix
Urgent Not Urgent
1
Important
50%
Not
Important

24. NOW?
WHO GETS ACCESS
Group Discussion

25. Understanding Time
Urgent Not Urgent
1 2
Important
3 4
Not
Important

26. Understanding Time
Urgent Not Urgent
1 2
Important
Quadrant of Manage
3 4
Not
Important

27. Understanding Time
Urgent Not Urgent
1 2
Important
Quadrant of Manage Quadrant of Leadership & Quality
3 4
Not
Important

28. Understanding Time
Urgent Not Urgent
1 2
Important
Quadrant of Manage Quadrant of Leadership & Quality
3 4
Not
Important
Quadrant of Deception

29. Understanding Time
Urgent Not Urgent
1 2
Important
Quadrant of Manage Quadrant of Leadership & Quality
3 4
Not
Important
Quadrant of Deception Quadrant of Waste

30. Quadrant ΙΙ
Move into

31. “Scheduling your priorities,
not prioritizing your schedule”
--Stephen Covey

32. Time Robbers
Case Study

33. We will discuss
• What’s the problem in the case?
• Do we have similar problems in our work?
• What’s your solutions?

34. NOW?
WHO GETS ACCESS
Group Discussion

35. Case Study 1
Max has been working on a long, two part report for
the past two hours, he has managed to draft the first
part and is ready to begin the second. Feeling that a
little reward is in order, Max gets up and heads for
the coffee room, where he refills his cup and chats
briefly with two colleagues,. Settling back into his
desk, Max soon notice that he has two new emails,
“I’d better check these out” he tell himself.
After he replies to those messages, Max revisits his
report. But he can’t start where he left off—he has
lost his train of thought.

36. WHO MOVED
MY BRAIN?
WHO MOVED
REVALUING
TIME &BRAIN?
ATTENTION
MY
How can I keep my brain where I want it?
REVALUING
MERLIN MANN
TIME & ATTENTION
43FOLDERS.COM
MERLIN MANN
Today, I want to tell you about my pal,
43FOLDERS.COM
Mike Monteiro.

37. 28% OF EACH DAY
“Interruptions by things that aren’t
urgent or important, like
unnecessary e-mail messages —
and the time it takes to get back on
track.”
“Lost in in Emails, TechFirms Face Self-Made Beast”, June 14, 2008
“Lost E-Mail, Tech Firms Face Self-Made Beast,” June 14, 2008
Interruptions are a huge pain. Intel estimates
that interruptions cost them US$1B last year.

38. ASK YOURSELF
At what time do you feel most energetic in a day?

39. A Random Poll on the Internet

40. Expel
Interruptions?
the skeletons
• Remove compromising pics
So what is your

41. GOVERN ACCESS
Stop allowing 100% access. Make mindful
decisions about who gets access to you. And
when. And for how long.

42. MINIMIZE
NOTIFICATIONS
Turn off everything that!s not an actual
“alarm.” Know what an “alarm” is?

43. MINIMIZE
NOTIFICATIONS
Turn off everything that!s not an actual
“alarm.” Know what an “alarm” is?

44. Speak out

45. Tips for phone calls

46. Tips for phone calls
• Keep calls short; stand during call

47. Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.

48. Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing goals for the call

49. Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing goals for the call
• Don’t put your feet up

50. Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing goals for the call
• Don’t put your feet up
• Have something in view to do next

51. Tips for phone calls
• Keep calls short; stand during call
• Group calls: 11:50 a.m. and 5:50 p.m.
• Start by announcing goals for the call
• Don’t put your feet up
• Have something in view to do next
• Review, what we have agreed.

52. Tips for Effective
Meetings
• Punctuality
• Focus on meeting agenda ONLY
• Clear objectives, if not please chase up
• Manage specific topics individually
• Check agreement and action items at the
end of meeting

53. Case Study 2
Paula arrives at her desk at 9:00 am every business day,
once her laptop is up and running, her first act is to
check her mails, “I have missed feelings about it” she
confesses, “on one hand, I look forward to updates on
company activities that concerns me directly. And I also
enjoy findings message from my personal friends. On the
other hand, I dread facing the 20 or 30 emails that are
either misdirected or irreverent to me, and another 20
or 30 messages will hit my inbox before the day is over,
Worse, I have to open most of them to find out they are
irrelevant. Also as my mail box get bigger, it’s extremely
hard for me to find my desired emails.

54. HowInbox Zero
to deal with
Email overload?
action-based email
Merlin Mann
Google Tech Talk

55. Tips for overload emails
• Use Prewritten Responses
• Use Auto-Responders
• Avoid ambiguous title

56. Tips for overload emails
• Use Prewritten Responses
• Use Auto-Responders
• Avoid ambiguous title
• Use Rules to control your email flow
• Use Category instead of creating folders
• Use Search folders

57. Folders, sub-folders and sub-sub-folders

58. Folders, sub-folders and sub-sub-folders

59. Action Based Inbox

60. Action Based Inbox

61. Action Based Inbox
“Empty”

62. Inbox Zero
Inbox Zero
Email!s just a medium
One place for anything
Process to zero
Convert to actions

63. What is
Processing?
More than checking
Less than responding
Answers: “So what?”

64. What is
Action?
Author of
Getting Things ✓Done
-The Art of Stress-Free Productivity

65. Manage
Actions

66. What is Action?
Delete
Delegate
Reference
Respond
Defer
Do

67. The
Processing
Habit
“We are what we
frequently do”
— Aristotle

69. Case Study 3
Harvey is a hard worker and is highly motivated staff. He is also willing
to do whatever is necessary to help his team to accomplish its goals.
When Mary, the team leader says, “Someone should develop a
proposal for the next stage of our project,” most people hunch down
in their seats or start looking at their notebooks, “Can some one take
care of this”? Mary asks again. Seeing that no one else will volunteer,
Harvey steps up to the task, as he always does.
His behavior is also predictable, in fact that his teammate know that if
they resist the urge to volunteer long enough, Harvey eventually will
step forward to do it. And when he get the work done, it’s always
done well, because he is a dedicated perfectionist. But the problem is
that Harvey has trouble to get things done on time, because he has
overloaded himself with commitments.

70. Just do it

71. Just do it

72. Thanks

73. Books for reference
• Getting Things Done
• One Minute Manager
• 7 Habits of Highly Effective People
• Time Management: Increase Your Personal
Productivity and Effectiveness
• Overcome Email Overload with Microsoft
Outlook 2000 and Outlook 2002
• How to you eat an elephant?