new time mgt

People give you money because you know how to solve problems.

Not because you move email around and respond to things that go “DING!”

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

Time Management?1 What is

worth per hour?2 What is your

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 CostEconomists just call it

!The things you COULD do are infinite,

while your time and attention are FINITE.

Set your goals?3How to

Set your goals?3How to

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

• Goal for this year

• Goal for next 5 years

• Goal for next 10 years

• Your dreams

Failing to plan is planning to

fail

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

Urgent Not Urgent

Important

Not Important

Time Matrix

1. List the priority of each quadrant2. How much time you want to put on it?

WHO GETS ACCESS NOW?

Ask yourself. Seriously, do it. Because it says a lot about who you are.

Group Discussion

Urgent Not Urgent

Important

Not Important

Understanding Time

1 2

43

Urgent Not Urgent

Important

Not Important

Understanding Time

Quadrant of Manage

1 2

43

Urgent Not Urgent

Important

Not Important

Understanding Time

Quadrant of Manage Quadrant of Leadership & Quality

1 2

43

Urgent Not Urgent

Important

Not Important

Understanding Time

Quadrant of Manage

Quadrant of Deception

Quadrant of Leadership & Quality

1 2

43

Urgent Not Urgent

Important

Not Important

Understanding Time

Quadrant of Manage

Quadrant of Deception

Quadrant of Leadership & Quality

Quadrant of Waste

1 2

43

“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 deve lopment , market ing , persona l 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?

WHO GETS ACCESS NOW?

Ask yourself. Seriously, do it. Because it says a lot about who you are.

Group Discussion

Case Study 1Max 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.

“Lost in E-Mail, Tech Firms Face Self-Made Beast,” June 14, 2008

“Interruptions by things that aren’t urgent or important, like unnecessary e-mail messages — and the time it takes to get back on track.”

28% OF EACH DAY

Interruptions are a huge pain. Intel estimates that interruptions cost them US$1B last year.

“Lost in Emails, Tech Firms Face Self-Made Beast”, June 14, 2008

6-9 minutes, 4-5 minute recovery – five

interruptions shoots an hour

ASK YOURSELFAt what time do you feel most energetic in a day?

Expelthe skeletons

• Remove compromising pics

Interruptions?So what is your

1. Form a group, 2. list 5 things that would interrupt your normal work?

3. discuss together how to avoid these interruptions.

How to avoid interruptions?

• Turn off the audible “New mail alert”.

• Check your mail once a hour

• turn off RM flash

• say gentle “No”

• let everyone know your schedule

• offline in a meeting room alone when you really need to get things done

• sound-isolating headphones

• organize your work area and keep it clean

• Establish Procedures—Put the information in writing and encourage everyone to abide by it.

• Make sure everyone understands his or her level of authority.

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 2Paula 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 box2. Put personal mails into a separate folder3. Action based email box4. Use category instead of folders5. Filter by rules6. Sort by importance7. Educate your correspondents; let the sender know your concerns

Inbox Zeroaction-based email

Merlin Mann

Google Tech Talk

How to deal with Email overload?

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 of your mailbox?--give a quick snap

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

Email!s just a medium

One place for anything

Process to zero

Convert to actions

Inbox Zero

What is Processing?

More than checkingLess than responding

Answers: “So what?”

What is Action?

Delete

Delegate

Respond

Defer

Do

Reference

The ProcessingHabit

“We are what we frequently do” — Aristotle

Case Study 3Harvey 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.

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.

REALLY. THANKS.

Best thing ever. “We!re DONE here.” Thank you very much.

Thanks