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Time Management
2 hours wasted per day

• Messy desk


• Can’t find things


• Miss appointments


• Unprepared for meetings


• Tired/unable to concentrate
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
What is
Time Management?
What is your
worth per hour?
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
∞
  Opportunity Cost
           Economists just call it

 The things you COULD do are infinite,
while your time and attention are FINITE.
3
How to
Set your goals?
3
How to
Set your goals?
Specific
Measurable
Achievable
Realistic
Time bounded
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
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
From Goals to Tasks
From Goals to Tasks

• Break each goal into manageable tasks (WBS)


• Set priority to each task


• reorder your task list
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
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
Time Matrix
                     Urgent                    Not Urgent



Important




  Not
Important


            1. List the priority of each quadrant
            2. How much time you want to put on it?
NOW?
WHO GETS ACCESS
     Group Discussion
Understanding Time
                 Urgent       Not Urgent

             1            2

Important



             3            4
  Not
Important
Understanding Time
                    Urgent           Not Urgent

              1                  2

Important

            Quadrant of Manage


              3                  4
  Not
Important
Understanding Time
                    Urgent             Not Urgent

              1                    2

Important

            Quadrant of Manage   Quadrant of Leadership & Quality


              3                    4
  Not
Important
Understanding Time
                    Urgent                Not Urgent

              1                       2

Important

            Quadrant of Manage      Quadrant of Leadership & Quality


              3                       4
  Not
Important
            Quadrant of Deception
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
“Scheduling your priorities,
not prioritizing your
schedule”
            --Stephen Covey
Don't prioritize your schedule, schedule
your priorities. This is one of my favorite bits
of wisdom from Stephen Covey's The
Seven Habits of Highly Effective People. If
something is really important to you, simply
make the time for it. Sure, some stuff will
give way - you're only human, and you can
only do so much. Set aside time for product
development, marketing, personal
development, exercise, rest, etc. Whatever
disappears wasn't really that important.
Time Robbers
Case Study
We will discuss
What’s the problem in the case?
Do we have similar problems in our work?
What’s your solutions?
NOW?
WHO GETS ACCESS
     Group Discussion
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.
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.
6-9 minutes, 4-5 minute
     recovery – five
interruptions shoots an
          hour
ASK YOURSELF
At what time do you feel most energetic in a day?
Expel
                      Interruptions?
1. Form a group,
                        the skeletons
2. list 5 things
that would
interrupt your
                        •   Remove compromising pics
                             So what is your
normal work?

3. discuss together
how to avoid these
interruptions.
How to avoid interruptions?

• Turn off the audible “New mail       • sound-isolating headphones
  alert”.
                                       • organize your work area and keep it
• Check your mail once a hour            clean


• turn off RM flash                     • Establish Procedures—Put the
                                         information in writing and
                                         encourage everyone to abide by it.
• say gentle “No”

                                       • Make sure everyone understands
• let everyone know your schedule
                                         his or her level of authority.

• offline in a meeting room alone
  when you really need to get things
  done
Tips for phone calls
Tips for phone calls

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

• Keep calls short; stand during call


• Group calls: 11:50 a.m. and 5:50 p.m.
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
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
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
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.
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
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.
1. Deal with Emails at scheduled time during
the day.  Don’t check the mail once it arrives in
your mail box
2. Put personal mails into a separate folder
3. Action based email box
4. Use category instead of folders
5. Filter by rules
6. Sort by importance
7. Educate your correspondents; let the sender
know your concerns
HowInbox Zero
    to deal with
     Email overload?
   action-based email


1. ask how many ppl here have more than
200 mails per day?

2. how many emails will be deleted or
ignored once you see the title?

what are they ?

3. how do you deal with it?

4. how many ppl are using Outlook Rules
to control the mails?

first of all, how many ppl know your size
            Merlin Mann
of your mailbox?
--give a quick snap
            Google Tech Talk
Tips for overload emails

• Use Prewritten Responses


• Use Auto-Responders


• Avoid ambiguous title
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
Folders, sub-folders and sub-sub-folders
Folders, sub-folders and sub-sub-folders
Action Based Inbox
Action Based Inbox
Action Based Inbox




                 “Empty”
Inbox Zero
       Inbox Zero
     Email!s just a medium

     One place for anything

     Process to zero

     Convert to actions
What is
Processing?
More than checking
Less than responding

Answers: “So what?”
What is Action?



                  Delete
                  Delegate
                  Reference
                  Respond
                  Defer
                  Do
The
Processing
Habit
“We are what we
 frequently do”
 — Aristotle
Case isStudy 3 is highly motivated staff. He is also
 Harvey a hard worker and
  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.
Knowing the responsibility and goals, don’t
overtake the tasks

Don’t assume that everything must be done,
remember the time matrix

Learn to say no to your boss, negotiating with
your boss

Delegate, delegation is not dumping, do the
ugliest thing by yourself.
Thanks

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New Time Mgt

  • 2. 2 hours wasted per day • Messy desk • Can’t find things • Miss appointments • Unprepared for meetings • Tired/unable to concentrate
  • 3. 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
  • 5. What is your worth per hour?
  • 6. 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
  • 7. ∞ Opportunity Cost Economists just call it The things you COULD do are infinite, while your time and attention are FINITE.
  • 9. 3 How to Set your goals? Specific Measurable Achievable Realistic Time bounded
  • 10. 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
  • 11. 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
  • 12. From Goals to Tasks
  • 13. From Goals to Tasks • Break each goal into manageable tasks (WBS) • Set priority to each task • reorder your task list
  • 14. 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
  • 15. 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
  • 16. Time Matrix Urgent Not Urgent Important Not Important 1. List the priority of each quadrant 2. How much time you want to put on it?
  • 17. NOW? WHO GETS ACCESS Group Discussion
  • 18. Understanding Time Urgent Not Urgent 1 2 Important 3 4 Not Important
  • 19. Understanding Time Urgent Not Urgent 1 2 Important Quadrant of Manage 3 4 Not Important
  • 20. Understanding Time Urgent Not Urgent 1 2 Important Quadrant of Manage Quadrant of Leadership & Quality 3 4 Not Important
  • 21. Understanding Time Urgent Not Urgent 1 2 Important Quadrant of Manage Quadrant of Leadership & Quality 3 4 Not Important Quadrant of Deception
  • 22. 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
  • 23. “Scheduling your priorities, not prioritizing your schedule” --Stephen Covey
  • 24. Don't prioritize your schedule, schedule your priorities. This is one of my favorite bits of wisdom from Stephen Covey's The Seven Habits of Highly Effective People. If something is really important to you, simply make the time for it. Sure, some stuff will give way - you're only human, and you can only do so much. Set aside time for product development, marketing, personal development, exercise, rest, etc. Whatever disappears wasn't really that important.
  • 26. We will discuss What’s the problem in the case? Do we have similar problems in our work? What’s your solutions?
  • 27. NOW? WHO GETS ACCESS Group Discussion
  • 28. 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.
  • 29. 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.
  • 30. 6-9 minutes, 4-5 minute recovery – five interruptions shoots an hour
  • 31. ASK YOURSELF At what time do you feel most energetic in a day?
  • 32. Expel Interruptions? 1. Form a group, the skeletons 2. list 5 things that would interrupt your • Remove compromising pics So what is your normal work? 3. discuss together how to avoid these interruptions.
  • 33. How to avoid interruptions? • Turn off the audible “New mail • sound-isolating headphones alert”. • organize your work area and keep it • Check your mail once a hour clean • turn off RM flash • Establish Procedures—Put the information in writing and encourage everyone to abide by it. • say gentle “No” • Make sure everyone understands • let everyone know your schedule his or her level of authority. • offline in a meeting room alone when you really need to get things done
  • 34. Tips for phone calls
  • 35. Tips for phone calls • Keep calls short; stand during call
  • 36. Tips for phone calls • Keep calls short; stand during call • Group calls: 11:50 a.m. and 5:50 p.m.
  • 37. 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
  • 38. 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
  • 39. 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
  • 40. 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.
  • 41. 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
  • 42. 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.
  • 43. 1. Deal with Emails at scheduled time during the day.  Don’t check the mail once it arrives in your mail box 2. Put personal mails into a separate folder 3. Action based email box 4. Use category instead of folders 5. Filter by rules 6. Sort by importance 7. Educate your correspondents; let the sender know your concerns
  • 44. HowInbox Zero to deal with Email overload? action-based email 1. ask how many ppl here have more than 200 mails per day? 2. how many emails will be deleted or ignored once you see the title? what are they ? 3. how do you deal with it? 4. how many ppl are using Outlook Rules to control the mails? first of all, how many ppl know your size Merlin Mann of your mailbox? --give a quick snap Google Tech Talk
  • 45. Tips for overload emails • Use Prewritten Responses • Use Auto-Responders • Avoid ambiguous title
  • 46. 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
  • 47. Folders, sub-folders and sub-sub-folders
  • 48. Folders, sub-folders and sub-sub-folders
  • 51. Action Based Inbox “Empty”
  • 52. Inbox Zero Inbox Zero Email!s just a medium One place for anything Process to zero Convert to actions
  • 53. What is Processing? More than checking Less than responding Answers: “So what?”
  • 54. What is Action? Delete Delegate Reference Respond Defer Do
  • 55. The Processing Habit “We are what we frequently do” — Aristotle
  • 56. Case isStudy 3 is highly motivated staff. He is also Harvey a hard worker and 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.
  • 57. Knowing the responsibility and goals, don’t overtake the tasks Don’t assume that everything must be done, remember the time matrix Learn to say no to your boss, negotiating with your boss Delegate, delegation is not dumping, do the ugliest thing by yourself.