Five principles for staying organized and managing time

FIVE PRINCIPLES FOR STAYING ORGANIZED AND MANAGING

YOUR TIME

ME.INTJ MBTI Personality

Aquarius

Idea Generator/Team Inspirer

Positive ChangeAgent

ME.INTJ MBTI Personality

Aquarius

Idea Generator/Team Inspirer

Positive ChangeAgent

Former Master Procrastinator which is why started researching tools and techniques to get better

1. HAVE A SYSTEM

2. ALIGN & PRIORITIZE

3. KNOW YOUR

DISTRACTIONS

4. CONTROL YOUR

ENERGY

5. KEEP MANAGER &

TEAM INFORMED

1. HAVE A SYSTEM

Time Management Systems

Getting things Done (GTD)

• One Inbox• 43 Folders• Quick Decision

Making• Project = More

than 2 minutes

Check out 43folders.com

What GTD looks like

“Stuff” goes in one inbox

What GTD looks like

“Stuff” goes in

one inbox

IS IT ACTIONABLE?

YES or NO

What GTD looks likeIS IT ACTIONABLE?

YES or NO

CAN I DO IT IN 2 MINUTES?

WHAT IS THE NEXT ACTION?

YES

DO IT

NOPLAN IN

CALENDAR OR TASK LIST

What GTD looks likeIS IT ACTIONABLE?

YES or NOTRASH

OR FILE FOLDER

FRANKLIN COVEY SYSTEM

Franklin Covey System

Prioritize Tasks Appointments Take Notes

POMODORO TECHNIQUE

Pomodoro Technique

Materials Required-Task Inventory List

-To-do list-Pencil/Pen

-Timer

focused Timeno interruption

one task at a time

take a REAL break

longer break every 4 Pomodoros

Pomodoro worksheets

1. INVENTORY LIST

2.PRIORITIZE ON TO DO LIST

3.Set timer

http://e.ggtimer.com/pomodoro and GO

REMEMBER

MS OUTLOOK CAN HELP YOU

Reflection

In your notebook, write one technique that you want to try next week.

2. ALIGN AND PRIORITIZE

What criteria do we use to allocate our time?

How do we decide what our priorities are?

Move big rock first

URGENT VS IMPORTANT

URGENT VS IMPORTANT

1

URGENT VS IMPORTANT

1 23 4

URGENT VS IMPORTANT

1 23 4

HOW DO YOU KNOW IF SOMETHING IS IMPORTANT?

HOW DO YOU KNOW IF SOMETHING IS IMPORTANT?

• WHAT WILL HAPPEN IF I DON’T FINISH?

• DOES IT MATCH MY PERFORMANCE GOALS?

AND SOMETHING I ALSO STRUGGLE WITH.

1. HAVE A SYSTEM

2. ALIGN & PRIORITIZE

3. KNOW YOUR

DISTRACTIONS

4. CONTROL YOUR

ENERGY

5. KEEP MANAGER &

TEAM INFORMED

3. KNOW YOUR DISTRACTIONS

Exercise

Each person write one “time wasters” that YOU do. Take a picture of the list and send to me on wechat

BE AWARE

Coffee breaksBathroomLong LunchTaobao.comWechatWeibo….and more

4. CONTROL YOUR ENERGY

QUICK FACTS

70%ARE DISENGAGEDORACTIVELY DISENGAGED

59%

69%

WAKE UP FEELING TIRED

HAVE TROUBLE FOCUSING

HIGH LEVEL – NEGATIVE ENERGY-IMPATIENT-IRRATABLEFRUSTRATED-DEFENSIVEFEARFUL

LOW LEVEL – NEGATIVE ENERGY- 累死了-FEEL EMPTY-DEPRESSED-SAD

LOW LEVEL – POSITIVE ENERGY- 轻松- RELIEVED- PEACEFUL

HIGH LEVEL – POSITIVE ENERGY- CALM- CONFIDENT- CHALLENGED- ENGAGED

Think

Which zone are you in right now?

Think

What time of day are you usually in Performance zone?

5. Keep Manager Informed

5. Keep Manager Informed

Have a regular check-in

Prepare your updates B4 you get there

Speak early if you have competing priorities

1. HAVE A SYSTEM

2. ALIGN & PRIORITIZE

3. KNOW YOUR

DISTRACTIONS

4. CONTROL YOUR

ENERGY

5. KEEP MANAGER &

TEAM INFORMED

1. HAVE A SYSTEM

2. ALIGN & PRIORITIZE

3. KNOW YOUR

DISTRACTIONS

4. CONTROL YOUR

ENERGY

5. KEEP MANAGER &

TEAM INFORMED

?

Thanks

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