MANAGING TIME AND WORKLOAD

MANAGING TIME AND WORKLOADEarn more. Beat Stress. Enjoy Life.

Kenny OngCNI Holdings Berhad

www.myCNI.com.my www.OOBEY.com

http://www.mycni.com.my/

http://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




Intro:

Congratulations.

You are going to die.




Management Skills

7. Career

6. Attitude

5. Discipline

4. Relationship

3. Boss

2. Time

1. Job

What to Manage?




Why manage Time?

1. Work

2. Stress

3. Career

4. Life




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




At the HEART…

Only three things really matter in Time Management:

1. Prioritize

2. To-do List

3. Maximize




1. Prioritize

“Concentrate on results, not on being busy”




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!




1. Prioritize

Pareto Principle: 80/20 rule

Priorities Results

1

2

3

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5

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10

1

2

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1. Prioritize

Important

Urgent

L H

H

DO this.

Deadline. Markers.

Automate. Predict. Delegate.

Delay. Downtime. Don’t do.




1. Prioritize

Important

Urgent

L H

H

DO this.

Deadline. Markers.




1.Tackle these first

2.Feed-Turn-Feed-turn



1. Prioritize

Important

Urgent

L H

H

DO this.

Deadline. Markers.



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.




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.




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.”




2. To-do List

Task 1

Task 2

Task 3

!↓




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




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




3. Maximize

“It’s the little things that kill you”




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




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.




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




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




KL stress & time wasters

1. Parking

2. Traffic

3. Lines

What is Time’s worth to you?




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




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




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)





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





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




Summary…

Only three things really matter in Time Management:

1. Prioritize

2. To-do List

3. Maximize




Decide to decide




Decide to decide

Decide on your Life priorities.

Remember who you are really working for.

Go home.




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.”


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.”




Final Reminder…

Time Management = Sacrifice




Is it worth it?

Endnote




Thank You.

soft copy of slides: www.totallyunrelatedrandomanddebatable.

blogspot.com

MANAGING TIME AND WORKLOAD

Health & Medicine

Transcript of MANAGING TIME AND WORKLOAD