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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

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                Last Updated on December 13, 2018

                There Is More to Life Than  ____________

                There Is More to Life Than  ____________

                I decided to leave the title of this article open ended, because I’d like you to fill in what words best fit that blank. We’re all unique individuals from different walks of life, and in different stages of life; so, that sentence will have a different meaning for each of us.

                If you’re a busy working professional, why are you working in the job that you have now?

                Is it because it’s something you’re passionate about and brings you a lot of satisfaction? Or, is it because you studied that in college and just found a job that hired you for those skills? Perhaps it’s because of the money that you’re earning, or know you can earn down the line?

                What if you’re about to retire? You’ve got, say, 2 to 3 more years before you hit your ‘deadline’ for retiring. Have you done all that you’ve wanted to do in the past 30-40 years? Any unfulfilled goals or dreams? Are you happy with the outcome of your life to date, all the decisions and/or risks that you’ve made thus far?

                I’m sure many of us started working after college in hopes of earning a good living–to be financially stable and able to afford the ability to experience and do things that we love. We start establishing a career, and with time, tick off boxes on our bucket or ambition list. As you look back on the last couple of years, just how much of your time has been spent doing things that you enjoy and love–the things that give you a great sense of fulfillment and meaning?

                Have you become a slave to the economy, a slave to your work, or a slave to your kids? Or have you found a balance between work and pleasure?

                When is Enough Ever Enough?

                Sadly, many of us live to work.

                Realists would argue that if you truly want to work to live, you still need the finances to back that up. No money no talk. That is how the world runs today. So if you don’t earn or make enough dough, it’s hard to truly enjoy life; it’s hard to be happy without money.

                So, in this quest to provide just that, many of us end up spending our whole lives pursuing wealth and a life of status and material wants. But, is it ever enough? Is there such a thing as having too much money? And, at what expense?

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                Many wealthy entrepreneurs, millionaires and even billionaires have come to agree that money doesn’t bring you all the happiness in the world. It’s good to have, but it doesn’t truly satisfy all desires. There comes a point where you would have ‘had it all’ and still feel a sense of emptiness: an empty void that needs to be filled, not with money or material possessions.

                So the question is then, what more is there to life if not for financial stability, status or material possessions?

                How do we make work a part of life instead of having it consume our life entirely? Perhaps we need to go back to look at the word life itself.

                What is Your Purpose in Life?

                What is the nature of life? What does life mean to you? Is there a purpose?

                If we seek jobs, all we will find are jobs. But if we have a sense of purpose in how we are productive; if we seek a calling, then we will find more than a job. We will find our contribution to humanity and we will find more to life. Would you agree?

                Research has shown that having purpose and meaning in life increases overall well-being and life satisfaction, improves mental and physical health, enhances resiliency, enhances self-esteem, and decreases the chances of depression. So it should be noted that to be happy in life isn’t always enough, because happiness is a surge of emotions that does not last. Instead, it’s more important to find and have meaning in life.

                Meaning is not only about transcending the self, but also about transcending the present moment. While happiness is an emotion felt in the here and now, it ultimately fades away, just as all emotions do; positive affect and feelings of pleasure are fleeting. The amount of time people report feeling good or bad correlates with happiness, but not at all with meaning.

                Have You Been Going on a Wild Goose Chase?

                Ironically, the single-minded pursuit of happiness is leaving people less happy. “It is the very pursuit of happiness, that thwarts happiness”, according to Viktor Frankl, a famous Austrian Neurologist and Holocaust survivor. Going back to the common example of pursuing riches in order to be happy is exactly what makes many so unhappy.

                So again, look at the statement “There is more to life than ______.”

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                Have you answered it meaningfully? If you’ve read on this far, and are now wondering how to take that first step to figuring out what your true purpose is in life, fret not; I’m here to help you reframe your mind and actions, so that you can embark on a journey of finding true meaning to your life.

                Everything that you can do and accomplish in life are bounded by 7 Cornerstone Skills. These are the true essentials needed to achieve excellence. They’ll put you on a path that gives great meaning and satisfaction in life. And, the best thing of all? They already exist in each of us. We just don’t always make the most of it, or sometimes we aren’t even aware of the power that each of these skills have to help us in life.

                On it’s own, each skill is unique and can help you through different stages of life, or problems. But as a whole set, these 7 Cornerstone Skills will give you full transformation over any situation. No matter what phase of life you’re in, what you’re striving to achieve, or what feel you’re lacking, your pursuit of meaning in life will be much faster when you’re able to make use of not one, not two, but all 7 Cornerstone Skills.

                The 7 Cornerstone Skills

                So let me give you a glimpse into what these 7 Cornerstone skills are.

                Creativity

                Creativity empowers you to find unique solutions to problems, and see things in ways that you least expect.

                It goes beyond the artistic impressions and aesthetics, and is a crucial building block of change.

                Learning

                Without Learning, you will not be able to advance and progress in life. Yet, there are many of us who always fall behind not because they don’t have the intellectual ability, but because they don’t know how to learn effectively.

                Memory

                And then we have Memory, one of the most vital components, because without that you have nothing to fall back on, nothing to gain from all the learning or experiences that you’re exposed to on this earth.

                And with an ever increasing amount of information available, how can you store up as much knowledge as you can without overloading?

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                Focus

                And with any and everything that you do, a certain amount of Focus is always given.

                Whether it’s the career ladder that you’ve been climbing, or the responsibility of being a parent, Focus is a flow that allows you to push towards the progress that you’re striving for.

                Without focus, we find ourselves lost, demotivated and stuck in a rut.

                Motivation

                Many of us aren’t happy in life or with our jobs and responsibilities because we lack Motivation, and an overarching purpose as I already mentioned earlier. Motivation helps drive you forward, and gives you the focus achieve your purpose.

                Habits

                If you realize, every new day that comes is filled with routines. Whether it’s getting ready for work in the morning, putting your kids to bed in the evening, or setting aside time during the weekends for family time and activities, it all happens as a result of habits that you’ve built over time.

                Therefore Habits dictate a big part of your life. Pursuing happiness, money or meaning all have a dependency on your habits. If you find yourself being controlled by bad or negative habits, it’s more likely to hinder you from being productive and reaching those goals.

                Time

                This also ends up leading to bad use of Time, or poor time management.

                You might feel like you haven’t built a stable career yet because you lack proper time management. You find yourself spending a lot of time being busy, yet producing little outcomes.

                Or certain habits might be consuming time that you can be using for other more productive tasks.

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                Perhaps you’re on your way to retirement, and feel like it’s too late to find new meaning to your life. There’s not much time left to embark on a new journey again.

                Are You Ready to Live Your Best Life?

                The simple fact is, that if you can sharpen these 7 Cornerstone skills, you will realize that finding meaning in life, or reaching the goals and ambitions that you’ve set out for yourself, no matter what stage of life you’re in, is very attainable.

                There is no magical method to having life figured out. The skills have always been there since day 1, you just need to know how to use it to the best of your advantage.

                And I’m here to show you just how you can do that. Lifehack is all about equipping you with the best and most effective ways to increase your productivity, motivation and focus to achieve true Purpose in life, in as little time as possible.

                Embark on a transformational journey with us as we show you how to learn and improve your 7 Cornerstone Skills so that you’ll come out a new person, ready to either pursue your existing goals at a much quicker rate, or to find new goals to pursue without being limited by time, age or responsibilities.

                If you’ve been wanting a change, or been stuck in a rut for a while now, here is your chance to get started on pushing towards progress again.

                Anyone can transform, anyone can change. Are you ready to live your best life? Click here to start your journey!

                 

                Featured photo credit: Caroline Hernandez via unsplash.com

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