Maintain Yourself

How to create an effective to do list

noreply@blogger.com (Haim) — Thu, 08 Oct 2009 15:24:00 +0000

The most interesting problem with having detailed To Do List is that the length of the list and the amount of the items in it can create an overwhelming state. Remembering that one of the reasons to create an organized To Do Lists, is to overcome the overwhelm and stress under the work load. Seemingly, we have a conflict, the solution for overwhelming create other kind of overwhelming.

The answer for it is the way of building the list.

Include every item that bother your mind, the list functions as an inbox that helps you to clean your head into it and releases the pressure of trying remembering everything. This is one of the basics of GTD.
Don't include small tasks, just do them. The first mistake is to fill the list with mass of silly items that never have to be done, or with items that it's faster to do them then to write them.
Deal only with the items you can do in the certain time and place, create a filter for the next days items. Check the way I'm doing it.
Don't spend to match time with the list, schedule your time for review, check it once a day, do every item that can be done and close it, don't leave it open, it will disturb you.
Don't include far future things in the same list with the day to day stuff, most of the future items need a monthly review, more then that is not needed. Create a spacial list for the far future items, check it once a month.

More focused list will help you to concentrate on the important items, and you will feel that you control the work load.

Project Time Management

noreply@blogger.com (Haim) — Sun, 04 Oct 2009 14:02:00 +0000

The primary challenge of project management is to achieve all of the project goals and objectives while honoring the preconceived project constraints. Typical constraints are scope, time, and budget. [Wikipedia, project management]

Although the time is one of the 3 legs of every project, it's the more flexible leg.
Project managers tend to be very compromise about it.

Time is the key success of the project, together with the scope and the budget.
In extreme cases, project can become irrelevant because of not standing the time limit, e.g. seasonal markets, like tourism and fashion, therefore, loss of money.
As a statement, 99% of the cases that the project break the time limit, increase of expenses or money loss involve in it.

The time of the project should be manage strictly, just like the scope and budget

Carrying out the following steps will assure more success in standing the time limit of the project

Definition, the time limit can be defined by the customer, as a constrain of the market or other. In this case, the project manager have to plan the resources needed for it.
In case of the project manager have to define the time limit, it mast be conservative, with enough spare time for unknown issues.
Plan, to plan a good schedule to a project first you need to create a detailed list of all the activities, drill down as far as you can, then determine the schedule for it, when it start, how long it should be, what should be made before/after, what resources need for it.
Give extra 10%-50% more time to the duration of the activities, according to the degree of uncertainty.
Execute, like everything, the time schedule mast be manage, follow the progress of your co-workers and sub-contractor, push them to stand the time limit of their tasks, make it daily habit.
Time Vs. Resources, in case of tasks exceed the time limit, consider using more resources to increase productivity on them, most of the time it will affect the budget, so do it carefully.
Work in parallel, push forward every task you can in the certain time, all under limitation of resources and budget.
Utilization of opportunities, a lot of tasks can be shift or move during the project life time.it will save time.
Goal, be targeted on the goal of time limitation.

Good-luck!

No. 1 rule for productivity

noreply@blogger.com (Haim) — Fri, 25 Sep 2009 14:41:00 +0000

what is the No. 1 rule for productivity and efficiency?

the answer is clear and simple.

The intention to do every mission or task, only one time.

Spending one period of time for doing, a particular task, in the right way.

Spend all the time needed to do it right. every minute you'll put in it, in the first time, will save you hours in the future.

Doing right meeans

Avoiding mistakes correction
Avoiding plans changing or modifications
Avoiding the need to do the task all over again.

This rule of doing every task only one time, goods for small task, as writing a report, as well as, for very big ones, like, long term projects.

Implementing this way of thinking will change your work perception.
Instead of dealing with one thing over and over again, you will find yourself working on new things each time.

And the most important, you will find time to do what you really like to do.

How to Succeed With a Project Without Breaking the Budget

noreply@blogger.com (Haim) — Sun, 20 Sep 2009 07:15:00 +0000

How many times you stuck in the middle of the project with no budget to move on?

It seems that every PM have to deal with it.

So, how can you avoid it? and yet, do the right thing for the project.

Follow these steps, it can help

Definition, define the goals of the project, what need to achieve at the end of it.
Do it in details, define how it should be check (acceptance tests) ...
Categorize, create the sub-projects according to different characteristic, Geographical, Specialties, Execution order ect. all according to the kind of project you manage.
Details, Create a job list for every sub-project, make it as detailed as possible, you will use it for the project time-line (gantt chart) and also as a base for the To-Do-List of the project, do it in a spreadsheet software, numbers will follow.
Budgeting, attach cost for every line in the list, although, these casts are primary consumption, try to base it on reliable sources like previous experience, updated price quotations, colleagues and experts knowledge. Built it as a results of quantity multiple by cost-per-unit.
Expect the unexpected, even with the most detailed design, surprises will appear during the project life, save money for it, include at least 15% extra cost for it. you will find it very helpful.
Beware of the budget trap, lower budget will be very attractive to the board, but it will not cover the project. Higher budget will leave you enough money for the project but the board my not confirm it, try to find the right way to balance it and not falling into the trap.
Negotiate, try to get the best price for every item in your budget.
Manage the budget, follow the project costs continuously, refer it to the budget, remember, the budget is the guideline of the project.
Uncompromising, do not compromise, check what you get, insist to get everything you ask for, you are paying full money, you deserve to get the full product (or service), every compromise you will make, will cost you later.
Beware of the undefined parts, subcontractors love it, avoid it as match as you can, if can't, try to make a new job from it, you can negotiate.

It is possible to save the budget frame and fulfilling the project goals

Quality Thinking Time

noreply@blogger.com (Haim) — Thu, 17 Sep 2009 04:59:00 +0000

The most wanted resource for managers is thinking time. Not just time, but time with the right quality. No interruptions and the right mood.
Most likely, you will not find it in the office.

So, where and when can we find it?
Fortunately, outside exercising, e.g. running, walking or biking, can provide you the opportunity to have this quality thinking time.

The following reasons can explain why

Being in nature makes you more relaxed and calm, brings you to the right mood.

No interruptions, even within a group, you can find yourself alone and thinking.

The sounds and sights of nature will boost your inspiration.

Go out, spend some time, practicing.
You will find the greatest ideas.

How to start biking

noreply@blogger.com (Haim) — Mon, 14 Sep 2009 10:46:00 +0000

How many times you decided to move your body and start living healthier?
The simple way to tell yourself that you do something with your body is going to the Gym.
Most of us choose this option as a way to overcome the guilt feeling.

Despite this, the Gim is a good start point, that can lead to the real thing, exercising outside, jogging, walking, biking...

As for myself, I find that biking is best sport for me.

The following steps will help you doing it

15 steps How to start riding a bikes

Buy a bikes, start with the basic model, no special accessories, ask the seller to fit the bike to your size. My recommendation is to start with MTB bikes, you can use them on roads as well as tracks and country roads.
safety accessories and basic outfit, Safety is most important, have a good and appropriate helmet, one that you can feel comfortable with, couple of gloves, nice shirt and pants, it will helps ride longer later on.
Repair kit, ask the seller to give you a basic repair kit, inner-tube, set of Allen keys for adjustment, tools for replacing the inner-tube, pouch to store it. This kit will help you one day.
Schedule your biking, chose your biking time, day in the week and the time in this day, weekends are best for it, start early morning, ride for 1-2 hours as a start, once a week is enough. Make this time as a habit, save it for biking.
Set your path, find a close circular pat,h in your area, starting and finishing in your home place, flat area is preferred, 10-15 km long.
Start biking, feel your bikes, find the best gear position for you, adjust the bikes if needed, reride this path for 3-4 times, you will feel it's become easier each time.
Increase the speed and intensity, try to do this path faster, try to do it with higher gear, it will increase the resistivity to the ride.
Make it longer and harder, climb hills, ride far from home.
Schedule, try to find more time in your schedule for biking, make it twice a week.
Ride with group, it will increase your motivation, you can always learn the way others makes their biking.
flow with your body, decide the way you ride according to your feelings, if you feel strong and full of energy, make somethings harder then before. In days that you feel down, don't fight your body, go for easy ride or even skip one ride.
Go wild, ride in nature, long tracks, alone or with group.
Enjoy your feeling
Enjoy nature
Clear your mind

You will bless the day you start doing it

GTD® In Practice

noreply@blogger.com (Haim) — Mon, 14 Sep 2009 08:01:00 +0000

GTD® In Practice - My way for GTD®

GTD® In Practice

View more presentations from Haim Korkus.

The clean desktop approach - Computer desktop

noreply@blogger.com (Haim) — Sun, 06 Sep 2009 10:35:00 +0000

Most of computer desktops I've seen looks like this

Includes

unnecessary shortcuts icons
downloaded files, it's easier to find them
Media files. movies, mp3 files, pictures
Documents, word docs, spreadsheets and presentations
Internet shortcuts, to the favorite websites
other things

It seems like all the files in the PC stays on the desktop.

As describe in the 1'st post, everything is disturbing the eyes and the mind.
To let you work on the most important issues, you mast evacuate all unnecessary items.
On the computer desktop it's mean, having few icons, including the Recycle Bin, maybe the best tool for cleaning your desktop.

8 steps to get a Clean Desktop

Delete, shortcuts that not in use, double files, downloaded EXE files already instaled
Unclutter, store all documents, movies, pictures, mp3 file in specific folders, storing in the cloud will give extra benefit, Picasa, Google docs...
Shortcut, create shortcuts for all the programs you need in the "Quick Launch" toolbar
Hide, hide desktop icons, right click on desktop, Arrange Icons By, unsign Show Desktop Icons.
You can steel use the desktop folder by placing it's shortcut in the quick launch toolbar.
Organize, stretch the taskbar and organize it, you can get a lot of space for all the shortcuts and open items
Hide, choose the "Auto-Hide The Taskbar", right click on the taskbar, properties
Decorate, choose nice photo as a wallpaper for your desktop
Habits, change habits of using your computer

Finley you will get clean desktop similar to this

Enjoy your new Desktop

Short term To Do List

noreply@blogger.com (Haim) — Thu, 03 Sep 2009 09:27:00 +0000

To Do Lists are the most common tool for managing and remembering all the items have to be done.
Mostly, long lists, very difficult to organize.
The lists sorted by projects or group titles, by context, according to the time and places it should be done ect.
Trying to find software that can support all that needs give a list of softwares that each of them cover partially the needs of the DTL.
Mr. Davis Alen, try to handle it with the GTD method creating some rules that helps to manage the TDL. He suggested to create the "Next Action" list that contain all the items that need the attention for each project, but evan this list can be very long and the items have to be treated in different times and places.
To overcome this complicity, I suggest to create a "Short term To Do List" this list can include all the items to handle in the next day or two.
To create it, I adapt an habit, In the end of the working day or in the begging of the next day I pull out from the "big list" all the items that can be treated in the following days, and all the small things that arise daily and mast be done in this time (phone calls, emails).
The list is written on a paper.
From this moment, the big list have no meaning, till next time.

The benefits of this system of TDL managing

The big list contain the long term items/projects, can include the tiltle alone
The time needed to manage the TDL system is minimal, few minutes, 2 or 3 time a week
The next action is difficult to define long time in advance and it can be find as non relevant when you come to deal with it.
By creating the Short term TDL, small actions can execute on the immediately, without the need to write them.
Dealing only with the items that can executed in this certain time and place.

Remember, the TDL managing system is only a tool that can help us to perform better in our work, its not stand by it self.
Therefore, it mast be simple, easy to use with a minimal spend of time and energy

The clean desktop approach - Part 1, The "real" desktop

noreply@blogger.com (Haim) — Tue, 01 Sep 2009 11:33:00 +0000

Every one of us deals with tens of missions and tasks every day.
the physical desktop full with bulks of documents and written literature. The computer desktop full with files and shortcuts.
Most of this files and papers are not relevant to the certain time of working. However, it's Troubling our mind, we have to think about every issue that catches by our eyes, think about it and then realize that we have nothing to do with it in this certain time.
This way of working spends about 50% of the time and energy on doing nonproductive work.
Because of that, we get frustrated, tend to procrastination and low motivation.

One of the best ways to deal with it and as a result, increase productivity, is the clean Desktop approach.

The idea is to keep on desktops only the documents that we can handle in that time.
Handle means, execute an action or monitoring.

Nice Idea, but how can we implement it?

tickler file

When we are dealing with the real wold and real papers, the most common way is the 43 folder method or in it's other name tickler file.
It's allow to store the documents for future overview, according the time we'll weed them for action or monitoring.

Time sort system, best for ongoing papers, not related to spacial project.

The Noguchi Filing System

Organizing system for real documents, uses envelops for storing the documents according to a project or title, implementing of this system includes rules about way of ordering the envelops, that create an easy method to find a document.

Project sort system, best for multi-projects documentation.

As my job includes ongoing issues and multi-projects, the use of one method will cover only part of my needs. using both of them, each for the part it's bets helps can give good solution for achieving the clean desktop.

Post No. 1

noreply@blogger.com (Haim) — Sun, 30 Aug 2009 06:37:00 +0000

As this is the first post in the blog, I would like to share my thoughts about what should be written in it.
I will try to represent my way of working and living, the habits that bring me to a better place, makes me more efficient, and generally, makes me feel better.
I found, in the net, a lot of essays and ideas about habits and life improvement, about how to organize the work and the life.
I believe there is no good method that can work for everyone in the same way. but, with some modifications, the ideas behind it should be good for all, .
In this blog I will describe the way I use the different methods and habits to improve my day.