Sorry for writing under this topic guys. This should effectively be time management but since I could find no such title in MS, I have posted it here.
Last Wednesday I had attended a seminar on Time and Stress Management . Like
the 80-20 principle rightly says 80% of the seminar provided only 20% of the
information of any real use and the other 20% provided the remaining 80% of
useful information.
The speaker began by quoting a real life incident that happened in 1930. The
president of a major company happened to meet a time management guru at a party
and said “I don’t really believe all the tools and techniques that are
discussed at the time management seminars really help people to increase their
productivity. If you can show me a tool or technique which will really help me
to do more in the limited time that I have then I am prepared to pay you
whatever reasonable amount that you wish” To which the Time management expert
said “I am going to tell you a simple but effective technique which you can use
for 4 weeks. If you feel that it has really helped you to do more in the
limited time that you have then you may send me a cheque for whatever amount
you think that technique is worth to you”
And 4 weeks later the expert received a cheque from the president of the car
company for an amount for$25000.
$25000 in 1930! A small fortune in those days.
The names of the car company, the president or the expert…I do not know but
that is not really as important to us now as the technique itself.
Allow me to share with you the PDTL Technique of time management.
PDTL Stands for Prioritize Daily Task Lists.
The following are the three steps of PDTL
Prepare a list of things to do:
First of all, the very first thing each morning at the office or home prepare a
list of all the things to do. I am sure most of the members who are reading
have this habit because I have often seen ‘Things to do’ list on tables of most
office employees. When I say all the things I actually mean ALL the things.
From the most important things to the most trivial things like say for example
buying an envelope or stamps. By putting even the trivial things into the list
you ensure that these are not missed out. Trivial things are to be included
because what are trivial today may become an emergency tomorrow or crisis the
day after.
Classify the items in the list:
The second Step is to Classify each item in the list into A, B and C. Class A
is ‘MUST do’. Class B is ‘should do’ and Class C is ‘can do’
Class A items are those things which you have to do today. These things cannot
wait for tomorrow. These are the ones that are to be done to ensure that
deadlines are met. Class A items are those which may or may not be delegated
but all the same YOU will be held responsible for the outcome, good or bad.
These could have been Class C items last week but graduated to Class B and
finally Class A. Completing the financial reporting, preparing a presentation
for the Sales meeting tomorrow morning addressing a priority customer’s
complaint are some examples.
Class B items are those items which are important but can be done in a day or 2
or even a week later. These are not as urgent now as Class A items but are
potential Class A items if not dealt with quickly. Class B items are those
which can be done after Class A Items are completed. Class B items may include
those which can be delegated. Replying to a letter from a relative, appointment
with a dentist, getting a haircut are examples.
Class C items are those which can be safely post phoned and done when you
really really free. These items can be very safely delegated. Examples are
depositing a cheque, buying that fancy dress you want, cleaning the garage.
Classification of items into Class B & C is highly subjective and to depends a
lot on the perceived importance or urgency of an individual which may change
from one person to another. Classifying items into Class A is fairly simple
because more often than not these are the things that cause the maximum heat
under the seat.
Also items once classed do not have to remain in that class forever. If not
executed these can graduate to the next level as mentioned earlier.
You will be surprised to note that the distribution of the items usually show
that a large number of items fall into Class C and the least number in Class A.
The third step is to assign numerical values to these items within a class.
Like A1, A2, A3 and so on. This value may largely depend on at what point of
time in the day these are deliverable. Sales numbers due at 2:00 pm Singapore
time i.e 11:30 am India time So that becomes A1. Training session for new
batch at 12 becomes A2, Lunch meeting with client at 1:30 – A3 and so on.
At the end of the day if you have managed to accomplish all of the A category
items then you will have done a lot more than if you had spent that time doing
some of the B or the C class items.
Now if you have done A1, A2, A3 and are on A4 which is some report that you
have to give your boss and the local network system is down. Nobody can work.
Boss knows you cannot work on the report. What do you do? Idle away your time?
Go out for a smoke? Tea? No Buddy! I have a better idea. Pick up the list and
look for any B or C category items. Write out the cheque and attach it to your
Credit card statement and put it back into your drawer. You can update your B
class with “Put it into drop box on 6-11-05”. Pick up the phone and renew
acquaintance with your old distributor whom you have not met since you were
promoted from a field sales executive to the area manager. Request you boss 10
minutes of his time and over a cup of coffee in the dining area perhaps you can
talk about that raise/promotion/future prospects/new idea that you wanted to
discuss. He will have all the time for you. Systems down remember?
All official, but class B items.
Any class C items? Oh yes plenty. Take out the Heap of papers that you had
shoved into the “for filing” folder/s sort them punch them and file them. Need
any stationery item? Fill out the requisition form and get them from the store
room or give it to the peon to get it for you.
All Official but Class C items.
And what is all the clutter on your desk? Never noticed them eh? Tidy up your
desk. Not official, not personal but feels good to work on a tidy desk?
Some of the well known principles of time management that this technique uses
are,
Never do things today that you can do tomorrow.
Never do things yourself that you can delegate.
Never do things that are Urgent and important….for others….if it throws you
schedule out of control.
Never do thing that are not necessary(time wasters)
Don’t say Yes when you have to say No.
And many many more.
Who can use this technique. The following:
A housewife, A office manager, A Trainee, A driver, A student, A Postman, A
Cobbler, A salesman, A….ANYBODY
Use an excel spreadsheet where possible. Each morning copy previous days
pending item on a new sheet and update with any new items. Step 1 is done. Then
quickly do step 2 and 3 and you are on your way.
MOST IMPORTANT:
Try this technique for 4 weeks. And if you find that it helps you to do more
work than before in the same amount of time then make out a cheque for whatever
amount(in INR) you think this technique is worth to you and send it across to
me. . . .JUST KIDDIN.