Time Flies - Become the Pilot!

that make sense and selenium for this

session but okay so today we're gonna

discuss a few time managing techniques

and so how to eat better productive

lives because we all have busy schedules

and since it's the last session have

some fun so so I am Ravi Ravi I am a

graduate student at the University of

Michigan studying information science

and user experience design I have

concluded my computer engineering back

in Mumbai and worked as a software

developer for a year before and school

yeah so I am also graduate student at

Michigan and I'm in the master of health

informatics program before joining this

program I was a dentist in India I

practiced farrier and half and yes I did

see they exist so before we get started

we'd like to know what aspects of your

life take up most of your time it could

be family it would be work it could be

travel for us it's probably school being

in grad school and all but so we would

like you to pull out your phones or

laptops and go to this link and then

type in whatever you can it's already

looking even text in if you want

yes you can't you can't

I love how missing you and Messiah in

this of its University of Michigan

School of Information for them

exercises

let it I can do it okay

we've got enough ideas where you guys

spend most of your time on to see that

extent wording on keyboard and yeah it's

pretty much it so you're we would play a

G to optimize like how do you meet

whatever time you put it to work how do

you make the best out of it how how are

you using it efficiently okay why do you

want you to divide yourself into groups

of three

we give you a list of nine tests and

then you need to do all of them all

morning

how much fun does whatever you do and

each task has a number of points

associated with it so the end goal of

the game is to get as many coins as

possible

we don't need to follow the order of the

list you can do whatever you want but

you know with the US side you good good

so yeah yeah you have five minutes and

give us time starts now

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Oh

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thank you

what's this

- yeah yeah

yeah may not Jackie what

but I can't physically everybody

actually

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oK we've caught up in everything else

Yamini send us everything you know for

thank you so I think you guys thank you

for being yeah yeah so I want to know

what how you guys decided which starts

to do first and which starts to do at

all in fact yeah yeah highest value task

states

okay so the Cumberland is a possible

Israel

yes a I think getting somebody else to

join your team is the highest is who did

that one

you guys it's ro I don't know the the

asking someone to join your team we

didn't actually get that

so um usually even like you said usually

when you are trying to decide how to

prioritize the basque people tend to

hi-c the difficulty of the task as well

as how much time it will take and so

obviously you want something that I

yield and low effort versus something

that's you know a low yield and higher

so that was one thing that I want to do

sure we wanted to show with this and the

other thing was the group dynamics did

you guys notice anything is within your

groups or do you notice something that

was say something that the other group

was doing a new one and you decided to

do that

and do like I know they love each other

it is anyone tell us no other people in

this room so I think this is kind of a

mixed group generally easier if you are

in a in your comfort zone and you know

people around you you're more likely to

take risks and because like they are

more comfortable and while when you're

in new themes you may be mu discovers

and you want to stay in your comfort

zone so I mean that's another

interesting point resort next yeah

should we gonna discuss about

prioritizing tasks using this technique

called eisenhower matrix to President

Eisenhower actually created this matrix

and it was later popularized by Stephen

Covey in his book seven Habits of Highly

Effective People so we're going to talk

about that and how are you what the tiny

army pays for prioritizing tasks yeah so

um this is the matrix it's really simple

easy said year square says if I didn't

divide it into four quadrants and it's

based on the urgency and the importance

of tasks so any tasks you have at any

point you can put them into one of these

categories so the first quadrant is

urgent and important tasks second

quadrant is not urgent but important

tasks third one is not important part

virginities and the fourth one is not

it wasn't so in this context what do you

mean by urgent is something that has

long-term or Lexi sorry urgent is

something that cannot be delayed and

important it's something that has

long-term consequences or like something

serious consequences and I know

prioritization is very subjective that

when people have different priorities

something that's important to me may not

be important to you and something that's

and also on context like depending on

the context so if say you want to book a

dental appointment it can go into any of

those yes my ice cream with any column

depending on why you are getting next I

think it's very obvious where like what

you want to do first because I mean the

quadrants on you want to reinforce oh so

you will do the first quadrant for

second second third and fourth but there

is a simple thing that's they called me

so you do everything on the first

quadrant first you decide and plan out

what's in the second quadrant you

delegate what's up what's in the third

quadrant

so see you get an email that is urgent

but it's not important to you so you can

ask someone else to do it obviously not

everyone can do that but Eisenhower is

like time with stars and you just leave

them now what is whoa doesn't mean like

drop signal because it's not using joy

and that is my teacher so I got it for

can be some thing that like checking

Facebook what it is so called anything

on encoding - can turn into quadrant one

if you procrastinate or then call it off

I would recommend all of you to go back

home and just see like make a list of

things you're supposed to do with you

and if most of your things are caught in

one they have the virtues important

things then you may have to you know

reevaluate

and this is an interesting hold

Eisenhower what is important is seven

origin and what is origin to self and

important we also have this really cool

talk about prioritizing that way

when people find out I write about

financial

two things oh you want Aleeah

you forgot doing this I'm sorry

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okay

I'm sorry

there is

you have to go again

yeah yes thank you so much

their volume is on yes

let's go in there

well okay now we're just guessing in the

dark

yeah that may be very loud the idea when

people tagged out I write about time

management they assume two things one is

that I'm always on time

and I'm not I have four small children

and I'd like to blame them for my

occasional tardiness but sometimes it's

just not their fault

I was wonderfully to my own speech on

time management take a moment together

and savor that all right

the second thing they assume is that I

have lots of tips and tricks for saving

bits of time here and there sometimes

I'll hear from magazines that are doing

a story along these lines generally on

how to help their readers find an extra

hour in the day and the idea is that

we'll shave it's a time off everyday

activities add it up you will have time

for the good stuff and I question the

entire premise of this piece but I'm

always interested in hearing what

they've come up with before they call me

so some of my favorites doing errands in

a way where you only have to make

right-hand turns being extremely

judicious in microwave usage so this is

three to three and a half minutes on a

package we are totally getting in on the

bottom side of that and there's no

favorite which makes sense on some level

is to DVR your favorite shows you can

fast-forward to the commercials that way

you save about eight minutes every half

hour so in the course of two hours of

watching TV for 32 minutes exercise

which is true you know another way to

find 32 minutes

sighs don't watch two hours of TV a day

all right

anyway the ideas will say fits of time

here and they are added up people

finally gets at everything we want to do

but after studying how successful people

spend their time and looking at their

schedules hour by hour I think this idea

has it completely backward we don't

build the lives we want by saving time

we build the lives we want and then time

saves itself here's what I mean I

recently did a time diary project

looking at a thousand and one days in

the lives of extremely busy women they

have demanding jobs sometimes their own

businesses kids to care for maybe

parents to care for community

commitments busy busy

people I had to keep track of their time

for a week so I could add up how much

they worked and slept and I interviewed

them about their strategies for my book

one of the women whose kind of love they

study she goes off for a Wednesday

nights or something she comes home to

find that her water heater has broken

and there is no water all over her

basement you've never had anything like

this happen to you you know there's a

hugely damaging frightening sopping mess

so she's doing with you needed aftermath

that night next day she'd stuff plumbers

coming in and day after that

professional training career gem of the

ruined carpet all of this being reported

on her time walk winds up taking seven

hours of her week seven hours that's

like finding an extra hour in the day

but I'm sure if you asked her at the

start of the week could you fall in

seven hours to train for triathlon could

you find seven hours to mentor seven

worthy people I'm sure she would have

said what most of us would have said

which is no can't

see how busy I am yet when she had to

find seven hours because there is water

all over her basement

she found seven hours and what this

shows us is that time is highly elastic

we cannot make more time but time will

stretch to accommodate what we choose to

put into it and so the key to time

management is treating our priorities as

the equivalent of that broken water and

together fit I like to use some language

from one of the busiest people I of her

interview I can see I need she was

running a small business with help

people on payroll she had six children

in her spare time I was getting in touch

with her to set up an interview on how

she had it all off that phrase I

remember was a Thursday morning and she

was not available to speak with me of

course right but the reason she was

unavailable to speak with me is that she

was out break because it was a beautiful

spring morning and she wanted to go for

a hex so of course this makes me even

more intrigued and when I finally do

catch up with her she explains it like

this she says listen to everything I do

every minute I spend is my choice and

rather than say I have time to do X Y or

Z should say I don't do X Y or Z because

it's not a priority I don't have time

often means it's not a priority if you

think about it that's really more

accurate language I mean I could tell

you out

time to dust my clients but that's not

true if you offered to pay me $100,000

to go to us five lines I would get to it

pretty quickly since that is not going

to happen I think now this is not a

matter of lucky time if they don't want

to do it using this language reminds us

that time isn't choice and granted there

may be horrible consequences for making

different choices I will give you that

but we are smart people and certainly

over the long run we have the power to

fill our lives with the things that

deserve to be there so how do we do that

how do we treat our priorities as the

equivalent of that broken larger well

first we need to figure out strategies

for thinking about this at first I'm a

professional side I'm sure many people

come up to the end of the year or giving

or getting annual performance reviews

you look back over your successes of the

year your opportunities are great and

this serves its purpose but what is more

effective to do this looking forward so

much of your tendency in the next year

you're giving yourself a performance

review and it has been an absolutely

amazing year for you professional what

three things did you do that made it so

amazing so you can write next year's

performance review now and you can do

this for your personal life too I'm sure

many of you like me come December

get cards that contain these folded up

sheets of colored paper on which is

written what is known as

family holiday letter a bit of a

wretched genre of literature barely

going on about how amazing everyone in

the household is or even our

scintillating how busy everyone in a

household is but means letters serve a

purpose which is that they tell your

friends and family what you did and your

personal life that matter to you over

the course of the year so this year's

kind of done but I want you because the

end of next year

and it has been an absolutely amazing

year for you and the people you care

about what three to five things did you

do that made it so amazing so you can

write next year's family Holloway letter

now don't spend it

please don't send it but you can write

it and now between the performance

review and a family holiday letter with

six to ten goals we can work on in the

next year and now we need to break these

down into doable steps so maybe you want

to write a family history

well first you can read some other

family histories get a sense for the

style then maybe think about the

questions you want to ask your relatives

set up appointments to interview them or

maybe you want to run a 5k so you need

to find a racing signup and figure out a

training plan take those shoes out of

the back of the closet and then this is

key we treat our priorities as the

equivalent of that broken water heater

but lay them into our schedules first

and we do this by thinking through our

weeks before we are in them I think it

really good time to do this is Friday

afternoons Friday afternoon is what an

economist might call a low opportunity

cost time most of us are not sitting

there on Friday afternoon saying I am

excited to make progress for my personal

and professional priorities right now

but we are going to think of

but there should be so take a look at

times right afternoon make yourself in

three category fabulous career

relationships stuck making a three

category this reminds us that 30 should

be something in all three categories

career we think about relationships

stuff not so much but anyway just a

short list two to three items in each

then look out over the whole of the next

week as see where you can plan them in

where the plan them in is up to you and

I know this is going to be more

complicated for some people than others

I mean some people's lives are just

harder than others it's not going to be

easy to find time to take that poetry

class if you are caring for multiple

children on your own I get that and I

don't want to minimize anyone struggle

but I do think that the numbers I'm

about to tell you are empowering there

are 168 hours in a week 24 times 7 is a

are working a full-time job so 40 hours

a week sleeping eight hours a night so

that leaves 72 hours for other things

that is a lot of time

if they you're working 50 hours a week

maybe a main job and a side hustle well

that leaves 62 hours for other things

you fail repeat 60 hours well that

leaves 52 hours for other things

you say I'm working more than 60 hours

well are you sure there's lots of study

comparing people's estimated work weeks

of time varies found that people

planning 75 plus hour work weeks we're

off by about 25 hours you can guess in

which direction right anyway 168 hours a

week I think we can find time for what

matters to you if you want to spend more

time with your kids you want to study

more for a test you're taking you want

to exercise for three hours and

volunteer for two you can and that's

even if you're working way more than

full time hours we have plenty of time

which is great because guess what we

don't even need that much time to do

amazing things but when most of us have

bits of time what do we do pull out the

phone right start bleeding email answer

otherwise we're party around the house

or watching TV but small movements can

have great power you can use your bits

of time for bits of joy

maybe it's choosing to read something

wonderful and bus on the way to work I

know when I had a job that required two

bus rides in a cell

every morning I need to go to the

library on weekends to get stuff to read

make the whole experience almost almost

enjoyable breaks at work can be used for

meditating or praying if family dinner

is out because of your crazy work

schedule maybe family breakfast could be

a good substitute

it's about looking at the whole of once

time and seeing where the good stuff can

go I truly believe this there is time

even if we are busy we have time for

what matters and when we focus on what

matters we can build a lives we want and

the time we've got thank you

okay so we have spoken about how to

prioritize tasks and how to go about

them are you plan those things but I

hear the major difficulty comes when you

try to do those things and when you are

trying to do anything you try you just

procrastinate or you just taking longer

than that but yeah there are too many

distractions there getting some random

email somebody just calls in and then

you're not able to do that so he comes

down to this technique called is the

Pomodoro Technique which is which has to

execute those tasks so for door actually

means a tomato in Italian it was

designed by Francesco Cirillo and it is

similar to our eyes eyes technique in

software development where you break

down the tasks in smaller chunks and

then really reflect over them and then

Google and so forth for next week the

first step is to estimate the time

required to do any task so in any any of

the tasks we usually know OLAP or we

estimate how much time I mean people

need to do these things say now to build

a presentation everybody is built a

presentation so we know like how much

time are we gonna need to build a

presentation or if you are talking in

professional terms when you are doing as

a you give a code of you know time how

much that you're going to need so that's

the first thing that estimate the number

like amount of time required to do that

as the second step would be to breathe

those bring down those - into 25 minute

slots called for murderers

so these slots are basically focused

time slots that you are not supposed to

be distracted by anything you keep your

cell phone away you don't check your

email it is supposed to

five minutes lots like maybe it may be a

three yard task so you just break it

down into twenty five minutes so you

focus continuously for 25 minutes so

that's the forward or operator so that's

what you do and after each of the tasks

you take a five minute wait because

continuously focusing material it's not

possible for anyone for the study to

show that maximum focus and could be

semi do 90 minutes but more than that

would be very difficult and our brain

would get tired and it needs asleep so

homeowners state that after every 25

minutes you take a five minute break to

just refresh your brain meditator take a

walk and at the end of like almost at

the last minute of each order we just

reflect the point how this task is going

or just note down that you know how much

did you complete so that it helps you

plan better for future tasks so similar

tasks so this will give you say yeah so

that was it solid step boys to focus on

your one task for 25 minutes and just

continue doing that for it okay more

number of home runs so the step for its

complete desire to lose that list of

activities which take a longer amount of

times maybe take three or four former

dollars after four of these Springs you

can just take a longer break to refresh

yourself again and eventually you find

that your focus has been increased your

productivity is increased and you are

able to give time to other things which

as in the video of the PD said that you

can give time to whatever you want

you just need there is always more time

to give to other things you just need to

focus your time and not get distracted

while doing some circulation so the next

abilities so this way you end it after

four former you take a break

eventually reach the end of your task

and the goal is solid so that's where we

end our presentation

do you have any questions to use any

applications

yes there is actually a boner

application available on Android and iOS

is a cheap start to its 25 minutes or

there is another application I have used

which is called tree or forest so yeah

so it's basically you set a time point

for whatever spirit you want and did

that it shows that it's growing a tree

for the 25 minutes that you are not if

you if you go away from the screen the

timer is stopped so your bits basically

you're building up a farm it's like a

kind of gaming thing where you just

build up a farm like and then India you

will see the forest of your productivity

if you have a bad habit of like using

your phone when you are working or

something if you go away from the tree

it like that yeah

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yeah the common we use at least I do a

variation on Pomodoro but David's

Charles receipts you actually feminine

or camel the name by mold or oh okay we

have a little record collection with the

office and a side of a records about 20

minutes so you got to get up and flip a

record okay so forces you to actually

deal with the bagman it's just silencing

their work in few minutes in silence

this vibe after a while it's like

where's the music

did that it's actually a good technique

to these dances that you're looking for

a long period of time yes it's really

hard

higher

it was made

so I would say you know we have these

techniques that you write down here boil

so at the start of each forum on

religion if you write down your board

you see stuff if you just start with it

it helps you shuffle my priority

we'll just so that yeah I know XYZ is

actually the most important thing and

the most urgent things but if I just

really don't feel up to it I'll be like

okay you know what I'm not getting try

to do this badly for a while I'm in

there with this one to the side and

tackle this other thing that feels a lot

more mental right now yeah yeah no

that's that's maybe that's a good mother

if it was you get you're like it's as it

was nobody there you start off small at

least get if you have a checklist

process of the silly things the smaller

things they're not so scary things first

and then get to the instead of just like

stalling on everything yeah that's

really good thank you yes

are there any stats out there on how

much times actually wasted