Effective scheduling, not getting overwhelmed PV236 – TIME MANAGEMENT & EFFECTIVENESS JOSEF SPURNÝ Why do we get overwhelmed…? Obsah obrázku text, vektorová grafika Popis byl vytvořen automaticky Why do we get overwhelmed…? § Procrastination § Poor planning à Feeling of “lack of control” § “Wrong” time management §Using TM techniques to fill-in all available time with work AND/OR Forgetting about leisure activities § Being high performer, but losing “the big picture” §Do I really need to do these tasks to achieve what I aspire for? §“Anti-Time Management” by Richie Norton Why is it better to make plans? § Better control § Think about your hardiness level § More efficient prioritization § Saving time § Avoiding “constant firefighting” § Lower risk of making mistakes § Less anxiety & procrastination More complex project need more time planning Golden rules of planning § Plan with deadlines § Record things down in writing § Know your strengths & weaknesses § Merge similar activities into blocks § Plan only for 60 % of time, the rest goes for §Time buffer §Unexpected tasks §Time eaters/disturbances/etc. Pickle Jar Theory Rocks – most important task(s) of the day – place them into jar first Pebbles – everyday agenda, non-critical tasks – second Sand – communication overhead, procrastination, unplanned disruptions “Plan only for 60 % of time” Inspiration from Project Management § Plan consecutive tasks to save time § § § § § § Think about activities that can happen simultaneously A B B A Inspiration from Project Management – Diploma Thesis Preparation § Work Breakdown Structure §Introduction 2D §Theory 14D §Conceptual Framework 5D §Description of existing approaches 5D §Review of most used tools 3D §Choosing best tool 1D §Case study 28D §Company overview 3D §Organizational structure 1D §Processes mapping 14D §… … …but beware of Parkinson Law “Work expands so as to fill the time available for its completion” § Deadline cutting §Set personal deadlines earlier (e.g., 33 % sooner) and use extra time meaningfully § Limit “overhead activities” § Max 20 minutes a day to reply to emails Eat a frog! “If it's your job to eat a frog, it's best to do it first thing in the morning. And If it's your job to eat two frogs, it's best to eat the biggest one first.” Does this work for you? Pomodoro Technique 1.Choose one and only one task to be done (e.g., eat a frog) 2.Set-up productive environment 1.Prevent disruptions 2.Prepare all resources 3.Have a notepad ready to write-down any non-related ideas 3.Start a Pomodoro §Set a timer to 25 minutes, then focus on the task until timer expires. After it does, have a 5-minute break §Session lengths can differ - 25/5 or 50/10 … find out what works for you 4.Have a longer break (20-30 min) after 2 hours § What are your time eaters / distractors? Obsah obrázku text Popis byl vytvořen automaticky What are your time eaters / distractors? Fight your time eaters / distractors! 1.Identify yours 2. 2.Find a coping strategy how to deal with it Coping with external distractions DISTRACTION CAN IT BE PREVENTED? PREVENTIVE MEASURE Room-mates want to play PS5 Yes Plan game sessions FB Notifications Yes Disable notifications Boss wants you to do something Hardly “I’ll do it once I finish this task I’m working on right now, supreme leader” … Coping strategy for internal distractions Note: §You gotta know yourself §Things one do that are emerging suddenly or that are hard to rationally explain are caused by some emotion 1. 1.Introspect yourself what behavior/feelings distract you. 2.Is there a pattern? 3.Do you understand why do you behave/feel like this? 1.