Post on 06-May-2015
description
MANAGING TIME AND WORKLOADEarn more. Beat Stress. Enjoy Life.
Kenny OngCNI Holdings Berhad
www.myCNI.com.my www.OOBEY.com
About: CNI
1. 19 years old
2. Core Business: MLM
3. Others: Contract Manufacturing, Export/Trading, eCommerce
4. Malaysia, Singapore, Brunei, Indonesia, India, China, Hong Kong, Philippines, Italy, Taiwan
5. Staff force: ± 500
6. Distributors: 200,000
7. Products: Consumer Goods and Services
www.myCNI.com.my www.OOBEY.com
Intro:
Congratulations.
You are going to die.
www.myCNI.com.my www.OOBEY.com
Management Skills
7. Career
6. Attitude
5. Discipline
4. Relationship
3. Boss
2. Time
1. Job
What to Manage?
www.myCNI.com.my www.OOBEY.com
Why manage Time?
1. Work
2. Stress
3. Career
4. Life
www.myCNI.com.my www.OOBEY.com
Time to Know
1. Time is irreversible
2. Value = Time + Money
3. Love is spelt as T.I.M.E. to your loved ones
4. Interruptions will always happen
5. Time investments compound
6. “I don't have time” = lower priority
7. Time required for something expands according to expectations
www.myCNI.com.my www.OOBEY.com
At the HEART…
Only three things really matter in Time Management:
1. Prioritize
2. To-do List
3. Maximize
www.myCNI.com.my www.OOBEY.com
1. Prioritize
“Concentrate on results, not on being busy”
www.myCNI.com.my www.OOBEY.com
1. Prioritize
Pareto Principle: 80/20 rule
Products 20 percent of the products bring in 80 percent of the profit
Reading 20 percent of the book contains 80 percent of the content
Donations 20 percent of the people will give 80 percent of the money
Leadership 20 percent of the people will make 80 percent of the decisions
Picnic 20 percent of the people will eat 80 percent of the food!
www.myCNI.com.my www.OOBEY.com
1. Prioritize
Pareto Principle: 80/20 rule
Priorities Results
1
2
3
4
5
6
7
8
9
10
1
2
3
4
5
6
7
8
9
10
www.myCNI.com.my www.OOBEY.com
1. Prioritize
Important
Urgent
L H
H
DO this.
Deadline. Markers.
Automate. Predict. Delegate.
Delay. Downtime. Don’t do.
www.myCNI.com.my www.OOBEY.com
1. Prioritize
Important
Urgent
L H
H
DO this.
Deadline. Markers.
Automate. Predict. Delegate.
Delay. Downtime. Don’t do.
www.myCNI.com.my www.OOBEY.com
1.Tackle these first
2.Feed-Turn-Feed-turn
1. Prioritize
Important
Urgent
L H
H
DO this.
Deadline. Markers.
Automate. Predict. Delegate.
Delay. Downtime. Don’t do.
www.myCNI.com.mywww.OOBEY.com
1.Set deadlines 2. “Granular” action
steps3.Weekly/Bi-weekly
review4.Check for ‘right
direction’
1. Prioritize
Important
Urgent
L H
H
DO this.
Deadline. Markers.
Automate. Predict. Delegate.
Delay. Downtime. Don’t do.
www.myCNI.com.my www.OOBEY.com
1.Feed-Turn-Feed-turn
2. “BOSS” Green File3.Behavior prediction
(esp. Boss)4.Pre-research and
Filing5. IT Skills and Tools
1. Prioritize
Important
Urgent
L H
H
DO this.
Deadline. Markers.
Automate. Predict. Delegate.
Delay. Downtime. Don’t do.
www.myCNI.com.my www.OOBEY.com
1.One-Hour Per day
2.One-half hour every week
3.Get somebody else to do it
4.Don’t do it at all
2. To-do List
“Trying to remember stuff is the major cause of stress.”
www.myCNI.com.my www.OOBEY.com
2. To-do List
Task 1
Task 2
Task 3
!↓
www.myCNI.com.my www.OOBEY.com
2. To-do List (Basic)
1. Must do. If not, don’t continue
2. Prioritize
3. Update
4. Discipline. Morning/Evening.
5. Work/Life List
www.myCNI.com.my www.OOBEY.com
2. To-do List (Extra Tips)
1. Peel-away notepad
2. Front (work)-Back (personal) notebook
3. Running List organized by “Category”, “Place”, “People”
4. “Daily To-Do” list and “Boss To-Do” list
5. “Follow Up” list: answers, delegated tasks
www.myCNI.com.my www.OOBEY.com
3. Maximize
“It’s the little things that kill you”
www.myCNI.com.my www.OOBEY.com
3. Maximize
1. Analyze the time wasters in your day.
2. Use the on/off button on your TV
3. Plan your day's activities each morning or every evening before bed.
4. Use meal times effectively and enjoyably
5. Use a to-do list/check off items when completed for a sense of accomplishment
6. Decide upon your goals and objectives and periodically update them
www.myCNI.com.my www.OOBEY.com
3. Maximize
7. Set PRIORITIES
8. Control visitors
9. If you need to see someone, go to their office/room/house, you can always leave.
10.Keep a neat working area
11.Write notes on calendars
12.When you see a gift that would be perfect for someone for a birthday or Raya/Christmas, buy it right then instead of waiting until the week before the event, even if you are months ahead of schedule.
www.myCNI.com.my www.OOBEY.com
3. Maximize
13.Put undone work aside in an orderly fashion14.Take short breaks15. If you think you will have to wait-take work with
you: e.g. letters you need to write/office-work, etc.
16.Work hard/PLAY HARD17.Communicate openly, frankly and clearly and
tactfully. Don't beat around the bush.18.Make your deadlines known to others so they
will respect your schedule
www.myCNI.com.my www.OOBEY.com
3. Maximize
19.Group common activities: it is easier than you think to do more than one thing at a time.
20.Don't complain
21.Don't whine
22.Break big tasks into little ones
www.myCNI.com.my www.OOBEY.com
KL stress & time wasters
1. Parking
2. Traffic
3. Lines
What is Time’s worth to you?
www.myCNI.com.my www.OOBEY.com
Personally speaking…
1. Small time segments
2. Do things at times that no one else is doing it:a. Traffic
b. Shopping
c. Holiday
d. ATM
3. Carry paper & pen (or PDA)
4. Pre-work
5. Internet (search, templates, tools)**
6. Forced Break Times
www.myCNI.com.my www.OOBEY.com
Top 11 Wonderful Free Software I use to increase my productivity and do cool stuff
1. Spybot – Search and Destroy
2. Lavasoft Ad-ware
3. Flashget
4. Save2PC
5. Windows Movie Maker
6. AoA Audio Extractor
7. PixResizer
8. Slideshare
9. PDF995
10.Google Calendar Sync
11.Google Desktop Search
www.myCNI.com.my www.OOBEY.com
Break Time
Ease Stress:• time alone • reading• gym• friends• games• songs • movie• driving around
• shopping• mamak• good book• toilet • yoga• walking around• Staring at ceiling• (whatever eases you)
www.myCNI.com.my www.OOBEY.com
Personally speaking…
7. Allocate extra time for all task planning (this includes traveling)
8. Judge and manage personalities
9. Control phone calls (call out, return call out)
10. In phone calls (or face-to-face) – serious first, social second
11.Learn to say ‘No’
12.Planned Annual Leave
13.Wednesday leave
www.myCNI.com.my www.OOBEY.com
Personally speaking…
14.Plan for 5.30pm exit
15.Fat = 50% (money) + 100% (time)
16.Stand while on the phone
17.Emails: Do not “cc” when you want something done
18.Emails: Specify the “Name” of the person you want to do something if in a group email
19.Emails: Anything more than 1 page should be an attachment
20.Emails: Better email “Subject” headers
www.myCNI.com.my www.OOBEY.com
Summary…
Only three things really matter in Time Management:
1. Prioritize
2. To-do List
3. Maximize
www.myCNI.com.my www.OOBEY.com
Decide to decide
Decide on your Life priorities.
Remember who you are really working for.
Go home.
www.myCNI.com.my www.OOBEY.com
Who are you really working for?
Why manage Time?
“The best reason to save time in your work is to increase time with your family.”
www.myCNI.com.my www.OOBEY.com
Randy Pausch, “The Last Lecture”
Why manage Time?
“What scares me more than death?
It is that I lived, and died, and I did not do anything significant with my life.”
www.myCNI.com.my www.OOBEY.com
Final Reminder…
Time Management = Sacrifice
www.myCNI.com.my www.OOBEY.com
Is it worth it?
Endnote
www.myCNI.com.my www.OOBEY.com
Thank You.
soft copy of slides: www.totallyunrelatedrandomanddebatable.
blogspot.com