Time Management
اسلاید 1: 1Time ManagementRandy PauschCarnegie Mellon Universityhttp://www.randypausch.com
اسلاید 2: 2At this talk you will learn to:Clarify your goals and achieve themHandle people and projects that waste your timeBe involved in better delegationWork more efficiently with your boss/advisorLearn specific skills and tools to save you timeOvercome stress and procrastination= really important point
اسلاید 3: 3Remember that time is moneyBen Franklin, 1748Advice to a young tradesman
اسلاید 4: 4IntroductionTime must be explicitly managed, just like moneyMuch of this won’t make sense until later (too late?): that’s why this is on the WWWFaculty vs. Grad Students vs. UndergradsLightning pace, heavy on techniques
اسلاید 5: 5OutlineWhy is Time Management Important?Goals, Priorities, and PlanningTO DO ListsDesks, paperwork, telephonesScheduling YourselfDelegationMeetingsTechnologyGeneral Advice
اسلاید 6: 6One Good Thief is Worth Ten Good Scholars:Time Management for Teachers, Cathy Collins, 1987Career Track Seminar: Taking control of Your Work Day 1990
اسلاید 7: 7Why Time Management is Important“The Time Famine”Bad time management = stressThis is life advice
اسلاید 8: 8The Problem is SevereBy some estimates, people waste about 2 hours per day. Signs of time wasting:Messy desk and cluttered (or no) filesCan’t find thingsMiss appointments, need to reschedule them late and/or unprepared for meetingsVolunteer to do things other people should doTired/unable to concentrate
اسلاید 9: 9Hear me Now, Believe me LaterBeing successful doesn’t make you manage your time well.Managing your time well makes you successful.
اسلاید 10: 10Goals, Priorities, and PlanningWhy am I doing this?What is the goal?Why will I succeed?What happens if I chose not to do it?
اسلاید 11: 11The 80/20 RuleCritical few and the trivial manyHaving the courage of your convictionsGood judgment comes from experienceExperiences comes from bad judgment
اسلاید 12: 12Inspiration“If you can dream it, you can do it”Walt DisneyDisneyland was built in 366 days, from ground-breaking to first day open to the public.
اسلاید 13: 13PlanningFailing to plan is planning to failPlan Each Day, Each Week, Each SemesterYou can always change your plan, but only once you have one!
اسلاید 14: 14TO Do ListsBreak things down into small stepsLike a child cleaning his/her roomDo the ugliest thing first
اسلاید 15: 15The four-quadrant TO DO List1234ImportantNot ImportantDue SoonNot Due Soon
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اسلاید 17: 17PaperworkClutter is death; it leads to thrashing. Keep desk clear: focus on one thing at a timeA good file system is essentialTouch each piece of paper onceTouch each piece of email once; your inbox is not your TODO list
اسلاید 18: 18My Desk
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اسلاید 26: 26Speaker phone: hands are free to do something else; stress reduction when I’m on hold.
اسلاید 27: 27TelephoneKeep calls short; stand during callStart by announcing goals for the callDon’t put your feet upHave something in view that you’re waiting to get to next
اسلاید 28: 28TelephoneWhen done, get off: “I have students waiting”If necessary, hang up while you’re talkingGroup outgoing calls: just before lunch and 5pm
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اسلاید 37: 37Reading PileOnly read something if you’ll be fired for not reading itNote that this refers to periodicals and routine reading, which is different than a research dig
اسلاید 38: 38Office LogisticsMake your office comfortable for you, and optionally comfortable for othersNo soft comfortable chairs! I have folding chairs, some people cut off front legs
اسلاید 39: 39Scheduling YourselfYou don’t find time for important things, you make itEverything you do is an opportunity costLearn to say “No”
اسلاید 40: 40Learn 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
اسلاید 41: 41Gentle No’s“I’ll do it if nobody else steps forward” or “I’ll be your deep fall back,” but you have to keep searching.Moving parties in grad school…
اسلاید 42: 42Everyone has Good and Bad TimesFind your creative/thinking time. Defend it ruthlessly, spend it alone, maybe at home.Find your dead time. Schedule meetings, phone calls, and mundane stuff during it.
اسلاید 43: 43Interruptions6-9 minutes, 4-5 minute recovery – five interruptions shoots an hourYou must reduce frequency and length of interruptions (turn phone calls into email)Blurting: save-upsE-mail noise on new mail is an interruption -> TURN IT OFF!!
اسلاید 44: 44Cutting Things Short“I’m in the middle of something now…”Start with “I only have 5 minutes” – you can always extend thisStand up, stroll to the door, complement, thank, shake handsClock-watching; on wall behind them
اسلاید 45: 45Time JournalsIt’s amazing what you learn!Monitor yourself in 15 minute increments for between 3 days and two weeks.Update every ½ hour: not at end of day
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اسلاید 48: 48Fred Brooks’ Time Clocks
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اسلاید 51: 51Using Time Journal DataWhat 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 more efficiently?What do I do that wastes others’ time?
اسلاید 52: 52Procrastination“Procrastination is the thief of time”Edward YoungNight Thoughts, 1742
اسلاید 53: 53Balancing Act“Work expands so as to fill the time available for its completion”Parkinson’s LawCyril Parkinson, 1957
اسلاید 54: 54Avoiding ProcrastinationDoing things at the last minute is much more expensive than just before the last minuteDeadlines are really important: establish them yourself!
اسلاید 55: 55Comfort ZonesIdentify why you aren’t enthusiasticFear of embarrassmentFear of failure?Get a spine!
اسلاید 56: 56Quit Making Excuses…
اسلاید 57: 57DelegationNo one is an islandYou can accomplish a lot more with helpMost delegation in your life is from faculty to graduate student
اسلاید 58: 58Delegation is not dumpingGrant authority with responsibility. Concrete goal, deadline, and consequences.Treat your people wellGrad students and secretaries are a faculty member’s lifeline; they should be treated well!
اسلاید 59: 59Challenge PeoplePeople rise to the challenge: You should delegate “until they complain”Communication Must Be Clear: “Get it in writing” – Judge WapnerGive objectives, not proceduresTell the relative importance of this task
اسلاید 60: 60SociologyBeware upward delegation!Reinforce behavior you want repeatedIgnorance is your friend – I do not know how to run the photocopier or the fax machine
اسلاید 61: 61MeetingsAverage executive: > 40% of timeLock the door, unplug the phoneMaximum of 1 hourPrepare: there must be an agenda1 minute minutes: an efficient way to keep track of decisions made in a meeting: who is responsible for what by when?
اسلاید 62: 62Technology“Computers are faster but they take longer” --Janitor, UCFSecretaries are better than answering machines; where are the costs & benefits of a technology? (transcription)
اسلاید 63: 63TechnologyLaptop computer (and docking station)You can scavenge time & work anywhereAt CMU, you still have internet accessone machine in your life is the right numberWWW; only do things once (post them)Google (now with image search!)ACM Digital Library (I haven’t been in the library in over five years)
اسلاید 64: 64Randy’s Magic E-Mail TipsSave all of it; no exceptionsIf you want somebody to do something, make them the only recipient. Otherwise, you have diffusion of responsibility. Give 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).
اسلاید 65: 65Care and Feeding of AdvisorsGet a day timer or PDAWrite things downWhen’s our next meeting?What’s my goal to have done by then? Who to turn to for help?Remember: advisors want results !Time Management Advice
اسلاید 66: 66Care and Feeding of AdvisorsThey know more than you doThey care about youThey didn’t get where they are by their social skills -> take the initiative in talking with them!Life Advice
اسلاید 67: 67General Advice: VacationsPhone callers should get two options:If this can’t wait, contact John Smith at 555-1212Otherwise please call back June 1This works for Email too!Vacations should be vacations. It’s not a vacation if you’re reading emailStory of my honeymoon…
اسلاید 68: 68General AdviceKill your television (how badly do you want tenure or your degree?)Turn money into time – especially important for people with kids or other family commitmentsEat and sleep and exercise. Above all else!
اسلاید 69: 69General AdviceNever break a promise, but re-negotiate 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 confidence.
اسلاید 70: 70Recommended ReadingsThe One Minute Manager, Kenneth Blanchard and Spencer Johnson, Berkeley Books, 1981, ISBN 0-425-09847-8The Seven Habits of Highly Effective People, Stephen Covey, Simon & Schuster, 1989, ISBN 0-671-70863-5
اسلاید 71: 71Action ItemsGet a day-timer (or PDA) if you don’t already have oneStart 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/weekMake a note in your day-timer to revisit this talk in 30 days (www.randypausch.com). At that time, ask yourself “What behaviors have I changed?”
اسلاید 72: 72Time ManagementRandy PauschCarnegie Mellon Universityhttp://www.randypausch.com
اسلاید 73: 73Appendix:Stephen Covey’s “Seven Habits”Advice I have for working in groups.
اسلاید 74: 74The Seven HabitsFrom “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989BE PROACTIVE: Between stimulus and response in human beings lies the power to choose. Productivity, then, means that we are solely responsible for what happens in our lives. No fair blaming anyone or anything else. BEGIN WITH THE END IN MIND: Imagine your 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.
اسلاید 75: 75The Seven HabitsFrom “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989PUT FIRST THINGS FIRST. To manage our lives effectively, we must keep our mission in mind, understand what’s important as well as urgent, and maintain a balance between what we produce each day and our ability to produce in the future. Think of the former as putting out fires and the latter as personal development. THINK WIN/WIN. Agreements or solutions among people can be mutually beneficial if all parties cooperate and begin with a belief in the “third alternative”: a better way that hasn’t been thought of yet.
اسلاید 76: 76The Seven HabitsFrom “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989SEEK 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 rejoinder to what’s being said. Then they dive 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 view
اسلاید 77: 77Seven HabitsFrom “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989SYNERGIZE. Just what it sound like. The whole is greater than the sum of its parts. In practice, this means you must use “creative cooperation” in social interactions. Value differences because it is often the clash between them that leads to creative solutions.
اسلاید 78: 78Seven HabitsFrom “The Seven Habits of Highly Effective People: Restoring the Character Ethic” by Stephen R. Covey, Simon and Schuster, 1989SHARPEN THE SAW. This is the habit of self-renewal, which has four elements. The first is mental, which includes reading, visualizing, planning and writing. The second is spiritual, which means value clarification and commitment, study and meditation. Third is social/emotional, which stress management includes service, empathy, synergy and intrinsic security. Finally, the physical includes exercise, nutrition and stress management.
اسلاید 79: 79Tips for Working in GroupsBy Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998Meet people properly. It all starts with the introduction. 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 find something in common with another person, and starting from that baseline, it’s much easier to then address issues where you have difference. This is why cities like professional sports teams, which are socially galvanizing forces that cut across boundaries of race and wealth. If nothing else, you probably have in common things like the weather.
اسلاید 80: 80Tips for Working in GroupsBy Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998Make meeting conditions good. Have a large surface to write on, make sure the room is quiet and warm enough, and that there aren’t lots of distractions. Make sure no one is hungry, cold, or tired. Meet over a meal if you can; food softens a meeting. That’s why they “do lunch” in HollywoodLet everyone talk. Even if you think what they’re said 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 louder or faster doesn’t make your idea any better.
اسلاید 81: 81Tips for Working in GroupsBy Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998Check 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, even if it’s a stretch. Even the worst of ideas has a silver lining inside it, if you just look hard enough. Focus on the good, praise it, and then raise any objections or concerns you have about the rest of it.
اسلاید 82: 82Tips for Working in GroupsBy Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998Put if in writing. Always write down who is responsible for what, by when. Be concrete. Arrange meetings by email, and establish accountability. Never assume that someone’s roommate will deliver a phone message. Also, remember that “politics is when you have more than 2 people” – with that in mind, always CC (carbon copy) any piece of email within the group, or to me, to all members of the group. This rule should never be violated; don’t try to guess what your group mates might or might not want to hear about. Be open and honest. Talk with your group members if there’s a 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 be comfortable discussing problems when they arise – after all, that’s what this course is really about. Be forgiving when people make mistakes, but don’t be afraid to raise the issues when they come up.
اسلاید 83: 83Tips for Working in GroupsBy Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998Avoid conflict at all costs. When stress occurs and tempers flare, take a short break. Clear your heads, apologize, and take another stab at it. Apologize for upsetting your peers, even if you think someone else was primarily at fault; the goal is to work together, not start a legal battle over whose transgressions were worse. It takes two to have an argument, so be the peacemaker.Phrase alternatives as questions. Instead of “I think we should do A, not B,” try “What if we did A, instead of B?” That allows people to offer comments, rather than defend one choice.
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