This is the documentation for older versions of Odoo (formerly OpenERP).

See the new Odoo user documentation.

See the new Odoo technical documentation.

The Art of Productivity without Stress

Now you can take a slight detour away from pure enterprise management by looking at some tools offered by OpenERP to improve your own personal time management. It is not much of a detour because good organization is the key to better productivity in your daily work.

OpenERP's project_gtd module was inspired by the work of two books focusing on efficient time management:

  • «Как привести дела в порядок. Искусство продуктивности без стресса», Дэвид Аллен. (Оригинал: "Getting Things Done -- The Art of Stress-Free Productivity", by David Allen (2001)), наиболее часто упоминается как сокращение GTD (торговая марка зарегистрирована с 2005). Книга построена вокруг того принципа, что люди должны ясно записывать все невыполненные задания и сохранять подробную информацию об этих заданиях в заслуживающей доверия системе.

    They then do not have to worry about holding all of this stuff in their head. Since they can be quite sure that it is recorded safely, they can allow themselves to relax and so have the energy and time to concentrate on handling the tasks themselves systematically.

  • 7 навыков высокоэффективных людей. Мощные инструменты развития личности», Стивен Р. Кови. (Оригинал: The 7 Habits of Highly Effective People by Stephen R. Covey (1989)): Автор приводит советы организациям по вопросам использования этой практики, и отчеты о производительности труда организации в результате применения методики.

    Примечание

    Managing Time Efficiently

    Дэвид Аллен, «Как привести дела в порядок. Искусство продуктивности без стресса» (Оригинал: David Allen, Getting Things Done, Penguin Books, New York, 2001, 267 pages. (ISBN 978-0142000281). См. также: http://davidco.com)

    Стивен Р. Кови, «7 навыков высокоэффективных людей. Мощные инструменты развития личности» (Оригинал: Stephen R. Covey, The 7 Habits of Highly Effective People, Free Press, 1989, 15th Anniversary Edition : 2004, 384 pages. (ISBN 978-0743269513)).

    Совет

    De-stress Yourself!

    Уберите задачи, которые загромождают ваши мысли, путем занесения их в организованную систему. Это сразу же поможет вам самостоятельно снять стресс и организовать работу наилучшим возможным образом.

    If you feel stressed by too much work, do the following exercise to convince yourself about the benefits. Take some sheets of blank paper and write down everything that passes through your head about the things you need to do. For each task, note the next action to do on an adjacent line, and rank it by the date that you will commit yourself to doing it.

    At the end of the exercise you will feel better organized, considerably de-stressed and remarkably free of worries !

The objective in this detour is not to detail the whole methodology, but to describe the supporting tools provided by OpenERP's project_gtd module.

Not Everything that is Urgent is Necessarily Important

The first modification brought by the module to the basic OpenERP system is a separation of the concepts of urgency and importance. Tasks are no longer classified by a single criterion, but by the product of the two criteria, enabling you to prioritize matters that are both urgent and important in a single list.

Many managers with a heavy workload use urgency as their sole method of prioritization. The difficulty is then in working out how to plan for substantive tasks (like medium term objectives). These are not urgent but are nevertheless very important.

Примечание

Example Distinction between Urgency and Importance

If you are very well organized, urgent tasks can (and should often) be given lower precedence than important tasks. Take an example from daily life as an illustration: the case of having some time with your children.

For most people, this task is important. But if you have a busy professional life, the days and weeks flow on with endless urgent tasks to be resolved. Even if you manage your time well, you could let several months pass without spending time with your children because the task of seeing them is never as urgent as your other work, despite its importance.

In OpenERP, urgency is given by the Deadline of the task, and importance by the Priority. The classification of the tasks then results from the product of the two factors. The most important tasks and the most urgent both appear at the top of the list.

Organizing your Life Systematically

В данном разделе описана методика самоорганизации, которая использует концепции контекста и timebox'а (Прим. переводчика: пока не удалось найти адекватного термина для timebox. Будет использоваться английское слово).

Контекст

The context is determined by the work environment you must be in to deal with certain tasks. For example, you could define the following contexts:

  • Офис (Office) : для задач, при работе с которыми вы должны находиться на рабочем месте (например, позвонить клиенту или составить документ),

  • Автомобиль (Car) : для задач, которые в должны совершить в связи с передвижениями (например, поездка по магазинам или визит на почту),

  • Travel : for tasks that you can handle on the plane or in the train while you are doing travelling on business (tasks such as writing an article, or analyzing a new product),

  • Дом (Home) : для задач, которые должны происходить по вашему домашнему адресу (например, встреча с уборщицей или стрижка газона).

An employee / system user can create his or her own contexts using the menu Project ‣ Configuration ‣ Tasks ‣ Contexts.

Timebox

Затем вы должны определить timebox'ы. Timebox определяет интервал времени, в течение которого вы должны завершить задачу. Обычно timebox'ы определяются со следующей периодичностью:

  • Today : for tasks which must be handled today,

  • This Week : for tasks that have to be dealt with this week,

  • This Month : for tasks which have to be completed within the month,

  • Long Term : for tasks that can be dealt with in more than one month.

Задача может быть поставлена в один и только один timebox.

Вы должны различать timebox и сроки для завершения задач (deadline), поскольку срок, как правило, устанавливается требованиями руководителя проекта. Timebox, напротив, выбран в том смысле, что именно человек может сделать в течение указанного промежутка времени.

To define timeboxes for your company, use the menu Project ‣ Configuration ‣ Tasks ‣ Timeboxes.

Methodology and Iterative Process

To organize your tasks efficiently, OpenERP uses a method based on the following systematic and iterative process:

  1. Identify all the tasks that you have to deal with, including everything that keeps you awake at night, and enter them in Tasks, which you will find in the menu Project ‣ Project ‣ Tasks.

  2. Classify the tasks periodically, assigning them a context and a timebox. This indicates both when and where the task should be handled. If a task takes less than 10 minutes, then maybe it could be handled immediately.

  3. Каждый день, выполняйте следующие процессы:

    • Первым делом с утра, выберите из timebox-а текущей недели те задачи, с которыми вы хотите иметь дело уже сегодня. Задачи представлены в порядке их важности и срочности, поэтому вы должны выбрать задачи ближе к верхней части списка.

    • Carry out each task, that is to say either work on the task yourself or delegate it to another user,

    • Last thing, at the end of the day's work, empty that day's timebox and return all unclosed tasks into the week's timebox.

  4. Повторите тот же процесс каждую неделю и каждый месяц для соответствующих timebox-ов.

Совет

Do not confuse Agenda and Timebox

The idea of timebox is independent from that of an agenda. Certain tasks, such as meetings, must be done on a precise date. So they cannot be managed by the timebox system but by an agenda.

В идеале необходимо помещать минимум вещей в повестку дня и размещать там только задачи, которые имеют фиксированную дату. Система timebox является более гибкой и эффективной для работы с несколькими задачами.

So start by entering all the tasks required by project. These could have been entered by another user and assigned to you. It is important to code in all of the tasks that are buzzing around in your head, just to get them off your mind. A task could be:

  • работа, которую надо сделать,

  • краткая цель, среднесрочной или долгосрочной перспективы,

  • a complex project that has not yet been broken into tasks.

A project or an objective over several days can be summarized in a single task. You do not have to detail each operation if the actions to be done are sufficiently clear to you.

You have to empty your Tasks periodically. To do that, use the menu Project ‣ Project ‣ Tasks. Assign a timebox and a context to each task. This operation should not take more than a few minutes, because you are not dealing with the tasks themselves, just classifying them.

/doc_static/6.0/_images/service_timebox_day.png

Timebox для задач, которые надо сделать сегодня

Then click on the button at the top right Plannify Timebox. This procedure lets you select the tasks for the day from those in the timebox for the week. This operation gives you an overview of the medium term tasks and objectives and makes you review them there at least once a day. It is then that you would decide to allocate a part of your time that day to certain tasks based on your priorities.

Since the tasks are sorted by priority, it is sufficient to take the first from the list, up to the number of hours in your day. That will only take a minute, because the selection is not taken from every task you know about in the future, but just from those selected for the current week.

Once the timebox has been completed you can start your daily work on the tasks. For each task, you can start work on it, delegate it, close it, or cancel it.

At the end of the day, you empty the timebox using the button at the top right Empty Timebox. All the tasks that have not been done are sent back to the weekly timebox to sit in amongst the tasks that will be planned next morning.

Повторяйте те же действия каждую неделю и каждый месяц, используя те же принципы, но используя соответствующие timebox'ы для этих периодов.

Some Convincing Results

После нескольких дней аккуратного использования этого метода, пользователи сообщают о следующих улучшениях:

  • уменьшение количества задач и целей, которые были забыты,

  • уменьшение стресса, потому что люди чувствовали себя более контролирующими ситуацию,

  • изменение приоритетов в типах ежедневно выполняемых задач,

  • больше принимается во внимание актуальность и важность задач и целей в долгосрочной организации времени,

  • улучшается эффективность управления делегированием задач и выбор, какие задачи лучше делегировать,

Finally, it is important to note that this system is totally integrated with OpenERP's project management function. Staff can use the system or not, depending on their own needs. The system is complementary to the project management function that handles team organization and company-wide planning.