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Cool Time: A Hands-on Plan for Managing Work and Balancing Time

Book Description

If you have ever said (or felt) any of the following, then Cool Time is the solution for you:

  • I spend more and more time just dealing with e-mail.

  • I often take work home or stay late because that's when I work without distraction.

  • A lot of time gets wasted in meetings.

  • There are too many interruptions.

  • I plan my day every day, but by 9:15 it's totally derailed.

  • I never feel caught up!

Cool Time is a time management book with a difference. It's all about keeping mentally and physically cool so that you are always at your best and on top of your game. When you're mentally cool, you make the best decisions and get the best stuff done, and that's the root of successful time management.

Cool Time doesn't focus on prioritizing and agenda setting. In the real world of interruptions, e-mail, and distractions, few people are able to organize their work in isolation from everything else. In fact, effective time management is more about human relationships and expectations than it is about making lists.

Cool Time is a complete approach to managing time and defending it from the endless demands and expectations of others in the workplace and at home.

  • Contains practical, personal techniques that will help you apply your new skills to real-world situations: holding time-effective meetings, dealing with distractions, learning to focus, coping with unrealistic workloads, planning for the unexpected, negotiating with your manager over conflicting tasks, using technology effectively (the phone, PDAs, and e-mail).

  • Includes suggestions on non-work activities, which make this a complete approach to managing time and balancing life.

  • Features lots of examples, practical tips, and concepts that are memorable and easy to apply, as well as to explain and teach to others in your life. Concepts such as the "I-Beam Agenda" for planning and structuring your day, "Keystone Time" that you block off for focused work, "The 60-Second Workspace" for organizing yourself physically and mentally, and many more.

A complete approach to managing time, priorities, and people in an increasingly fast paced world, Cool Time allows you to be in control, feel less stress, and never break a sweat as you go about your day.

Table of Contents

  1. Praise for Cool Time
  2. Copyright
  3. INTRODUCTION
  4. 1. QUICK! LOOK OVER THERE!
    1. 1.1. THE THREE I'S
    2. 1.2. BENJAMIN FRANKLIN AND SESAME STREET
    3. 1.3. THE SPEED OF EXPECTATION
    4. 1.4. THE ERA OF SCHADENFREUDE
    5. 1.5. THE 1939 WORLD'S FAIR, NEW YORK CITY
    6. 1.6. SO IS THIS BOOK FOR YOU?
  5. 2. YOU ARE HERE: THE HUMAN BODY AND TIME
    1. 2.1.
      1. 2.1.1. THE FLOODED BASEMENT
    2. 2.2. RATTLESNAKES AND BEES
      1. 2.2.1. THE CONDITIONED REFLEX
    3. 2.3. THE FEAR OF THE UNKNOWN
    4. 2.4. THE CIRCADIAN "RHYTHM SECTION"
      1. 2.4.1. WHAT IS IT WITH CHOCOLATE?
      2. 2.4.2. STRIKE WHILE THE COFFEE IS HOT
    5. 2.5. SLEEP, PERCHANCE TO DREAM
    6. 2.6. THE CIRCULAR WORLD
    7. 2.7. OSMOSIS AND FOOTBALL IN THE WORKPLACE
    8. 2.8. WATER IN THE BUCKET
  6. 3. INVENTORY AND ITS ROLE IN PREDICTING THE FUTURE
    1. 3.1.
      1. 3.1.1. THE ART OF WAR
    2. 3.2. A CRASH COURSE IN PROJECT MANAGEMENT
      1. 3.2.1. A WEDDING: PROJECT MANAGEMENT WITH CAKE AT THE END
    3. 3.3. WHAT DOES THAT HAVE TO DO WITH TIME MANAGEMENT?
    4. 3.4. THE CRITICAL PATH
    5. 3.5. WHAT DOES THE CRITICAL PATH HAVE TO DO WITH TIME MANAGEMENT?
      1. 3.5.1. THE HOOVER DAM
    6. 3.6. TAKING INVENTORY
      1. 3.6.1. THE UNBEARABLE LIGHTNESS OF BEING UNCONTROLLED
    7. 3.7. THE POWER OF THE RESERVED ACTIVITY
    8. 3.8. FROM BLOCKS TO BITS
    9. 3.9. ANNUAL PATTERNS
    10. 3.10. THE BENEFITS OF PLANNING
  7. 4. THE I-BEAM AGENDA: APPLYING INVENTORY AND STRUCTURE
    1. 4.1. HOW DOES IT WORK?
    2. 4.2. THE TOP OF THE I-BEAM: THE I-BEAM REVIEW
      1. 4.2.1. STORYBOARDING
    3. 4.3. THE MIDDLE OF THE I-BEAM
    4. 4.4. THE I-BEAM BASE
  8. 5. INFLUENCE, CONDITIONING, AND COMMUNICATING
    1. 5.1.
      1. 5.1.1. FLORENCE, ITALY, 1502
    2. 5.2. HOW TO GET THEM TO WANT TO DO WHAT YOU WANT THEM TO DO
    3. 5.3. HUDDLES WITH YOUR BOSS
    4. 5.4. THE MAXED-OUT SCHEDULE
    5. 5.5. IS CONDITIONING REALLY POSSIBLE?
    6. 5.6. PULLING TOGETHER INVENTORY AND INFLUENCE
    7. 5.7. COMMUNICATION AND BRANDING
      1. 5.7.1. A HANDFUL OF WATER
  9. 6. APPLICATION: PRODUCTIVITY TECHNIQUES
    1. 6.1. KEYSTONE TIME
      1. 6.1.1. THE ROMAN ARCH
      2. 6.1.2. THE TRACTOR-TRAILER
    2. 6.2. COMPONENTS OF A HIGH-IMPACT KEYSTONE TIME
      1. 6.2.1. OF ALL THE GIN JOINTS IN ALL THE WORLD ...
    3. 6.3. OPPORTUNITY TIME
    4. 6.4. THE GOLDEN HOUR
    5. 6.5. CARRYOVER MOMENTUM
  10. 7. PRODUCTIVITY: HOW DO YOU KNOW IF YOU'RE BEING PRODUCTIVE?
    1. 7.1.
      1. 7.1.1. THE PARETO PRINCIPLE
    2. 7.2. EXTERNAL TIME EATERS
    3. 7.3. INTERNAL TIME EATERS
    4. 7.4. REALISTIC TIME ASSESSMENTS FROM THE WORLD OF PROJECT MANAGEMENT
    5. 7.5. OTHER PARETO APPLICATIONS
    6. 7.6. PRIORITIZING AND TRIAGE
    7. 7.7. WHEN THERE'S NO TIME FOR PRIORITIZING: KEEPING COOL IN A CRISIS
      1. 7.7.1. THE STORY OF CHUKO LIANG
      2. 7.7.2. THE OVERBOARD RULE
      3. 7.7.3. WHAT A FIASCO!
    8. 7.8. OTHER PRIORITIZATION TECHNIQUES
    9. 7.9. THE SMARTS TEST
    10. 7.10. DO THE RIGHT THING
  11. 8. THE FIFTY-FIVE-MINUTE MEETING: CONDITIONING IN THE BOARDROOM
    1. 8.1.
      1. 8.1.1. THE NEVER-ENDING MEETING
    2. 8.2. DURATION: FIFTY-FIVE MINUTES
    3. 8.3. IS THE MEETING NECESSARY AT ALL?
    4. 8.4. THE AGENDA
      1. 8.4.1. POP QUIZ–AGENDAS
    5. 8.5. MEETING OFFICIALS
    6. 8.6. RUNNING THE MEETING
      1. 8.6.1. TOASTMASTERS
    7. 8.7. HANDLING BACK-TO-BACK MEETINGS
    8. 8.8. THE HEALTHY MEETING ENVIRONMENT
      1. 8.8.1. CHURCHES AND TEMPLES
    9. 8.9. ALTERNATE MEETING STRATEGIES
  12. 9. INTERRUPTIONS AND INTERACTIONS: DEALING WITH THE PEOPLE IN YOUR WORLD
    1. 9.1. BOXING THE CONVERSATION: ENTRANCE AND EXIT LINES
    2. 9.2. DEALING WITH THE DROP-IN VISITOR
    3. 9.3. BODY LANGUAGE
      1. 9.3.1. ON THE RUN
    4. 9.4. SOCIAL SITES
    5. 9.5. HOW TO SAY NO
  13. 10. COMMUNICATING: GETTING THE MESSAGE
    1. 10.1. THE PHONE
    2. 10.2. VOICEMAIL: THE ULTIMATE CUSTOMER-RELATIONS TOOL
    3. 10.3. USING CALL DISPLAY TO MAXIMUM ADVANTAGE
    4. 10.4. LEAVING MESSAGES TO MAXIMUM ADVANTAGE
    5. 10.5. WHEN NOTHING BUT LIVE WILL DO
    6. 10.6. RECORD EVERYTHING
    7. 10.7. STEALTH MESSAGING AFTER HOURS
    8. 10.8. E-MAIL
      1. 10.8.1. E-MAIL'S A BREEZE
  14. 11. THE SIXTY-SECOND WORK SPACE: A PLACE FOR EVERYTHING AND EVERYTHING IN ITS PLACE
    1. 11.1.
      1. 11.1.1. THE LADY AND THE LIMO
    2. 11.2. YOUR WORK SPACE IS A TOOL, NOT A TOOLBOX
    3. 11.3. FOUND IN SIXTY SECONDS
    4. 11.4. FOLLOW-THROUGH
    5. 11.5. ONE YOU, ONE CALENDAR
    6. 11.6. WHAT'S SO WRONG WITH A SYSTEM IN YOUR HEAD?
    7. 11.7. TWENTY-FIRST-CENTURY SHORTHAND
    8. 11.8. THE PERSONAL DIGITAL ASSISTANT (PDA)
    9. 11.9. CHECKLISTS
      1. 11.9.1. CHARISMA–THE ESSENCE OF COOL
    10. 11.10. RECORD EVERYTHING
    11. 11.11. THE KNOWLEDGE BASE
  15. 12. WORK-LIFE BALANCE: THE CIRCULAR ENGINE
    1. 12.1. SLEEP: THE METABOLIC BODY SHOP
    2. 12.2. PERSONAL TIME
      1. 12.2.1. YOUR PERSONAL VEIN OF GOLD
    3. 12.3. PERSONAL TIME VS. NEGATIVE-VALUE TIME
      1. 12.3.1. THE MARATHON RUNNER
    4. 12.4. A BLUEPRINT FOR YOUR HEALTH
      1. 12.4.1. SUPPER TIME
    5. 12.5. STRATEGIC VACATION PLANNING
  16. 13. COOL TIME: PERFECTION THROUGH PRECISION
    1. 13.1. TRAVELING IN COOL TIME
    2. 13.2. A Cool-Time Example
    3. 13.3. COOL TIME IN THE MORNING: GETTING UP
    4. 13.4. TRAVEL TWICE, JOURNEY ONCE
      1. 13.4.1. HOW DO YOU SPELL RELIEF?
  17. 14. IMPLEMENTATION: GETTING THERE FROM HERE
    1. 14.1. CHANGING THE STATUS QUO
      1. 14.1.1. SPACE TRAVEL FOR ANTS
    2. 14.2. WHAT "CHANGE" AND "TRANSITION" MEAN
    3. 14.3. THE BEST PRACTICES MEETING
    4. 14.4. THE ROLE MODEL
    5. 14.5. EMOTIONAL BEDROCK: BUILDING ON STONE
    6. 14.6. BUILDING A STAIRWAY
    7. 14.7. TEST AND MEASURE
    8. 14.8. DEVELOPING HABITS: THE TWENTY-ONE-DAY RULE
      1. 14.8.1. THE CATAPULT
    9. 14.9. THE POWER OF RITUAL
    10. 14.10. WRITE YOUR PLAN
      1. 14.10.1. THE CREDIT CARD
    11. 14.11. THE OPEN-DOOR POLICY
  18. 15. YOUR ACHILLES' HEEL: PERSONAL OBSTACLES TO IMPLEMENTATION
    1. 15.1. THE MAN WHO ALMOST SOLD THE EIFFEL TOWER
    2. 15.2. THE SUPERHERO SYNDROME
    3. 15.3. INEFFECTIVE DELEGATION
    4. 15.4. OVERCONFIDENCE
    5. 15.5. UNREALISTIC TIME ESTIMATES
      1. 15.5.1. PUTTING THINGS IN CONCRETE TERMS
    6. 15.6. THE LAST-MINUTE CLUB
    7. 15.7. PROCRASTINATION
    8. 15.8. THE LAST-MINUTE CLUB (CONTINUED)
      1. 15.8.1. THE COAST GUARD RULE
    9. 15.9. WORKAHOLISM
    10. 15.10. PRESENTEEISM
  19. 16. ROADBLOCKS: ENVIRONMENTAL OBSTACLES TO IMPLEMENTATION
    1. 16.1.
      1. 16.1.1. THE BUCKET BRIGADE
    2. 16.2. TIME: THE ULTIMATE CONSTRAINT
    3. 16.3. YOU ARE YOUR OWN CONSTRAINT–AND THAT'S OK
    4. 16.4. YOUR PEOPLE ARE CONSTRAINTS
    5. 16.5. YOUR BOSS IS A CONSTRAINT
    6. 16.6. THE CALENDAR IS A CONSTRAINT
    7. 16.7. COOL TIME DAY
  20. 17. COOL TIME IN THE HOME: THIS TIME IT'S PERSONAL
    1. 17.1. THE POWER BREAKFAST
    2. 17.2. MEAL PLANS
    3. 17.3. THE SHOPPING PLAN
    4. 17.4. CHECKLISTS
    5. 17.5. TIDYING
    6. 17.6. TWENTY MINUTES OF READING PER NIGHT
  21. 18. IN CONCLUSION: GETTING STARTED
    1. 18.1.
      1. 18.1.1. THE NEW CAR SYNDROME
    2. 18.2. IS COOL TIME JUST A TREND? A FAD?
    3. 18.3. GET STARTED
    4. 18.4. THE CHANGE STATEMENT
  22. A. COMMON OBJECTIONS TO TIME MANAGEMENT
  23. COOL TIME GLOSSARY
  24. References
  25. ABOUT THE AUTHOR