How to:Manage a Time & Beat a ProcrastinationM. Firdaus Harun @ 2016me@firdaus-harun.com

2

Who Am I?

▪ Research Assistant and PhD Student at Software Construction Research Group, RWTH Aachen University

▪ Domain: Software engineering specialized in software metrics and software quality

▪ Married

3

Table of Content

▪Know your priority!–Time management

▪Why procrastinate?–How to beat it?

4

Fikir Sejenak: Demi Masa!

Kredit Pic to https://keranakasihnabi.blogspot.com

5

Fikir Sejenak (2): Meninggalkan Hal yang Tidak Bermanfaat

Di antara tanda kebaikan islam seseorang adalah meninggalkan hal yang tidak bermanfaat” (HR. Tirmidzi no. 2317, Ibnu Majah no. 3976)

Kredit to  https://rumaysho.com/2322-meninggalkan-hal-yang-tidak-bermanfaat.html

6

Know Your Priority!

7

Who Am I? What I Want To Be?

▪ Servant of Allah -> Musleem Soleh–Ibadah ▪ Student -> To be A Good Engineer–What I am suppose to do?▪ Study▪Do Assignment▪ Attend Final Exam

8

Who Am I? What I Want To Be? (2)

▪ Hobbies/Other Favorites -> Contribute to the Peoples–Photographer/Videographer–Novelist–Graphic Artist–Gaming?

9

Know and Weight Your Priorities

▪ Study (80%)–Assignment and preparation for exam–Which subject should I concentrate on?▪ Subject A: 30%▪ Subject B: 20%▪ Subject C: 10% ▪ …

10

Know and Weight Your Priorities (2)

▪ Hobbies (10%)–What I love to do the most?

▪ Etc. (10%)–What the small thing that can be done?

11

Prioritize the Priorities

▪ Study–Read chapter 1 of subject A–Exercise chapter 1 of subject B–Assignment subject C–Understand the concept chapter 2 of

subject D–…

12

Prioritize the Priorities (2)

▪Which one I should concentrate first?

–Make a TODOs

–Identify its importance and urgency

–Map the TODOs to Priority Matrix

13

Prioritize the Priorities : Example

–Read chapter 1 of subject A ▪ (Important*. Next Friday class)

–Exercise chapter 1 of subject B ▪ (Important*. Next Thursday)

–Assignment subject C▪ (Important**. Next Monday)

–Understand the concept chapter 2 of subject D ▪ (Important*. Next 2 weeks)

–...

14

15

After Applying the Priority Matrix

High Urgency High UrgencyLow

Impo

rtanc

e Hig

h Im

porta

nce DO

FIRSTDO NEXT

DO LATER DON’T DO...

Assignment subject C

(Important**. Next

Monday)Understand the concept chapter 2 of

subject D (Important*.

Next 2 weeks)

Exercise chapter 1 of

subject B (Important*.

Next Thursday)

Read chapter 1 of subject A (Important*. Next Friday)

16

Best Practice

▪ Good workplace – avoid distraction

▪ Be ready – materials, tools, papers, reference etc.

▪ Your prime time – morning or night

17

Best Practice (2)

▪ Don’t be a multitasker

▪ Defer or pause for big tasks. Don’t be too stressful if cannot finish on that day

▪ Use ONE model time management and improve it over time

18

Apps that can Help You to Prioritize

▪Wunderlist–Windows Desktop–Apps

19

20

Steps to Use Wunderlist

▪ Write TODOs in Inbox▪ Set a deadline or reminder for each TODO (if

possible)▪ Click Star for Very Important Task (VIT)▪ Today: TODOs which deadline is today▪ Week: A set of TODOS which deadline within this

week▪ If the TODO so big, decompose into smalls

subTODOs

21

22

Email

–Organize your email into personal, work etc.

–Flag which important to be

23

Steps to Manage Emails

▪ Flag the important email

▪ Write TODO (flagged email) into Wunderlist or paper

▪ Unflagged the email

24

25

26

Why Do We Procrastinate?

27

Know Why your Procrastinate

▪ Too perfectionist–Wait until everything come to me.– I like to do step by step

▪ The Task is TOO BIG or COMPLEX or HARD or TOO EASY for me–Not easy for me to do at once–Need more than 4 peoples to do that– Like piece of cake

28

Know Why your Procrastinate

▪ I don’t like it – No feeling at all–No heart

▪ No reward for me or I don’t see any consequence at all–Deadline still far away

29

How to Beat It?

▪ Start with 2 minutes task–Wash your teeth–Going laundry–Buy something for your kitchen–Tidy up your workspace

30

How to Beat It? (2)

▪ List TODOs and Tick the complete TODOs–Complete the task and hunger to tick

another TODOs–Go to another stage – Pomodoro technique: 1

task as 25 min break 5 min continue 25 min (4 reps). Break with 15 mins or lunch. Continue the cycle

▪ Evaluate your performance–Reward yourself after completed the cycle.

31

Take Home Message

▪ Unknown or missing priorities will lead to unknown TODOs

▪ TODOs with an important rank and a clear deadline will help in prioritizing the TODOs and life

▪ Wunderlist and email only tools that can help us in managing and prioritizing the TODOs

32

Take Home Message (2)

▪ Procrastination is not about lack of time management. It is part of human lifestyle

▪ Begin 2 minutes task can beat the procrastination

▪ Make a dua’ – Rabbish rahli sadri, wa yassirli amri, ….