Mastering Workplace Performance The Womack Company Presented by: Jason W. Womack, MEd, MA Peter Drucker Follow effective action with quiet reflection. From the quiet reflection will come even more effective action. Helen Keller I long to accomplish a great and noble task, but it is my chief duty to accomplish small tasks as if they were great and noble. Steve Jobs Be a yardstick of quality. Some people arent used to an environment where excellence is expected. Carol Bartz Wherever you are in your organization or your career, you can work on leadership. My definition of a leader is someone who helps people succeed at what needs to be done.! 1
Table of Contents and Overview of MWP PrinciplesMastering Workplace Performance .................................................................................. Page 3Self-Assessment / Possible Areas for Improvement ........................................................ Page 4Defining Productivity and Purpose ................................................................................... Page 5Start where you are (besides the seminar, what else is on your mind?) .................... Page 6Practice Makes Comfortable ............................................................................................ Page 7A Philosophy of Productivity: “At my best when...” ......................................................... Page 8Your Daily Dashboard (areas of focus to plan and act on)................................................ Page 9A “Digital” Daily Dashboard ............................................................................................. Page 10Productivity Enhancement: Maximize Interruptions ........................................................ Page 11Agendas: A tool to maximize interruptions ...................................................................... Page 12Building Digital Agendas ................................................................................................. Page 13Time Management: Issues and Solutions ........................................................................ Page 14Prioritization: Getting the RIGHT things done .................................................................. Page 15Identifying and Prioritizing the 3 Kinds of Work ............................................................... Page 16The Outcomes You’re Managing (Project Inventory) .................................................... Pages 17-18The work you have to “do” (To Do lists) ....................................................................... Pages 19-20Designing an “electronic” system to manage to-dos and projects .................................. Page 21Plan Your Work and Work Your Plan ................................................................................. Page 22Moving on from where you were (besides the seminar, what else is on your mind?) ....... Page 233 Tips to Maximize Your Email Messages ......................................................................... Page 24Debrief: The Week, Significant Projects, Important Events .......................................... Pages 25-26The Womack Company ......................................................................................................Page 27 ! 2
Mastering Workplace PerformanceMaximize your productivity:Today, you will see, hear and practice ways to utilize your resources andimprove the quality of your work. Doing so, you will more consistently get theright things done. Experience fundamental principles of performance tomaximize your productivity.Be, work and live at your best:Being productive means you are managing current priorities while taking fulladvantage of new opportunities. To be, work and live atyour best, you need to have a firm grasp of what yourpriorities are and synchronize them with the priorities ofthe team and your organization. Achieve greater and more rewarding results:We will work together to design behaviors and systems leading to constantimprovement, resulting in achievements that are meaningful. The productivityprinciples we coach are simple enough to use, and significant enough to matter. In this seminar you will see how your workflow can unfold in a more productiveand more sustainable way. You will put yourself in the position of takingcalculated and consistent action steps towards a larger vision of yourself andyour role within the organization. Mastering Workplace Performance Jason@WomackCompany.com 805-798-1362 ! 3
Self-Assessment / Possible Areas for Improvement Ineffective / Not efficient Ranking Productive <---1----2----3----4--- 5---> TIME: I do not have a daily I create a daily plan each planning system to prioritize morning. I re-prioritize tasks my tasks and activities. based on new information. INTENTION: I start many I complete projects, tasks and projects, but don’t managing deadlines and finish them right away. interruptions effectively. COMMITMENT: The work I actively participate in the will get done, whether I give planning and execution of the my 100% or not. work my team has to do. MINDSET: I doubt my I am confident that I have contribution and am quiet skills and professional skills to about my opinions. enhance the work we do. CHANGE: I get frustrated “Shift happens,” and I am and tired by the amount of ready to re-engage when new times things change. information appears. MOTIVATION: I don’t see I have a clear vision for how I can grow out of my growth, and am actively current position/situation. pursuing ways to improve. DELEGATION: I don’t I practice effective delegation delegate. When I do, I have techniques & regularly discuss to re-explain what I need. delegation with the team. ACCOUNTABILITY: I I let people know when they refrain from giving negative are off-course immediately, or course-corrective feedback. and then move on. PRESENTATION: I shy I seek opportunities to share away from making my knowledge, expertise and presentations at meetings. opinions in meetings.! 4
The Defining MomentProductivity is:_________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________The primary requirement for a successful work session is to define “reality.” Knowing the objectives,tasks and priorities sets you up to be most productive.Productivity is really about getting the Right things done. There are 4 areas to address: S ______________________________ (Skills) P ______________________________ (Purpose) N ______________________________ (Network) D ______________________________ (Direction)Your own “So that...”The characteristics that are a part of your own workplace performance - how you behave, react, planand act at work - are founded in the purpose of you being productive. After today’s course, spendsome time completing this statement:“I will identify my work philosophy and improve my management methods so that ______________________________________________________________________________________________________________________________________________________________________________________________________.” ! 5
Start Where You Are (besides the seminar, what else is on your mind?)Using the words below, write down the first things that come to mind - as many as possible - that stillneed some of your attention and some action to complete.call write draft talk to identify organize completeclarify install update fix handle plan learnread buy work on meet with supplies trips projectsfinances books personal tools/gear electronics classes coworkersfamily members year-long objectives professional development anything else...____________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ____________________________________________ ! 6
Practice makes ... ...comfortable!Before embarking on a journey to learn NEW skills, NEW technologies, NEWhabits, start where you are. What are you already doing?What takes up your time, energy and focus by 10am most work days?____________________________ ____________________________ ________________________________________________________ ____________________________ ________________________________________________________ ____________________________ ________________________________________________________ ____________________________ ____________________________What tools, systems, technologies, gear could you use during the work-day?____________________________ ____________________________ ________________________________________________________ ____________________________ ________________________________________________________ ____________________________ ________________________________________________________ ____________________________ ____________________________What can you do about once a month to rejuvenate, revitalize & reengage?____________________________ ____________________________ ________________________________________________________ ____________________________ ________________________________________________________ ____________________________ ________________________________________________________ ____________________________ ____________________________ ! 7
Beginning with a “Philosophy of Productivity” The MIQs (Most Important Questions)1.Do you want to be more productive?2.Do you do what you said you would do...in the time you promised?3.Do you use the small windows of time during the day to get important things done?In order to work, be, perform and live at your 100% ... what will you have to have done?I am at my best when ... ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ Jason@WomackCompany.com ! 8
! Interruption / Topic MITs Today’s Daily Plan Today’s Date________ (Most Important Things) 8 ________________________________ __________________________ General Level of Focus __________________________ 4 or fewer each day 8:30 _____________________________ __________________________ __________________________ 9 ________________________________ __________________________ Motivation Toward Day __________________________ 9:30 _____________________________ __________________________ __________________________ __________________________ 10 _______________________________ __________________________ __________________________ 10:30 ____________________________ Other notes... __________________________ __________________________ Started Waiting For... 11 __________________________________ Reacted (past tense) to As __________________________ 11:30 _______________________________ (Name) (Item) __________________________ 12 __________________________________ __________________________ _______ _________________ __________________________ 12:30 _______________________________ _______ _________________ __________________________ 1 ___________________________________ __________________________ _______ _________________ 1:30 _______________________________ __________________________ _______ _________________ 2 _________________________________ __________________________ __________________________ 2:30 _______________________________ _______ _________________ __________________________ Made Progress on... 3 __________________________________ Forecast (future) toward _______ _________________ __________________________ _______ _________________ 3:30 _______________________________ __________________________ __________________________ __________________________ 4 _________________________________ __________________________ __________________________ 4:30 _______________________________ __________________________ __________________________ Your Daily Dashboard (areas of focus to plan and act on) __________________________ 5 __________________________________ __________________________ __________________________ 5:30 _______________________________ __________________________ __________________________ __________________________ 6 _________________________________ __________________________9 __________________________
A “Digital” Daily DashboardIt is possible to use Microsoft® Outlook® to create a “Daily Dashboard.”For example:For complete instructions, and a 30+ page guide of best practices, please visit: http://www.OutlookDashboard.comAs a participant in today’s seminar, you get *free* access to the PDF eBook: Maximizing Microsoft®Outlook®. If you would like that document, simply visit: http://www.womackcompany.com/olda/ the password to that site is: mwp ! 10
Productivity Enhancement: Maximize InterruptionsInterruptions of “task momentum” are frequently cited reasons for NOT getting the MostImportant Things done during the work day. After surveying 1,000 senior executives,technology research firm Basex found that people can lose two hours per day from unnecessaryinterruptions such as instant messaging, deleting distribution list or spam e-mail, telephone calls,informal conversations, etc.Study and Practice the! ! “Cycle of Completion”I. Begin: Initiate an idea, create a project, decide on an actionII. Plan: Create a schedule, enlist supportIII. Engage: Begin working, ask for clarification, test resultsIV. Monitor: Review progress, troubleshoot and enhance outcomesV. Evaluate: Debrief all processes involved in the project (personnel, deliverables, project plan, etc) http://tinyurl.com/P-interruption 11
Agendas: A tool to maximize interruptions Names Upcoming topics of discussion Questions/Comments/Clarifications/Requests (1-12 weeks out...) ! 12
Building Digital AgendasIt is possible to use Microsoft® Outlook® to create your “Agendas.”For example:Each “person/meeting/event” gets its own Subject heading. Then, in the “Notes” area of the task,enter the things you know you need to bring up in conversation. ! 13
Time Management: Issues and Solutions Time Management: Issues I get “caught up” feeling like there is too much to do, so I don’t do the important things (instead, I reprocess the same email, reorganize papers, let myself get interrupted/interrupt other people, etc) I forget to work on the MITs (Most Important Things) during the work day, and sometimes stay after hours (or come in early in the morning) I occasionally let interruptions get the best of me, taking up the time I previously planned to be productive. Time Management: Solutions Learn how the “productivity features” of my electronic systems (email, voicemail, voice-to-text transcription, cell phone/smart phone, etc). Objectify my goals and projects, and review them to create daily and weekly plans to achieve them. Conduct morning AND afternoon reviews: Identify priorities for the day, AND debrief the work day, learning what worked and what did not work for me. Use my time and task management system to make best use of “down time,” “in between time” or “wasted time.” (Waiting for meetings to start, etc) Invite constructive feedback from directors, managers and supervisors about how I can be more effective and efficient on the job. Clearly and objectively list all the tasks that are required to make progress on my short and medium term projects. Analyze different aspects of my workflow, prioritization and organization to look for small, sustainable enhancements to my productivity.! 14
Prioritization: Getting the RIGHT things doneimportant + ________________ + ________________ + ________________ notimportant not urgent urgent Project A tasks Project B tasks 100Percieved Effort 80 60 41 21 1 1 20.8 40.6 60.4 80.2 100 Anticipated Value ! 15
Identifying and Prioritizing the 3 Kinds of WorkWork you are thinking, talking and meeting about. “What should you be expected to contribute?” “What hampers you in doing your task and should be eliminated?” - Peter Drucker Work you are managing, overseeing and planning. “A wow project confronts and redefines an important issue or problem.” - Tom PetersWork you are doing, delegating and tracking. “Sustained success means making the greatest possible impact...” - Marcus Buckingham ! 16
The Outcomes You’re Managing (Project Inventory)Many activities are part of a “bigger picture.” It is very valuable to identify the FinalValuable Result of the work you manage. The 7 Habits of Highly Successful People (byStephen Covey) suggests we “begin with an end in mind.” (see www.BooksWeRecommend.com)When we identify the end point, we create boundaries to guide our tasks, meetings andactivities. Defining our work is a significant part of the process of productivity andperformance.After you review (daily) your list of things to do......build in time to review (weekly) your list of things to manage.It’s usually easiest to think in terms of Outcome Vocabulary: (Complete, Install, Submit, Organize, Finalize, Set up, etc)Examples:Complete automated SF-182 plan to management teamInstall Enterprise Income Verification (EIV) systemSubmit MS PowerPoint 2007 presentation on skilled nursing facilities (SNF)sOrganize trade show set up and product launch for the client month eventIdentify several multi-step projects you are managing…____________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ________________________________________________________ ! 17
List as many projects as possible, using Outcome Vocabulary: (Complete, Install, Submit, Organize, Finalize, Set up, etc)____________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ________________________________________________________ ! 18
The work you have to “do” (To Do lists)A simple change in focus provides control over the list of things on your mind (as well as thelist of things in your E-mail inbox!). Move away from making lists of things to think abouttoward listing tasks you can actually do the next time you are: at the office, at a phone or on the web, etc.It is often easier to think – and work – using “task verbs.” (Call, E-mail, Buy, Draft, Waiting for, Test, Review, etc)Write down one VERY next taskExamplesCall Maria S. re: Finance and Budget mee3ng loca3on on Tuesday (202-‐602-‐9100)Go to bookstore : “Project Management PMBOK” (Project Management Ins4tute)Dra* Intro to presenta3on for the Deputy Assistant Secretary of HousingTalk to (in person) John R. re: training proposalEmail: Steve B. re: assistance with comple3ng the Individual TAP (ITAP)Identify your very next actions…____________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ________________________________________________________ ! 19
List as many to-dos as possible using “task verbs.” (Call, E-mail, Buy, Draft, Waiting for, Test, Review, etc)____________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ____________________________________________________________________ ________________________________________________________ ! 20
Designing an “electronic” system to manage to-dos and projectsUsing Microsoft® Outlook®, it is possible to add Projects and Tasks to your Dashboard... Project: The overall outcome Task: To dos and action steps to make progress on each outcomes ! 21
Plan Your Work and Work Your PlanToo often, it is tempting to keep “goal setting” to a period of just a few weeks during the annualobjective-setting process at work. Whether you begin at the individual and then department level,or are involved in setting corporate direction and top-down goals, it is necessary to plan your workand to work your plan - throughout the entire year! The Secret to Goal Achievement and Professional Success: Begin It is especially important that you stop, review, and reflect on your priorities at the Achievement Formula beginning of the goal-setting process. Consider sitting down with a mentor, coach or manager and discuss specific ideas and goals for the next 9-18 Goals months. Total time invested should be about 60 minutes, + Planning you’ll then have enough to think about as you create your goals. + Action + Debrief Check back in on your goals at = Success Continue least weekly. Create daily tasks, meetings and milestones that will get you moving toward the outcomes you outlined during the goal-setting process. At least monthly, set a meeting with someone to share the process and what you’re experiencing. By keeping your goals close, you’ll be able to progress on them. Taking calculated and significant actions each day Practice on the small things. Create daily milestones, as small as, “By Expect more 3:30pm I’m going to submit this report.” This has a lasting and expanding effect. When we say what we are going to do and then do it, we put into perpetual motion a process of layering success on success. Do “goal setting” throughout the year, and you’ll find yourself looking for more, working on more, and achieving more; more of the Most Important Things... 1. Meet with someone who challenges you to “think bigger.” 2. “Advertise” your goals where you can see/reflect on them often. 3. Practice goal setting on “smaller” things; the process carries over. ! 22
Moving on from where you were...Using the words below, write down the first things that come to mind - as many as possible - that stillneed some of your attention and some action to complete.call write draft talk to identify organize completeclarify install update fix handle plan learnread buy work on meet with supplies trips projectsfinances books personal tools/gear electronics classes coworkersfamily members year-long objectives professional development anything else...____________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ________________________________________________________________________________________ ____________________________________________ ! 23
3 Tips to Maximize Your Email MessagesMost people’s email inbox contains old and new messages with some that need to be replied toand others that might needed for later. Here are a few ways to cut down on the clutter by clarifyingjust whats in there. Use smart EMAIL "Etiquette". When you create a new email message, you can increase the likelihood of a quick response by using the 3 address fields to your greatest advantage. Edit the SUBJECT LINES opening,emails in your inbox. Instead of of the reading, Email Address Fields: and closing emails to do later, change the subject line TO: Only the person(s) who needs to take of that email to tell yourself exactly what you need to action. do. Clarify the action you need by answering as many CC: People who may be interested or need of the "who, what, where, why & by when" questions to be "kept in the loop", no action required as possible. You can do that in Outlook by editing the though. message (double click to open the message) and BCC: Yourself, your assistant, or a big then type in the new subject line directly. group announcement (i.e. Distribution List). This way if someone hits "Reply All" only For example, when you receive an email with: the sender & receiver get the response. SUBJECT: budget meeting Edit the subject line to: SUBJECT: Call Kevin re: budget meeting 4/22 If you do this as e-mails show up, you will spend less time opening, closing, and searching for e- mails later. Your email inbox will look more like a To-Do list that you can actually do! subject lines for your outgoing email messages using this same strategy. Your Write emails will be answered more quickly as people will actually know what is needed without having to spend extra time to open and read your message. 1. Use the To, CC, and BCC fields to determine who has the Action 2. Edit the Subject line to include: who, what, where and by when info 3. Write emails with clear and direct Subject lines ! 24
Debrief: The Week, Significant Projects, Important EventsHow can you most effectively organize the future (decisions to make, projects toreview, meetings to plan, trips to take) to compete with the present (e-mails to send,calls to make, errands to run)? A sustainable solution to work, information and action overload is to specifically and strategically review everything that has your attention. Consider planning time to step back and over-view your work. To begin, we suggestyou make a 5-hour commitment. For the next 5 weeks, take one hour per week to go through the following exercise. (Be sure to choose a time and a day that will work for you!) At the end of a month you’ll have some objective feedback…enough to answer the question, “Was it worth it?”We believe the answer is yes…and many clients have told us so over the years!We have found that there is incredible value in renegotiating your “Projects” list weekly.Make this the place to begin your weekly debrief. ! 25
Debrief WeeklySo, what would you want to review? We suggest you review anything that has yourattention.Review each project you’re managing and ask yourself: Where am I? Where did I say I would be? What do I need to do next to continue my momentum?Here are some questions that may add actions to your TASK list: What will the end of next week look like? Where do I need support? Where could I solicit/ask for/collect more information?Then, you will want to at least “glance” at the following areas: ! Calendar (last two weeks) ! Calendar (next two weeks) ! Goals/Projects/Deliverables ! Notes taken during meetings this week ! E-mails in the in-box ! Task/To Do lists ! Follow up calls/E-mails to customers/team members ! Creative ideas to break down into next actions !There may be other areas you add to this list. The most important thing to rememberfor the first few weeks is: Don’t use your Debrief time to DO your work; use it toREVIEW the work you have done, and the work you have yet to do. ! 26
The Womack Company Jason W. Womack, MEd, MA provides practical methods to maximize tools, systems and processes to achieve quality work/life balance. He has worked with leaders and executives for over 16 years in the business and education sectors. His focus is on creating ideas that matter and implementing solutions that are valuable to the organization and the individuals in those organizations. Jason is an avid learner who earned two Masters degrees after studying US History and Spanish Literature as an undergraduate student at the University of California (Berkeley, Santa Barbara, San Diego campuses). He earned his Masters Degree in Education to understand how to teach. in 2001, he returned to academia to earn his Master’s Degree in Psychology to find out how people most effectively learn. He applies this wealth of knowledge to corporate learning environments to help solve the day-to-day challenges of work/life balance in an era of increased personal accountability. In 2010, Jason published his first book, The Promise Doctrine: A guidebook and system for consistently delivering on your promises, co-written with his father, Craig P. Womack - former COO and President of The Sharper Image and former COO of Smith and Hawken. Jason succeeds in the health and wellness areas of his life. While traveling worldwide, he trains and competes regularly as an age-group triathlete. Since 2000, he has completed six 1/2 Ironman distance races, several half-marathons and several smaller triathlons around the United States. Jason consistently places in the top 10% of his age group in both 5K and 10K races. In October, 2010 he earned first place in his age group at the Carpinteria Triathlon (California). His 2009 PR for the ½ marathon distance race is 1:30:37. Jason applies his expertise in work performance into his athletic goals to create exceptional personal and professional results. Jason’s next book, “Your Best Just Got Better” is due to be published later in 2011. ! ! The Womack Company US: 805.640.6401 UK: 020 8144 7000 www.WomackCompany.com ! 27
