1. Creating a Productive Environment
1. To maximize your spare time on a business trip you should avoid bringing along technology such as your laptop.
2. One way to understand inefficient use of time is by figuring out your time’s value per hour. How do you calculate this?
Hourly pay rate x hours per week to find the value to your company
Hourly pay rate x2 to arrive at real cost, and x2 again to find the value to your company
Hourly pay rate /2 to arrive at real cost, then /2 again to find the value to your company
Hourly pay rate x2 to find the value to your company
3. A “can’t decide” box is an excellent way to manage time. What is the purpose of a “can’t decide” box?
To save on time spent deciding whether a certain item should be filed or thrown away
To save on time spent deciding whether to read emails at one sitting
To save on time spent deciding whether or not to scan a particular document
To save on time spent deciding how to tag incoming emails
4. When you are systematizing a non-creative repeated task what should be the first step in the process?
Delegate the tasks
Automate the tasks
Improve the existing process
Prevent the original problem
2. Using Lists
1. In order to be a useful time management tool, tasks on a daily list must be completed that day.
2. What would be the effective time management reason for you to put in a half hour appointment in your calendar with yourself every day?
By the end of a year you will have had three weeks of thinking and planning time.
It is necessary to block out half an hour a day to not think about work tasks.
To verify that all commitments made by others have been kept.
To keep time free for any emergencies that might come up.
3. How can you be confident that a master list will not contain an overwhelming number items that are both urgent and important?
A master list is not a “to-do” list of items you need to take care of.
Urgent and important items are reserved for a daily list.
A master list only includes spare time and not work-related tasks.
You will have already dealt with the urgent and important items.
3. Organizing Your Information
1. If you have delegated tasks, what is the quickest – and therefore most time management efficient – way to file the commitments for follow-up?
File be person
File by task
File by context
File by date
2. When is using paper rather than technology preferable?
When you are compiling promise dates from others
When taking meeting notes
When you come up with a new idea
When you developing a list of things to do in the future
3. Separating jobs into “must do today” and “might do today” is an example of using “hard edges.”
4. Getting the Most Out of Technology
1. What free app allows you to drag boxes from one list to another and arrange the order of the lists?
2. A time saving advantage of using the dictate feature on your smart phone is the ability to include commands for layout.
3. What is not an advantage of using a cloud-based spreadsheet?
The spreadsheet is always up to date with all edits done by any user.
Multiple versions of the same spreadsheet are created by each user editing the spreadsheet.
The spreadsheets are available to any viewer with access to the internet.
The creator of the spreadsheet can control if others can view and edit the spreadsheet.
5. Writing Emails
1. While a Did They Reply (“DTR”) system is valuable to know if a recipient replied to your email, Outlook is unable to create a DTR system.
2. If you fail to include this in an email the likely result is that nothing will get done.
Explaining why a recipient was copied on the email
Including a footer with your email that includes your contact information
Delegating what recipient is to perform what task
Keeping to one subject per email
6. Managing Incoming Emails
1. What assumption is the basis of the “do-it-tomorrow rule” that makes it an effective time management rule?
Pushing tasks until tomorrow provides a greater amount of time to perform the tasks.
Every email from a boss or colleague is not taken care right away but will be done tomorrow.
Every email from a boss or colleague is completed when received to avoid procrastination.
Tasks are performed when emails are received but you can wait until tomorrow to reply to the emails.
2. Although it may seem counter-intuitive, in what email folder would you put items you have added to a jobs-to-do list?
Deal with later
3. What is the most time-effective way to check your emails?
Two to six times a day
When an email is received
Every five minutes
Checking your inbox constantly
4. If you decide to employ the time management technique of “Inbox Zero”, how do you handle tasks that are too hard to do at the moment?
Avoid moving them to a “starting afresh” folder.
Tag them in a “to do” list or move them to a “to do” folder.
Ensure you deal with them no matter how difficult the tasks are before you move to the next email.
Retain them in the inbox and return to them another day.