时间管理的5大基本法则 一、要事第一法则 这是时间管理领域最重要的法则。美国总统艾森豪威尔、管理大师彼得德鲁克等积极倡导，被《时代》杂志誉为人类潜能的导师的史蒂芬柯维，专门著写《要事第一》，并成为全球畅销书。 这个法则可以帮助你有效克服每日或每周的混乱，以便正确区分事项类型，决定事项的优先顺序，是否安排他人或删减。 按照要事第一的法则，所有事务分为四类： l 重要且紧急：需要尽快处理，最优先。 l 重要不紧急：可暂缓，但要加以足够的重视，最应该偏重做的事。 l 紧急不重要：不太重要，但需要尽快处理，可考虑是否安排他人。 l 不重要且不紧急：不重要，且也不需要尽快处理，可考虑是否不做、委派他人、或推迟。 紧迫 不 紧迫 重 要 Ⅰ l 危机 l 急迫的问题 l 有期限压力的计划 Ⅱ l 防患于未然 l 改进产能 l 发觉新机会 l 规划、休闲 不 重 要 Ⅲ l 不速之客 l 某些电话 l 某些信件与报告 l 必要而不重要的问题 l 受欢迎的活动 Ⅳ l 繁琐的工作 l 某些信件 l 某些电话 l 浪费时间的事 l 有趣的活动 急迫之事通常显而易见，推托不得；也可能较讨好，有趣，却不一定重要。 重要性与目标有关，凡有价值、有利于实现个人目标的就是要事。一般人往往对燃眉之急立即反应，对当务之急却不尽然，所有更需要自制力与主动精神，急所当急。 确定优先次序的重要原则，每条都与理智、勇气密切相关： l 重将来而不重过去； l 重视机会，不能只看到苦难； l 选择自己的方向，而不盲从； l 目标要高，要有新意，不能只求安全和方便。 要集中精力，全神贯注于一项工作，首先要有足够的勇气，要敢于决定真正该做和真正先做的工作。只有这样，你才能成为时间和任务的主宰，而不会成为他们的奴隶。 二、计划性与灵活性原则 我们常常感叹计划赶不上变化，从而对时间管理产生疑虑。科学求实的时间管理应该是计划性与灵活性的体现。 l 日常行动计划 60% 左右 l 不期而至的或突发性的等计划外的行动 40% 左右 在实际工作生活中，请根据你个人活动特点和时间利用状况来对时间分配做出更精确的安排。即可能是 80: 20 原则，或55: 45 原则。 工作时间 60 ％计划 40 ％未纳入 三、个人生理曲线与工作方式 每个人的精力在一天之内有一定的节奏性，决定了每人一天精力的高峰与低谷。有的属早起型，有的则是晚睡型。因此，有必要根据每人的生理曲线，来确定个人的工作方式特点，从而制定高效率的实践计划。 你的水平发挥取决于精力充沛与否，你需要了解自己的工作绩效曲线来制定时间计划。尽量将精力高峰时间安排做重要的事情，并注意在低谷时间安排适当休息。 四、日干扰曲线与工作方式 在前面个人时间利用记录中，你可能已经意识到了在许多工作时段，存在着被同事、公司、下属或其他人反复打断和中途干扰的情况，从而直接影响到工作效率。 除了掌握一些对抗干扰的技巧方法如学会断然拒绝术、适当的身体语言等等外，最现实的一种方法就是反向工作。即尊重同事、公司、下属或其他人的工作习惯，尽量把主要的重要的事项安排在干扰最少的时段。 请试着从个人时间记录中，着手绘制你本人的日干扰曲线。根据日干扰曲线来有效地规避干扰的风险。 五、帕雷托时间原则 意大利经济学家帕雷托（ Pareto 1843 1923 ），提出在一个团队或一群人中，少部分人较大部分人创造出更多价值。即 80:20 原则。 在实践中，我们经常看到： 20% 的客户带来 80% 的销售额 80% 的客户带来 20% 的销售额 20% 的销售人员产生 80% 的业绩 80% 的销售人员产生 20% 的业绩 在时间管理中： 20% 的工作时间产生 80% 的成效 80% 的工作时间产生 20% 的成效 六、结论 l 优先解决少数重要事项，然后解决占多数的次要事项 l 尽量安排个人效率高峰时间段来处理少数重点事项 l 尽量安排日干扰曲线小的时段来处理少数重点事项
March 3, 2009 Getting Things Done with PersonalBrain Clear Your Mind. Get It Out of Your Head and into Your PersonalBrain. First of all, if its on your mind, your mind isnt clear. Anything you consider unfinished in any way must be captured in a trusted system outside your mind, or what I call a collection bucket, that you know youll come regularly back and sort through. David Allen, Getting Things Done A central premise of David Allens Book and cultural movement, Getting Things Done, is that you can experience a tremendous sense of relief and control by moving your tasks and ideas outside of your mind and recording them externally in a place you can trust and where you will review them regularly. This frees your mind from remembering and allows you to focus on completing your tasks. Capturing and improving your thinking of course is what PersonalBrain is all about. I have often felt this sense of relief and insight when organizing key strategies and ideas in my Brain. I think that is why, beyond getting instant access to key data, we like to mind map things like our marketing plans, the economy, personal finances and the like. However, there is another level of organization and efficiency you can take your PersonalBrain to by applying David Allens principles of GTD. Its all about creating a Brain that focuses your information on results enabling you to track everything you have to do, instantly access everything you need to do, and do it more effectively. So how is the GTD approach different from how you would normally use PersonalBrain? Well, as you might have guessed, GTD is a systematic methodology for capturing the things you need to get done When you build a Brain for GTD, anything you consider unfinished (what David calls an open loop) is added as a Thought in your Brain. The idea is that your head is not the place to hold these things since keeping even the smallest unfinished tasks in your mind will literally stress you all day long. I started implementing a basic GTD structure in my PersonalBrain and it has already cleared my mind and made me more organized. Keep reading for an overview of how I am implementing GTD in my Brain. For more about GTD, I highly recommend that you buy the book and visit David Allens Web site . GTD in PersonalBrain So that those of you not already familiar with GTD can follow along, here is my own very simplified interpretation of GTD. Of course, there is much more to GTD than this, but I hope this is enough to demonstrate how PersonalBrain can be applied effectively and to get you interested in learning more about GTD. Capture everything that is running around in your head in an external system. Categorize each of these things appropriately: if it can be done, when it should be done, and in what context. Review things systematically using the categories you have defined. Execute on actions at the appropriate times. If this is your first time hearing about GTD, you might be thinking, I already do all that. However, I believe the power of GTD is being explicitly conscious of what you are doing and systematically improving it. With GTD and PersonalBrain, you can become fundamentally better atwelleverything. When implementing GTD in PersonalBrain, the processes of capturing and categorizing are tightly intertwined. Essentially, you want to create a comprehensive set of lists of items to execute on. You dont have to capture every action often you will simply define a project which might imply a set of many actions. Examples of projects are write a novel, or increase sales. Discrete actions you might want to capture would be go to the spa, or file sales report. Tracking Projects in PersonalBrain Create a Projects Thought with child Thoughts for each of your projects. It is useful to break projects into personal and professional subcategories and then into short term (say within the next 3 months) medium term (within a year) and long term (longer than a year) groups. This will allow you to review your nearer projects more often while keeping an eye on longer term goals. I used the names Now, Soon and Someday/Maybe to designate these. Of course, you can use whatever categories you like. Figure 1. Projects can be organized by area and timeframe. For some projects, you may have documentation, lists of goals, brainstorming that you need to do and more. PersonalBrain naturally fills these needs with its ability to attach virtually any type of digital information to your project Thoughts. You can keep all of your short term projects at hand by creating pins for the Personal, Now and Professional, Now Thoughts. Visualizing and Zeroing in on Your Next Actions Armed with a system to organize your projects, its time to start defining discrete actions. These are definite physical things you can do, what David calls next actions. They may be independent of projects, or they may be a direct result of a project. When you review your projects you should define the next actions to be taken for your active projects. Create Thoughts for each action in the context in which you will execute it. For date specific actions, use PersonalBrains calendar. Add an event in PersonalBrains calendar for the action. PersonalBrains reminders will alert you when this action is due. For actions that are not tied to a particular time, create child Thoughts for them under their project. This will allow you to easily see all the actions associated with each of your projects. Actions that are associated with more than one project can be linked to multiple parent projects. Actions should also be tagged with a context based on when they are done so that you will be reminded to do them when most appropriate. For example, you might create tags for at the mall, when talking to Marie, or errands. Using tags is useful for tracking actions because you can easily see how many outstanding actions there are for each tag in the tags tab. Of course, you can easily pull up the list of actions for any tag by typing the tags name into the instant activate feature or by clicking on the tag. Tags will also be visible when you look at the list of actions for any project, giving you a quick overview of the types of outstanding activities you have for each project. Figure 2. The Tags tab show the number of outstanding items of each type. Figure 3. Next actions are linked under projects with the tags indicating the contexts for action. One tip you may want to implement is to start all the tags you are using for action contexts with a special character such as @. This will let you access the list of action context tags just by typing that single character. Figure 4. Opening up the list of action context tags with a single character Throughout your day, keep PersonalBrain open all the time so whenever you have something to capture, you can add it in immediately and get it out of your head and stop worrying about it as soon as possible. Use your action context tags to bring up the lists of actions you can execute as the relevant contexts present themselves. Usually your action context tags are temporary and the tags should be cleared when the action is complete. This keeps your list of outstanding items clean. Capturing the Details with Notes and Attachments When using PersonalBrain for your actions, the notes tool for your Thoughts is useful for adding those little snippets of information from your meetings or for jotting down the phone number youll need when you next place an order from your supplier. Adding file attachments to your Thoughts let you link in the relevant supporting files and web data that may be the inputs or outputs of your actions. Tracking and Managing Pending Items Capture pending items under a special Waiting for Thought. Sometimes you have things to do that you cant do yet. David Allen calls these waiting for items and in many cases they will be associated with a person who is working on something that you need. Of course, you can break out categories under this Thought also if necessary. This Thought will be paramount for ensuring appropriate follow-up from those you are relying on. Ive personally found this to be one of my most useful new Thoughts since reading GTD. For me usually this is about waiting for a reply to an email. So, I actually drag and drop these emails under my Waiting for Thought. Even if I have forwarded this email on to the right person this gives me a reassuring way to track responses without having to search through sent items or email folders. The Waiting for visualization also lets me stay proactive about getting what I need done even when I have delegated tasks to other people. PersonalBrain as Your Filing and Reference System for GTD Part of GTD is having a reliable reference system so you are comfortable putting things away and getting them off your mind. This is the place for things in your day that do not require immediate action but need to be kept and organized for future reference. PersonalBrain becomes your trusted source for any material or ideas you might call upon or need at a later date. You can drag and drop files and add ideas for future reference knowing you can activate them at any time when needed. Reference information that you research, generate, or receive should be linked to the projects and actions it is related to. When actions are completed, often the results may be captured in your Brain where you executed the action. For example, a proposal document created to send to a customer might be linked to the customer as well as the project you are doing for them. This information can be useful for future actions. The structure you create to manage your GTD process can serve as a means of finding this information easily in the future without any additional work. Your Weekly Review in PersonalBrain Review your actions and projects regularly. David Allen recommends reviewing all of your projects weekly and next actions daily or whenever the opportunity to execute a particular context presents itself. There is a waterfall cycle in the review process: actions are reviewed daily and executed, current projects are reviewed to generate actions, near term projects are reviewed to generate current projects, and long term projects, which may include less well-defined goals, values, or even an overall vision, are reviewed to set near term projects. Use linking and unlinking to move projects as appropriate. You may find PersonalBrains outline and expanded views to be very useful for these review processes. Creating Thoughts for Horizons of Focus David Allen talks about 6 levels of work which may also be thought of in terms of altitude. PersonalBrain can visualize all horizons of focus. I have focused on the 10,000 feet and runway levels above since as part of the GTD philosophy David Allen asserts if your mind is pre-occupied with a number of open loops and daily tasks, you cannot effectively focus on higher level life goals. That being said, because of the visual nature of PersonalBrain, you may decide to create a Brain or a specific area in your Brain exclusively on one or more of these horizons of focus. Stress Free Productivity with Your Digital Brain From Horizons of Focus to the Natural Planning Model, David Allens GTD offers a rich set of principles and methodologies that go far beyond what I have touched on here. GTD is changing the way people think of productivity and time management. The combination of GTD and PersonalBrain is a formula for exceeding your own expectations. Some people start at the beginning of the collection process and have a complete visual workflow of Getting Things Done in their Brain while others decide to use PersonalBrain to obtain a higher level visual understanding of complex projects. Whatever degree of implementation you decide to incorporate in your PersonalBrain, it will no doubt help you rise about the fray of your daily task list to let you act with a more informed view and work more efficiently. TheBrain will be at the GDT Summit, this March 12th to 13th. Join us for this event . Download a template GTD Brain . Note: This PersonalBrain Zip visualizes GTD Theory and offers some good template Thoughts and Tags for PersonalBrain users who want to practice GTD based on my interpretation of David Allens Theories. I encourage all users to experiment, add, delete and evolve their own GDT Brain to whatever works for them personally. Also consider entering your PersonalBrain in our GDT Brain category in our Seeds of Knowledge Contest . Tags: David Allen , getting things done , gtd , GTD Summit , horizons of focus , information organization , Knowledge Management , Mind Mapping , mind maps , personal productivity , PersonalBrain , project management , TheBrain Events and News Filed under Blog , Information Visualization , Knowledge Management , Mind Mapping , PersonalBrain by Shelley Hayduk Share This! Permalink Print Comment Related Posts Cogito Ergo Sum. I Think Therefore I Am. PersonalBrain User Droku Inspires the Best in All of Us Moving Beyond Information Hierarchies: An Introduction to Dynamic Mind Mapping Accelerate your Mind with PersonalBrains Instant Activate Using PersonalBrain to Learn, Inspire and Remember Trackback URI http://blog.thebrain.com/gtd/trackback/ Comments on Getting Things Done with PersonalBrain March 3, 2009 Dennis Lynn @ 2:11 pm The Brain appears to be a perfect fit for GTD. My question is: How do people use information in The Brain when they are mobile? Is there a Win Mobile solution or suggestions as to how to carry the Brain around? Permalink Reply March 4, 2009 riccardo @ 3:50 am It can work as a complete solution if you live inside your brain AND you have always your computer next to you. For me until you can export only bits of the brain and printing is enhanced I don't think I can use it for my Next Actions. For me, PersonalBrain for GTD, is good for the weekly review (but not for collection for which I use other software), good for the project list and many other GTD lists. Permalink Reply John Pemberton-Bates @ 4:49 am Guys, I see this 'setup' process OK. However: - can you suggest how one manages 'completion' of activities. Do you delete the thought (could lose content!). - also how one manages queires such as seeing all items due by a context for today Thanks John Permalink Reply KarinEN @ 4:59 am This explanation is most helpful. I was just busy figuring out myself how to best apply GTD in PersonalBrain. But indeed, I miss the access I have on my mobile to tasks and calendar in Thunderbird (do not use Outlook) and/or the possibility to merge. Am I overlooking somethng? Permalink Reply John @ 5:02 am Guys It seems that for any one thought one can have multiple events on the calendar. However when entering a calendar date for a next action it is necessary to reenter the task information on the event. Taking a little extra time. Then if using the Calendar to manage diary events one has to 'complete' on the calendar and then complete on the Brain (somehow). Interesting - any advice, thoughts Permalink Reply Harlan Hugh @ 5:36 am When items are completed, I would suggest you simply remove the tags that signify they are still pending. This way you can keep your completed tasks yet they won't clutter your list of actions. If you prefer, you could opt to forget completed actions that you don't think you'll reference in the future but think you may want to see occasionally (forgotten thoughts are hidden by default but can be shown at any time and remain in context). For calendar items (date dependent actions), you need not create a thought for the action - you can simply add the action as an event to the thought for the project. However, if you have created a Thought for the action and you want to add it to the calendar but don't want to retype the action, just enter an event name such as Due and the action plus the event name will appear on the calendar. To see a list of all the items due on a particular day, just look at that day in the calendar. The reminder function will also show you all the items that are due automatically. For mobile access to your action list, you can copy them actions (select the items by activating the tag for the context you want, then hold down Ctrl and click on the child gate, then use Edit Copy as Text Outline) and paste them wherever you want for printing and/or export to a mobile device. At this time there isn't a version of PersonalBrain for a handheld device, but it does work on things like the EEE PC, plus you can put it on a USB drive. Permalink Reply
标签: 时间管理
