MANAGING TIME AND WORKLOAD
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ABF EXECUTIVE SECRETARIES & PERSONAL ASSISTANTS CONFERENCE, KL *Accomplish more in less time and fewer resources * Practice the most effective planning and scheduling techniques * Strategies for linking goals and priorities * Stay one step ahead: Get things done before you are asked * Know what to do when dozens tasks demand your attention
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MANAGING TIME AND WORKLOAD
- 1. MANAGING TIME AND WORKLOAD Earn more. Beat Stress. Enjoy Life. Kenny Ong CNI Holdings Berhad www.myCNI.com.my www.OOBEY.com
- 2. About: CNI 19 years old Core Business: MLM Others: Contract Manufacturing, Export/Trading, eCommerce Malaysia, Singapore, Brunei, Indonesia, India, China, Hong Kong, Philippines, Italy, Taiwan Staff force: ± 500 Distributors: 200,000 Products: Consumer Goods and Services www.myCNI.com.my www.OOBEY.com
- 3. Intro: Congratulations. You are going to die. www.myCNI.com.my www.OOBEY.com
- 4. Management Skills www.myCNI.com.my www.OOBEY.com 7. Career 6. Attitude 5. Discipline 4. Relationship 3. Boss 2. Time 1. Job What to Manage?
- 5. Why manage Time? Work Stress Career Life www.myCNI.com.my www.OOBEY.com
- 6. Time to Know Time is irreversible Value = Time + Money Love is spelt as T.I.M.E. to your loved ones Interruptions will always happen Time investments compound “I don't have time” = lower priority Time required for something expands according to expectations www.myCNI.com.my www.OOBEY.com
- 7. At the HEART… Only three things really matter in Time Management: Prioritize To-do List Maximize www.myCNI.com.my www.OOBEY.com
- 8. 1. Prioritize “ Concentrate on results, not on being busy” www.myCNI.com.my www.OOBEY.com
- 9. 1. Prioritize Pareto Principle: 80/20 rule www.myCNI.com.my www.OOBEY.com 20 percent of the people will eat 80 percent of the food! Picnic 20 percent of the people will make 80 percent of the decisions Leadership 20 percent of the people will give 80 percent of the money Donations 20 percent of the book contains 80 percent of the content Reading 20 percent of the products bring in 80 percent of the profit Products
- 10. 1. Prioritize Pareto Principle: 80/20 rule Priorities Results www.myCNI.com.my www.OOBEY.com 10 9 8 7 6 5 4 3 2 1 10 9 8 7 6 5 4 3 2 1
- 11. 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
- 12. 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 Tackle these first Feed-Turn-Feed-turn
- 13. 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 Set deadlines “ Granular” action steps Weekly/Bi-weekly review Check for ‘right direction’
- 14. 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 Feed-Turn-Feed-turn “ BOSS” Green File Behavior prediction (esp. Boss) Pre-research and Filing IT Skills and Tools
- 15. 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 One-Hour Per day One-half hour every week Get somebody else to do it Don’t do it at all
- 16. 2. To-do List “ Trying to remember stuff is the major cause of stress.” www.myCNI.com.my www.OOBEY.com
- 17. 2. To-do List ! ↓ www.myCNI.com.my www.OOBEY.com Task 3 Task 2 Task 1
- 18. 2. To-do List (Basic) Must do. If not, don’t continue Prioritize Update Discipline. Morning/Evening. Work/Life List www.myCNI.com.my www.OOBEY.com
- 19. 2. To-do List (Extra Tips) Peel-away notepad Front (work)-Back (personal) notebook Running List organized by “Category”, “Place”, “People” “ Daily To-Do” list and “Boss To-Do” list “ Follow Up” list: answers, delegated tasks www.myCNI.com.my www.OOBEY.com
- 21. 3. Maximize “ It’s the little things that kill you” www.myCNI.com.my www.OOBEY.com
- 22. 3. Maximize Analyze the time wasters in your day. Use the on/off button on your TV Plan your day's activities each morning or every evening before bed. Use meal times effectively and enjoyably Use a to-do list/check off items when completed for a sense of accomplishment Decide upon your goals and objectives and periodically update them www.myCNI.com.my www.OOBEY.com
- 23. 3. Maximize Set PRIORITIES Control visitors If you need to see someone, go to their office/room/house, you can always leave. Keep a neat working area Write notes on calendars 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
- 24. 3. Maximize Put undone work aside in an orderly fashion Take short breaks If you think you will have to wait-take work with you: e.g. letters you need to write/office-work, etc. Work hard/PLAY HARD Communicate openly, frankly and clearly and tactfully. Don't beat around the bush. Make your deadlines known to others so they will respect your schedule www.myCNI.com.my www.OOBEY.com
- 25. 3. Maximize Group common activities: it is easier than you think to do more than one thing at a time. Don't complain Don't whine Break big tasks into little ones www.myCNI.com.my www.OOBEY.com
- 26. KL stress & time wasters Parking Traffic Lines What is Time’s worth to you? www.myCNI.com.my www.OOBEY.com
- 27. Personally speaking… Small time segments Do things at times that no one else is doing it: Traffic Shopping Holiday ATM Carry paper & pen (or PDA) Pre-work Internet (search, templates, tools)** Forced Break Times www.myCNI.com.my www.OOBEY.com
- 28. Top 11 Wonderful Free Software I use to increase my productivity and do cool stuff Spybot – Search and Destroy Lavasoft Ad-ware Flashget Save2PC Windows Movie Maker AoA Audio Extractor PixResizer Slideshare PDF995 Google Calendar Sync Google Desktop Search www.myCNI.com.my www.OOBEY.com
- 29. 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
- 30. Personally speaking… Allocate extra time for all task planning (this includes traveling) Judge and manage personalities Control phone calls (call out, return call out) In phone calls (or face-to-face) – serious first, social second Learn to say ‘No’ Planned Annual Leave Wednesday leave www.myCNI.com.my www.OOBEY.com
- 31. Personally speaking… Plan for 5.30pm exit Fat = 50% (money) + 100% (time) Stand while on the phone Emails: Do not “cc” when you want something done Emails: Specify the “Name” of the person you want to do something if in a group email Emails: Anything more than 1 page should be an attachment Emails: Better email “Subject” headers www.myCNI.com.my www.OOBEY.com
- 32. Summary… Only three things really matter in Time Management: Prioritize To-do List Maximize www.myCNI.com.my www.OOBEY.com
- 33. Decide to decide www.myCNI.com.my www.OOBEY.com
- 34. Decide to decide Decide on your Life priorities. Remember who you are really working for. Go home. www.myCNI.com.my www.OOBEY.com
- 35. Who are you really working for?
- 36. 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”
- 37. 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
- 38. Final Reminder… Time Management = Sacrifice www.myCNI.com.my www.OOBEY.com
- 39. Endnote Is it worth it? www.myCNI.com.my www.OOBEY.com
- 40. Thank You. soft copy of slides: www.totallyunrelatedrandomanddebatable.blogspot.com
Editor's Notes
- #2: Start with: my new wonderful life vs the old me