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[Time Management #2] Time Logging: Log Where Your Time Actually Goes

October 21, 2008 By Nagesh Belludi 11 Comments

Preamble

This article is the second in a series of four articles that presents the basics of diagnosing how you tend to spend your time and how you can develop the discipline of spending your time on what really matters to you. Yesterday’s article established that effective time management is truly not about managing time as such; rather, it is about managing priorities. See full article here.

Log How You Spend Your Time

“Effective executives, in my observation, do not start with their tasks. They start with their time. And they do not start out with planning. They start by finding out where their time actually goes.”
—Peter Drucker in ‘The Effective Executive’

Before you begin managing your time effectively, you need to develop an idea of how you spend time currently.

Below is a simple exercise to help you track how you use your hours and minutes during a suitably long period of time, ideally a whole week. If you follow a specific routine everyday, you may be able to approximate your time analysis by doing this exercise for a couple of weekdays and a Saturday or a Sunday. Alternatively, you may choose to do this only during your time at work. Again, more data leads to a more comprehensive analysis; hence, try to log an entire week.

Log where time actually goes---Time Log Template

  1. Create a simple chart that consists of four columns as in the above illustration. Column 1 contains labels for time intervals, in 10- or 15-minute increments. Column 2 records your activity. Column 3 identifies the project or purpose that activity served. Column 4 rates the effectiveness of time spent. Itemizing all these details is the key to identifying time wasted and time effectively used.
  2. Make as many photocopies of this chart as required for a whole week.
  3. Carry your time log charts around with you wherever you go. Record every activity—significant or insignificant, large or small—during the entire week. Include time spent at your morning ablutions, travel time, time spent chitchatting around the water cooler, time spent helping your daughter with homework, telephone time, time spent on the internet—your sleeping time too.

Time Log Forms

Here are two PDF forms you could download and use:

  • A time log form for a full day (24 hours) in 10-minute intervals
  • A time log form for a work day (11 hours) in 15-minute intervals

You need not necessarily stop every 10th or 15th minute to record your activity. You can fill up the relevant rows once every hour or so. If you spend two hours on an airplane, you can mark 12 rows (of 10 minutes each) with a single comment. You need not be very precise: if you spend 7 minutes on the phone with a customer, you can record spending an entire 10 minutes.

Here is what your log should look like.

Log where time actually goes---Time Log Example

Benefits of Time Logging

The immediate benefit of time logging is that it induces a sense of significance of your time. It compels you into the right mindset to consider habits you need to develop, avoid or change and start using your hours and minutes more effectively.

The more significant advantage is that your time logs will serve as a foundation for structuring your time according to your priorities and thus enable effective time management.

Tomorrow’s article will focus on time-analysis to help you review results from your time logs and prepare you for budgeting time according to your priorities.

Wondering what to read next?

  1. Make Time to Do it
  2. How to Clear Your Mental Horizon
  3. How to Create More Time
  4. Plan Tomorrow, Plus Two
  5. The Three Dreadful Stumbling Blocks to Time Management

Filed Under: Sharpening Your Skills Tagged With: Mindfulness, Peter Drucker, Time Management

[Time Management #1] The Basis for Managing Your Time Effectively

October 20, 2008 By Nagesh Belludi 2 Comments

Preamble

“Time is totally perishable and cannot be stored. Yesterday’s time is gone forever and will never come back. Time is, therefore, always in exceedingly short supply. … Time is totally irreplaceable.”
-Peter Drucker in ‘The Effective Executive’

This article is the first in a series of four articles that presents the basics of diagnosing how you tend to spend your time and how you can develop the discipline of spending your time on what really matters to you.

The Basis for Managing Your Time

Life is all about values and the priorities you assign to these values. Life entails continually managing these priorities. Effective time management, therefore, necessitates figuring out your short-term and long-term priorities and appropriating your time according to these priorities.

Consider two examples from work.

  • Imagine that you lead projects A and B for your company. Say, using some metrics, you establish a 60:40 relative priority between these two projects. Clearly, this ratio should influence how you allot your time to projects A and B.
  • Suppose that client M generates $100M in revenue to your organization and client N generates just $2M in revenue. No matter how hard N pushes you to serve her, your priorities compel you to spend significantly higher resources serving M. It follows that your priorities will change if client N has the potential to grow to $40M in two years—you will then reorganize your resources accordingly.

Concluding Thoughts

In effect, effective time management is truly not about managing time as such; rather, it is about managing priorities. It is the discipline of focussing on the essentials and eliminating the non-essentials.

Before you begin to manage your time, you need to develop an idea of how you spend time currently. Tomorrow’s article will outline a simple technique for ‘time logging.’

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Filed Under: Sharpening Your Skills Tagged With: Time Management

Inspirational Quotations #243

October 19, 2008 By Nagesh Belludi Leave a Comment

Teach children to use SPICE – and use it yourself.|S-Skill building.|P-Problem solving.|I-Imagination.|C-Communication.|E-Ego building.
—Unknown

The distance is nothing; it is only the first step that is difficult.
—Marie Anne de Vichy-Chamrond, marquise du Deffand (French Socialite)

Hold yourself responsible for a higher standard than anybody else expects of you. Never excuse yourself. Never pity yourself. Be a hard master to yourself—and be lenient to everybody else.
—Henry Ward Beecher (American Protestant Clergyman)

On a long journey of human life, faith is the best of companions; it is the best refreshment on the journey; and it is the greatest property.
—Buddhist Teaching

It would be a blessing if each person could be blind and deaf for a few days during his adult life. It makes him appreciate sight and the joy of sound.
—Helen Keller (American Author)

The difference between getting somewhere and nowhere is the courage to make an early start. The fellow who sits still and does just what he is told will never be told to do big things.
—Charles M. Schwab (American Businessperson)

I don’t like to lose, and that isn’t so much because it is just a football game, but because defeat means the failure to reach your objective. I don’t want a football player who doesn’t take defeat to heart, who laughs it off with the thought, Oh, well, there’s another Saturday.” The trouble in American life today, in business as well as in sports, is that too many people are afraid of competition. The result is that in some circles people have come to sneer at success if it costs hard work and training and sacrifice.”
—Knute Rockne

Filed Under: Inspirational Quotations

How to Make Your Weekends Feel Longer

October 17, 2008 By Nagesh Belludi Leave a Comment

During the weekdays, we engage in routine life and long for two blissful days during the weekends. Habitually, we tend to over-plan for the weekends and underachieve. By Sunday evenings, we tend to feel that our weekends just fizzle out.

We feel that our weekends are short-lived—that they are inadequate to accomplish everything that we want to. We wish we had relaxed more, completed more errands and spent more time with family and friends.

This article presents five habits that you could consider to make the most out of each weekend and feel more refreshed for a new week ahead.

Habit 1: Wake-up Early, Seize your Mornings

Try to avoid sleeping-in. When you wake-up late on Saturday and Sunday mornings, you tend to feel that almost half of these days are over. Moreover, sleeping-in during the weekends puts your sleep out of the weekday-rhythm and makes it difficult to wake-up promptly on Monday mornings.

Maintain your weekday wake-up times on Saturday and Sunday mornings as well. If you desire to “catch-up with sleep,” consider getting to bed earlier on Friday and Saturday nights or taking small naps on Saturday and Sunday mid-mornings. Try not to indulge yourself in a Sunday afternoon siesta—you will be able to go to bed early on Sunday night and prevent drowsiness on Monday afternoon.

Wake up early and seize the mornings. Spend some quiet time alone or with your family. Laze around, go for a brisk walk, visit the Farmers’ Market, sit in your porch with coffee and newspaper, and enjoy the serenity of the morning.

Habit 2: Shift Chores and Errands to Weekdays

Instead of spending your precious weekend on home projects—laundry, sorting, redecorating, cleaning—and errands, consider redistributing chores and errands among the weekdays. Say, for instance, you tend to spend two hours every weekend on chores, consider spending half an hour each weekday completing these tasks. Set your weekend aside for pleasure.

If you must work on particular home projects and run errands during the weekend, complete them on Saturday. This will enable you to unwind on Sunday. Instead, if you relax on Saturday, you will realize on Sunday morning that you will need to complete various household tasks by Sunday night—you will then hurry through Sunday and exhaust yourself by Sunday night.

Focus on a stress-free, relaxed, fun-filled Sunday with family and friends.

Habit 3: Plan and Prepare; Do Not Over-plan

Consult your family and friends and prepare an outline for your weekend in advance. Do not wait until the weekend to organize the weekend. On or before Thursday, go out shopping and collect all the resources necessary. By preparing in advance, you will be able to execute your plan as soon as your weekend starts instead of spending time wondering what to do.

Avoid any activity, e.g., catching up with work email, that is part of the weekday routine. Do consider, however, spending time working on important matters e.g., planning your investments, that you have been postponing. Vary your activities each week and avoid establishing a routine for your weekends—routines are for weekdays.

Habit 4: Improvise and Engage in Life’s Little Pleasures

“The happiness of too many days is often destroyed by trying to accomplish too much in one day. We would do well to follow a common rule for our daily lives – Do Less and Do It Better.”
— Dale E. Turner

As you plan your activities for the weekend, be realistic in what you can achieve. Do not over-plan. Try to prioritize your activities. Rushing around can easily exhaust you.

Allow for spontaneity and improvise your weekends. Engage in life’s little pleasures: spend time outdoors, go for a walk, hike, take a bicycle ride, or tend to your garden. Talk to friends and family you have not been in touch for a while, read magazines and books, or look at old pictures. Or, pursue a hobby, go to the beach, visit a museum, attend a concert, or do anything else that is fun for you and your loved ones.

Habit 5: Reflect and Appreciate

On Sunday evenings, reflect on everything you did during the weekend and appreciate having a good time with family and friends.

Do not fret if you did not complete everything you had planned. There is always another weekend coming-up.

Concluding Thoughts

The key to making your weekend feel longer and having a relaxing time is to reorganize your plans and freeing-up time for your favourite, pleasurable activities during the weekend. By prioritizing, improvising and staying on top of things you can arrive at the end of your weekend contented and full of energy for the fresh week ahead.

Wondering what to read next?

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  3. How to Avoid the Sunday Night Blues
  4. How to (Finally!) Stop Procrastinating, Just Do It
  5. The Art of Taking Action: Use The Two Minute “Do-it-Now” Rule

Filed Under: Sharpening Your Skills Tagged With: Lifehacks, Time Management

Inspirational Quotations #242

October 12, 2008 By Nagesh Belludi Leave a Comment

Never doubt that a small group of thoughtful, committed citizens can change the world. Indeed, it is the only thing that ever has.
—Margaret Mead (American Anthropologist)

The time which we have at our disposal every day is elastic; the passions that we feel expand it, those that we inspire contract it; and habit fills up what remains.
—Marcel Proust (French Novelist)

The truth is more important than the facts.
—Frank Lloyd Wright (American Architect)

No life can be barren which hears the whisper of the wind in the branches, or the voice of the sea as it breaks upon the shore; and no soul can lack happiness looking up to the midnight stars.
—William Winter

The secret to creativity is knowing how to hide your sources.
—Albert Einstein (German-born Theoretical Physicist)

Professional success requires more than talent. Among other things, it requires drive, initiative, commitment, involvement, and–above all–enthusiasm.
—Tom Peters (American Management Consultant)

Groups become great only when everyone in them, leaders and members alike, is free to do his or her absolute best.
—Warren Bennis (American Scholar)

A good rule for going through life is to keep the heart a little softer than the head.
—Anonymous

You are neither right nor wrong because the crowd disagrees with you. You are right because your data and reasoning are right.
—Benjamin Graham (American Investor)

Filed Under: Inspirational Quotations

[Podcast #1] The Importance of Understanding Perspective

October 9, 2008 By Nagesh Belludi Leave a Comment

“Understand breadth, depth, and context. The most important thing I’ve learned since becoming CEO is context. It’s how your company fits in with the world and how you respond to it.”
* Jeffrey Immelt, Chairman and CEO of General Electric

'Ideas for Impact' Podcasts One of the characteristics of top performers is that they understand the broader picture of their jobs. They excel at understanding the purpose of their projects in the context of their organisation’s objectives. They identify how their projects help customers and recognize opportunities for further involvement.

In this first ‘Ideas for Impact’ podcast, we will discuss the importance of perspective using the Indian parable of the blind men and an elephant. We will conclude with specific questions you can ask to understand the big-picture details on your jobs.

Download the MP3 file here [8:11 minutes, 3.74 MB]

Filed Under: Career Development, Podcasts

[Presentation Skills #5] Effective Fonts for Presentations

October 6, 2008 By Nagesh Belludi 1 Comment

Serif and Sans-Serif Fonts

Font families are classified according to their appearance: serif fonts, sans-serif fonts, monospace fonts, cursive fonts, fantasy fonts, etc.

Effective Fonts for Presentations

Characters in serif fonts have little projections or ‘tails’ (serif = tail in French) at the end of strokes and line widths that thin out on curves. The serifs guide a reader’s eyes to flow across lines of text. Conventionally, serif fonts are used for smaller text such as blocks of texts in newspapers. Serif fonts are harder to read from a distance. Examples of serif fonts are Times New Roman, Times Roman, Garamond and Palatino.

Characters in sans-serif fonts have more consistent line widths and do not have tails (sans = without in French.) Sans-serif fonts appear clear, fresh and balanced in shape and form. Conventionally, sans-serif fonts are used for larger text such as headlines or text in posters. Sans-serif fonts are the most popular choice for on-screen (TV, computer, etc.) text because of their clarity in display. Examples of sans-serif fonts are Helvetica, Arial, Futura and Verdana.

Fonts for Presentations

  • Sans-serif fonts are perhaps the best choice for presentation design because sans-serif fonts are more legible than serif fonts when projected.
  • With serif fonts, given the limited resolution of projectors, some of the thinner strokes tend to break-up or disappear when projected, especially at smaller sizes.
  • Characters in monospace fonts (e.g., Courier New and Monaco) each occupy the same amount of space. Use monospace fonts for tabulated information or computer console output only.
  • Cursive or decorative fonts easily distract the eye and make a presentation look unprofessional. Use such fonts sparingly in presentations.
  • Avoid using more than two fonts in a presentation; too many fonts lead to inconsistency in visual design.

Font Sizes: Larger the Better

Font size is measured in points. A point represents 1/72 of an inch; text in 72 points prints to text of one-inch height.

The choice of font sizes is dictated by the size of the room in which you will present. Choose a font-size that will make all of your text readable to everyone in the audience. Use font sizes of 32-48 points for slide titles and headings and font sizes of 24-32 points for the rest of the content.

Wondering what to read next?

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  5. Facts Alone Can’t Sell: Lessons from the Intel Pentium Integer Bug Disaster

Filed Under: Effective Communication Tagged With: Presentations

Inspirational Quotations #241

October 5, 2008 By Nagesh Belludi Leave a Comment

Personal leadership is the process of keeping your vision and values before you and aligning your life to be congruent with them.
—Stephen Covey (American Management Consultant)

Everybody pities the weak; jealousy you have to earn.
—Arnold Schwarzenegger (Austrian-born American Actor)

His labour is a chant,|His idleness a tune;|Oh, for a bee’s experience|Of clovers and of noon.
—Emily Dickinson (American Poet)

The country needs and, unless I mistake its temper, the country demands bold, persistent experimentation. It is common sense to take a method and try it; if it fails, admit it frankly and try another. But above all, try something. The millions who are in want will not stand by silently forever while the things to satisfy their needs are within easy reach.
—Franklin D. Roosevelt (American Head of State)

Hold a true friend with both hands.
—African Proverb

Whate’er’s begun in anger ends in shame.
—Benjamin Franklin (American Political leader)

If a man be gracious to strangers, it shows that he is a citizen of the world, and his heart is no island, cut off from other islands, but a continent that joins them.
—Francis Bacon (English Philosopher)

Whate’er’s begun in anger ends in shame.
—Benjamin Franklin (American Political leader)

Rarely do we find men who willingly to engage in hard, solid thinking. There is an almost universal quest for easy answers and half-baked solutions. Nothing pains some people more than having to think.
—Martin Luther King, Jr. (American Civil Rights Leader)

Forgive your enemies, but never forget their names.
—Unknown

Cautious, careful people always casting about to preserve their reputation or social standards never can bring about reform. Those who are really in earnest are willing to be anything or nothing in the world’s estimation, and publicly and privately, in season and out, avow their sympathies with despised ideas and their advocates, and bear the consequences.
—Susan B. Anthony (American Civil Rights Leader)

There is not one wise man in twenty that will praise himself.
—William Shakespeare (British Playwright)

When I tell the truth, it is not for the sake of convincing those who do not know it, but for the sake of defending those that do.
—William Blake (English Poet)

If you think about disaster, you will get it. Brood about death and you hasten your demise. Think positively and masterfully, with confidence and faith, and life becomes more secure, more fraught with action, richer in achievement and experience.
—Eddie Rickenbacker (American Military Leader)

Filed Under: Inspirational Quotations

Albert Mehrabian’s 7-38-55 Rule of Personal Communication

October 4, 2008 By Nagesh Belludi

7-38-55 Rule of Personal Communication

In communication, a speaker’s words are only a fraction of his efforts. The pitch and tone of his voice, the speed and rhythm of the spoken word, and the pauses between those words may express more than what is being communicated by words alone. Further, his gestures, posture, pose and expressions usually convey a variety of subtle signals. These non-verbal elements can present a listener with important clues to the speaker’s thoughts and feelings and thus substantiate or contradict the speaker’s words.

The most commonly and casually cited study on the relative importance of verbal and nonverbal messages in personal communication is one by Prof. Albert Mehrabian of the University of California in Los Angeles. In the 1970s, his studies suggested that we overwhelmingly deduce our feelings, attitudes, and beliefs about what someone says not by the actual words spoken, but by the speaker’s body language and tone of voice.

In fact, Prof. Mehrabian quantified this tendency: words, tone of voice, and body language respectively account for 7%, 38%, and 55% of personal communication.

The non-verbal elements are particularly important for communicating feelings and attitude, especially when they are incongruent: if words and body language disagree, one tends to believe the body language.

Pre-Wiring Presentations: Preventing Surprise Reactions If a speaker’s words and body language differ, listeners are more likely to believe the nonverbal communication of the speaker, not his words. For example, if a person states, “I don’t have a problem with you!” while avoiding eye-contact, looking anxious, and maintaining a closed body language, the listener will probably trust the predominant form of communication, which according to Prof. Mehrabian’s findings is non-verbal (38% + 55%), rather than the literal meaning of the words (7%.)

I have two arguments against the oversimplified interpretation of the “7-38-55 Rule.” In the first place, it is very difficult to quantify the impact of tone of voice and body language on the effectiveness of communication. Secondly, such quantifications are very subjective and cannot be applied as a rule to all contexts. Prof. Mehrabian himself has cautioned,

“Total Liking = 7% Verbal Liking + 38% Vocal Liking + 55% Facial Liking. Please note that this and other equations regarding relative importance of verbal and nonverbal messages were derived from experiments dealing with communications of feelings and attitudes (i.e., like—dislike). Unless a communicator is talking about their feelings or attitudes, these equations are not applicable.”

This study is a convenient—if not accurate—reminder that nonverbal cues can be more valuable and telling than verbal ones. Therefore, to be effective and persuasive in our verbal communication—in presentations, public speaking, or personal communication—it is essential to complement our words with the right tone and voice and the appropriate body language.

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  3. Lessons from Procter & Gamble: ‘One-Page Memo’ to Sell an Idea
  4. Why They Don’t Understand You and What to Do About It
  5. Your Nerves Are Invisible & No One Can Tell: The Illusion of Transparency

Filed Under: Effective Communication Tagged With: Meetings, Presentations, Social Skills, Writing

Inspirational Quotations #240

September 28, 2008 By Nagesh Belludi Leave a Comment

Love is always bestowed as a gift—freely, willingly and without expectation. We don’t love to be loved; we love to love.
—Leo Buscaglia (American Motivational Speaker)

Failure is the opportunity to begin again more intelligently.
—Moshe Arens

A single kind word keeps one warm for three winters.
—Chinese Proverb

When we are chafed and fretted by small cares, a look at the stars will show us the littleness of our own interests.
—Maria Mitchell

The time which we have at our disposal every day is elastic; the passions that we feel expand it, those that we inspire contract it; and habit fills up what remains.
—Marcel Proust (French Novelist)

The dream is the small hidden door in the deepest and most intimate sanctum of the soul, which opens to that primeval cosmic night that was soul long before there was conscious ego and will be soul far beyond what a conscious ego could ever reach.
—Carl Jung (Swiss Psychologist)

A man may be outwardly successful all his life long, and die hollow and worthless as a puff-ball; and he may be externally defeated all his life long, and die in the royalty of a kingdom established within him.—A man’s true estate of power and riches, is to be in himself; not in his dwelling, or position, or external relations, but in his own essential character.—That is the realm, in which he is to live, if he is to live as a Christian man.
—Henry Ward Beecher (American Protestant Clergyman)

Be kind, for everyone you meet is fighting a hard battle.
—John Watson (Ian Maclaren)

We didn’t lose the game; we just ran out of time.
—Vince Lombardi (American Sportsperson)

Intelligence is not to make no mistakes, but quickly to see how to make them good.
—Bertrand A. Russell (British Philosopher)

The delight we inspire in others, has this enchanting peculiarity. That, unlike any other reflection, returns to us more radiant than ever.
—Victor Hugo (French Novelist)

Filed Under: Inspirational Quotations

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About: Nagesh Belludi [hire] is a St. Petersburg, Florida-based freethinker, investor, and leadership coach. He specializes in helping executives and companies ensure that the overall quality of their decision-making benefits isn’t compromised by a lack of a big-picture understanding.

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