When participating in a project, what do you need to learn and record?
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Eiichiro Misaki, the author of "Don't Tell Me You Can Take Notes," said that he always follows the "PDCA" process at work. No matter what work you do, you can improve your work efficiency by following these four steps. The so-called PDCA refers to the four steps of Plan, Do, Check and Action. Many people are able to plan and implement, but few can persist in checking and improving, and checking and improving are the key to improving work efficiency. When work is not going smoothly, what is the crux of the problem and how can it be improved next time? When things are going well at work, what is the reason for your success? Record the results of what you have done. This record will accumulate your valuable experience, and the accumulated experience is unique to you. The knowledge learned from books or taught by others is of course important, but the experience gained and summarized from one's own personal experience is more valuable. This is how we transform our experiences into “experience”. If these records and summaries can be properly preserved and applied to future work, work efficiency will definitely be improved. The notebook is the carrier for recording these valuable experiences. Next, let’s talk about how we can use the notebook method in the workplace to gradually get rid of the state of hard work but no accumulation in project planning, idea collection, meeting minutes, time management and learning management, and get closer to experts little by little. Today's topic is how to plan a project. The outline is as follows: 1. Three stages of project planning When making a planning proposal, the use of a notebook can be divided into the following three stages: ① Concept phase: Write down the concept plan in the notebook at the beginning ② Implementation phase: Write down the specific content of the implementation in the blank space on the same page ③ Closing phase: Write down the work summary or other ideas of the closing phase in the blank space on the same page 2. The contents of the same plan should be recorded on the same page If you take notes in chronological order, your notebook will be filled with various work contents. Over time, the key points of the same project may be scattered across different pages. If the contents (work tasks) of the same plan are not recorded together, it will be very inconvenient to review them later and it will be difficult to grasp the overall work progress. Therefore, we must learn to create a project framework as shown below at the beginning of each project to help us grasp the project progress as a whole, so as not to forget the overall situation of the project when focusing on details during the project. The project information should be concentrated on the page after the project framework. It is best not to disperse the information at this time. Concentrating it together will allow you to grasp the details more effectively. Later, the information about the plan can be posted on the notebook, or it can be punched and put together with the information of the project. If there is other information that needs to be supplemented later, add it in the surrounding blank space. If you want to record emails with relevant content, you can print them out, stick them on your notebook, and use this page as a basis to supplement them appropriately. In this way, the information content is complete and it is also convenient to view it later. So, it's best to use the loose-leaf version of the aircraft carrier notebook. This way you can reduce a lot of mental burden when taking notes, because you can modify, add supplementary content and adjust the structure of your notes more freely. For example, my aircraft carrier notebook is: A4 size, loose-leaf, 4-hole, I can punch the holes in the printed and organized materials and put them together, which is the most convenient way to operate. 3. Use different colored pens for each stage of your notes Use different pens to record separately. When you look back at it later, you can immediately tell whether the content is in the conception, implementation or final stage. For example, use a black pen to record the conceptual content, a blue pen to record the implementation content, and a red pen to record the finishing stage. Continue to record them in this way in the future, and you will naturally see them at a glance when you look through them again. Make a clear distinction in advance, and when you look back at it again, perhaps the work done in the final stage of this plan can be used as a reference for the conceptual stage of the next plan. If no distinction is made, every time a new planning proposal is taken on, it must be conceived from scratch, and in this way, work experience cannot be accumulated at all. Suppose you have a new product development plan to deal with. When you meet with the planning team to discuss it, be sure to bring your aircraft carrier notebook with you. ❶ Concept stage: In the concept stage, before attending the meeting, people usually write down their concept in a notebook. There are many cases where the information printed out from the computer is directly placed in the notebook. You can prepare a copy for yourself or print it out in advance as reference material to send to team members. When in a meeting, use a black pen to add a brief description of the product that needs to be discussed, the launch date, schedule, sales target, and other information next to the printed material. When in a meeting, write down any ideas that come to mind with a blue pen. Regarding the cost of the planning proposal, if you need to confirm with your superiors or seek the opinion of Mr. A from the partner company, please mark it with a blue pen to distinguish it from the content in the conceptual stage. ❷ Implementation stage: During the implementation stage, any ideas that come to mind can be recorded in a notebook first, and then attached to the aircraft carrier notebook; for tasks that must be performed immediately, their contents should be recorded immediately in the notebook, because the notebook can be carried with you and can be frequently reviewed, which can help you remember; after the task is completed, tear off the page from the notebook, attach it to the aircraft carrier notebook, and record the execution content and precautions of the task in the aircraft carrier notebook to accumulate experience and knowledge. ❸ Closing stage: In the closing stage, the precautions and results of the implementation stage need to be recorded in red pen. For example, the actual development cost of this plan is higher than the estimated cost, or there is poor communication among the team during the task execution, or there may be problems after the product is launched on the market. These important matters about work results and attention can be supplemented and recorded; it is also important to record the time required to perform each task. For example, if the original estimate was that the planning project would take one hour to complete, but it ended up taking three hours, record this phenomenon so that the next time you perform the task, you can remind yourself that your goal is to shorten the planning project completion time to one hour. Or next time when you arrange the overall progress process, if you find through the original records that the planning proposal production time is longer than the estimated time, you can remind yourself in advance and arrange a reasonable time in the conception stage. In actual operation, it is impossible to strictly distinguish the three stages, so they can be roughly divided into three sections. The key is to change the color of the pen and record the process truthfully in the notebook. If you follow the above principles, after each project is completed you can review your experiences and lessons learned according to the three parts of conception, implementation and closing, and then compare them with the three stages recorded during the initial conception stage. You will have a clearer idea of what you have learned and accumulated at the end of this project compared to before the project started. Of course, if you are not serious about the project in front of you, it is easy to see that you have not changed much after a project. 4. Use sticky notes to assist project management ❶ Reminder Deadline Sticky Note Date sticky notes should be pasted on the right side of the notebook, leaving some of the page exposed. In this way, whenever you open your notes, you will see the date sticky note on the right, which will naturally remind you that you must complete the task before the deadline. For example, when the various things that should be done in the new product development plan and the time requirements are clear, I will record them on the relevant page in my notebook and put a sticky note with the deadline written on it. After the task is completed, tear off the date sticky note and discard it. Of course, I personally think that making a project progress chart and putting it on the first few pages of the entire project notes to remind myself to grasp the progress of the entire project, while combining it with the reminder function of sticky notes, is a more effective way. What about the project schedule? Just search it on Baidu. ❷ Content search sticky note If the project is large and you need to frequently refer to the content recorded and pasted in the notebook, stick a search sticky note on the top of the notebook. To search for sticky notes, you also need to expose the notebook page a little. This makes it easy to flip to the page you need to refer to. If you need to refer to the plan in the future, do not tear off the search note even after you have finished using the notebook. Instead, keep it on the top of the notebook page to make it easier to find it in the future. The author of this book, Eiichiro Misaki, said at the beginning of the book, "I upgrade my note-taking method every year. After entering the society, if you want to become a backbone at work, note-taking is a basic skill, and the company will not teach you. You should learn it yourself, and you should make great efforts to learn it. If you want to increase your salary, you must create more value for the company; if you want to take a vacation, you must improve your work efficiency. No matter how many years you have entered the society, you must continue to hone and improve your note-taking as a basic work skill." Think about it carefully, why have you worked for so long but have not accumulated such rich experience?
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