Master the moment six hours

Master The Moment™
Powerful lessons in time management
Copyright 2014 Pat Brans

Agenda
Top 10 problems in time management
!
Why some people get more done than others
- and with less stress
!
Improving your own time management

Problem 10
I feel overwhelmed.

Problem 9
I’m always in reactive mode.

Problem 8
I don’t finish what I start.

Problem 7
I’m not able to stop things that are
no longer working.

Problem 6
I procrastinate.

Problem 5
I don’t have enough energy to do the
things I want.

Problem 4
I’m easily distracted by things
that aren’t important.

Problem 3
I don’t feel satisfied when I do
finish what I start.

Problem 2
I don’t know how to say no.

Problem 1
I don’t know what I want.

Rate Yourself
I feel overwhelmed.
I’m always in reactive mode.
I don’t finish what I start.
I’m not able to stop things that are no longer working.
I procrastinate.
I don’t have enough energy to do the things I want.
I’m easily distracted by things that aren’t important.
I don’t feel satisfied when I do finish what I start.
I don’t know how to say no.
I don’t know what I want.

Why are these people different?
Dan Packer, Entergy
Lucas Skoczkowski, Redknee
John Dane III, Trinity Yachts
Gertrude Boyle, Columbia Sportswear

What do psychologists say ?

Eleven Powerful Notions
1. Do the right things, then do things right.

2. Align yourself with natural laws.

3. Manage your attitude.

4. Put in place processes that run without your
attention.

5. Put in place virtuous cycles.

Powerful Notions
6. Strive for sustainability.

Powerful Notions
7. Solve a class of problems instead of just the
problem at hand.

Powerful Notions
8. Solve problems at their source.

Powerful Notions
9. Seek advice.

Powerful Notions
10.Keep all stakeholders in the loop.

Powerful Notions
11.Slow down to go faster.

Rate Yourself
Do the right things then do things right.
Align yourself with natural laws.
Manage your attitude.
Put in place processes that run without your attention.
Put in place virtuous cycles.
Strive for sustainability.
Solve a class of problems instead of just the problem at hand.
Solve problems at their source.
Seek advice.
Keep all stakeholders in the loop.
Slow down to go faster.

Changing Habits
Integrate the ideas
Start out as decided as possible
Work on one or two habits at a time
Put in place visual reminders

Habits are like muscles
n You get tired when you
work on them.
!
n The more you work on
them the more capacity
you have to work on them.

Six Steps

HIT
For each step :
!
!
Habits to develop
!
Ideas to integrate
!
Techniques to learn

Identify Yourself

What We Want
The three fundamental needs :
➡ Competence, comes from taking on optimal
challenges - i.e. doing things that are possible, but
not too easy.
➡ Belonging, comes from emotional bonds and from
the feeling of having value within a group.
➡ Autonomy, comes from having a sense of choice.

Intrinsic Pleasure
n The activity itself is pleasurable.
!
n For example, a child plays simply for pleasure.

Extrinsic Pleasure
n You perform the activity for a reward.
!
n For example, you probably don’t write chapter
summaries for pleasure. You do it as a means to an
end.

Numerous independent studies
have shown that when we do
something for intrinsic pleasure we
perform much better.

Coercion
n When you feel coerced, you don’t perform as well.
!
n You lose your sense of autonomy.

Forms of Coercion
Coercion comes in different flavors :
➡ External:
for example, a boss orders you to do something, or offers
you money to do something
➡ Internal:
for example, you do something out of guilt or pride

Problem
That’s interesting stuff, but very
often we have obligations to do
things.

Integration
The reasons behind the task are in
line with our own system of values.
!
≠ Rejection, Introjection

Goals
performance oriented
versus
learning oriented

Performance Oriented
Any intermediate failure can be taken to
mean I don’t have talent.
!
I will tend to avoid the risk.
!
My self image is worth more than my
life.

Learning Oriented
I can learn what it takes
Any intermediate failure simply
means I have more to learn
Learning is intrinsically
pleasurable

Your Biases
n Fears
n Loss aversion
n The anchoring heuristic
n The availability heuristic
n Recalling painful events
n Predicting future unpleasant events

Authenticity
n Being honest and sincere is
simply more efficient.
!
n It’s even more efficient to
be honest and sincere with
yourself = authentic. Janice Chaffin, Symantec

Trusting Relationships
n Surround yourself with people you can count on and
whose skills complement your own.
➡ Time spent following up is time wasted.
n Be someone others can count on.
➡ If people doubt your integrity they won’t bring you
opportunities.

WILL DO Goals
Within my control
Important
Learnable
Love is involved
!
Difficult
Optional
James Loy, Commandant US Coast Guard

Identify Yourself
For one week, work on these habits :
!
Authenticity
!
Favor trusting relationships

Energize

Exercise
Virtually every CEO I talked to exercises at least
one hour three times per week.
They know it’s important, so they make time to do
it.
The return is well worth the investment.

Diet
Virtually every CEO I talked to pays careful
attention to what they eat with the intent of
maintaining high energy.
Generally they eat a light lunch to avoid crashing
in the afternoon.
Drink water throughout the day.

Sleep
n All the CEOs I talked to sleep well at night.
n Each person’s needs are different, but the average
is around 7.5 hours per night.
n We accumulate a sleep debt - don’t try to override
that, you’ll only crash harder.

Sleep
Einstein slept ten to eleven hours per night.
!
Was he productive ?
!
!
While he maintained a full-time job at the
patent office in Bern, he wrote two of the
most important scientific papers ever.

Balanced Lifestyle
n Don’t forget to play - and
when you do play, do so with
no end in mind.
!
n Focusing on only one
dimension of your life will
create problems down the line.
Jim Holbrook, EMAK

Biorythms
n We all have emotional, physical, and intellectual
rhythms.
n Know yours and plan your days accordingly.
n You might also plan according to long term
rhythms like athletes do when they train.

Biorythms
Time Concentration Physical Energy Wakefulness Outlook
6:00 4 2 3 4
7:00 5 3 4 4
8:00 5 3 5 5
9:00 5 3 5 5
10:00 5 3 5 5
11:00 4 4 5 5
12:00 4 4 5 5
13:00 3 4 5 5
14:00 2 3 2 2

Energize
For one week, work on these two habits:
!
Maintain a lifestyle that maximizes your energy.
This means getting exercise, eating light lunch, and
getting enough sleep.
!
Pay attention to your biorhythms and plan your
days accordingly.

Prioritize

It’s a good idea to do things
right.
!
but ...
!
It’s far better to do the right
things.

Goals and Tasks
For each Goal Make a project to
achieve it.
For each project. List the next actions
that need to occur.
Take all actions together. Prioritize as needed.
Work on actions. Don’t think about goals
and projects.

Urgency/Importance
Urgent Non-Urgent
Non-Important Important
Start writing next book
Write an article for Mobile Enterprise
Buy a plane ticket
Work on new songs
Put gas in car that’s empty
Improve web site
File tax declaration
Work on grammatical gender in French
Land new magazine jobs
Go to dinner w/ person I don’t like Learn initials and finals in Chinese
Write article for free for HR Magazine
Go to French writing workshop

Priorities and People
n When dealing with people don’t
set priorities in the same way you
would for solitary tasks.
!
n Don’t try to be efficient in
relationships.

Planning
n Planning is more important than the plan itself.
Things will change, making the plan invalid, but
the process of planning forces you to organize your
ideas and communicate your intentions.
n Leave time for the unexpected.
n Leave time simply for thinking.

Say “no” as soon as possible.
!
Give reasons if appropriate.
!
Then detach yourself emotionally - it’s
no longer your problem.
Ward Klein, Energizer Holdings

Prioritize
For one week work on these two habits:
!
Set very few priorities and stick to them.
!
Turn down things that are inconsistent with
your priorities.

Optimize

Making Time
1. Get an objective view of where you spend your time.
2. What activities can you eliminate?
3. How can you align your tasks with your biorhythms?
4. What can you do to fill the remaining dead time?
!
Beware: Don’t try to eliminate rest time, think time, or fun
time.

Observation #1
Lundi Mardi Mercredi
7h30 Café, Douche 7h55 Réveil après mauvais sommeil 7h30 Rester au lit
8h10 Conduire en ville 8h00 Email, Facebook, Café, Toast 8h00 lire GTD
8h40 Dentiste 9h15 Chercher livre, chercher articles sur Net 8h20 email, facebook, notes
9h15 Rentrer 9h45 Lire Dweck et Nicholls 8h30 café, toast
9h30 Café, Toast, prépa SODIE 8h45 écrire top 5
10h00 Ramène CH et aller SODIE 9h00 lire Nicholls
10h30 SODIE 11h45 Billy Blanks 9h15 mettre à jour présentation
11h10 aller CH 12h25 Douche 10h00 rien, reçois appel, regarder problème neufbox
11h45 chez CH 12h30 Aller CH 10h20 mettre à jour présentation
12h25 aller au resto 12h45 Manger 11h40 email, facebook, notes
12h35 resto avec JM 11h50 Billy Blanks
14h00 aller IPW 14h30 Regarder Tiroirs 12h25 douche
14h30 attendre IPW 14h45 Rentrer 12h45 manger
15h00 IPW 15h00 Vin et Lire Dweck et Nicholls 13h00 télé
15h30 aller Logimot à pied 15h15 rien 13h50 noter activités
16h00 Attendre Thomas 15h30 lire mais distrait sur Net 14h00 coup de fils, email
16h30 rentrer 15h00 aller à Neuf, LeClerc, Poste, IPW
17h00 Pas motivé 15h15 à Neuf
17h30 organiser dossiers 15h40 à LeClerc pour cadeau
17h45 Ne sais pas quoi faire 17h00 Sieste 16h10 aller IPW
18h30 Billy Blanks pour 34 minutes 18h00 Bain, etc. 16h30 IPW
19h15 Manger 19h00 aller chez Elisabeth, Nico 17h30 récupèrer disque dur
19h30 Regarder film documentaire sur le Vietnam 19h30 vin, fumer, manger 18h00 chez moi, rien
21h30 Lire GTD 19h00 Appel avec James Loy
22h00 Noter activités 23h00 rentrer 20h00 Notes de l’entretien
22h10 Méditation 23h15 méditation 23h00 méditation
22h30 au lit 23h30 au lit 23h20 au lit

Align Tasks/Biorhythms
n Note all the tasks you have
n Group them by context - for example : away from
home, email, on the phone, creative activities,
people activities
n Align the contexts with your biorhythms - for me,
creative activities go between 9 and 11:15 a.m.,
people tasks go betwen 3 and 6 p.m.

Observation #2
Lundi Mardi Mercredi
7h30 Café, Douche 7h30 enfants à l’école
7h30 enfants à l’école
8h10 Conduire en ville 8h10 Email, Facebook, Café, Toast, top 5 8h00 café, toast
8h40 IPW 9h00 Lire GTD 8h20 email, facebook, notes
9h15 Rentrer 10h00 écrire chapitre 4
8h30 écrire top 5
9h30 email, écrire Top 5 8h45 écrire article pour site web
10h00 Ramène CH
!
10h30 écrire chapitre 4
11h45 Billy Blanks
12h25 Douche
11h45 Billy Blanks
12h30 Aller CH
12h25 Douche 12h45 Manger 11h40 email, facebook, notes
12h35 aller CH
13h30 musique avec CH 11h50 Billy Blanks
12h45 manger avec CH
14h30 rentrer 12h25 douche
14h30 rentrer
14h45 appels, email 12h45 manger
15h00 email, appels
15h00 Lire GTD 13h00 télé
15h30 écrire chapitre 4 16h00 sortir poste, courses, encre imprimante 13h50 noter activités
17h30 récupèrer Paul au Prisme
14h00 coup de fils, email
17h00 rien 17h30 récupèrer Paul au Prisme
15h00 mettre à jour présentation
18h30 manger
20h00 appel avec Ward Klein
21h00 noter l’entretien
17h00 Coups de fils aux Etats-Unis 16h10 aller à Lyon
18h00 Préparer à manger
19h00 Manger !
19h30 Regarder DVD 18h00 séminaire
20h00 Rentrer
23h00 Méditation 23h00 méditation 23h00 méditation
23h20 au lit
23h15 au lit 23h20 au lit

Tools
n Telephone and answering machines
n Mobile phones
n Email
n Electronic calendars
Scott Goldman, WAP Forum

Focused effort
n Some facts on multitasking:
➡ A computer always loses time but
never information when it multitasks.
➡ A human being loses both time and
information.
n Do ONE thing at a time
Jim Whitehurst, RedHat

Delegating
n When you ask people to do something for you, they will
react in one of three ways :
➡ Rejection : They will not accept the task at all.
➡ Introjection : They swallow it but don’t digest it.
➡ Integration : They take it on as their own.
!
∴ Take the time to communicate the reasoning behind what you’re
asking.

The Optimal Meeting
Set clear objectives.
Invite only people who need to be there.
Publish the agenda well in advance.
Start on time and end on time.
Publish the decisions made and the action items.
Gilles du Chaffaut, Directeur des Services,
Grenoble

Optimize
For one week, work on these two habits:
!
Set aside time for focused effort
!
Look for ways of doing things better and faster

Head off Problems Early

Crisis
Crisis prevention takes less time than
crisis management.
Todd Davis, LifeLock

Risk Mitigation
1. Make a list of problems that might arise.
2. What would be the cause?
3. What can you do to prevent it from occuring?
4. How can you recognize it if, despite your precautions, it
does arise?
5. What can you do to minimize damage if it does occur?

Spotting Problems
n Take a little time to think
about the future.
n Keep all stakeholders in the
loop.
n Seek advice.
William Kirwan, Chancellor University of Maryland

Heading off Problems
n Think about categories of problems:
✓ You learn to solve the next problem too.
✓ You can better estimate resources needed.
✓ You maintain a better attitude.
n Solve problems at their source:
✓ Minimize bias to find the real cause.
Suri, American Reprographics

Solid Processes
n Put in place processes that run without your attention.
!
n Strive for sustainability.
!
n Put in place virtuous cycles.

Head off Problems Early
!
Build solid processes
!
Spot trouble ahead and solve problems
immediately

Finish Things

Why We Procrastinate
n For the thrill of doing something at the last minute.
n Because the task is unpleasant or boring.
n Because we were coerced into doing the task.
n Because the outcome of the task will say something about
our self worth.

Fear and Frustrastion
EVERYBODY fails sometimes.
!
Don’t focus on the past.
!
Think about what you have to do
today and tomorrow. Charlice Byrd, Senator Georgia

Short Tasking
n Divide work into a series of small tasks.
n Each small task should have a clear stopping point.
n At any given time, think only about the small task
in front of you.

CRUMBs
Clearly
Realizable
Units
that serve as
Meaningful
Building blocks

Cutting Your Losses
Be aware that it is harder to adjust your
point of reference down than up.
!
Communicate clearly the reasons for
stopping.
!
Detach yourself emotionally.
Manuel Perez de la Mesa, POOLCORP

Finish Things
!
Finish what’s important and communicate the
value of what you’ve done.
Stop doing things that are no longer
worthwhile.

Top 5 List
n List the five most important
things for you today or
tomorrow.
!
n You may not accomplish them
all but at least you’ll remember
what’s important.
Mark Radtke, Integrys Energy Services

My top 5 list
1. Speak at workshop.
2. Contact CFO World about invoice.
3. Finish Mobile Enterprise article.
4. Cycle.
5. Contact InformIT on continuing series.

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