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fantasticate

Posted: Mar 10, 2012



Obviously, the aim for time management is to work more effectively and efficiently. E-mails are one of the most

convenient and inexpensive ways for communications in nowadays. However, most have the experience that there

is so much time has to be spent on e-mails. Here are some tips to help you reduce time wasted on e-mails.


1. Turn off prompting tone of e-mails receiving

It can prevent you from the unsuspecting disturbing of the e-mail receiving prompting tone when you concentrate your

mind on work.


2. Reduce the frequency for e-mails checking

Usually, I check my e-mails on fixed time, that is , 9 am and 2pm. I will not turn to other tasks until I take care well all

the new received e-mails then although the frequency for e-mails checking is reduced. This is the application of batch

processing.


3. Be sure your e-mails is clear enough to express what you want to say

It can prevent you from receiving another e-mail with inquiring if the receiver cannot understand the meaning you'd like to

express in your previous e-mail. It is useful to separate a very long e-mails to several parts with one key point in each

that can help the reader fell easy to know what you want to express. I also will look through my written e-mail to see

if there is something I didn't express clearly or something need to be added before sending it out. This is helpful to

reduce the unnecessary time wasted on communication.


4. Do not open forwarder e-mails

Some of my friends will forwarder lots of e-mails, such as interesting articles or information for investment, to me. You

can set such kind of e-mails to junk or remove them to to read list that can be read when you are free. It is not good to

keep such e-mails in inbox.


5. Choose a e-mail servicer with good spam filter

It is useful to choose a e-mail servicer with good spam filter. The spam filter of gmail I am using is not bad.


6. Set your own contacts for e-mails sending

You can send kinds of e-mails to groups of receivers by using your contacts. It is helpful to save time.


7. Try to keep the inbox empty if it is possible

I will try to keep my inbox empty that I will not have the confusion that which e-mails have been taken care or not when

I go to the inbox. I will move these e-mails that I cannot take care instantly to to do list and those need to be read

to to read. Then you will find there are only new receiving e-mails when you open the inbox that much time for

checking can be saved.


It is a good choice for communication via e-mails, but we also need to reduce the unnecessary time wasted on them to

work more effectively and efficiently.

(This is extracted from "TABB" http://www.tabb.ca/blogs.php)
fantasticate

Posted: Feb 14, 2012



On time management, once a friend of mine told me that he always felt that he has done nothing although three or four hours were past when he was surfing on the internet. So he wonders that on what has he spent his time? Do you also have such trouble? I also was troubled by this before, but I overcame it by using time log that the time I have spent is recorded each fifteen minutes. Here is the process of how do I write my time log. There are four steps as followings:

1. A Countdown Timer for Fifteen Minutes Countdown

I often work via the computer and I choose the application software of countdown timer that will send the prompt tone when time is up. Then I will recall what have I done during this period of time and record it to the table I will mention below.

2. A Table with Time Listed for Recording

I will write what I have done in such fifteen to a table with time listed. This can be recorded on a kind of notebook that the table is set with each hours of a day listed and it is also available for some applications on the computer.

3. Time Recording

Now I can get down to recording what I have done during each fifteen minutes. Below is an example of mine:

09:00-09:15 email writing

09:15-10:00 proposal writing

10:00-10:15 breaks

10:15-10:30 customer contacting

This time log can contribute a lot to concentration of what one is doing, through the using of which one can pull himself back to what he is doing if his mind is wandering.

4. Do Remember to List the Time for Rest

I will also remind myself for rest with other ways. I will drink water, do exercises or go to washing room during this time. We shall remember that a good rest is good for a good work.

Time recording is part of effective and efficient time management. To have a good time management, we also need to record the time we have spent to know how did we spend our time and then we can work more effectively and efficiently.

(This is extracted from "TABB" http://www.tabb.ca/blogs.php)
fantasticate

Posted: Jan 31, 2012



Posted by Salgud:
@fantasticate

Having used, consulted on and taught Project Scheduling and M$ Project for many years, I'm very familiar with CPM. As to applying it to daily tasks, it would be a nightmare for me. It takes a lot of effort to create and maintain a proper (keyword) CPM schedule, and most of it's benefits in an individual's daily schedule can be gleaned just by common sense.

But the time and energy it would take to plan each day in that kind of detail, durations and dependencies and all, certainly wouldn't pay off in my job, or in any job I've ever had. One of the basic guidelines of using CPM correctly is that the task durations should be no smaller than a half day, and no larger than 10 days (I won't bore you with the reasoning behind this here). And each of those tasks can usually be broken down into a task list such as we might keep in TD. At that level, dependencies are hard to determine, and durations are so short they are easily and all to frequently changed by daily circumstances like the usual office interruptions we all suffer with.

So for me at least, applying CPM in my daily routine would be an exercise in frustration. I would only apply it on projects of 30 tasks or more, and involving more than one resource. That's where the real value of CPM comes in to play, managing and properly distributing multiple resources across multiple tasks to get the work done in the shortest time. Trying to manage that on a daily basis for just one resource, myself, would just make me crazier than I already am! Kind of like using an atomic bomb to remove a tree stump. YMMV.


Hi Salgud,

I agree with you that the creation of a proper CPM schedule for a big project is not easy.However, it seems that the application of it in daily lifeis not so complex, as it is said in this article. For example, one can use as little time as he can to make a dinner ready if each small tasks of this cooking can be arranged well. This is also the application of CPM.
fantasticate

Posted: Jan 19, 2012



Posted by Salgud:
Posted by haritosn:
Hey All,

Another great book is Steven Covey's "First Things First". For those that haven't read this book, it takes your traditional way of doing things such as making a list, prioritising and doing, to a whole new level. Its a practical book,that teaches you to plan your tasks around the things that are important in your life("big rocks"), and to learn how to empower other people to help you accomplish those tasks. For me this book and his "Seven Habits of Highly Effective People" which is also a must read, changed my life. I now spend more time planning ahead which gives me more time to spend with the people that are important in my life.

Cheers
NH


I've read both of those, and found them very helpful. If anyone ever gets a chance to hear Covey speak, jump on it. He is an incredibly dynamic speaker and can motivate granite rocks!


Hi All,

Steven Covey's "First Things First" is quite a great book. I'v just read a brief article about time management called"A Good Method for Time Management--CRITICAL PATH METHOD" that is interesting and worth reading. http://www.tabb.ca/blogitem_26.php