1. Time Management BET 600 Phase I: Managing Yourself

2. Video Introduction BlackBerry and South Park (Ebinum) 5 min: Introduction with fun video clip: BlackBerry and South Park (Ebinum)

3. Agenda A Day In YOUR Life A Game Perception of Time Cultural Differences Gantt Chart Prioritization 4 Hour Work Week

4. A Day In YOUR Life

5. Why Manage Your Time? Helps reduce stress Promotes healthy mind and body Prepare Overall happiness Balanced lifestyle Sense of accomplishment Accomplish more

6. Lessons Learned from Tom Hunter Perspective Discipline Find your personal style Be Flexible at the right moment There are only 24 hours in a day

7. 30 min: flash card/ role playing activities (Kryst role playing cards)- TODO: create tasks that needs to be done in the scenario into powerpoint (Jaewoo)- scenario role playing: - obstacles, unexpected delays, manage expectations - simple powerpoint showing the techniques learned through the activities

8. Let’s Play A GAME!

9. Company Introduction Company Name: Star Trek Inc. Organization Product: New Robot Series with ArtificialIntelligence - “Transporter” VP 1 VP 2 Manager 1 Manager 3 Manager 2 Employee 1 Employee N

10. Company Introduction Business Status Some prototypes have already been available. Release of the product is drawing near. Key patents were granted yesterday. As a team need to launch “Transporter” next week. Today is Thursday, launch date is Friday, October 30th. 25 person operation, been working on prototype for 1 year now, have customers who have paid waiting for launch of product.

11. Company Introduction Main Tasks Develop and strengthen sales partners, channels and clients to buy & sell your product, “Transporter”. Plan marketing strategies including industry launch party and press release. Prior to the release, review main specs/features/designs while implementing final reliability tests of the product.

12. Events for the scenario

13. Random events for the scenario Scenarios patent failure and design/testing fail = Delay VP wants all features and done faster= manage expectations Feature E will add 100 hours but double sales – what do you do? = Manage No Procrastinate: how did you deal with the internal Conflict:Vp expected sales in 3 days, but manager failed to communicate, VP and ee in fight, they lost $1 million. Employee wants to quit, VP needs employee – stuck. ADD another feature set to it..

14. Lessons learned on game Managing Employees How to deal with delay How to deal with expectation How to deal with situation to say “NO” How to deal with procrastination Lesson learned on game - the management (Jaewoo) - Delay (ebinum) - expectation (alan) - NO (mohanad) - procrastination (vishue)

16. Ask for not answers but solutions or alternatives

17. Other tips

18. Focus on what you can contribute to

19. Empower duties and tasks to employees

20. Notify them of the due dateTry to incorporate employees’ time into your time frame to manage (Lead/Help/Check)

21. Managing People For an employee

23. Always be positive and proactive

24. Other tips

25. Let him know consequence when you overload

26. Let him know when you are reaching saturation point Try to be more flexible in managing your time since a portion of your time belongs to boss.

27. Why is Interruption a big impediment of Time Management? Reduces productivity Loss of thoughts Loss of valuable time

28. Methods to avoid Interruptions Do not Disturb sign Stand when interrupted Screen calls and visitors Agree on a quiet time Knowing what is important and what are not Saying “NO” is the biggest tool to avoid time wasting interruptions

29. Scheduling Time for Interruption Powerful tool in Time Management Two components of scheduling Time for interruption Scheduled interruptions vary from person to person.

30. Say NO So what happened? How did you say NO ? There is three ways to say NO: Just say, I’m sorry. say, “Let me think about it and get back to you.” it’s fine to say, “I can’t do this, but I can…”

31. Manage Expectation

32. Combating procrastination Everyone procrastinates, but it becomes a problem when it is frequent & habitual. How to identify a procrastinator? Starts work just hours before the deadline Actively looks for distractions. Eg. email Lies to themselves. Eg. “I work under pressure” Feelings of guilt, insomnia etc. Drinks more alcohol than others

33. Tips to combat procrastination Set realistic goals Divide and conquer Five minute plan Visualize success Reward yourself Know yourself

34. Is there a cure? Procrastinators are made not born Authoritarian parenting can be a cause Old habits die hard, expect slow recovery and setbacks Try different methods at different times. Cognitive Behavioral therapy for those who need help

36. Give yourself more time

38. Gantt Chart A Gantt chart is a type of bar chart that illustrates a project schedule. Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Some Gantt charts also show relationships between activities, and can be used to show current schedule status.

39. Gantt Chart

40. http://www.youtube.com/watch?v=CW_wGSFavTc

41. Prioritization “90% of ‘urgent’ issues can actually wait.” – Tom Hunter, Partner, Gowlings

42. Times They are a Changin’ Trends since 1990s: The Internet explosion ‘Right-sizing’ and flattening Mobile offices Their negative effects: Information overload Asked to do more with less Blurring of home and work lives

43. The Prioritization Problem The Myth: We need to “make time” The Truth: We cannot; we have all the time there is1 86,400 seconds per day each2 Use according to our priorities Never enough time to do it all Remember the trends How to ensure important things get done?

44. Solutions - Past, Present, & Future

46. Appear effective in short run, but burn out

48. Have to make time

50. Not goal-achieving

52. Avoid at all costs!

53. E.g. Water cooler gossipNo Yes No Urgent?

54. Exercise: Categorizing Activities In which quadrant would you place each of the following activities? You get a flat tire driving to a meeting Last-minute lunch with a banker re: funding An amusing You Tube video from a co-worker Determining how you will host a BET 600 workshop A flood in your R&D lab A co-worker needs to vent about their ex Significant other wants to watch TV with you

55. Exercise: Categorizing Activities Yes Quadrant 1: Important and Urgent Quadrant 2: Important, but Not Urgent 7. Significant Other 6. Co-Worker Venting Important? Quadrant 3: Not Important, but Urgent Quadrant 4: Not Important and Not Urgent No Yes No Urgent? 2. Lunch with Banker 4. Workshop Planning 5. Flood in Lab 1. Flat Tire 3. You Tube Video

56. Steps to Better Use Your Time Categorize all activities on the matrix Eliminate Quadrant 4 activities Minimize time spent in Quadrant 3 Increase time spent in Quadrant 2 Previous step should automatically reduce time spent in Quadrant 1, and stress

57. How Do I Find More Time for Q2? There’s actually a 13th month each year2 You just can’t see it on a calendar Look for it on a calculator: Start each work day one hour earlier! 5 hours/week * 50 weeks = 250 extra hours 250 extra hours / 8 hours/day = 31 extra days Use this extra hour each day for planning (Q2) and other important priorities

58. How Do I Know What’s Important?3 Morbid way: Imagine you’re attending your funeral How would a family member, friend, professional colleague, and community member pay you tribute? How do you want to be remembered? These are the things that are important to you! Cheerful way: Create a personal mission statement about: What you want to be What you want to achieve

59. Presenting the 4 Hour Workweek http://www.youtube.com/watch?v=68wIehAABPgRecommendations from Tim Ferris:http://www.rescuetime.com/http://www.asksunday.com/?gclid=CIr04rWw0Z0CFQYMDQodk0LBrg

61. The Timothy Ferriss 'not-to-do' list 1. Do not answer calls from unrecognized phone numbers To do so would just results in unwanted interruption. Let it go to voicemail instead. 2. Do not email first thing in the morning or last thing at night. The former scrambles your priorities and plans for the day; the latter gives you insomnia. 3. Do not agree to meetings or calls with no clear agenda or end time. 4. Do not let people ramble Forget "How's it going?" when someone calls. Stick with "I'm in the middle of getting something done, but what's going on?"

62. The Timothy Ferriss 'not-to-do' list 5. Do not check email constantly — check at set times only. Focus on the execution of your top to-do's, instead of responding to others' manufactured emergencies. 6. Do not bother fixing small things. Define one single, most-important task for each day. Often, it's just a matter of letting little bad things happen (return a phone call late, pay a small late fee, lose an unreasonable customer). 7. Take at least one day a week off of your digital leash. Turn it off or leave it at home. So what if you return a phone call an hour later or the next morning? 8. Do not expect work to fill a void. Work is not all of life. Force yourself to work within tight hours. Focus, get the critical few priorities done, and get out.

63. Questions?