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How I Get Things Done with Only Half of the Time Others Need

How I Get Things Done with Only Half of the Time Others Need

Professionals and entrepreneurs today lead extremely busy lives. Despite the abundance of gadgets, tools, and other technology that can improve productivity, people today are working longer hours[1] than ever – resulting to excessive stress and reduced performance over time.

Whether you’re doing work for a client or pursuing your own projects, you need to be smarter with how you handle tasks to thrive in this competitive world. For this, you need to adopt strategies that can help you stay productive[2] and be efficient with your available resources. Most importantly, always remember that your mind is your greatest weapon – so keep it collected, focused, and organized.

What Is Critical Path Analysis and How It Can Keep You Sharp And Focused

Simply put, Critical Path Analysis (CPA) is a technique that can help you ensure the timely accomplishment of important tasks. In this process, a big goal is broken down into a set of smaller objectives. Afterwards, you must determine the time it takes to accomplish each task and the relationship between them.

In the much simpler method of using a network diagram, you specifically need the earliest start time, latest finish time, and the appropriate sequence in which the tasks must be done.

By gathering these pieces of information, CPA allows you to calculate the maximum amount of time it takes to complete the entire project. This, along with all the tasks required to accomplish the overall goal, constitute what’s known as the critical path. In case a shorter plan is available, it will also enable you to identify tasks that can be delayed or “slacked” on while still staying on schedule.

How You Can Benefit from Using CPA to Tackle Your Daily Complex Tasks

Project managers use CPA all the time when managing and tracking complex tasks, but it can also be applied by everyone in almost any field. All you need to do is to understand its model, know how it works, and learn how to map your CPA diagram. In doing so, you can take advantage of the following benefits:

• As a product manager or a leader, utilizing CPA allows you to stay focused over the course of a project. It helps you stay aware of exactly what everyone needs to do to stay on the right track.

• With the right approach, CPA is an effective risk and cost management[3] tool.

• The timeline determined through CPA can be the basis of future decision-making.

• CPA helps you spot opportunities to make tasks shorter while still accomplishing the same end results. Adjustments can be made by pumping more budget, building a bigger team, or implementing automation[4] and other time-saving strategies.

• Identifying work that can be done simultaneously to eliminate delays in the critical path.

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• A fully-plotted CPA diagram will give you a complete bird’s eye view of a sophisticated project.

Even Though CPA Is a Powerful Tool, You Should Be Aware of These

While CPA can be highly beneficial to any endeavor, it isn’t without a few flaws:

• Plotting projects without sufficient data will force you to depend on assumptions.

• Large-scale projects require you to examine many dependencies, paths, and tasks – making CPA a time-consuming process.

• Even with CPA, you need to be flexible and develop contingency plans.

The Step-by-Step Instruction to Apply the Critical Path Analysis

Below are the important steps for leveraging CPA in your next big project:

1. Enumerating Critical Tasks

Before everything else, you need to identify all the things you need to do to accomplish your goal. For example, if you plan to start a new online store, below are some of the objectives you may need to hit:

A. Pick and research a niche – 1 day

B. Do keyword research – 2 days

C. Conduct surveys for product research – 10 days

D. Conduct online product research – 3 days

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E. Build the site (install WordPress, set up web security, etc.) – 4 days

F. Create content – 10 days

G. Develop and optimize product pages – 20 days

2. Determining Dependencies

Next, you need to map out the sequence of all activities by determining their dependencies. Start with the tasks that must be done first before all the other tasks that lead to the finish line.

For example, you need to do A (pick a niche) first before you do B, C, or D. You must also do E (build the site) first before you begin task F and G. For now, enumerate the dependencies required for each task as they are needed for the next step.

3. Creating a CPA Diagram

The conventions in creating a CPA diagram requires three components – a node, activities, and durations.

A node is usually represented by a circle. It includes the earliest start time (EST), latest finish time (LFT), and an activity number:

    In a CPA network, tasks are indicated by arrows, which connect nodes to determine dependency. Take note that the arrows—not the nodes—represent the tasks you’ve identified earlier. Don’t confuse the activity number with the specific task.

    Here is an illustration to help you understand this:

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      Looking at the example above, task A (pick a niche) is in-between nodes 1 and 2, while task B is in-between nodes 2 and 3. To make sense of the sequence, indicate the task description below the arrow.

      Finally, the duration can be included on the opposite side of the task description. The positions of the description and duration can be interchanged freely.

      4. Calculating the EST

      To determine the EST, you must first lay out the activities from start to finish:

        Remember that the EST denotes the earliest start time for the next task. To calculate this, you must add the total duration of all the previous tasks.

        For example, since task A (pick a niche) has no activity before it, the first node’s EST equals 0. Succeeding task B (do keyword research) will have to wait for task A’s maximum duration. Thus, the next EST equals 1.

        Since task B has a maximum duration of 2 days, then the third EST equals 3 – which is the total duration of tasks A and B (1 day + 2 days). This is because tasks C or D will have to wait for both of A and B’s durations.

          Filling in the EST for the rest of the tasks should look like:

            Take note that, in case there are two preceding tasks in an activity, the one with the longer duration will be used in the critical path. For example, since task C (conduct surveys) has a longer duration than task D (conduct online product research), its duration of 10 days will be used for calculating the next EST. In other words, it will be added to the total duration pool along with the next task’s duration – 3 days + 10 days + 4 days = 17 days.

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            After this, you should be able to plot the critical path, which should have the longest possible duration:

              5. Calculating the LFT

              Once you have identified the EST for all nodes, you can proceed to calculate the LFT. This time, you need to start from the left and subtract the previous task’s duration from the total.

              Always remember that the last node should always have an LFT that equals the total duration of the project, while the first node should always have an LFT of zero. To calculate the next LFT, simply subtract the duration of the previous task from the right node’s EST. Since task G (develop product pages) have a duration of 20 days, and the EST of the last node is 47, then the LFT of the next node to the left will be 20 (47 days – 20 days). If you continue doing this along all paths, you’ll notice that the EST and LFT will be different in points where two or more possible tasks are introduced:

                Remember that when calculating the next LFT, the smallest possible difference will always be used. In the diagram above, the difference between two tasks are 3 (13 EST – 10 days) and 5 (8 EST – 3 days). Since 3 < 5, then the value of the next LFT would be 3.

                In short, it means you need to use the values from the critical path, which will enable the first node to have an LFT of zero.

                6. Calculating the Float

                The float denotes the amount of time a task can be delayed without affecting the timeframe of the entire project. This can be calculated with the simple formula: LFT – duration of previous task – EST of previous node.

                In the example above, the LFT of task D (conduct product research) is 13, its duration is 3 days, and the previous node has an EST of 3. Applying the formula would yield:

                13 (LFT) – 3 days (Duration) – 3 (EST) = 7 days.

                This means you or your team can delay task D for up to a week without affecting the overall duration of the project. Take note that if you apply the same formula to a task within the critical path, you will always get zero because those tasks cannot be delayed.

                Spend A Little Time In Advance, Save Much More In The End

                Ready to take control of your goals? Creating a CPA diagram can be tiresome, but once you have a full view of your project’s timeline, you will feel a wave of motivation and enthusiasm. For your next step, try to use CPA diagram tools like Lucidchart[5] or learn more project management tactics from this post[6] . If the lessons above helped you gain some results, feel free to share your experience in the comments!

                Reference

                More by this author

                Vikas Agrawal

                Vikas is the co-founder of Infobrandz, an Infographic design agency that offers creative visual content solutions to medium to large companies.

                How to Create an Infographic Resume That Will Impress Your Future Employer How I Get Things Done with Only Half of the Time Others Need Writing a Great Value Statement Can Bring In Tons of Money for Your Business All-Natural Tips for Fighting Insomnia and Sleeping Better 6 Signs that Your Family is Ready for a Pet

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                1 9 Things Successful People Do To Always Get What They Want 2 Top 10 Reasons Why People Don’t Reach Their Goals 3 10 Best Task List Apps to Boost Productivity in 2020 4 10 Practical Ways to Improve Time Management Skills 5 Why Self Development Should Be On Your Life Goals List

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                Last Updated on May 28, 2020

                9 Things Successful People Do To Always Get What They Want

                9 Things Successful People Do To Always Get What They Want

                One of the best decisions I’ve ever made was to take on the job of hosting my own weekly radio show. My radio show is about finding some of the most successful people in the world and bringing them on my show to ask them about what they did to become so successful in life and business.

                In this article, I’m going to share with you some of the key takeaways I’ve picked up from talking to – and reading about – thought leaders from various fields about the things successful people do. Here, you can get some insights on how to get what you want.

                Ready to dive in? Let’s go.

                1. They Know What They Want

                The first and most important thing that successful people do to always get what they want is so simple that most people forget about it: they figure out what they actually want.

                When you know what you want, you will also know how to get what you want. If you’re unsure about what you want in life and business, I’d suggest picking up some career and self-improvement books to help you gain some clarity and focus.

                2. They Are Assertive

                Successful people know that they need to be both bold and sincere. Balancing these two characteristics is the essence of assertiveness.

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                Oh, and by the way – being assertive is not a natural talent someone is born with. Assertiveness is a learned skill and anyone can do it, including you!

                3. They Learn

                You may have heard of the old saying, “great leaders are readers”. For the most part, I’d say this is true.

                Let me give you an example. On my radio show, I regularly ask successful people about their habits that lead to success. Do you want to know something really neat? Every single one of them reads books.

                Successful people read and learn as much as they can about what they want so that they can get what they want. If you’re curious about how to get what you want, then start reading a book. If you’re low on time, subscribe to a book summary site to get the core concepts of the books in your industry quickly.

                4. They Make Things Meaningful

                One of the most powerful things successful people do to always get what they want is that they make things meaningful. That is, they ensure that whatever endeavor they decide to embark upon is meaningful to them (and not necessarily to anyone else). They know and understand that it’s only worth it if it matters.

                5. They Ask

                One big thing that successful people always do to get what they want is this: they ask.

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                Most people are too shy to ask for what they really want. If you are too shy to ask, you may never know how to get what you want. So, don’t be like most people.

                Here’s an exercise you can do to get over it: next time you’re buying something, regardless of what it is, ask for a discount. Just do it. The worst-case scenario is that you’ll get a chuckle from the Barrista at Starbucks. The best-case scenario is that you’ll get comfortable with negotiating when it’s time to buy your next car.

                6. They Take Action

                Insight without action is useless. Successful people know that to always get what they want, they’ve got to take massive action.

                One of the most powerful exercises I’ve ever discovered is this: never leave the sight of a goal without taking some kind of action towards its achievement. In other words, as soon as you decide you want something or as soon as you set a goal of some kind, do something – anything – that shifts you closer towards getting it.

                7. They Use Their Time Wisely

                Have you ever heard of NET time? It stands for “No Extra Time”.

                For example: when you’re driving and sitting in traffic, are you listening to Mylie Cyrus? Or are you listening to an audiobook?

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                Successful people take NET time seriously. Get yourself some audiobook so you can start listening to the best business and self-improvement books available – all while you’re on your way to work in the morning.

                8. They Choose to Lead

                You don’t need to have formal authority to become a leader. You just need to choose yourself. All successful people know this, and so should you. Knowing how to get what you want requires knowing how to lead the way for others and yourself.

                Don’t wait for anyone else to do it, because the truth is that most people want to be led anyway. So, just step up and claim authority. Be the leader you wish you always had.

                9. They Contribute

                Successful people know that to get what they want, they have to be willing to help other people get what they want.

                What happens when you stop doing your job? What happens when you stop caring about your schoolwork? What happens when you become emotionally disconnected from a relationship?

                You suffer – that’s what happens. Successful people know and understand that in order to succeed, they need to contribute. They need to add value to the lives of others. They need to do their best so that they can become the best.

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                So, Now What?

                I hope this article has re-ignited the fire that you already had within you to be successful at any endeavor. The reason why I’m stressing the fact that you’ve already got everything you need to succeed and get what you want is that you wouldn’t be reading this if you weren’t already motivated to be successful.

                At the end of the day, however, all the insights in the world are worth nothing unless you combine them with action. When it’s all said and done, it’s your decision what you do with this list and how you apply it to your life and career.

                But if I may, here’s what I would suggest you consider as you get started doing the things to help you succeed:

                Review this list of the 9 things successful people do to always get what they want and then compare it with where you currently are at each one of these 9 things. Rate yourself in each one of the 9 things. Next, pick just ONE of them to work on every week.

                For example, if you find that you’d like to learn more about the business side of the company you work for, then go read the best business books to help you do that.

                Never stop learning. Always feed your mind with the knowledge you need to become as successful as possible within your area or industry. It doesn’t matter how busy you are. We’re all busy. Make the time to expand your knowledge.

                And remember: every key learning should be immediately followed with action.

                More Tips About Leading a Successful Life

                Featured photo credit: Austin Distel via unsplash.com

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