TIME Management power point presentation, Slides of Management Theory

Download TIME Management power point presentation and more Slides Management Theory in PDF only on Docsity! 1 Time Management Randy Pausch Carnegie Mellon University http://www.randypausch.com 2 At this talk you will learn to: • Clarify your goals and achieve them • Handle people and projects that waste your time • Be involved in better delegation • Work more efficiently with your boss/advisor • Learn specific skills and tools to save you time • Overcome stress and procrastination = really important point 5 Outline • Why is Time Management Important? • Goals, Priorities, and Planning • TO DO Lists • Desks, paperwork, telephones • Scheduling Yourself • Delegation • Meetings • Technology • General Advice 6 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 7 Why Time Management is Important • “The Time Famine” • Bad time management = stress • This is life advice 10 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? 11 The 80/20 Rule • Critical few and the trivial many • Having the courage of your convictions • Good judgment comes from experience • Experiences comes from bad judgment 12 Inspiration “If you can dream it, you can do it” Walt Disney • Disneyland was built in 366 days, from ground-breaking to first day open to the public. 15 The four-quadrant TO DO List 1 2 3 4 Important Not Important Due Soon Not Due Soon DOGBERT'S LAW OF BUREAUCRATIC GRIDLOCK DID YOU GET THE BUREAUCRATIC GRIDLOCK INFORMATION I IS CAUSED BY PEOPLE WITH NEED FOR MY DIFFERENT PRIORITIES IMPORTANT WHO PRACTICE GOOD TIME PROJECT ? MANAGEMENT ) NO. IT'S NOT IN MY TOP THOUSAND PRIORITIES pat fe) ae Al] DID YOU BRING THE NO, BECAUSE INFORMATION I YOUR PROJECT REQUESTED FOR MY DOESN'T MATTER IMPORTANT PRODECT. 10: ME. THOSE TIME MANAGEMENT CLASSES SURE HAVE FREED UP OUR SCHEDULES i BUILD A BETTER LIFE BY STEALING OFFICE SUPPLIES Dogbert’s Big Book of Business 39 17 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 list 20 cl nl =le!x] Apps Options Buffers Tools Help (1 Barry Lhormer thank you -> skylights 4] (0 really account for my time: palm pilot program ll Jane Prey: Steve & Wanda 1 NSF EHR directorate c:\pausch\RESEARCH\FUNDING\NSF\ehr/announcement.txt jl SIGGRAPH paper on VR rig (need Dan & Asim packaging) 1 ¢:\pausch\RESEARCH\UntetherVR\OtherSystems.txt, especially Patti Denbrook at NRL 1 get funding (NSF and other) for Alice 1 look for a designer (cliff replacement) ; - Design masters ; - HCI Ph.D. - undergrad (1 update benficiaries on retirement plans 1 i2 2 2 2 2 i2 2 wide FOV NTSC HMD BYW: harden gloves/buttons, good screenshots in advance (press packet), camera rehearsal Book Cohon, Lanier, Sutherland, Brooks <who else> for next year's BVW Dan $. -> get out of teaching PUI in the future ETC LONG TERM: we need faculty doing *real research* Who are the 10 people to show the new Alice to? Jane Prey, Mark Stehlick, Jim Morris, Alan Kay follow up email with Jinny Meade of Intel for ETC funding hh order wedding pictures Get Larry Niven to come to campus Jai Will Jai's investments VR Build John Hench's Portal, All of Mary Poppins (penguins) ; stereo?; strob light transition; what can *only? we* now do in VR? turing test for video games: simple study hh put up door knocker hh thank you note to Jim Graham update my Wil (do a real one) write a paper w/Denny on all the ways we can quantify immersion Acm and ieee memberships so i can be a fellow down the road mary shaw Jai: appraise ring: thank you to Chad callsToAppraiseRingRickicki's boss caller ID that projects caller's face... Plumber; overall water pressure): Bob Buerkle of Standard Plumbing (412) -621-5579 we had Jeff Toluseak (sp?) 6 Petra Fallaux - Dan Boyarski recommends her film/scene/camera angle lecture ; Petronella E Fallaux : Miller 6d jallery : pfOw+@andrew.cmu.edu : x3877 6 caitlin intel fellowship 6 take a drawing class 6h constantini - send BVW videotape and thank you note bccn (1 Six-sided IOWA cave connection (Get an ETC student there for the summer) (7 single height PCMCIA card with hard drive I8 shooting rance on wav to airport 494-2803 L coo-2 XEmacs: todo.txt 65% (Text PenDel) ----  @ | Subject OA0K1 30K, A: ‘or Help, press Fi eee UAstart|/ OG * TSO SEe || xe. | we... | Gc...) Bc... |@c... WeGr S255) 9:58 am 25 26 Speaker phone: hands are free to do something else; stress reduction when I’m on hold. 27 Telephone • Keep calls short; stand during call • Start by announcing goals for the call • Don’t put your feet up • Have something in view that you’re waiting to get to next 30 31 32 35 36 37 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 a research dig 40 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 41 Gentle 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… 42 Everyone has Good and Bad Times • Find 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. 45 Time Journals • It’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 TIME LoG BUSINESS aCTIVU FUNCTION 9:30- 9:45 9:45-10:00 10:00-10:15 10:15-10:30 10:30-10:45 10:45-11:00 11:00-11:15 14:15-11:30 14:30-11:45 11:45-12:00 12:30-12:45_ 12:45- 1:00 7:00-1:15 TIME Loc BUSINESS FUNCTION a Lv 10:30 am 3:00 pm 3:30 pm 4:00 pm 4:30 pm 5:00 pm 5:30 pm 6:00 pm 6:30 pm 7:00 pm 7:30 pm 8:00 pm 8:30 pm 9:00 pm 9:30 pm 33-107 DH 2315 Course 15-211 18-200 18-240 33-107 80-210 Tuesday Wednesday Thursday Friday 33-107 33-107 DH 2315 DH 2315 i Ln EE Sete DH 2315 Soyo) 18-200 Sess 33-107 WeH 5403. Professor Course Name Blum, Goldstein Fundamental Structs of Computer Science | Hoburg Mathimatical Foundations of EE Thomas Fundamentals of Computer Engineering Meyer, Feenstra Physics for Engineering Students II Scheines Introduction to Logic 50 51 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 more efficiently? • What do I do that wastes others’ time? 52 Procrastination “Procrastination is the thief of time” Edward Young Night Thoughts, 1742 55 Comfort Zones • Identify why you aren’t enthusiastic • Fear of embarrassment • Fear of failure? • Get a spine! 56 Quit Making Excuses… 57 Delegation • No one is an island • You can accomplish a lot more with help • Most delegation in your life is from faculty to graduate student 60 Sociology • Beware upward delegation! • Reinforce behavior you want repeated • Ignorance is your friend – I do not know how to run the photocopier or the fax machine 61 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 for what by when? 62 Technology • “Computers are faster but they take longer” --Janitor, UCF • Secretaries are better than answering machines; where are the costs & benefits of a technology? (transcription) 65 Care and Feeding of Advisors • Get a day timer or PDA • Write things down • When’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 66 Care and Feeding of Advisors • They know more than you do • They care about you • They didn’t get where they are by their social skills -> take the initiative in talking with them! Life Advice 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. – It’s not a vacation if you’re reading email – Story of my honeymoon… 70 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 71 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 • Make 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?” 72 Time Management Randy Pausch Carnegie Mellon University http://www.randypausch.com 75 The Seven Habits From “The Seven Habits of Highly Effective People: Restoring the 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, 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. 4. 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. 76 The Seven Habits From “The Seven Habits of Highly Effective People: Restoring the 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 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 77 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. 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. 80 Tips for Working in Groups By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998 • Make 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 Hollywood • Let 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. 81 Tips for Working in Groups By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998 • 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, 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. 82 Tips for Working in Groups By Randy Pausch, for the Building Virtual Worlds course at Carnegie Mellon, Spring 1998 • Put 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.