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Time Management Fundamentals
Watching:

Preparing for action


From:

Time Management Fundamentals

with Dave Crenshaw

Video: Preparing for action

Up to this point in the course, I have primarily been sharing with you principles. We haven't talked too much about the action, although you've picked up some great tips and some things that you can use in general. The next section of this course goes into hands-on implementation of your productivity and time-management strategy. Because of that, make sure that you watch this next section in your workspace. What do I mean when I say workspace? It's the place where you are most often when you handle things like email, paperwork, and scheduling.
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  1. 3m 31s
    1. Welcome
      51s
    2. Getting the most from this course
      2m 4s
    3. Using the handouts and exercise files
      36s
  2. 3m 35s
    1. Making a lasting change
      1m 44s
    2. Finding your personal motivation
      1m 51s
  3. 6m 16s
    1. Addressing the myth of multitasking
      3m 12s
    2. Understanding the consequences of multitasking
      3m 4s
  4. 7m 48s
    1. Understanding principle 1: Space
      2m 46s
    2. Understanding principle 2: Mind
      1m 47s
    3. Understanding principle 3: Time
      3m 15s
  5. 26m 17s
    1. Taking inventory of your gathering points
      2m 37s
    2. Narrowing your gathering points
      3m 46s
    3. Setting up an inbox gathering point
      2m 23s
    4. Working with a portable inbox
      2m 49s
    5. Getting the most from a notepad
      2m 35s
    6. Consolidating multiple email accounts
      2m 34s
    7. Consolidating multiple voicemail accounts
      2m 56s
    8. Establishing a wild card gathering point
      2m 47s
    9. Separating work and personal gathering points
      2m 21s
    10. Taking the next step toward controlling your space
      1m 29s
  6. 11m 24s
    1. Selecting your mind clearing options
      5m 13s
    2. Clearing your mind using mental triggers
      3m 23s
    3. Setting a mind-clearing schedule
      1m 54s
    4. Taking the next step toward keeping your mind clear
      54s
  7. 14m 2s
    1. Choosing the right calendar for you
      4m 4s
    2. Using your calendar effectively
      3m 55s
    3. Saying no to others
      3m 5s
    4. Saying no to yourself
      2m 58s
  8. 4m 21s
    1. Preparing for action
      4m 21s
  9. 14m 12s
    1. Preparing to gather
      2m 40s
    2. Gathering to your inbox: At your desk
      6m 30s
    3. Gathering to your inbox: Elsewhere
      3m 49s
    4. Dealing with full inboxes
      1m 13s
  10. 31m 2s
    1. Mastering the "what, when, where" processing system
      3m 11s
    2. Processing question 1: What is the next step?
      3m 22s
    3. Processing question 2: When will it be done?
      4m 33s
    4. Processing question 3: Where is its home?
      3m 49s
    5. Filing made simple
      4m 4s
    6. Processing your first inbox
      7m 27s
    7. Setting your processing schedule
      4m 36s
  11. 18m 31s
    1. Applying "what, when, where" processing to email
      1m 53s
    2. Setting up an email resource folder
      2m 58s
    3. Creating email rules or filters
      4m 14s
    4. Processing email
      5m 8s
    5. Processing email vs. checking email
      4m 18s
  12. 18m 1s
    1. Understanding "you time" vs. "work time"
      4m 9s
    2. Establishing "most valuable activities"
      2m 44s
    3. Identifying your most valuable activities
      3m 39s
    4. Budgeting time for your most valuable activities
      4m 11s
    5. Using your time budgeter
      3m 18s
  13. 1m 38s
    1. Maintaining your productivity gains
      1m 38s
  14. 3m 0s
    1. Dave Crenshaw on getting himself organized
      3m 0s

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Time Management Fundamentals
2h 43m Appropriate for all Mar 31, 2011 Updated Oct 19, 2011

Viewers: in countries Watching now:

Effective time management is an indispensable skill. In Time Management Fundamentals, Dave Crenshaw explains how to sensibly allocate time in order to achieve greater productivity. Dave details a set of principles for staying organized, consolidating the workspace, keeping a clear mind, and developing a time budget. Also covered are techniques for managing a full inbox, processing email, and reserving time for the most important activities. Exercise files accompany the course.

Topics include:
  • Understanding the principles of productivity
  • Avoiding the pitfalls of multitasking
  • Practicing mind-clearing techniques
  • Saying no with tact
  • Choosing the appropriate calendaring software
  • Mastering the What, When, Where processing system
  • Processing email vs. checking email
  • Maintaining productivity gains
Subjects:
Business Productivity Business Skills Time Management Leadership Management Education Student Tools Teacher Professional Development
Software:
Entourage Outlook Outlook for Mac Google Calendar
Author:
Dave Crenshaw

Preparing for action

Up to this point in the course, I have primarily been sharing with you principles. We haven't talked too much about the action, although you've picked up some great tips and some things that you can use in general. The next section of this course goes into hands-on implementation of your productivity and time-management strategy. Because of that, make sure that you watch this next section in your workspace. What do I mean when I say workspace? It's the place where you are most often when you handle things like email, paperwork, and scheduling.

Most people have some sort of a home base when it comes to doing their work, and that's what I mean. If you have a mobile office, that's fine; just make sure that your briefcase and all of the resources that you normally use when doing your work are at hand when you go through the next section. You'll get the maximum benefit from this training if you complete it in your workspace. I can't emphasize that enough. Once you have the time budgeted to complete the training, and once you're in your workspace, then there's a third component that you'll also need, which is the Resources Checklist.

We've provided a simple checklist for you to download. Keep in mind that this list we've given you isn't necessarily a shopping list. If you already have these items on hand, you don't need to go buy them. But if you're missing any items, I recommend that you go get them prior to going into the Action section of this training. It's very possible you won't need to use every item on this list, but it's much better to have these items on hand and then return any unused items rather than find your training process interrupted because you're missing a resource.

First, you'll want to have some large boxes--at least eight of them. Really any kind of box where you can put things will work. Then you will want to have an electronic labeler, similar to this one that I have here. The exact make and model doesn't matter. There are plenty of inexpensive options out there. Just get the less expensive option. Also make sure that the labeler has the batteries it needs. I recommend that you also have some place to put your DVDs or CDs in case you have some, like this storage wallet.

You may find stray discs that need to be put away as you go through the process. Then you will want to have an inbox, something like this really deep file box that's legal-sized--the bigger the better. Next, you will want to have a set of hanging file folders that match the size of your filing cabinet. So if you have a letter-size filing cabinet, then get the letter-size hanging file. And if you have a legal- sized filing cabinet, of course get the legal-size hanging file folders. Then you'll want to have a set of manila folders, usually 100.

Again, whether you get the legal or regular size depends on your filing cabinet. Next, I recommend you pick up two sets of something like these, which are alphabetical guides for hanging file folders. These are not absolutely necessary, but you will save yourself a lot of time if you don't have to write out letters by hand. So save yourself a little bit of time and headache and make sure you have these on hand. Then you'll want to have a set of stacking trays--six, minimum.

The plastic ones are the cheapest. You can get higher quality if you're more concerned with the aesthetics of your office. But if you're trying to save money, any stacking plastic letter tray will do. I recommend the horizontal loading kind instead of the vertical, or the ones that load wide rather than the ones that load deep. This layout makes it easier to put papers in and pull them out. And finally, if you've made a decision to change to a new calendaring system, different than what you've used in the past, make sure that you have that system in hand or installed and ready to go on your computer.

In other words, if you decided to start using Outlook, make sure that Outlook is installed in your computer. Once you have all of these items and in your workspace and you've budgeted the time to complete this course, you're ready to go. So, let's get started.

Find answers to the most frequently asked questions about Time Management Fundamentals.


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In the recommended resource list, you suggest that we get stacking trays.
What are these to be used for?
These trays provide the option to create more "homes" as needed. Some
example homes that others have created using these trays include: Outbox
(for another person), To Be Shredded, or Reading Pile.
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