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    [推荐]我的时间管理实践(软件应用篇)

    OUTLOOK是个好东东。 收下先。

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    [推荐]我的时间管理实践(软件应用篇)

     

    在PDAFANS论坛里学到了许多东西,我去年发表在自己博客及其他论坛里的时间管理实践,与这个版块的主题相符。现分享出来,希望与大家学习交流!

    常用软件:笔记本电脑:Outlook2007、MindManager pro7、OneNote2007、同步软件;

    PDA手机:Spb Diary

    软件的选择经历了一个到处试用然后固定的过程。了解GTD是从去年购买了PDA手机后才开始的,当时主要在PDA的论坛里看到了许多介绍PDA管理时间的介绍,试用了MLO、ListPro等软件,但都没有坚持下来,原因是没有很好的中文版本,更重要的是因为与电脑的同步不方便。

    在经历了一番选择之后,还是确定以Outlook做为时间管理、人脉管理、邮件管理的主要工具。

    具体方法结合GTD的五个流程“ 收集、加工与组织、排程、行动、检视”展开阐述:

    一、收集:

    理念:

    GTD一书中建议我们需要通过记录的方式把头脑中的各种杂事移出来,放入收件匣。通过这样的方式,头脑不用塞满各种需要完成的事情,才能集中精力在目前进行的事上,这也就是时间管理的第一阶段收集杂事。

    具体方法:通过Outlook里的“新建任务”来做收集的动作,并汇总成“待办事项列表”,这样对自己的工作就了然在胸,同时通过同步工具将任务同步到PDA手机里,以实现随时查看、随时提醒。

     

     

    在GTD里,建立完整的行动清单是非常重要的环节,按twshi的说法即是:“

    如果能把建立清单当作是一种生活及工作的习惯,日复一日不间断,就是在练习黑带级时间管理了。因此,想要做好时间管理,学习列好完整清单的习惯相当重要。”

    我们常常面临的不仅仅是小事,更多的是一个一个的项目,按GTD的说法是应该将项目分解成具可操作性的待办事项,也就是将复杂的事情简单化、可操作化,这点非常重要,也是实施GTD时经常会犯的错误,即只列明项目而没有分解,如“看书”其实是一个项目,可操作的“任务”应该是“看该书的第X章节”。只有这样,GTD才会持久坚持下去。

    对项目分解这项重要的工作,我利用MindManager这个思维导图软件软件:

    MM软件中有新建任务的选项,通过思维导图的形式分解项目成为一件件可操作的具体任务,清晰明了。

     

    从电子邮件中拖拽添加任务的方法也非常方便:

    我们经常收取邮件,并因此按邮件的要求完成相应的任务。在outlook中支持方便地拖拽添加任务的方式,即用鼠标左键点击邮件并拖拽至任务栏后立即可弹出新建任务对话框。(详见附图)

     

     

    以上即是收集的相关步骤与方法。

    二、加工与组织:

    理念:(摘自twhsi的GTD文章)

    我们的收件匣中堆积了许多杂事,但是杂事无法管理,我们必须加工成行动,并用不同的场合来组织,这样到了要执行时,生产力才能大增,这个阶段有三件重要的事情。

    a. 清空收件匣-就是将杂事一件一件的拿出来。

    b. 将杂事加工-将杂事转化成可以执行的行动。

    c. 依场合放置-将加工后的行动放在行动清单。

    建立完整的行动清单是一种聚沙成塔方式,加工处理每一件杂事产生行动,再将每一个行动,放到一个合适的场合,日积月累,我们的系统就放置了许多行动。一来,我们要做事时,可以依照场合批次执行,节省大量时间。二来,当我们拥有完整的行动清单,脑袋就不用担心有哪件事情忘记了,压力就减少了。

    我的具体方法:

    关于如何组织待办事项这部分,我的实践与GTD不同,GTD强调的是场合(place),按不同的场合来组织。但我的实际工作中场合比较简单,基本上是单位、家的两点一线,因此我的实践是以柯维的“角色”理念为基础。

    我以自己的担负的职责为基础划分待办事项的类别,具体说就是:我在工作上是一家保险公司的管理人员,主要负责各级销售组织的销售管理工作;同时,我拥有律师执业证,也有往律师行业发展的规划,因此专门设定了一项分类;在生活上,我是父亲、是丈夫、是儿子,是家庭的支柱,因此归纳为家庭生活;同时我自己有一些个人兴趣(看美剧、电影等)及学习一些投资理财,因此将之专门归纳成“休闲娱乐、个人生活”等。在outlook里设定以上各种分类后,通过颜色区分开来,非常的简单明了。(详见附图)

     

     

    以下是与PDA手机同步后的图片。

     

    三、排程:

    理念:排程就是安排行程,在GTD的理念中,日历是个“圣地”,只有明确时间约定的事件才放入日历,其余就放在待办事项栏里。这点其实和outlook的程序设置是不谋而合的,在outlook中为什么要分别设置“任务”和“日历”呢,我想它们的区别也就在于一个是确定时间的(即Must do),另一个则相对没有确定罢了(可做可不做, 希望你尽快做,但不设时间,根据地点、剩余时间、精力、优先度而定)。

    前两天在GTD LIFE的论坛上一篇《销售时间管理培训感想》中有一段话我感触很深:“最简单或最原始的时间管理工具就是"记录自己的时间并回顾"。”老子说:“天下难事必做于易,天下大事必做于细”,时间管理的实践中最基本的也就是从“记录自己的时间”开始。

    我的具体实践:

    每当我将“待办事项栏”里的任务完成时,我会用鼠标将该条“任务”拖往“日历”栏,即弹出一个新建“日历”的对话框,我会详细设置“开始时间”和“结束时间”,同时将这件事的相关情况(比如心得、体会、感想等)记在下方的编辑栏里。这样不断重复,一天的时间就被这一件件完成的任务所排满,日子自然过得充实而丰富了。(详见附图3)

     

     

    四、行动

    关于行动最重要的是“一次只做一件事”,这点在褪墨的文章里有精彩的阐述:

    执行,作为一切时间管理的核心,同样是ZTD中非常重要的一部分。如果你不执行计划的行动,那其他的所有管理习惯也就是无意义的,你准备的工具、管理系统、计划列表、任务清单等等也就是白费了。所以执行是所以习惯中最最重要的!

    ZTD着重于在不分心的情境下,一次只执行一件事。千万不要多线工作,也不要让你的工作突然中断。这里是一些建议,希望你能够真正地执行行动并且完成它们。具体的建议详见以下链接:http://www.mifengtd.cn/articles/ztd-habit-4-do.html

    五、检视:也就是回顾的意思。在GTD里强调要做每周回顾,关于这点,我的实践是设置每周日的晚上用一个小时进行GTD的每周回顾,这点通过周期性地日历安排设置在outlook里了。并明确地记载了回顾的内容:

    1. Email:回顾并且清理“待定”和“即将到来”的文件夹。把那些拖了很长时间都没有处理的事情都删去。

    2. To-do列表:浏览现在所有的任务清单,删除那些已经不重要的任务,并且重新给下周要完成的工作项目进行安排。

    3. 项目: 把每一个项目中的下一步行动都放入任务清单。对项目列表进行更新和整理。

    4. 日历: 检查下一周的约会和会议。把(参加约会或会议) 要做的预先准备加入任务清单中。

     摘自网络

    Nine questions to ask your boss

    Anthony Balderrama
    CareerBuilder

    Here are nine questions to ask your boss that can help your career. (Just don't ask them all at once -- your boss is probably a busy person.)

    "How do you measure success?"

    Employees often forget that their performances are graded in some form or another. In order to understand how your work is quantified, you should be speaking the same language as your boss. Find out if your manager is only concerned with numbers and results or if with how you achieve them also matters, Onderick-Harvey advises. Then, you base your future work on his or her priorities.

    "What areas do I need to develop to advance my career?"

    This question shows your boss you are in control of your future and are not waiting for someone else to make things happen, Onderick-Harvey says. If you can articulate what your career goals are, your boss can tell you what experience you need to gain before you can move up the ladder.

    "What strengths do I have that will help my career?"

    Don't be so focused on looking for your weaknesses that you forget to ask about your strong points. You might think you know what your strengths and weaknesses are, but your boss could have a different opinion. This question isn't an excuse to beg for a compliment; it's an opportunity to show the boss you want to steer your own career, Onderick-Harvey says.

    "How often are performance evaluations conducted and who is in charge of them?"

    Basic questions such as this one are crucial to your performance, says Dr. Ivonne Chirino-Klevans, professor at Walden University. Understanding the mechanics of your job should be a top priority at all times. Make sure you know if you have quarterly or annual goals to aim for and how they impact your daily tasks.

    "What are the options for growth within the organization?"

    Although you might expect this question only belongs in a job interview, it's worth asking even after you've been employed for a few years, Chirino says. Company structures change all the time and you should know what opportunities are open to you if you want to advance. Once you know what your options are, you can decide what your next move is, whether it's aiming for a new position or looking for a job with a better future.

    "Do I understand this correctly?"

    When you have a project that has many components or a new set of guidelines, be certain you have a grasp on what your task is. Tackling an assignment without knowing you're on the right path leaves the opportunity for a rude awakening on the due date. Check in with your boss to ensure you understand everything the way he or she intends it. If you don't ask the right questions, you could derail your own career even though you're fully capable of doing the work, Chirino warns.

    Caution: Use restraint when asking this question. No boss wants to repeat himself or herself ad nauseam.

    "What can I do to help you?"

    This simple question is important but often forgotten, according to executive coach Suzanne Bates. Even if you can't help, your boss will take note of your offer. "It's lonely at the top, so if your boss sees you as someone who wants them to succeed, you stand out."

    "What is the most important priority we need to focus on?"

    This question often goes unasked because employees fear appearing incompetent. Really, it shows concern about your responsibilities and your team's goals. When you have several ongoing projects and your boss adds more to your workload, knowing how to prioritize grows difficult. Managers want to hear from employees who are concerned with improving business, says Gayle Lantz, an organizational development consultant and executive coach.

    "Can I take on this task?"

    Too many employees take a laissez-faire attitude toward their careers and relinquish control to their bosses, says career expert Dr. Rachelle J. Canter. Bosses have their own lives to worry about, however, and don't have time to map your future. Rather than let your career meander, look for opportunities to prove you have initiative and leadership skills. Find ways to build experience and gain skills that you currently lack.

    Copyright CareerBuilder.com 2008. All rights reserved. The information contained in this article may not be published, broadcast or otherwise distributed without the prior written authority

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