Time Management

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Time Management Randy Pausch Carnegie Mellon University http:// www.randypausch.com 

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Naame 16211 5: Clarify your goals and achieve them Handle people and projects that waste your ‏تا‎ Be involved in better delegation Work more efficiently with your boss/advisor Learn specific skills and tools to save you ‏انلق‎ Overcome stress and procrastination تا ‎tae Ma‏ و 

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Remember that time is money Ben Franklin, 1748 Advice to a young tradesman 

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Introduction * Time must be explicitly managed, just like money * Much of this won’t make sense ‏تقطن وأقطا :(2ع1218 00]) عغأد1 لتغصتد‎ this is on the WWW Pe ream Mere ‏انك‎ (oe Undergrads * Lightning pace, heavy on techniques 

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Outline * Why is Time Management Important? * Goals, Priorities, and Planning ¢ TO DO Lists * Desks, paperwork, telephones ¢ Scheduling Yourself * Delegation ° Meetings * Technology ما9۱ 

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One Good Thief is Worth Ten Good Scholars: * Time Management for Teachers, Cathy Collins, 1987 * Career Track Seminar: Taking control of Your Work Day 1990 

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Why Time Management is Important °“The Time Famine” *Bad time management = stress ¢This is life advice 

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The Problem is Severe 3 ‏ماع ۵0016 رعع‌اههناوع مصمو‎ 22011 2 hours per day. Signs of time wasting: - Messy desk and cluttered (or no) files - Can’t find things - Miss appointments, need to reschedule ‏ات اعتتدررع امسن رم/لسة عغخد1 سعط‎ - Volunteer to do things other people should do See biacM itm Kemxu asia tKy 

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Hear me Now, Believe me Later *Being successful doesn’t make you manage your time well. *Managing your time well makes you successful. 

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Goals, Priorities, and Planning ° Why am I doing this? * What is the goal? ° Why will I succeed? ¢ What happens if I chose not to do it? 

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The 80/20 Rule * Critical few and the trivial many ٠ Having the courage of your convictions * Good judgment comes from experience ¢ Experiences comes from bad judgment 11 

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Inspiration “If you can dream it, you can do it” Walt Disney ۱ ۱( ۱۱۱۵۱ 1625 ‏ااتتاط‎ 12-06 days, from ground-breaking to first day open to the public. 

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Planning * Failing to plan is planning to fail ¢ Plan Each Day, Each Week, Each Semester * You can always change your plan, but only once you have one! 

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TO Do Lists * Break things down into small steps ¢ Like a child cleaning his/her 1001 * Do the ugliest thing first 

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ys The four-quadrant TO Not Due Soon 2 1 DO List Due Important, Not Important 

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DOGBERT'S LAW OF BUREAUCRATIC GRIDLOCK DID YOU GET THE INFORMATION L NEED FOR MY IMPORTANT ۲۳۵۵۲۲ ۰ ‏دی‎ ‎IN My TOP OUSAND PRIORITIES. NO, BECAUSE YOUR PROTECT DOESN'T PATTER TO ME THOSE TIME MANAGEMENT CLASSES SURE HAVE FREED UP OUR SCHEDULES BUREAUCRATIC GRIDLOCK 15 CAUSED BY PEOPLE WITH DIFFERENT PRIORITIES WHO PRACTICE GOOD TIME MANAGEMENT DID YOU BRING THE INFORMATION T REQUESTED FOR IMPORTANT PROTECT. | la 

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Paperwork * Clutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a time * A good file system is essential * Touch each piece of paper once * Touch each piece of email once your inbox is not your TODO li: 17 

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File Edit Mailbox Message Transfer Special Tools Window ۵ اعد بك ك] تق صر كر دا | همه جاجع 23 26 عه | ..ء | 4 8 ف ها هت < ت لصوف 

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2 pies hands are free to do something else; stress reduction 

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Telephone * Keep calls short; stand during call ¢ Start by announcing goals for the call Bae Yes eM om LTA eet a Cel ANY) ‎mde TAR Celt ac)‏ ا ل ل ل ‎waiting to get to next‏ 

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Telephone * When done, get off: “I have students waiting” ¢ If necessary, hang up while ‏ف‎ TA ani tey * Group outgoing calls: just before lunch and 5pm 

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Reading Pile * Only read something if you'll be fired for not reading it * Note that this refers to periodicals and routine reading, which is different than 2 

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Office Logistics * Make your office comfortable for you, and optionally comfortable for others * No soft comfortable chairs! I have folding chairs, some people cut off front legs 

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Scheduling Yourself * You don’t find time for important things, you make it ¢ Everything you do is an opportunity cost * Learn to say “No” 

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Learn to say “No” * Will this help me get tenure? * Will this help me get my masters? * Will this help me get my Ph.D? * Keep “help me” broadly defined 

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Gentle No’s * “T’ll do it if nobody else steps forward” or “I'll be your deep fall back,” but you have to keep ‏ات‎ * Moving parties in grad school... 

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Everyone has Good and Bad Times Ce SUM CoL bao McLLBAMCVAM UNDO @ntCey 3 ‏ا‎ NA spend it alone, maybe at home. ¢ Find your dead time. Schedule meetings, phone calls, and mundane stuff during it. 

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Interruptions 6-9 minutes, 4-5 minute recovery - five interruptions shoots an hour You must reduce frequency and length of interruptions (turn phone calls into email) 5256-5 :عستأسساظ لل ل ل ا ل interruption -> TURN IT OFF!! ۸ 43 

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Cutting Things Short ¢ “I’m in the middle of something now...” و ل ل ا ال للا اك 0 او ۱ ¢ Stand up, stroll to the door, complement, thank, shake hands * Clock-watching; on wall behind them 44 

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Time Journals * It’s amazing what you learn! * Monitor yourself in 15 minute increments for between 3 days and two weeks. * Update every 2 hour: not at end 0۶ 07 

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Fred Brooks’ Time 5 Pe ‏ا‎ 

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Using Time Journal Data * What am I doing that doesn’t really need to be done? * What am I doing that could be done by someone else? * What am I doing that could be done Siam aaah ig ٠ ‏أقطا 00 1 00 أهطتلآ‎ UCR Mi eM An Cote 51 

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Procrastination “Procrastination is the thief of time” Edward Young Night Thoughts, 1742 

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Balancing Act “Work expands so as to fill the time available for its completion” Parkinson’s Law Cyril Parkinson, 1957 

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Avoiding Procrastination * Doing things at the last minute is much more expensive than just before the last minute * Deadlines are really important: ‏لاعطة طاعتاطوادء‎ 70111511! 

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Comfort Zones CCA UAC eMC ial * Fear of embarrassment * Fear of failure? * Get a spine! 

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Delegation 15220 تنه 15 عدده ول ‎٠‏ * You can accomplish a lot more with help * Most delegation in your life is from faculty to graduate student 5 

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Delegation is not dumping ¢ Grant authority with responsibility. * Concrete goal, deadline, and consequences. ¢ Treat your people well * Grad students and secretaries are a faculty member’s lifeline; they should be treated ‏لانن‎ 58 

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Challenge People People rise to the challenge: You should delegate “until they complain” Communication Must Be Clear: “Geti in writing” - Judge Wapner Give objectives, not procedures حل ‎ar‏ مط] 161 59 

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Sociology * Beware upward delegation! ه11 5011 امأتتقطاعط م016 1صزع 2 ‎٠‏ ‎repeated‏ * Ignorance is your friend - I do not know how to run the photocopier Cam A Icm tba rite Colon bite) 

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Meetings ¢ Average executive: > 40% of time * Lock the door, unplug the phone ¢ Maximum of 1 hour ¢ Prepare: there must be an agenda ¢ 1 minute minutes: an efficient way to keep track of decisions made in a meeting: who is responsible f what by when? 61 

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Technology * “Computers are faster but they take longer” --Janitor, UCF * Secretaries are better than ‏ل ا ا ا الاك‎ the costs & benefits of a technology? (transcription) 

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Technology Laptop computer (and docking station) - You can scavenge time & work anywhere - At CMU, you still have internet access - one machine in your life is the right number * WWW; only do things once (post them) * Google (now with image search!) عطا صز حععط ] "صمتقط 1) وتهرطنا اماتوزظ ۸0 ۰ ( ا ل ااا 63 

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0 0 Randy’s Magic E-Mai ۱۷1 ¢ Save all of it; no exceptions ۱ ۱ ‏ل‎ hme Cem ere a tba te make them the only recipient. Otherwise, ACO ‏ا ال ناك ا‎ yee yin am CI AUG) a concrete request/task and a deadline. ° If you really want somebody to do something, CC someone powerful. ° Nagging is okay; if someone doesn’t respond in 48 hours, they’ll probably never respond. (True for phone as well as email). 64 

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Care and Feeding of Time pays NEE O AY Advice * Get a day timer or PDA * Write things down * When’s our next meeting? * What’s my goal to have done by ates Wg ۰ ۲۱۷۵ ۲۵ ‏ماعط ۲0۲ م۲ تا‎ * Remember: advisors want results ! 65 

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Care and Feeding of Adxigoxs ¢ They know more than you do * They care about you هت ‎by their social skills -> take the‏ ‎initiative in talking with them!‏ 

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67 General Advice: Vacations ¢ Phone callers should get two options: - If this can’t wait, contact John Smith at 555-1212 - Otherwise please call back June 1 ¢ This works for Email too! * Vacations should be vacations. she - It’s not a vacation if you’re reading email - Story of my honeymoon... 

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General Advice *Kill your television cow badly do you want tenure or your deg للف ‎miicoM Abi‏ لان ‎important for people with kids or other‏ ‎family commitments‏ *Eat and sleep and (3). C 01-1 eT ees 68 

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General Advice ¢ Never break a promise, but re-negotiate 69 them if need be. * If you haven’t got time to do it right, you don’t have time to do it wrong. * Recognize that most things are pass/fail. ¢ Feedback loops: ask in confiden' 

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Recommended Readings ¢ The One Minute Manager, Kenneth Blanchard and Spencer Johnson, Berkeley Books, 1981, ISBN 0-425-09847- 8 * The Seven Habits of Highly Effective People. Stephen Covey, Simon & Schuster, 1989, ISBN 0- 671-70863-5 70 

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Action Items * * Get a day-timer (or PDA) if you don’t already have one ¢ Start keeping your TODO list in four- quadrant form or ordered by priorities (not due dates) * Do a time journal, or at least record number of hours of television/week PVC Ce BiH MCW ALC a ‏و‎ ‏صذأ علله عتطا‎ 30 375 (www.randypausch.com). At that time, ask yourself “What behaviors have I changed?” 71 

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Time Management Randy Pausch Carnegie Mellon University http:// www.randypausch.com 

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Appendix: Stephen Covey’s “Seven Habits” *Advice I have for working in groups. 

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The Seven Habits عطا ومضسمادع8 بعاممءط محتاء116؟ تولطونة؟ كه عللطه11 صوب5 م15” مور ‎Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989‏ ‎BE PROACTIVE: Between stimulus and response‏ ‎in human beings lies the power to choose.‏ ‎Productivity, then, means that we are solely‏ ا ل ال ‎Pays MR‏ ‎fair blaming anyone or anything else.‏ سا۷۵ مصتوحص :۳۲۲۵۲۳ 1۳ ۴۲ 111۳۴ ۷۷۲۲۲۲ 3۳۴۲۳ ‎funeral and listen to what you would like the‏ ‎eulogist to say about you. This should reveal‏ ‎exactly what matters most to you in your life.‏ ‎Use this frame of reference to make all your day-‏ ‎to-day decisions so that you are working toward‏ ‎your most meaningful life goals.‏ 74 

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The Seven Habits عطا ومضسمادع8 بعاممءط محتاء116؟ تولطونة؟ كه عللطه11 صوب5 م15” مور ‎Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989‏ 3. PUT FIRST THINGS FIRST. To manage our lives effectively, we must keep our mission in mind, understand what’s important as well as urgent, EMG Bu cee wl MCC ‏ها هه‎ produce each day and our ability to produce in the future. Think of the former as putting out pre CCE Come mem Cady soot 4, THINK WIN/WIN. Agreements or solutions among people can be mutually beneficial if all parties cooperate and begin with a belief in the AACR ‏ا‎ CRMC mere thought of yet. 75 

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The Seven Habits 00 RC Re eC eee mt td Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989 5. SEEK FIRST OT BE UNDERSTANDING, THEN TO BE UNDERSTOOD. Most people don’t listen. Not really. They listen long enough to devise a solution to the speaker’s problem or a ‏هت‎ ‎into the conversation. You'll be more effective in you relationships with people if you sincerely try to understand them fully before you try to make them understand your point of ‏شدای‎ 76 

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Seven Habits From “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989 6. SYNERGIZE. Just what it sound like. 0 ‏ستاك عط سقط تاعذخدعنين‎ 01 its parts. In practice, this means you must use “creative cooperation” in social interactions. Value differences because it is often the clash between ۱9۱ LAA UAT A CO Ce 7 

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Seven Habits ۱ moire acy CCE Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989 SHARPEN THE SAW. This is the habit of self- ا ‎Cn (si‏ ةا ‎mental, which includes reading, visualizing,‏ ‎planning and writing. The second is spiritual,‏ ‎which means value clarification and‏ تا ‎Crate RCRA‏ ‎Pst iota ae eut nite crite‏ ‎includes service, empathy, synergy and intrinsic‏ رعكأعطععهة 065 تتاعصذ لمعتأوجطم عط روللهسكط .جالستععو ‎nutrition and stress management.‏ 28 Ts 

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Tips for Working in Groups By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998 SVC NCR ey sae eve Ma Cerca Then, exchange contact information, and make sure you know how to pronounce everyone’s names. Exchange phone #s, and find out what hours are acceptable to call during. + Find things you have in common. You can almost always UCT Ce ate tes tos ‏قصة‎ ‎Sects enti hes Cmte ta Reet cnt tes seach ‏ل‎ Crcs tema UNCER Ng cities like professional sports teams, which are socially galvanizing forces that cut across boundaries of race and MONG Mee CNtt es om coe sco Like tice cart ‏.ع طخدعه عط ععلنا ووصتط1‎ i) 

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Tips for Working in Groups ۱ ee CCS RVC YAGI C eRe ete tt CRY ٩رتصو‎ 8 * Make meeting conditions good. Have a large surface to write on, make sure the room is quiet and warm ‏نامه تفن ۵۶ عنام ۲ تصمتبج عتحمهاا اقطا 0فصه راومه‎ Make sure no one is hungry, cold, or tired. Meet over ‏ل 1۳۵16 .وصناه‌عصه ده عصماگمع 00۵0 رصوه و۷۵ گز [همصظ وه‎ they “do lunch” in Hollywood Pe mae em CCR ACCA ‏هه عت‎ is stupid. Cutting someone off is rude, and not worth whatever small time gain you might make. Don’t finish someone’s sentences for him or her; they can do that for themselves. And remember: talking OCC mem ‏ا ل‎ ae 80 

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Tips for Working in Groups DRC Ue eC IC et ACA Coe Once eet CR Sent 8 * Check your egos at the door. When you discuss ideas, immediately label them and write them down. The labels should be descriptive of the idea, not the originator: “the troll bridge story,” not “Jane’s story.” * Praise each other. Find something nice to say, ‏معن‎ eee eco ee CCR em mC ety ERS CRUMB ‏ا ا ل ا‎ enough. Focus on the good, praise it, and then PCI ‏أتامطة عتتقط 011ئ8 كلتاععدام» "اه كدامتاعء زطه تقصه‎ ‏أوعم عط‎ ۶1 81 

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Tips for Working in Groups 1 ce eee ere ong Pee RCM ee Rte ttl sete Pe Nee ‏مسة بلثقص تروط كوستأععص عوصدسة .و أومعصم‎ ‏ومع مهم غقط عمسدوعة مول .بطتلتطمتستدوععة طاكتاطماوع‎ ] ‏غقط عو طسعصعم رمكلة‎ ‏مر معطم كذ وعتاتامم”‎ Te On Eee Mee Rattan EMEA Re Cee RC Oe SCR eo ‏ا‎ ‎۱ enter) kya tees ae eee cond never be violated; don’t try to guess what your group mates Pty oaent Cy ee Rec rac Cte Satta + aC eG Rr Cn ce atts.) problem, and talk with me if you think you need help. The whole point of this course is that it’s tough to work across cultures. If we all go into it knowing that’s an issue, we should ۱ Cee seer ‏ا‎ ‎OR Cee ee ee ee Stock people make mistakes, but don’t be afraid to raise the issues ‏معطي‎ meta 82 

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Tips for Working in Groups By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, ‏ری ین‎ Avoid conflict at all costs. When stress occurs ‏تتدة01) .علدعتتط ادمطه هج ععلج] رعتدة1) كتدء رصع لصد‎ 80117 heads, apologize, and take another stab at it. ‏لاعلاء رككاع 26 30111 عيستأناء كنا 1017 12ن10مرره‎ 11 011 think someone else was primarily at fault; the goal is to work together, not start a legal battle an CC Re Tepe CR eke ee OC two to have an argument, so be the peacemaker. Phrase alternatives as questions. Instead of “I Nace Me arama ICL mC A, instead of B?” That allows people to offer comments, rather than defend one choice. 83