Big coffee article-how to make the best use of the day (Liu Run)

In this era when both rest and exercise pay attention to efficiency, the ability to handle things efficiently becomes more and more important. In work and life, things can never be done and time is never enough. What should I do?

Liu Run, a time management expert and business consultant, will pay off his personal toolbox in one lump sum and provide you with comprehensive advice on time management from work to life.

Manage your time efficiently, and the earlier you start, the better.

First, develop basic skills in a powerful way-

Mail, calendar, contacts

The first is the mail.

Remember two things:

1. As a business person, never use a free email address.

It is very unprofessional to leave a QQ mailbox on a business card.

You should apply for a special company mail suffix to show that your business is serious and your business is formal.

2. Keep all historical emails.

The Sarbanes-Oxley Act requires companies listed in the United States to keep e-mails for at least five years. I use it to ask myself to keep my emails for the past 20 years.

Through search, you can retrieve historical emails at any time and instantly, thus improving communication efficiency.

Second, the calendar.

Mail exists in the Mail Server, and so do calendars and contacts. Everything should be put in the calendar.

Colleagues invited you to the meeting? Ask him to send a "Meeting Invitation" by email, and then click "Accept". There will be an extra schedule in the calendar.

Have you booked a plane ticket and received a text message or email confirmation? Transfer flight, hotel, credit card repayment information, etc. And put them on the calendar.

My time granularity is 30 minutes, and I will put everything that takes up time into my calendar.

When my colleague asked me:

Do you have a meeting for half an hour on Wednesday afternoon?

I will immediately open the mail client to check the calendar, and then answer:

2: 00 to 3: 00 is fine. Send me a meeting invitation.

After receiving the invitation, I will mark the schedule in red. Red means important and urgent things, and blue means important but not urgent things.

It's almost 2 o'clock on Wednesday afternoon, 15 minutes in advance, and my mobile phone reminds me:

/kloc-The meeting will be held in the conference room on the third floor in 0/5 minutes.

Reminders are very important.

Set the reminder of meeting appointment to 15 minutes in advance;

For dinner, set it to 1 hour in advance;

Book the flight 2 hours in advance;

My friend's birthday is scheduled for the morning 10.

Microsoft Office 365 can also ask an assistant to help arrange the trip.

In the morning, the phone rang and a line of words jumped out:

1.5 hours later, the driver came to the hotel to pick me up and go to the customer's office.

Before that, I need to have breakfast and check out. The invoice header, tax number, driver's phone number, customer contact name and position required for checkout are all on this agenda.

This is schedule management and this is efficiency.

Third, the contact person.

Since 1998, I have been insisting on storing all my contact information in the cloud, and my contacts now have five 76 1 people.

Frankly speaking, I can't remember everyone, but the contact tool can.

People who haven't contacted for a long time call me, and I pick up the phone and say:

Xxxx, long time no see.

He was very surprised:

I haven't heard from you for a long time. Do you still remember me

Please pay attention to the following points when using contact tools:

First, when you enter the phone number, you must add the country and area code.

For example, the fixed telephone in Shanghai: 6 188888.

People who print their phone numbers on business cards like this have no international vision. We should save the phone number as "+86(2 1)6 18888" in the mobile phone.

Because if you are in America, you can't call Shanghai by dialing 6 188888.

Second, after meeting a new friend, you can take a photo with him and then store his head in your contacts. In this way, when he makes a phone call, his picture will appear on the screen of the mobile phone.

Third, friends' birthdays, various anniversaries, children's birthdays, hobbies and other important information. Can be stored in contacts, and can set reminders.

Applying the most basic "mail, calendar, contacts" to the extreme will have magical efficiency.

Second, avoid shaking hands with lazy collaboration software.

With the help of collaborative software with the same pipeline as Teambition, we can make everyone's individual progress obey the overall progress and move forward efficiently.

This is a collaborative software team that I am using. Take it as an example to introduce the value of collaborative software.

The first is the automatic PDCA cycle (the ideological basis and method basis of total quality management, that is, planning, doing, checking and acting).

A team leader suddenly had an idea and wanted to arrange employees to implement it. He can say one sentence or write two sentences on WeChat. However, there are two risks:

1. Team leaders will forget;

2. Employees will forget. They may not even "take the initiative" to remember.

In Teambition, create a "task" and set 3W(Who do What by When), that is, the executor, task content and deadline.

After receiving the "New Task Reminder", employees can drag tasks from the "Pending" channel to the "In Progress" channel.

"Lane" is a jargon in collaborative software, which means one step at a time, just like a single lane in a swimming pool.

All tasks can only be completed in the end, or cancelled, and cannot be forgotten.

Second, the mandatory SMART principle.

In Teambition or similar collaboration software, you can set the deadline of each task, which will force the setting of T:Time-based(S = Specific, M=Measurable, A = addressable, R=Relevant, T=Time-bound) in the SMART principle.

You can also define four fields S‐M‐A‐R) in the task template, so that each task must conform to the SMART principle, otherwise it cannot be created.

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Thirdly, visual Scrum (iterative incremental software development process, usually used in agile software development) method.

Collaborative software can use software instead of whiteboard. The biggest advantage of replacing whiteboard with software is to change Scrum's sprint kanban from an "active tool" for people to adjust their notes to a "passive tool" for software reminders. The degree of visualization and work efficiency will be greatly improved.

Of course, besides Teambition, there are many other excellent collaboration softwares, such as Trello (Team Collaboration Software), Worktile (Team Collaboration Tool) and Tower (Team Collaboration Tool), all of which have their own characteristics. Teams can choose to use it according to their own situation.

Third, rest and exercise efficiently.

Work is very important, life is very important, and rest and exercise are also important.

Junior business people fight for physical fitness, intermediate business people fight for skills, and top business people return to fight for physical fitness.

What really needs to be balanced is not work and life, but work and life and their opposite-rest.

The following are some tools that I often use in my busy work and life to help me rest effectively.

First, white noise software.

My commonly used white noise software is called Relaxio, and adequate sleep is the best medicine. I used to sleep 10~ 12 hours every day. Even now, I can sleep for 7-8 hours every day.

Second, eye mask+noise canceling headphones.

I travel to many places every year. Sleeping on airplanes, high-speed trains and cars is a necessary skill for consultants.

During the journey, creating a dark environment is the key to falling asleep. In order to fall asleep quickly on the transportation and have a high quality sleep, I will carry an eye mask with me to create an atmosphere at night.

This eye patch is very special. It says "Tell me to eat" on one side and "Don't tell me to eat" on the other. As for which side faces outwards, it depends.

Third, jump rope.

A better way to rest is to exercise.

Fitness has four purposes: losing weight, increasing body flexibility, increasing muscles and training cardiopulmonary function. Among these four purposes, the one that is most related to health is actually training heart and lung function.

Running and swimming are good ways to train heart and lung function. But for me, running and swimming are too inefficient.

I did a lot of research and consulted many experts, and finally chose a more efficient exercise mode from the perspective of training cardiopulmonary function: skipping rope.

Jumping rope for 5 minutes is equivalent to jogging for half an hour.

If the posture is correct, skipping rope will only do one seventh of the damage to the knee as running.

Fourth, the whiteboard

Whiteboard looks unremarkable, but it is actually a magical tool, which can liberate us from "structured thinking, bounded thinking and error-free thinking" and help us think endlessly anytime, anywhere.

The whiteboard itself is worthless. Give it the meaning of thinking, and it will have unlimited value anytime and anywhere.

Verb (abbreviation for verb) mobile office tools

Since 2006, I have flown more than 100 times every year, and I am even away from home for nearly 200 days every year.

Therefore, it is particularly important for me to use tools to move the office during fragmentation time. Share some common mobile office tools.

The first is a tablet with a stylus.

Second, large-screen mobile phone+Bluetooth keyboard+mobile phone bracket.

Putting the mobile phone on the desk can replace the computer conveniently and effectively.

When not in use, my phone holder can be put in my wallet just like a credit card. After sitting down, take out the phone holder from your wallet and the Bluetooth keyboard from your pocket to create an office environment instantly.

This mobile office system can greatly improve work efficiency and make full use of fragmentation time.

Third, Bluetooth headset bracelet+conference call audio+active noise reduction headset.

Create a healthier, relaxed and effective audio environment.

Six, electronic readers

The more fragmented it is, the more systematic research is needed.

Use a variety of electronic readers to acquire knowledge effectively.

If the purpose of reading is to "acquire knowledge efficiently", then enjoy paper books as a personal hobby and master e-books as an efficiency tool.

Recommend three e-readers: get, read more and Kindle. These three readers have their own characteristics, complement each other and can be used in combination.

"Listening to a book every day" is very efficient. It takes 20 to 30 minutes to finish reading a book while riding, walking and waiting for the plane, which lays the foundation for me to read 200 to 300 books every year and greatly expands my knowledge boundary.