Transcripts
1. Introduction: You ever found yourself
halfway through your workday? And you say to yourself, Have I achieved anything today? I mean, have I done anything important
with my time today? This is a common thought
or common problem because we are not always
smart about managing our time. This issue is so important
since time may very well be our most precious asset we have in our life
and in our career. Every minute that passes by is a minute you
can't get back. And to be honest, we
waste so much time in our daily life in
varieties of ways. Sometimes we focus on the wrong work or the right
work at the wrong time. Or maybe we put
too much time into personal issues or socializing. The point here I'm
trying to make is we struggle with
this so much that an entire industry
has grown up around us to help us use our
time more efficiently. Every year, individual teams and organizations spends
millions trying to improve their time
management skills. And there's got to be
better way than this. Hi, Hi Manten Pate, a time management
speaker, and coach. Let's think about what
it mean for you to get clarity in this middle of chaos
that you are in your day. It's all about getting
more focus and being more intentional about
how you approach the day. In fact, I did like to start our course by suggesting
a very simple approach or a very simple technique
that I have shared with other profession that just
might transfer your day. The result is less time wasted. More of the right work
completed at the right time and a positive feeling that you have managed
your time correctly. This course is from everyone
who want to increase their time management efficiency and maximize their productivity. Whether you are a student or a nine to five job person
or even a business owner. This course is applicable to
everyone because in life, we have time, and everyone is facing problem around
time management system. All right, I will see
you in the first lesson.
2. Mastering the 80/20 Rule: Prioritize for Peak Productivity: The time management
system I have created is very simple
and straightforward. The first step is to
understand the 80 20 rule. The idea is that all work
is not created equally. Something just simply
matter more than others. Look at every task,
every person, or every project, and ask
yourself these two questions. First, is this bit of a work, something that is so vital, that is of a strategic importance
to you or to your team. That means when you
complicate this work, you are making real progress
and moving forward. This is what I call good stuffs and deserves your attention. Let's call it 20%. The second question
will go like this. Is this just a
work I have to do? I'm not saying the work is
unimportant or unvital to all. I'm suggesting that it might be relatively
less important, and if so, you can't over invest your limited
time completing it. Let's call this 80%. Think about your actual work. It is pretty easy to spot
all of the 80% work. That's more like more
mundane or simple jobs, especially work that
you repeatedly do, and it shouldn't be occupying more time than
absolutely needed. This might be
filling out report, compiling a spreadsheet or some other straightforward task. You also have to think
about the people at work. Your interaction
affects your mood, and then it affects
your productivity. If you're really honest, you can likely think
of some conversation, you're enjoying too much, and others det well, and is very positive
or productive. Those negative or non
productive are part of 80%. The truth is we spend often too much time on issues
of lesser importance. The rule of thumb for
each and every task and relation is to ask yourself whether you are
looking at something in 20% pile or the 80% pile. If you do not think
about this regularly, you are likely to
misallocate your time. Let me give you a great
overview or a great guidance. Never invest more than half of your time on things in 80% pile. Try this, for example,
for like one week. Make a few notes about
exactly how you're spending your time
at work by ho. And at the end of the week, do a tally and see how often you're spending
time on the 80% pile. The result might
just surprise you. So that's simple. When you look at your work,
be intentional. Ask yourself, is
this 20% or 80% c? That way, you stay
clear about what really matters so that
you can get more than
3. Finding Your Einstein Window: You know, a lot of
understanding time management is about knowing what
to work on and when. Let's think about timing
issue for a moment. The right time to work on
your most important issues is a period of the day known
as the Einstein window. There's a time every
day when you are in your mental peak where
work feels almost fun. Problems are more
like fun puzzles, and you get things
done in a right order. It's great feeling of being
capable and productive. This peak typically lasts two to 4 hours and it happens at different
times for everyone. Let's say for me, it's early in the morning. That's when my brain functions
at the highest level. So spend a few time and identify when that
window happens for you. Once you know your tin window happens, learn to protect that. Let's start by
occasionally saying no, so that you don't
allow interruption to your work by anyone at any time. That does happen often. You are working on
something important and a colleague or your boss
walks in and asks for help. You say sure and the
interruption begins. If the issue is not really
important, politely say no, and tell them you will
follow up soon so that you can complete the important
task in front of you. Another idea or
solution that works is getting away from your
normal office space. It's kind of funny because offices seems oddly designed
to maximize disruption. What we need is focus. But because we do value
collaboration and creativity, offices are often too noisy, making it hard for
people to focus. If you work in a cube, occasionally get up, walk away, and find an office that
nos currently fill or maybe a conferce room on the other side of the building
that no one is using. Close the door, sit down and enjoy the silence
as you get to work. You can also go a step further. Let's say, think about all of the things that
we struck you at work. I want you to try and
make sure that they don't restrict you as
often as they can. Let's start with your phone. It's making too much noise. The e mail, text, call, notifications, and so on. If you want to maximize your cognitive capacity
during your Einstein window, you've got to take
little chance of time where you allow yourself
to turn off the phone. I promise the world won't end. Write for 13 minutes
or even a hour, and see how well you will focus. Peak mental functionality is highly valuable asset in
highly distracted world. If you know when your mind peaks and you remember to protect
that window of stan, there's no telling how
much you can accomplish. Time management is
life management.
4. Communicating Boundaries for Time Efficiency: When someone sees you at
work, what do they think? I mean, do they think that
you are always available that it is okay to walk over to you and interrupt
what you are doing? I don't know the answer
of that question. Though I do know that you
should be thinking about it. Let's go a step further. It's time for you
to get starting proactive about
broadcasting your ability? If you don't, people
will tend to assume that it is okay to walk over
to you and interrupt you. I'm not suggesting Heidi, constantly saying no
to your collages, or finding another way
to be unavailable. You can believe in
a positive culture and great professional
relationship, but still try to manage how
often you are interrupted. So let's think how
we can do that or how we can send right
signal to our colleagues. I will share one
interesting example that we use in our office. We use color cards to express
our level of availability. First, we agree on
what the color means. Typically, it is red,
yellow, and green. Red means you are
super bizzy and only to be interrupted for
something very important. Yellow means caution. I'm pretty dizzy and
don't wish to socialize, but feel free to interrupt
me if you have to. And green indicates that
you are in the good place, getting a lot done, facing
no last minute deadlines, and it is okay to interrupt
you and attach that card in front of your cube or cubicle so that everyone
knows your APT. Yeah, it is true
that people have to use this type of
system with integrity. You can't simply put a
red card all the time. But system like this, while
imperfect, really do help. Of course, you can also take advantage of technology
by blocking out some needed time on the shared calendar so that other people
knows your status, your availability, or maybe you can send some message
into your group, for example, e mail, slack, or whatever
communication channel your team typically use. Finally, don't forget the old fashioned way
to handle this task. Just stop by in the office
and tell a person or two that you are available for this specific
period of time. Remember, it's your time. So B by spending every
minute of your day, and by following some of
the previous techniques, we can help others
appreciate this fact. Whether you use colored cards, digital messages, or
a kick conversation, let others know your
situation so you can control the amount of
interruption you experience.
5. Strategic Workload Management: We all know that not all
work is of equal importance. We also know that we have
only so many hours in a day. Sometimes, it's
useful to think more strategically about how we manage our work
and our workload. I want to focus on
the part on your day you spend doing the work
that you just have to do. It's important, and that's
why you are being paid for, but it's more on the boring
or on the Monday side. It's not that kind of
a compelling work. That is important for a success. It's just work you have to do. Okay, for this type of work, I want you to think
about the possibility of automating, outsourcing,
or delegating. Let's start with automating. There are so many
opportunities with the help of technology that
we can automate our work. For example, writing
reports can be automated by using AI tools
such as Cha GPT and Cloud. Spreadsheet can
use some AA tools to automate calculation, as well as meeting
can be scheduled electronically or in online
meeting instead of manually. Or maybe we can use digital
contracts instead of papers. Given your specific
type of work, look for ways to save your
time through automating. Next step is outsourcing. You have likely heard of
system to describe when a firm chooses not to do
something deed like marketing. Sales or logistics, they
choose instead to focus on their core competencies by allowing outside experts
to help with that work. Well, the same very idea can apply to an individual
professional like you. You can find someone
internal or external to your organization who is well suited to do some
portion of what you do. Consider the common
presentation with slides produced
within Microsoft PPT. Creating slides is not that
highly complex process, but it can take up
a good bit of time. Instead of making
slides the whole day, consider just finishing your one or two page
outline in Microsoft Word, something that you
can do very quickly. Then hand off that dedicated
expert in Microsoft PPT, and they will create
the first track of your slides while you stay
focus on more important task. If you think creatively
about your work, you are likely to find
more opportunities like this to outsource. For instance, let me give you an example on how I
outsource my work. As you know, in course creation, we have to do video editing. Well, obviously, I know
how to edit my videos, but it will take days or even months or even
weeks to edit my videos. That's why I outsource my video editing process to
an video editing expert, and they will handle all of
my video editing process. While I'm focusing on more important tasks which
is shooting the film, creating the content,
and et cetera. I hope you got my point. Finally, consider delegation. Even if some beat of e work
is not developmental for you, it could represent a development opportunity for someone else. You don't want to delegate
busy work or grunt work. So be thoughtful about that. If you have a good
task at your hand, look for the appropriate
person to whom you want to delegate and then engage
in a conversation. It can save you some time, as well as help them
build a new scale. Since time is always limited, you have to be pretty choicy
on how to use your time. Give yourself a
little extra room to your work by finding
opportunities to automate, outsource or even delegate. That way, you will stay focused
on what matters the most. Al way, I will see
you in the next one.
6. Classic Time Management Tips: Good news because time
management is so important. We have developed so many
practices to consider. Let me share you some of my
favorite and best practices. First, consider arriving
early to the work. There's just something
magical about the quietness you experience at work
before most people arrives. It's so peaceful and allows
you to be extra productive. Try it one day per week
and see what happens. Next, definitely do a time audit once or twice every month. Make a few notes every day for at least two weeks hour by hour. For better or for worse, you will get a good idea
on how you're using your time wasting your time and when you are
most productive. Another great tape is beginning your day
with a day planner. Paper or digital
does not matter. Before you jump into your work, reference the planner
so that you remember your appointments and make
adjustment, then get to work. A little planning like that
can keep you on track. Next, think about occasionally working at home or
working remotely. You can make that happen, you can make it once a week
or few times per month. It allows a change of pace and opportunity to feel separated
from all of the noise, distraction, and
interruptions at off. If you have the ability, grab your laptop
and give it a try. Here's a tip to use when you are really
stuck on that problem. To the extent possible, don't waste much time
spinning your wheel. Let go and switch task. When you finally let go of
that feeling of being stuck, you actually increase
the likelihood ness of making progress
when you switch back. Another idea involves delaying something until you
finish your desire call. For example, you might
just say to yourself, I will not have my lunch
until I finish this report. That little bit of
extra motivation can sometimes work positively. Okay, here's a classic one. Remember to take breaks, keep them short and
simple, but use them. Get up and step away
from your workspace. You might go to outside or
maybe just go to break room. It turns out that when you disconnect and use this
break effectively, you are actually more
productive at work. Another great tactic is to
use time limit for your task. You can look at
your work, estimate how much time it should take, add some few minutes to it, and then write it down
and make it visible. Little contracts
with yourself like that often produce
extra focus you need. Finally, no multitasking. Sometimes you think
that you will get more than if you do three to
four things at once. Well, not really. When you divide your focus, you work slower per task. You tend to make more errors, and you are less creative. So when possible,
one task at a time. Okay, that's a lot of ideas. All of them might not
just work for you. But if you do, well, that's the time being saved, and that time can be used with your friends
and your families.
7. Class Project: It's time to put a
plan into action that will help you to manage
your time more effectively. We have covered many ideas, but sometimes it is
best to start small. This lecture is kind of a
homework or project lecture. So starting next week, I want you to do
these three things. First, identify the top one
or two most important task you have to complete
in the next few weeks. C hoose what day of your time that you will work on this task. Think about your einstein window and put them on your calendar. Next, identify one behavior. You know you waste time and commit to stopping
that behavior. It can be long lunches, tumor socializing
or online shopping. Well, who knows? Be honest and choose not to be involved with that behavior over
the next weeks. Finally, think back
throughout the tips that we have covered and choose one
tip that you will adopt. This could be time
limit to your task, arriving early or maybe
outsourcing. It's up to you. But just try one. Okay,
over the next week, when you diligently do just
this small number of things, you will build a new routine. You're comfortably adapted
to your new routine, come back here and choose another tip or two,
and then try it. Let by ettle, you're making
some time for yourself. That means you are getting
more productive and making more progress to
your career and your life.
8. You Made It! Closing Moment: Amazing guys. You made
this far to this course. And first of all, I want
to congratulate you on completing this entire
course of time management. Obviously, I will not
waste your time anymore, but feel free to check out my other courses on time
management and other niche. And feel free to ask me
any question if you have, and don't forget to give me your feedback by writing
review to this course. Again, thank you so much
from watching this course. Inks really exciting
to be with you. A light, I will see you in
another course. Bye bye.
Manthan Patel, AI Instructor
