Time Management?

time management + task management = doing the right things at the right time.

time management = overhead A, which needs to save >A

this isn’t a “learn how to fish” presentation. it’s force feeding the fish

into your mouth.

● ABW: always be working ● letting other people control your work queue● multiple task lists● noise, think-time overhead when you have time● overemphasizing impact of external events

your enemies

stages of time management maturity

● stage 1: clear your mind● stage 2: plan your day● stage 3: control time killers● stage 4: automate and delegate● stage 5: taking a long term view

stage 1: clear your mind

● single task list● fully comprehensive● ruthless prioritization● filter out what you can’t do right now● explicit “will not do” list

stage 2: plan your day & week

there are only 3 priorities: “gotta get done today”, “gotta get done this week” and the rest

the role of the to-do list: your anchor to safety“will do” contractsprioritizing delegation & external commitmentsgenetics

stage 3: control time killers

● email —> tasks● communication “contracts”● meta-entrepreneurship & meta-work● impact-driven behavior

stage 4: automate and delegate

● transparency → efficiency. communication & tasks● key question is “what” to automate● automation requires detailing the process● find the time hogs (bang for buck), automate, automate,

automate● delegation == automation. sending a task to someone

better than you (time, money, quality) in doing it● key challenge for delegation is trust in delivery & quality

● don’t lose sight of the bigger picture: responsibilities and goals● always be optimizing

stage 5: taking a long term view

productivity as product● what are the KPIs you are trying to maximize?● different times require different KPIs● using growth techniques● observation: there is “tech debt” for productivity as well

Down to earth

tasks

● a task is a single physical unit of work● It should be listed in a single task list● everything must be on it. yes, personal & professional too.● priorities? useless. today, this week, rest. stack rank within category.● due dates are only for due dates● task assigning: social norms. queues and ownerships are better than direct

assignment. transparent.● honor contracts and contracts will be honored.● more than one channel (email, slack) or list (salesforce, trello, asana,

whatever)? sync with zapier.

email → task workflow

email is the worst form of a task list. requires re-thinking, re-figuring out, re-prioritizing. it’s shit. funnel:

● is this in the “not going to do” list? should this be done at all?● under 2 minutes? do immediately —> can derive email reading time. email-

zero is achievable!● write the task in the next physical action required title, with self contained

description, even if for you.● can be delegated? “waiting on” with due date.● can’t be done yet? “tickler” with due date.● tag tasks: time requirements, context when it can be done● archive. do not read an email twice.

automation

what to automate? decision fatigue and the 7 slotsbase automation building block: step-by-step processinstantiate, log task durations --> what to automate.

toolssmall coding job? codersclanphysical? fiverr & taskrabbitresearch? askwonder.commany small human tasks? crunchable.io

What should we automate?

meetings

no agenda & goals? don’t agree for a meeting● finish the meeting by reviewing the goalsno summary? don’t agree to future meetingstry out: worklife.comtoo much external scheduling? scheduleonce.com recurring meetings are a bad thingmeeting duration & social normsmakers vs. managers schedule. best as a company policy.

email / communications

● a good email is a unsent one. each should be the last. ● low context is your friend, wait time is the devil. ● slack? notifications and casual conversations are bad● more than 3 back-and-forth? walk to, or call● no “honorary cc”, bcc are evil: trust is important

email tips & tricks

● turn off notifications for non-priority emails. YES. ● “priority inbox” isn’t intelligent, but you are!● filter: mark important convos you started/replied● too many emails? try out sanebox.com

● limit email reading to 3-4 low energy times a day ● how? publish times & urgent communications channels

goals & responsibilities:

intentionally lightweight in this presentation

● the notion of “someday”● what do you own?● quarterly matrix

Habits

WeeklyBeginning of week

● start afresh: remove all “this week” tasks● write what would make you feel

successful if you finish by end of week.● review the quarterly plan, add tasks if

needed● look at time available, try to put ~ that

amount of tasks● I generally think that a task in a physical

granularity should take ~ 15 minutes.

End of week

● review what’s left. ● why were these left? ● any learnings?● automation opportunities?

Dailystart and during the day:

● goal: feel good with what you achieve, be ready for next day.

● first email read. see if there are tasks that are too urgent not to do.

● optional: print today on paper, grouped according to contexts

● during the day: look at the filtered list according to context, time availability

● notebook + pen

end of day:

● “should i have taken this meeting?”, if not “why did i? how could i have not taken it?"

● “3 good things that happened today”: train the feel good muscle.

“3 things to improve”: how?plan tomorrow.

take the “this week” list, move according to daily capacity to today.

prioritize order of tasks: so the must-get-done are first.

communicate status of external contracts

what to watch out for

● the "trough of sorrow" of task management● habits take a while to form.

Worry not if you can’t get everything done. Each of these stages has immediate value.

In diving, you learn about CPR. Best advice I ever got: “Even if you get it 25% right, you might just save a fellow diver”

recommended reading

Tips & Tricks Addendum

● Stop printing & signing PDF files. Use Adobe Acrobat “Fill & Sign” function

● Don’t waste time doing research. Use askwonder.com

● Use assistant based Clara or ScheduleOnce to schedule meetings