Time Management Copyright (c) 1995 RSW Publications Instant information. Sensory overload. Chronic fatigue. Buzzwords of the 90s. The problem today is too much information and too much to do in 24 hours. We work blindly chopping down trees without sharpening our axe and putting out fires without turning off the gas. Does your schedule control you or do you control your schedule? Are you truly the master of your fate? There is only one success; and that is to be able to spend your life in your own way. You don't have to work 50, 75, or 100 hours a week to be more productive. There are secrets to working smarter. You just have to follow a few simple rules. 1) I'll be brief: KYSS. Keep Your System Simple. I've reviewed dozens of time management systems. Many of them are good. Most are more than you need. I'm not going to recommend any system. The key to effective time management is finding & using a system that works for you. It could be paper, dryboard, desktop, palmtop, or just a good secretary. You may have to create your own. 2) How do you know if your system is working? For one, things should be easy to find. You should be able to find any piece of information (paper or electronic) within 30 seconds. Yes 30 seconds. You shouldn't lose things or be late. Being able to accomplish your goals consistently is a sign that you have mastered time. 3) How can I organize my paper flow? First, print out LABELS.TXT and add any categories you may need (people, clients, projects, etc). Post a master index. Don't start a new folder unless you have eight pieces to file and begin one if you have over 50. Never file paper you have on computer or can get elsewhere. When in doubt, throw it out. Life will go on and you will sleep better at night. 4) How can the computer help me? Use e-mail. Buy a fast CD-ROM and create a good reference library. Don't futz. Futzing is having to read the entire manual (usually in Greek) just to get the machine to do its job. Ask an expert. Try your 5 year old. Learn to type quickly (80 wpm) and learn all the shortcuts. 5) How do I catch up with my reading? Live your life on a need to know basis. Choose one industry weekly, one good paper, and cancel your free subscriptions. Rule of thumb: if you wouldn't pay for it normally, don't read it. Take a speed reading course. Rip out the Table of Contents and skim any useful articles. 6) Be a problem solver, not a problem maker. Bad planning, wasteful habits, and poor communications cost time and money. Try to think ahead, get help in areas of weakness, and be open, honest, and receptive. Everybody has problems, but having fewer of them frees you to focus on your top priorities in life. 7) I'm so far behind, where do I begin? Plan your work and work your plan. Assign your goals into A (hi), B (mid), and C (low) priorities and rank them in order of vitality. Focus on the top six in each area of your life. Break large projects into manageable pieces. Be realistic, set deadlines, & stay focused. 8) Everybody wants my time. Learn to say no. Cut out the clubs, commitments, and projects that aren't enjoyable or don't contribute to your goals. Guard your time as if it were the most valuable commodity on earth. It is! Create a work environment free from interruption and distraction. 9) You want more hours in a day? Give away your TV. Don't open junk mail. Use bits of time to read, write, talk, play, study, brainstorm, organize, or take a quick nap. Eliminate. Delegate. Don't procrastinate. Use e-mail before the phone, the phone before a letter, a letter before a visit, and a visit before a meeting. 10) Remember the words of Ben Franklin, "Doest thou love life? Then do not squander time. For it is the stuff life is made of." Find your purpose and lifework. Master the science of time management so you can enjoy the art of living a balanced life. Life is short, enjoy it. Merrill Douglas summed it up well, in his book "The New Time Management" Purpose: Time masters focus, others spray. Info: Time masters know, others guess. Planning: Time masters proact, others react. Parasites: Time masters eliminate, others tolerate. Paperwork: Time masters simplify, others shuffle. People: Time masters help, others hinder. Procrastination: Time masters act, others delay. Personal: Time masters soar, others slump. Plans: Time masters coordinate, others complicate. Meetings: Time masters control, others confuse. Management: Time masters delegate, others accumulate. The Social Readjustment Rating Scale Holmes & Rache Life Event Point Value 1. Death of spouse 100 2. Divorce 73 3. Marital separation from mate 65 4. Detention in jail or other institution 63 5. Death of a close family member 63 6. Major personal injury or illness 53 7. Marriage 50 8. Being fired at work 47 9. Marital reconciliation with mate 45 10. Retirement from work 45 11. Major change in the health or behavior of a family member 44 12. Pregnancy 40 13. Sexual difficulities 39 14. Gaining a new family member 39 15. Major business readjustment (good or bad) 39 16. Major change in financial state (better or worse) 38 17. Death of a close friend 37 18. Changing to a different line of work 36 19. Major change in the number of arguments with spouse 35 20. Taking on a mortgage greater than $10,000 31 21. Foreclosure on a mortgage or loan 30 22. Major change in responsibilities at work 29 23. Son or daughter leaving home 29 24. In-law troubles 29 25. Outstanding personal achievement 28 26. Wife beginning or ceasing work outside the home 26 27. Begining or ceasing formal schooling 26 28. Major change in living conditions 25 29. Revision of personal habits 24 30. Troubles with the boss 23 31. Major change in working hours or conditions 20 32. Change in residence 20 33. Changing to a new school 20 34. Major change in usual type and/or amount of recreation 19 35. Major change in church activities 19 36. Major change in social activities 18 37. Taking on a mortgage or loan less than $10,000 17 38. Major change in sleeping habits 16 39. Major change in number of family get-togethers 15 40. Major change in eating habits 15 41. Vacation 13 42. Christmas 12 43. Minor violations of the law 11 There is a well-documented & clear relationship between life change & physical disease. It is impossible to make accurate predictions on an individual basis, as most of these findings are statistical. In our subjective judgment, we would estimate that you may interpret your life change scores as follows: Life change score for previous year: Probability of illness within 2 years: Less than 150 (low stress) Low 150-200 (mild stress) 30% 201-300 (moderate stress) 50% More than 300 (major stress) 80% Stress Relief Copyright (c) 1995 RSW Publications NOTE If you still need help after this, relax with laughter (see WinJokes.Txt) EXERCISE Close your eyes. Breath deeply. Tune in to your mind. Breath deeply. Tune in to your body. Clench your fists for ten seconds, then relax them. Tense then relax your shoulders, abdomen, & legs. Remember to breath deeply and slowly. Empty your mind. Close your eyes and picture yourself on a white sandy beach, warmed by the sun and soothed by the sounds of the ocean and sea gulls. MISSION To promote wellness by controlling stress, we have identified several key areas of focus for improving existing conditions. They are awareness, prevention, management, education, and resources. AWARENESS Warning signs of stress include aches and injuries, anxiety, chronic pain, conflict, dependency, depression, dishonesty, disorganization, emotional shifts, escape activities, family problems, fatigue, frequent colds, high blood pressure, hypertension, incessant complaints, inefficiency, insomnia, lack of balance, low self-esteem, panic attacks, phobias, poor decision-making, poor grades, procrastination, self-abuse, skin disorders, skipped classes, ulcers, and work problems. Stress is caused by poor diet, trauma, time pressures, responsibilities, the future, to-do lists, appearance, weight, impatience, unrealistic expectations, lack of goals, feeling out of control, financial pressures, change, social isolation, perfectionism, poor communication, and lack of leisure activities. Stress prone personalities tend to overplan each day, work over 60 hours a week, do several tasks at once, need praise and recognition, place over importance on grades & positions, be last-minute deadline driven, refuse to relax & enjoy life, and be too competitive. PREVENTION Ways to prevent stress are being self-aware, knowing the symptoms, being able to ask for help, being positive and optimistic, setting reasonable expectations, adapting to change, leaving it behind, preparing for class, getting involved, building strong relationships, managing time well, not falling behind, using outlets other than drugs and alcohol, understanding what "stress" is, feeling secure, loosening up, creating a stable environment, using a day planner, being honest, planning ahead, having spiritual values, and finding meaning & purpose in life. Stress is often self- induced and based on attitudes or feelings about a certain problem or situation. MANAGEMENT Methods of managing stress include cat naps, warm baths, good books, interesting people, comforting foods, care packs, adequate sleep, mini- vacations, self-talk, goofing off, frequent breaks, deep breathing, massages, humor, romance, sunshine, music, meditation, hobbies, sports, sharing, openness, imagery, laughter, dancing, letters, simplification, R&R, movies, rewards, walks, singing, concerts, and games. Methods for relieving pain caused by stress include acupuncture, anesthesia, behavior modification, biofeedback, chiropractics, electrotherapy, exercise, hypnosis, PMR, medication, psychiatry, and surgery. If physical symptoms of stress persist see your doctor immediately. Tactics for dealing with most types of stress are based on changing the situation, the attitude, or the response. Try simplifying your life. One should try to avoid stressful situations, to accept those that cannot be changed, and to respond thoughtfully and appropriately to those than can. EDUCATION Means of educating the community about stress include offering seminars, submitting articles to magazines and papers, putting up posters (shock strategy or cartoon characters), placing reading materials in waiting areas (medical offices, restaurants, libraries, information booths), providing info through the multimedia kiosks, sponsoring a video series on public access, lecturing to college students and health groups, bringing in outside speakers, providing free stress reduction tips & resource guides, providing emergency hotline lists, printing up Bell South's Real Talk directory for distribution, contacting the Self-Help clearinghouse, creating support groups, sponsoring a health festival, taking the Total Person Program, boosting awareness and understanding, suggesting stress breakers, and building relaxation centers. RESOURCES Community resources for coping include Wellness Centers, Counseling Centers, Medical Centers, free concert series, health clubs, athletic clubs, the library, city parks, intramural sports, pickup teams, hobby groups, religious groups, theaters, support groups, therapy clinics, help hotlines, career placement, universities, advisors, tutorial groups, seminars, legal, financial, and special committees. Check community and college resource guides for additional information. FUTURE A long-term goal would be to eliminate the more stressful situations in the immediate community. These include the competitive atmosphere, lack of teamwork, long lines, lack of social alternatives, local crime & violence, lack of support & guidance, and poor communications between government, industry, and community. While attitudes about current health issues can sometimes be uninformed, they cannot be ignored. The reason for these complaints should be identified and the problems solved. Also important is to identify how people would best accept and use the above information. With so much happening, it is often easy to ignore what is important and necessary to achieve a healthy balance. Teaching people how to gain control of their time and their life will take a coordinated effort by many groups. Some are named above, but most have volunteers willing to implement this multifaceted approach. BOTTOM LINE Stress is a part of life. It can be reduced, it can be accepted, and it can be dealt with. By focusing on awareness, prevention, management, education, and resources; better environment, attitude, health, and wellness can be an integral and enjoyable part of anyone's life. Ergonomics Copyright (c) 1995 RSW Publications NOTE Repetitive Stress Injuries are caused by repetitive motion in a poor working environment. If the environment is left unchanged and the injury untreated, potentially crippling physical problems may occur in the hands, wrist, shoulders, neck, and back; and could potentially be crippling. Chronic fatigue syndrome, carpal tunnel syndrome, arthritis, headaches, backaches, allergies, poor circulation, & blurry vision may be office related illnesses. See your doctor if any such conditions exist. MISSION To prevent fatigue, muscular discomfort, carpal tunnel syndrome, eye strain, poor circulation, and stress. To foster health and fitness. Constant work at the computer can lead to serious and permanent damage. KEYBOARD Keep the home row (ASDF JKL:) of your keyboard at elbow height. Be sure to have a wrist pad/rest in front of your keyboard and mouse. The writing surface of your desk should also be at elbow height. Take frequent breaks, stretch, and flex your joints. Take a stretch break every hour. Create macros and use hotkeys to cut down on typing time. Think of ways to better manage your time and ways to break up monotonous tasks. CHAIR Your chair height should be adjusted for personal comfort. The seat cushioning should be 1.5" to 2" deep. Tension should be adjusted so your chair will not rock back in normal sitting posture. The edge of the chair should not be touching the back of your knees. Your thighs should be parallel to the floor and your feet kept flat or on a footrest. Add a lumbar pillow for extra back support. Breath deeply and regularly from your diaphragm. SCREEN Should be non-interlaced and Super VGA compatible at .28 pitch or less. The top of the screen should be just below eye level. Be sure to sit 20 to 24 inches from your screen. Do the eye exercises in Personal Best's One Minute Miracle screen saver every 30 minutes. Use good lighting to eliminate glare and focus the brightness, contrast, and flicker control. Mount a document holder on your screen and use a book clip to hold open books. Don't spend more than five hours a day on your computer... You'll go nuts! Make the Computer Work for You Copyright (c) 1995 RSW Publications "To err is human, to really foul things up requires a computer." Murphy's 9th Law of Computing Not since the dawn of the telephone age has an invention saved so much time yet created so much waste. The personal computer, originally created as a tabulating machine, has eclipsed all expectations of its use. Today it serves us in ways we would never have thought possible: in our homes, on the road, and on our desks. But never has a machine created so much frustration, wasted so much time, and caused so many catastrophes. There are effective ways to use them and certain traps to avoid. Here are the best ways to use them: 1) To calculate. Accounting packages, bookkeeping systems, and tax preparation software can streamline your record-keeping. Financial analysis software, market forecasting programs, and powerful spreadsheet packages can provide insight and help to avoid costly mistakes. The best systems will take you through step-by-step and show you how to use them. Time-saving benefits include instant calculations, meaningful graphs, and stunning presentations. 2) To communicate. Computer information services put the world at your fingertips. Faster than the telephone, because they eliminate the people principle, the computer can send documents across the globe, route electronic mail through your office network, or make your complete travel arrangements. Your computer can monitor news & trade magazines and provide reports on your competitors and industry. Other useful services include paying your bills, shopping by mail, and trading your stocks. 3) To design and to create. If your industry uses computers, chances are a software program has been written to speed develop of your products and improve your sales. From creating a brochure and writing a business plan to designing the product and tracking the inventory, computers can take you from initial concept to final product quickly and efficiently. Smart applications include features to speed repetitive functions and eliminate busywork so you're free to develop your ideas. Make sure to invest in computer training and a typing tutor. They will pay for themselves almost immediately. 4) To entertain. All work and no play make Jack a dull boy. Computer games can provide stress reduction and a great learning experience. Pretend your the CEO of a Fortune 500 company, test your skill against a computer chess player, or learn a new language. Special Interest Groups (SIGs) bring people together instantly from across the globe to discuss hobbies, recreation, and current events. Rather than spend the time attending conventions why not talk to the experts on-line and get immediate answers. 5) To plan. Computers can help you develop strategies in your business and personal life. For highly complex planning processes, the computer can analyze, schedule, forecast, simplify, and monitor all phases of a project. Eliminate the yellow stickies, office clutter, and misplaced documents. Personal Information Managers (PIMs) can track your appointments, replace your rolodex, manage your contacts, and organize your goals. Invest in a laptop or palmtop computer so you can take it with you. 6) To store and to retrieve. Why pick the computer over paper? Lightning searches, automatic reminders, and total recall of all your activities make the computer an obvious choice. Integrated word processing has provided us with powerful tools that suggest synonyms, check our spelling, review our grammar, and send personalized merge letters to your customers; all at the touch of a button. Including your signature. Databases provide an intelligent medium to track information on any subject. CD-ROMs can put an entire encyclopedia, directory, or library at your fingertips. While the paperless office is not yet here, an effectively used computer can double as a personal financial analyst, communications department, design team, entertainment system, right-hand man, and sales staff. And that saves you time and money. There are several traps to avoid when using a computer: 1) Don't be a power user. Make do with what you've got. While new tends to mean improved in the computer industry it does not always mean faster. Frequent software revisions and hardware upgrades often mean more time spent installing, learning, and fixing the system. Before making the investment ask yourself if you truly need it or can do without. It pays to let others be the first to find all the mistakes - the hard way. 2) Don't buy the wrong system. PC vs. Mac. What to buy? The Mac is easier and faster to learn and use due to its standardized visual interface. The PC however has a greater variety of hardware and software to choose from and is becoming easier to use. Selection vs. startup time? You decide. Try to standardize the computers in your office. Watch out for used equipment, never buy software you won't use, and pick the most popular hardware and software. It tends to have better service, more extras, and fewer problems. 3) Don't forget Murphy's Law. "Anything that can go wrong will go wrong." Brownouts, spikes, surges, fires, blunders, & ignorance cause unnecessary lost work and wasted time. This can be avoided if you build in time for protection. Uninterruptible power supplies (UPS), surge protectors, and tape backup systems are well worth the minor investment. Save your work daily to tape and store them offsite weekly. Remember, Murphy's watching. 4) Don't hire incompetent consultants. Too much time and money is wasted on consultants who aren't qualified in their field. Ask for references and check on technical competence, accessibility, and reliability. Find someone who understands your industry who you trust to support your operations. Open clear channels of communication and specifically define expectations. Bottom line: A consultant should save time and money. Not waste it. 5) Don't read the entire manual. Read the getting started section and try it. The best way to learn it is to use it. Have someone familiar with the package go over the basics and be available to answer questions. On-line help and telephone support is usually available and means you don't have to wade through the manual for answers. 6) Don't use the computer to replace people. The computer was meant to be used for the paperless - not peopleless - office. This means it won't replace your sales trainers, office assistants, or your boss. It is a tool to be used to reduce the work load of your staff and increase the productivity of your department. Though computers are getting smarter each day, they still need people to make them work. Get computer literate. It doesn't take much to learn the basics. Set up a software menu. Have some fun. Use programs that make you more productive. Computer are critical in today's world and part of life. Over 72% of companies require their executives to use a computer. Don't be left behind. Intuitive software and innovative hardware make computers easier to use. They have revolutionized the way we live and work. They can recognize handwriting and follow wherever you go. Soon they'll be able to recognize your voice and act as your personal secretary. They are very useful tools and can be a lot of fun. Practice patience and persistence. The rest is automatic. R. Steve Walker is the President of Atlanta-based Protronics Computer Systems. His company provides office automation and networking productivity solutions to small & medium-sized businesses. Protronics is a full service company providing software support for over 500 applications. For information call (404) 351-1055. Windows Survival Guide Copyright (c) 1995 RSW Publications F1 Help on any command Esc Clear a message Ctrl-O Open a document Ctrl-P Print a document Ctrl-S Save a document Alt-F4 Exit the current program Alt-F6 Change to the next document Ctrl-F4 Close the current document Alt-Tab Change to the next program Ctrl-Esc Show a list of programs running Alt-Enter Show DOS screen in a Window Alt-Enter Lets you edit a menu item in Program Manager Alt-PrtScr Copy a Window to the clipboard Ctrl-X Cut selection and put in clipboard Ctrl-C Copy selection and put in clipboard Ctrl-V Paste selection from clipboard into document Ctrl-Z Undo last command Ctrl-B Bold text Ctrl-U Underline text Ctrl-I Italicize text Double click an item to open or load it Left Mouse button click Select an option (same as pressing Enter) Left Mouse button click & drag Moves selected object Right Mouse button click Opens a menu for current object Right Mouse button click & drag Select an columns Type "Win" to start Windows if not loaded Type "Exit" at a DOS Prompt to return to Windows Press Ctrl-Alt-Delete at the same time to reboot Compliments of Protronics Computer Systems "In case of futzing, call (404) 351-1055."