Liu Run, a time management expert and business consultant, will pay you his personal toolbox in one lump sum and give you comprehensive advice on time management from work to life.
Manage your time efficiently, and the earlier you start, the better.
First, lay a solid foundation-
Mail, calendar, contacts
First, mail.
Remember two things:
1. As a business person, never use a free email address.
It is very unprofessional to leave a QQ mailbox on a business card.
You should apply for a special company mail suffix to show that your business is serious and your business is formal.
2. Keep all historical emails.
The Sarbanes-Oxley Act of the United States requires companies listed in the United States to keep e-mails for at least five years. I use it to ask myself to keep my mail for the past 20 years.
Through search, you can retrieve historical emails at any time and instantly, and improve communication efficiency.
Second, the calendar.
Mail exists in the Mail Server, and so do calendars and contacts. Everything should be written in the calendar.
Colleagues invited you to the meeting? Ask him to send a "meeting invitation" by email, click "accept" and there will be an extra agenda in the calendar.
Have you booked the plane ticket and received the SMS or email confirmation? Transfer flights, hotels, credit card repayment information, etc. And put them in the calendar.
My time granularity is 30 minutes, and I will put everything that takes up time in my calendar.
When my colleague asked me:
Do you have a meeting for half an hour on Wednesday afternoon?
I will immediately open the mail client to check the calendar, and then answer:
2: 00 to 3: 00 is fine. Send me a meeting invitation.
After receiving the invitation, I will mark the schedule in red. Red means important and urgent things, and blue means important but not urgent things.
It's almost 2 o'clock on Wednesday afternoon, 15 minutes in advance. My mobile phone reminds me:
/kloc-The meeting will be held in the conference room on the third floor in 0/5 minutes.
Reminders are very important.
Set the reminder to 15 minutes in advance for the meeting reservation;
For dinner, set it to 1 hour in advance;
Booked a flight, 2 hours in advance;
My friend's birthday is scheduled for the morning 10.
Microsoft Office 365 can also ask an assistant to help arrange the itinerary.
In the morning, the mobile phone rang and a trip jumped out:
1.5 hours later, the driver came to the hotel to pick me up and go to the customer's office.
Before that, I need to have breakfast and check out. The invoice header, tax number, driver's phone number, customer contact name and the position required for checkout are all on this agenda.
This is schedule management and this is efficiency.
Third, the contact person.
Since 1998, I insist on storing all my contact information in the cloud, and my contacts now have five 76 1 people.
Frankly speaking, I can't remember everyone, but the contact tool can.
People who haven't contacted for a long time call me, and I pick up the phone and say:
Xxxx, long time no see.
He was very surprised:
I haven't heard from you for a long time Do you still remember me
When using contact tools, please pay attention to the following points:
First, when you enter the telephone number, you must add the country and area code.
For example, the fixed telephone in Shanghai: 6 1888888.
People who print their phone numbers on business cards like this have no international vision. We need to save the phone number as "+86 (2 1) 6 188888" in the mobile phone.
Because if you are in America, you can't get to Shanghai by dialing 6 1888888.
Second, after meeting a new friend, you can take a photo with him, and then save his portrait in your contact. In this way, when he makes a phone call, his picture will appear on the screen of the mobile phone.
Third, friends' birthdays, various anniversaries, children's birthdays, hobbies and other important information. Can be stored in the address book, you can also set reminders.
Applying the most basic "mail, calendar, address book" to the extreme will have magical efficiency.
Second, avoid shaking hands with lazy collaboration software.
With the help of collaborative software with the same pipeline as Teambition, everyone's individual progress can be subject to the overall progress and move forward efficiently.
This is a collaborative software team that I am using. Take it as an example to introduce the value of collaborative software.
First, the automatic PDCA cycle (the ideological and methodological basis of total quality management, that is, planning, doing, checking and acting).
A team leader suddenly had an idea and wanted to arrange employees to implement it. He can say one sentence or write two sentences on WeChat. However, there are two risks:
1. Team leaders will forget;
2. Employees will forget. They probably won't even remember the initiative.
In Teambition, create a "task" and set 3W (who did what when), that is, the executor, the task content and the deadline.
After receiving the "New Task Reminder", employees can drag tasks from the "Pending" channel to the "In Progress" channel.
"Swim lane" is a jargon in collaborative software, which means one step at a time, just like a single lane in a swimming pool.
All tasks can only be completed in the end, or cancelled, and cannot be forgotten.
Second, the principle of mandatory intelligence.
In Teambition or similar collaborative software, the deadline of each task can be set, which forces the setting of T:Time-based(S = Specific, M = Measurable, A = addressable, R=Relevant, T=Time-bound) in the SMART principle.
You can also define four fields S‐M‐A‐R in the task template, so that each task must conform to the SMART principle, otherwise it cannot be created.
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Thirdly, visual Scrum (iterative incremental software development process, usually used in agile software development) method.
Collaborative software can use software instead of whiteboard. The biggest advantage of using software instead of whiteboard is to change Scrum's sprint kanban from an "active tool" for one person to adjust notes to a "passive tool" for software reminders. The degree of visualization and work efficiency will be greatly improved.
Of course, besides Teambition, there are many other good collaboration softwares, such as Trello (Team Collaboration Software), Worktile (Team Collaboration Tool) and Tower (Team Collaboration Tool), all of which have their own characteristics. The team can choose to use it according to its own situation.
Third, rest and exercise efficiently.
Work is important, life is important, and rest and exercise are also important.
Junior business people fight for physical fitness, intermediate business people fight for skills, and top business people return to fight for physical fitness.
What really needs to be balanced is not work and life, but work and life and their opposite-rest.
Here are some tools that I often use to help myself rest effectively in my busy work and life.
First, white noise software.
My commonly used white noise software is called Relaxio, and adequate sleep is the best medicine. I used to sleep 10~ 12 hours every day. Even now, I can sleep for 7-8 hours every day.
Second, eye mask+noise canceling headphones.
I travel to many places every year. Sleeping on airplanes, high-speed trains and cars is a necessary skill for consultants.
During the journey, creating a dark environment is the key to sleep. In order to fall asleep quickly on the means of transportation and have a high-quality sleep, I will carry an eye mask with me to create an atmosphere at night.
This eye patch is very special. It says "Tell me to eat" on one side and "Don't tell me to eat" on the other. As for which side faces outwards, it depends.
Third, jump rope.
A better way to rest is to exercise.
Fitness has four purposes: losing weight, increasing body flexibility, increasing muscles and training cardiopulmonary function. Among these four purposes, the most relevant to health is actually to train cardiopulmonary function.
Running and swimming are good ways to train heart and lung function. But for me, running and swimming are too inefficient.
I did a lot of research and consulted many experts, and finally chose a more efficient exercise mode from the perspective of training cardiopulmonary function: skipping rope.
Jumping rope for 5 minutes is equivalent to jogging for half an hour.
If the posture is correct, skipping rope will only do one seventh of the damage to the knee as running.
Fourth, the whiteboard
The seemingly unremarkable whiteboard is actually a magical tool, which can liberate us from "structured thinking, bounded thinking and error-free thinking" and help us think endlessly anytime, anywhere.
The whiteboard itself is worthless. Give it the meaning of thinking, and it will have unlimited value anytime and anywhere.
Verb (abbreviation for verb) mobile office tools
Since 2006, I have to fly 100 times a year, and I am even away from home for nearly 200 days a year.
Therefore, in the fragmented time, it is particularly important for me to use tools to move the office. Share some common mobile office tools.
The first is a tablet with a stylus.
Second, large-screen mobile phone+Bluetooth keyboard+mobile phone bracket.
Standing the mobile phone on the table can replace the computer conveniently and effectively.
My phone holder, like a credit card when not in use, can be put in my wallet. After sitting down, take out the phone holder from your wallet and the Bluetooth keyboard from your pocket to create an office environment instantly.
This mobile office system can greatly improve work efficiency and make full use of fragmentation time.
Third, Bluetooth headset bracelet+conference call audio+active noise reduction headset.
Create a healthier, relaxed and effective audio environment.
Six, electronic readers
The more fragmented it is, the more systematic it is to study it.
Use a variety of e-readers to acquire knowledge efficiently.
If the purpose of reading is to "acquire knowledge efficiently", then enjoying paper books is a personal hobby, and mastering e-books is an efficiency tool.
Recommend three kinds of e-readers: get, read more and Kindle. These three readers have their own characteristics, complement each other and can be used in combination.
The efficiency of "listening to a book every day" is very high. It takes 20 to 30 minutes to finish reading a book while riding a bike, walking and waiting for the plane, which lays the foundation for me to read 200 to 300 books a year and greatly expands my knowledge boundary.