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1.0 Leadership and Management > Time Management > Flashcards

Time Management Flashcards

1
Q

What is unproductive work?

A

Is when you get engaged on completing the work that was not really gonna further your goals right at that time.

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2
Q

how do i know any task priority ?

A
  • Priories come from my leader
  • Customer I am supporting
  • Understanding the nature of the task [Listen carefully to those around you].
  • Due date
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3
Q

How can i estimate how long a task take?

A
  • Previous notes from privious similar task.
  • Ask someone who knows .
  • Breaking big tasks into smaller steps help estimating how long the task take.
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4
Q

How can you create a work Plan for something new (or you are new at your job)?

A
  • Understand what needs to be done
  • An accurate estimate of how long it will take
  • Priority of the task
  • When to start and due date
  • Break tasks down into smaller steps.
  • Who is it for
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5
Q

Why Task Deadlines are important ?

A

They force you to organize your tasks in order of priority, so that you’re only working on objectives that move you closer to your most meaningful goals.

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6
Q

Urgent VS important ?

Or urgent and important ?

A

Urgent : Needs to be done right away.

Important: High impact

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7
Q

what is the correct formula for work/life balance ?

A

there is no one correct formula, spend your time in a way that supports your goals and values.

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8
Q

What is the one resource you can never acquire more of?

A

Time

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9
Q

Once you have a formula for work/life balance it will always remain the same. true / false

A

False, where time will be spent will change as your goals and values change

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10
Q

Time tracking can be useful for all of us, no matter how long we have been part of the work force. true / false

A

True

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11
Q

what is the best way to understand where your time goes?

A

Track the time on your daily activities

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12
Q

what is Strategic reserve time ?

A

Time remaining after you finish your basic functions.

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13
Q

How to track your time?

A

1-Create categories [ or develop them while tracking] for the activities
2-Tack for one month at least
3-Track what you do in 30 or 15 time intervals

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14
Q

How do you estimate a task ?

A
  • Experience is the best tool
  • Keep good notes [ Use tables, Use spreadsheets]
  • Ask subject matter expert
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15
Q

Taking notes of how long a task would take is very important to manage your tasks … true or false ?

A

True

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16
Q

what is Analogous Estimating ?

A

Comparing similar finished work in order to find a time estimate to complete new work

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17
Q

what is Parametric Estimating?

A

Using historical data, including variables, to
estimate time to complete new work.
15 minutes to validate 1 month of data
X 3 months of new work
=45 total minutes of estimated new work required

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18
Q

what is the benefit of estimating a task ?

A

1- Improve my productivity, cuz estimating will help me know how much i can do on my time.
2- Improves my effectiveness which improves my reputation reputation.

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19
Q

How can you handle incoming communications so you don’t switch tasks?

A

1- Schedule Specific Time to go through Communication.

2-Or, wait until there’s a need to spend time on communication

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20
Q

what is the best approach to handle communications ?

A

1-Delete it
- if it is not useful .

2-Do it right away

  • Work that needs to be done ASAP.
  • or it takes 2 minutes or less.

3- File it

  • Work needs more than 2 minutes.
  • Pending action .
  • Has important information.
21
Q

Keep Similar data and items in the same location and make them easy to read and understand and access. True or false

A

true

22
Q

If there is an element of timeliness in a task. add a reminder. True or false ?

A

True

23
Q

what are the suggested inbox folders?

A

Urgent
-Work needs more than 2 minutes.
Note: Add it to your ‘ To-do list . Add it to the calendar if it has a due date.

Pending
[it doesn’t require action but you are waiting for something or someone].
Note: Add a reminder in so you can follow up.

Informational
1-File it [ Informational which means no action needed].

24
Q

a coworker emails you to let you know that he will give you an answer Friday, how are you going t handle this email ?

A

Save it in the Pending folder.

Add a reminder so you don’t forget it.

25
Q

If you have many calendars . what is the best way to manage them so you don’t over book or ignore an appoinment?

A

Have one calendar to all your appointments [ Work, Family and activities ]
Color code each category so you can easy recognize them.

26
Q

Why it is very important to know your most productive time of the day?

A

To schedule the most challenging task

27
Q

Why it is very important to know your lest productive time of the day?

A

To schedule simpler more routine tasks. if not possible 1-Reduce distractions and know that you might work at slower pace.
2-If it is critical Have some one to recheck your work.

28
Q

Schedule similar tasks together is very efficient why?

A

Your faster doing similar tasks in the same time.

There is loss time when switching tasks.

29
Q

Keep your personal items [ put Keys, Wallet, glasses, etc ] in the same place. why ?

A

so you don’t spend time and energy looking for them.

30
Q

The best estimates come from

A

Experience

31
Q

You receive an email and it requires you to take action. You can complete the action in 2 minutes or less. What do you do?

A

Do it and get it out of the way.

32
Q

The approach we discussed for managing emails and texts cannot be used for other inbox type items.

A

True

33
Q

If you are not productive during a specific time of day you should:

A

Use flex time if you can and work on less complex tasks.

34
Q

What is Switching Cost?

A 
It’s the time taken to switch from one task to
another, then another, and back again
Time to remember where you were.
What you were doing.
what you need to do next.
35
Q

What is the best approach to multitask ?

A

The best approach is to try and focus on one thing at a time. Then transition to the next task.

36
Q

How can you cut down on task switching cost?

A

Take few minutes to write a note :

  • Where you stopped.
  • How to pick up back again.
37
Q

How do i know that i have achieved my goal.

A
  • Think about the result you expect to get [ Set a goal ].
  • Track your progression [ Make sure it is measurable ].
  • Get supporting tools [ App, Notebook, Calendar, Alarm]
  • Reward yourself.
38
Q

If you must switch tasks —–

A

leave yourself notes as to

how to start again

39
Q

Course key benefits

A
  • Work Plan
  • Set Priorities
  • Work-Life Balance
  • Time Tracking
  • Strategic Reserve Time
  • Estimating
  • Similar Tasks
  • Time of Day
40
Q

When switching tasks there is

A

a gab

41
Q

Issues of switching tasks

A

1- There is a gab that nothing is happening
2- Task engagement takes time [ The lag ]
3- Performance errors
4- Faulty prioritization

42
Q

When you are working on a complex task….

A

There will be more chance of delay and errors when switching tasks [ Task switching barrier ]

43
Q

list distractions you know

A 
Interruptions
Phones
Meetings
Emails
Noises
Poor Lighting
Boss
Seating
Poor writing
Testing
Instant Messaging 
YouTube
Anger
Fear
Unhappiness
Jealously
Love
44
Q

Analytical brain [ Mental CEO where you make big descension ]

A

The area of the brain where you do problem solving, planning and analytical thinking,
this is like a regular muscle you have to use it and exercise this area to get stronger.

45
Q

Task Management

A

1- Cancel the task that are not important. Use your brain not heart.
2-Delegate tasks.
3-Transfer tasks : Transfer a task if it should be done by someone else.
4-Shave [ Reduce ] scope: List all your tasks and remove the unnecessary ones that has not value.

46
Q

When you have multiple assignments, multitasking is the most efficient way to complete all of them

A

false

47
Q

Multitasking and having multiple assignments is not the same thing.

A

True

48
Q

When you want to make changes to your work habits, you should try to change as many of your habits as possible.

A

False

49
Q

When you are trying to change your work habits it is a good idea to:

A

Set a goal
Progression should be measurable
Reward yourself when you meet the goal

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