TIPS OF TIME

Action Plan
An Action Plan is a written list of the specific tasks that must be performed in order to
complete a project, or to achieve an objective, with a deadline for completing (or, it
appropriate, for beginning) each phase. To be effective it must be in writing, and it must be
where it will be seen frequently, a visible reminder of what task need to be done next-and
when.
Một kế hoạch hành động là một danh sách liệt kê các công việc cụ thể phải được thực
hiện để hoàn thành một dự án, hoặc để đạt được một mục tiêu, với thời hạn hoàn thành
(hoặc, nó thích hợp cho khởi đầu) từng giai đoạn. Để đạt hiệu quả nó phải được viết ra, và
nó phải ở nơi mà nó sẽ được nhìn thấy thường xuyên, một lời nhắc nhở về những gì có thể
nhìn thấy công việc cần phải được thực hiện tiếp theo và khi nào.
After-action Reports
Whenever any major activity is finished an annual event, a difficult situation that’s likely
to recur, a crisis that taught some painful lessons-take time to write a memo for future use,
listing what you did right, what you did wrong, what you’ll do differently next time. If you
don’t, those intentions will be forgotten and you’ll learn the same lessons once more-the
hard way!
Bất cứ khi nào bất kỳ hoạt động chính được hoàn thành một sự kiện hàng năm, một tình
huống khó khăn đó là khả năng tái diễn, một cuộc khủng hoảng đã dạy một số đau đớn thời
gian bài học thực hiện để viết một bản ghi nhớ để sử dụng trong tương lai, danh sách những
gì bạn đã làm đúng, những gì bạn đã làm sai, những gì bạn 'sẽ làm khác nhau thời gian tới.
Nếu bạn không, những ý định sẽ bị lãng quên và bạn sẽ học được những bài học tương tự
một lần nữa-một cách khó khăn!

Attitude Adjustment
Attitudes are more important than facts, as one psychologist has pointed out. If you take
a negative attitude toward your work (“I’ll never get caught up; there aren’t enough hours in
the day...”), you’re licked before you start. Instead, say to yourself, “I have as many hours in
a day as anyone. From now on I’ll work smarter, and use those hours only for things that
really matter.”
Thái độ quan trọng hơn sự thật, là một nhà tâm lý học đã chỉ ra. Nếu bạn có một thái độ
tiêu cực đối với công việc của bạn ("Tôi sẽ không bao giờ bị bắt lên, không có đủ giờ trong
ngày ..."), bạn đang liếm trước khi bạn bắt đầu. Thay vào đó, nói với chính mình: "Tôi có
nhiều giờ trong một ngày như bất cứ ai. Từ bây giờ tôi sẽ làm việc thông minh hơn, và sử
dụng những giờ chỉ cho những thứ thực sự quan trọng. "
Bottlenecks
When other people’s inaction or indecision creates a bottleneck, consider these actions.
1. Be a squeaking wheel-remind, nag, hint, beg, cajole, write memos. 2. Announce the
action you’ll take “unless I hear from you to the contrary.” 3. Bypass the system by just
going ahead and doing what needs to be done (Hooper’s Law: It’s easier to ask forgiveness
than to get permission!).
Khi không hành động hoặc do dự của người khác tạo ra một nút cổ chai, hãy xem xét
những hành động này. 1. Hãy là một squeaking bánh nhắc nhở, nag, gợi ý, xin, phỉnh phờ,
viết bản ghi nhớ. . 2 Thông báo các hành động bạn sẽ phải mất 3 bỏ qua hệ thống bằng
cách chỉ cần đi trước và làm những gì cần phải làm (Luật Hooper "trừ khi tôi nghe từ bạn
điều ngược lại.":. Nó dễ dàng hơn để yêu cầu sự tha thứ hơn để có được sự cho phép! ).
 Breaks
A break is nothing to feel guilty about: properly spaced and appropriately timed, breaks
enhance productivity. But for the full benefit, get away from your desk or work station.
Think of your desk as a place to work, not to relax. And consider a “work break,” doing
something physical, if you’ve been doing mental work, or vice versa. It’s quite true that a
change is as good as a rest.
Một lúc giải lao thì không có gì để cảm thấy có lỗi: không gian hợp lý và thích hợp giờ
giấc, nghỉ nâng cao năng suất. Nhưng đối với các lợi ích hoàn toàn, thoát khỏi bàn của bạn
hoặc trạm làm việc. Nghĩ bàn của bạn như là một nơi để làm việc, không để thư giãn. Và
xem xét một "nghỉ phép" làm một cái gì đó về thể chất, nếu bạn đã làm công việc tinh thần,
hoặc ngược lại. Nó hoàn toàn đúng là một sự thay đổi cũng tốt như một sự nghỉ ngơi.
Choice
We usually decide which task to work on by asking, “Which one is easiest?”, “Which do
I prefer doing?”, “Which one is somebody bugging me about?”, “Which one happens to be
in front of me right now?”, “Which is closest to a deadline?” The correct question is,
“Which task will move me closer to my goals and objectives?” Make time for that one,
fitting in the others as time permits.
Clutter
Clutter impairs effectiveness. Most people are kidding themselves when they talk of
"Creative clutter,” because clutter (which means a lot of unrelated papers scattered in the
work area) makes it difficult to concentrate. Decide which matter has highest priority, and
get everything that doesn’t relate to it off your desk and out of sight until you’re finished.
Orderliness pays off!
Concentration
Focus the gentle rays of the sun with a parabolic mirror and those gentle rays will burn
through a steel plate. Similarly, even modest ability, focused on a single objective can
achieve miracles No aspect of time management is more basic, so don’t diffuse your efforts
by flitting from one task to another. Decide what you want to do, then ruthlessly block out
distractions.
Conference calls
Conference calls can save time and energy, yet many people never think to use them as
an alternative to a meeting. It’s not just the time saved in getting to and from a meeting, but
the discussion itself is likely to be briefer when conducted by telephone. And knowing they
are being charged by the minute makes people more likely to get their facts ahead of time.
Day’s end
End each day with three steps: 1. Tidy up. Don’t sentence yourself to begin tomorrow
with a messy desk. 2. Review the day. Did you set a daily goal? Did you accomplish what
you intended? Were you proactive or reactive? 3. Plan (on paper) the next day’s activities-in
specific terms, not generalities. Then when you come in tomorrow morning you’ll be off to
a running start
Deadlines
Deadlines are either situation-imposed or self-imposed. If situation-imposed they are
likely to be crises: the report is due today; the contract will expire tomorrow; the meeting is
about to begin and you aren’t prepared Self-imposed deadlines, on the other hand, give you
the breathing room you need Setting your own deadlines and meeting them is the secret of
being in control.
 Delegation
Properly done, delegation can solve many time problems, but improperly done it creates
them. When you delegate don’t do it with strings attached. Give the other person full
responsibilities for getting the task accomplished-plus the authority to make the necessary
decisions. Focus on results, not procedures, letting your assistants do things their own way,
so long as they get their job done.
Dictation
Dictating machines can save a lot of time for many executives (although many now find
it preferable to handle correspondence with their own keyboard). Writing letters in longhand
to be typed by a secretary is an unforgivable waste of time if you have lots of
correspondence. You can handle about five times as much if you dictate. If dictation is
difficult for you try making an outline first.
Fear of failure
Fear of failure condemns timid souls to lives of mediocrity spending their limited time
only on the routine, the easy, the predictable. It’s true that if you avoid all risks you may
avoid failure-but you’ll avoid success as well. Failure isn’t final and defeat isn’t disgrace.
Each day, select something that’s worth sticking your neck out for-and go for it!
Files
Much time is wasted in unnecessary filing. When deciding whether to keep something
don’t ask, “Is it conceivable that 1 might ever want to prefer to this again?” That way,
everything gets filed. Instead ask, “If I wanted to refer to this and didn’t have it, what
would I do?” Many times you’d get along fine without it or you could get a copy someplace
else. If in doubt throw it out!
Finishing up
Finish what you start. That’s easier said than done, of course and some interruptions are
inevitable, but try to avoid putting any partly finished task aside. In baseball you don’t get
any credit for leaving a runner stranded on third base, and at work you don’t get any credit
for the jobs you leave partly done. Resuming a task is a drag-finish it while you have some
momentum.
Fight-lighting
Most crises could have been averted with a little forethought People who complain that
they are always “fighting fires” are usually guilty of doing nothing until a fire breaks out,
instead of giving thought to fire prevention. Whenever you have finished handling a crisis,
ask yourself, “What could I have done to have prevented this?” Then ensure that it doesn’t
happen again.
Goals
Goal-setting is the foundation on which sound time management must be based, yet it is
rarely done well. First, goals must be in writing, or they are merely desires. They must be
specific: making more money is not a goal, but making $3,000 more this year is. And the
list must be where it can be reviewed frequently. Do you list your goals in a handbook? If
not, why wait?
Homework
Taking a briefcase full of work home is okay in an emergency, but when it becomes a
regular pattern something’s wrong. Knowing that you'll be taking work home relieves you
of the pressure to get it done at the office, because “there s always tonight.” It’s self-
defeating. Your nervous system needs relaxation, and you can't relax by doing all evening
what you’ve been doing all day
 Indecision
The “paralysis of analysis” hampers many people in their effort to achieve. Remember
that indecision is a decision-a decision not to resolve the matter now-and it’s usually the
wrong one. In most cases “further study” is just an excuse for inaction. It is more important
to be decisive than to be right, because mistakes can usually be corrected, but lost
opportunities are lost forever.
Interruptions
While you can’t eliminate interruptions, you can make them less frequent if you analyze
why they occur. Are you (and your callers) making maximum use of fax, voice mail
electronic mail, meetings? Does your tone of voice signal that you want to keep phone calls
brief? Does your office layout invite interruptions? Are you assertive in protecting your time
from unwarranted intrusions?
Leverage
Leverage is what enables a 90-pound weakling to lift a locomotive. Similarly, in time
management it can give enormous benefits with the investment of very little time. The
secret lies in investing your limited time in high-payoff tasks instead of those low-payoff
tasks that make you feel good, or are easy to do, or keep someone happy-but don’t really
matter much in the long run.
Management by objective
MBO is the secret of organizational effectiveness. To implement it: 1. Prepare a concise
statement of the organization’s mission and overall goals. 2. Establish a hierarchy of
measurable objectives, with each level’s objectives supporting those of the level above it.
(Important: get input from the people involved!) 3. Conduct periodic reviews-but as a coach,
not a judge. Be a cheerleader, not a critic.
Managing a desk
A few basics: 1. Keep trophies, trinkets, photos, and other distractions on a shelf, away
from your work area. 2. Have frequently used resources in easy reach 3. Don’t use your in-
basket for storage. 4. Handle papers only once, if possible 5. Keep reading material out of
sight. 6. Don’t lunch or socialize at your desk 7 Keep paperwork moving: Do it, Delegate it,
or Ditch it!
Meetings
Meetings can save-or waste-a lot of time. Some tips: 1. Be sure the meeting is really
needed could a conference call, a fax, or electronic mail substitute? 2 For problem-solving
meetings, the smaller the better. 3. Distribute an agenda in advance. 4. Consider a standup
meeting-they’re shorter. 5. Start on time, even if someone isn’t there. 6. Summarize before
adjourning.
Mental blocks
When you just can’t get started on something try this: 1. Get more facts; doing a little
research may break the logjam. 2. Divide the task into tiny steps-on paper and then just do
the first thing on the list. 3. Involve others; simply talking about why you are stymied may
help, and others may have ideas that you hadn’t thought of. 4. Announce your intentions:
“going public” often helps.
Naps
Naps aren’t for everybody most business environments aren’t conducive to a midday
snooze but if you can work in a nap of even ten minutes, perhaps on your lunch hour it can
increase afternoon productivity. Notable nappers include Churchill, Truman, Edison,
Rockefeller, George Marshall, Eleanor Roosevelt, Billy Graham, Margaret Thatcher,
Aristotle Onassis, and Buckminster Fuller.
 No
This little word can save you time more than all the time-saving gadgets in the world.
Say No to people who want you to listen to their gripes when you should be working; say
No to people who invite you to lunch so they can dump their worries on you; say No to
volunteer organizations who want more of your time when you’re already overcommitted.
Assert yourself-just say No!
Paperwork
Paperwork is often a substitute for action, a way to look and feel busy while avoiding
doing what needs to be done. Or the real problem may be indecisiveness a stack of papers is
often a collection of postponed decisions. Or timidity can cause unnecessary paperwork-
some people would rather write a memo instead of directly confronting the person who can
resolve the problem.
Parkinson’s law
Work expands to fill the time available. Thus, if you have to do something by 3 p.m. you
do it by 3 p.m., but if it must be done by Friday of next week that’s usually how long it will
take. So always set deadlines when delegating tasks to others-and impose firm deadlines on
your own activities, or you will fall victim to the twin pitfalls of procrastination and
perfectionism.
Perfectionism
Too often we strive for perfection in trivial matters, which makes us “too busy” to attend to
things which are much more important, but which aren’t as much fun to fiddle with.
Excellence is worth striving for, but perfection isn’t. Learn the meaning of the word
“enough.” A great artist knows when to stop. Remember Patton’s Law: a good plan today is
preferable to a perfect plan tomorrow!
Planning
Planning a task and executing it are two different things, and it’s important to separate
them. You can’t work and plan at the same time and do a good job of either. And remember,
five minutes of careful planning on paper might save hours in carrying out a task, yet
because it is rarely urgent, it is the first thing that people cut back on when they “don't have
enough time.”
Prime time
The part of your day when your energy level is highest, and when you are most
productive is generally mid-morning. It is important to avoid squandering this precious time
on routine, low-payoff activities (or on no-payoff activities, such as socializing or lengthy
coffee breaks). Schedule for prime time those tasks requiring your best efforts, saving
routine chores for the rest of the day.
Priorities
Most people base their priorities on urgency, using three categories: 1 Must be done
today 2 Should be done today if possible; and 3. Should be done sometime, but there’s no
hurry. Trouble is, most high-payoff tasks lacking time pressure, are in the third category and
don’t get done. Prioritize by importance, not urgency, and you’ll be more effective.
Problems and opportunities
Many problems are caused by allocating time only to problems: a machine that breaks
down because of poor maintenance; a report that is due today and you have no time to do it;
a toothache that would have been prevented by a check up; a shopping trip on Christmas
Eve. Such “problems” result from failure to take advantage of an opportunity to avoid a
problem while there was still time.
 Procrastination
If you re putting something off try breaking the task down (in writing) into tiny steps. Or
list on paper the reasons for postponement, and then the reasons for doing it now. Or make
yourself work on it for only five minutes. Or try the Worst First system-do the most
unpleasant part first, following Mark Twain’s admonition: “If you have to swallow a frog,
don't look at it too long!”
Purposeful postponement
Sometimes there is a legitimate reason for putting something off: perhaps more research
or analysis is really needed, or you may need someone else’s input, or you may need to
“sleep on it.” But be careful: this kind of self-talk is often just a way of rationalizing your
desire to procrastinate. Remember, it’s amazing how long it takes to finish a task when you
aren’t working on it!
Quiet time
Many people find they can get more done if they schedule some quiet time during the
day, free from interruption. A closed door to your office can be a signal that you are in such
a period and prefer not to be disturbed. Or you may set aside a specific hour during which
someone else will answer the phone. Such an “island of serenity” during the day can greatly
enhance productivity.
Reading
A trade publication can be useful, but it can also be a time trap, tempting you to set aside
what you’re working on, diverting your thoughts from the task at hand Have a separate
place for things you want to read, preferably away from your work area, and read them only
when you have a slack period, or on a break. And try to cut back on the amount of reading
material that reaches your desk.
Self-talk
Talking to yourself on paper (or on your word processor) from time to time can help you
sort out your goals, your problems, your priorities. A journal isn’t for everyone, but many
people find it surprisingly effective. (Weird as it sounds, just talking to yourself out loud-or
venting your feelings to a tape recorder or even chastising your image in a mirror-can
sometimes produce dramatic change!)
Someday
Someday you will renew that valued friendship that is lapsing. Someday you will sign
up for that class you’ve intended to take. Someday you will get that physical exam that’s
several years overdue. Someday you will write that story of your life to pass on to your kids.
But these “Someday” things won’t happen unless you accept a simple fact: Someday is not
a day of the week!
Telephone tag
This annoyance can often be avoided if you 1. always disclose the nature of your call, so
the other person can have the necessary materials in front of them when they call back, and
2. indicate when is the best time for them to return your call. And don’t overlook
alternatives to the telephone, such as more effective use of fax, memos, and electronic mail.
Tempo
Tempo is an important ingredient of a productive day. It refers to the prevailing climate
of the workplace: effective organizations have an attitude of “Let’s get this show on the
road,” instead of “There’s plenty of time.” Sluggishness kills enthusiasm and is contagious.
Many organizations just need someone to insist, "Do something, do anything, but dammit,
do something!”
 Tidbits of time
Don’t let odd moments go to waste. Keep a “travel kit” of material that can be useful on
a plane, or while waiting-a note pad, stationery, envelopes, a calculator, address book,
expense blanks, etc. Listen to instructional tapes while driving, review your goals or do
some planning while waiting and if you’re early for an appointment consider a brisk walk.
Whatever you do, don’t just sit!
Time is money
If you keep in mind the dollar value of your time, you’ll be more likely to protest it.
Take your annual income in thousands of dollars, divide by 2, and the result is about what
your time is worth per hour. From now on when someone wants “only a half-hour” for some
trivial matter, make a mental calculation and ask yourself if you’d be willing to touch a
match to that many dollar bills!
Top ten
The top ten time-wasters, according to a survey of corporate executives: 1. Frequent and
unnecessary phone calls. 2. Unnecessary or poorly planned meetings. 3 Mail 4. Commuting.
5. Most business lunches. 6. Bottlenecks resulting from indecision. 7. Employees who aren’t
self-starters. 8. Drop-ins. 9. Incompetents. 10. Company policies that are unnecessary or too
rigid.
Upward delegation
Upward delegation occurs when a subordinate runs into a problem with an assigned task,
and gets the boss to take back the responsibility. Don’t let it happen. When an assistant
needs advice or counsel, provide it-but don’t let them “delegate” responsibility back to you.
Encourage people to discuss problems but require them to give an opinion as to the best
solution
Urgency vs. Importance
There are four categories of tasks: 1. Important and Urgent, 2 Important but Not Urgent;
3. Urgent but Not Important; and 4. Neither Important nor Urgent. Most of the really high-
payoff things in life (the opportunities) are in Category 2. but the tendency is to allocate
time only to Categories 1 and 3. No matter how busy you may be, block out time each day
for a Category 2 task.
Velleity
Velleity means wanting something, but not wanting it badly enough to pay the price for
it. Lists of goals usually contain velleity-things you’d like to have or do but never will,
because you aren’t willing to put forth the effort. Cross off those items, because your list of
goals must not be a mere wish list. (One way to sift out the velleity is to put a date alongside
every item).
Waste basketry
Form the habit of discarding every bit of paperwork that doesn’t need to be saved-which
in many offices means about three-fourths of what’s in the files, and much of what’s on the
desk. Most of what’s on your desk is there because you were too lazy to make a decision. So
decide. Every piece of paper you toss is one less distraction, one less mental hazard to deal
with, one less snare
Wheel spinning
When you find yourself getting behind, don’t just “get busy.” Too often we let ourselves
off the hook with that feeling of “busyness” when what is needed is a careful analysis of
priorities and options. What is needed at this point is a determination to “work smarter, not
harder.” Consider your resources, what shortcuts are available, what can be delegated, what
can be left undone.
 Writing
Some tips: 1. Be brief. Use short words and sentences. 2. An outline can be helpful.
Know exactly what you want to say: difficulty in writing is often a result of muddy
thinking. 3. Ask yourself, “How would I say this if I were talking instead of writing?” 4.
Don’t worry about getting it right in your first draft. Experienced writers have a motto, Get
it down-then get it right!
Yesterday
Yesterday is gone forever, yet many people spend much of their time reliving the past
worrying about mistakes they made, or relishing achievements that are now history. Others
waste time dreaming about the future. Remember:
YESTERDAY is a cancelled check: forget it.
TOMORROW is a promissory note: don’t count on it.
TODAY is ready cash: use it!

TIMELY TIPS
 In handling routine correspondence consider writing the response on the original
and returning it to the sender, retaining a photocopy for your file.
 Think on paper. You will make quicker and better decisions if you write down the
pros and cons of a line of action.
 Eat a light lunch to avoid afternoon lethargy.
 Consider arriving at the office an hour earlier than everyone else to gain some
previous “quiet time”.
 Avoid doing errands on impulse. Plan and shop long-range, both for office supplies
and personal items, to reduce frequency of purchases.
 At home and the office, pay a little extra for anything that will save time–no-wax
floors, self-cleaning oven, formatted computer diskettes, Post-itTM note, color-coded
files, preprinted carbonless forms, coin counters, etc.
 Use odd moments to keep expense record up-to-date.
 Have two difference working levels so that you can do some of your work standing
up, to reduce fatigue.
 Plan each night what clothes you will wear the next day, and lay them out ahead of
time.
 “Let your fingers do the walking.” Before running errands, phone to compare prices,
determine availability, etc.
 Avoid clutter. Keep things you’re not working out of sight.
 Tidy up your desk every evening, and plan the next day’s work before leaving the
office.
 Make maximum use of catalogs when shopping either personal items or offices
supplies.
 Hire someone to do yard work, housework, and other routine home chores when
possible.
 Hire specialists to handling things you could do yourself but probably not as quickly
or as well.
 Plan your televiewing a week ahead, so it will be more selective. Never turn on a TV
set “just to see what’s on.”
 Use windows envelopes, where appropriate, for correspondence, saving the time of
the second typing the name and address.
  Carry a folding self-inking rubber stamp with your name and address (or gummed
address labels), for rapid filling out of forms, claim checks, etc.–especially if you
have a long or difficult name or address.
 Force yourself to make minor decisions quickly; and don’t dwell on decisions once
they are made.
 When you are stymied, take a “work break,” doing something totally different to
change your perspective.
 Purchase, rent, or borrow from your library cassette tapes on time management, self-
motivation, and similar subjects, as well as tapes in your professional field, and
listen to them while driving.
 Carry a portable cassette recorder when travelling or making calls. It is the most
convenient way of making detail notes following a phone conversation, or while
driving of flying.
 Carry a lap-top computer when flying, or in other situations where you are likely to
have time on your hands.
 When you leave the office for lunch or errands, plan your route to do other errands
on the way.
 Find auto repair shops, cleaners, and other services near your workplace instead of
in your home neighborhood.
 Go to lunch before or after the rush hour.
 Don’t be afraid to give yourself time frequently to relax, to mediate, or even to “goof
of,” when appropriate. But do it as a result of a conscious decision, so that you can
relax completely–don’t drift into periods of dawdling, when you are half-working,
haft-resting.
 A hundred times a day ask yourself Townsend’s question: “Is what I am now doing
moving me toward my objectives?”

 The Art of War

Written over two thousand years ago, Sun Tzu’s “The Art of War” is one of
history’s most influential textbooks, as directed in its strategic thinking to modern
innovators in business and other endeavors as to millennia of solders in the field.
 The rules of the military are five: measurement, assessment, calculation,
comparison and victory. The ground gives rise to measurements, measurements give
rise to assessments, assessments give rise to calculations, calculations give rise to
comparisons, comparisons give rise to victories.
 Good warriors take their stand on ground where they cannot lose, and do not
overlook conditions that make an opponent prone to defeat. Therefore, a victorious
army first wins and then seeks battle; a defeated army first battles and then seek
victory.
 It is said that if you know others and know yourself you will not be imperiled
in a hundred battles. If you do not know others, but know yourself, you will win one,
lose one. If you do not know others and do not know yourself, you will be imperiled
in every single battle.