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Get More (important things) Done

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Slides for online training presented to NEFLIN on August 5, 2010. Interested in having this workshop for your organization? Contact me at lori@lorireed.com

Slides for online training presented to NEFLIN on August 5, 2010. Interested in having this workshop for your organization? Contact me at lori@lorireed.com

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  • For men it’s 4.5 hours. Oddly, the more educated a woman is the more she shops; the more educated a man is, the less he shops.

Get More (important things) Done Get More (important things) Done Presentation Transcript

  • Lori Reed August 5, 2010 lorireed.com
  • Getting Things Done by David Allen ISBN: 0142000280 http://davidco.com
  • Take Back Your Life by Sally McGhee and John Wittry ISBN: 0735623430 http://www.mcgheeproductivity.com/
  •  
  • Time Leaks
  • In the typical home, the TV set is on for how many hours?
    • 10 hours
    • 20 hours
    • 30 hours
    • 40 hours
    • 50 hours
    • 60 hours
  • In the typical home, the TV set is on for how many hours?
    • 40 hours
  • Over a lifetime, how much time does a person spend waiting in lines?
    • 7 months
    • 11 months
    • 2 years
    • 3.2 years
    • 4.1 years
    • 5 years
  • Over a lifetime, how much time does a person spend waiting in lines?
    • 5 years
  • About how many hours per week does the typical woman spend shopping?
    • 2 hours
    • 5 hours
    • 7 hours
    • 9 hours
    • 11 hours
    • 13 hours
  • About how many hours per week does the typical woman spend shopping?
    • 7 hours
  • Where do the hours go? From the 2009 Bureau of Labor Statistics – Time Spent in Primary Activities
  • My Time Log
    • Find code number from right side that matches activity
    • Enter that number in the time block
    • Make an entry for anything that you devote at least 15 minutes to
    • Enter one code per block
    • At end of week total times for each code
      • Hint: Each block is 15 mins or .25 of an hour.
      • Count number of blocks and multiply by .25.
      • Example: 12 blocks times .25 = 3 hours.
  •  
  • My Time Log – The Goal
    • What do you spend the most time doing in your life?
    • 2 nd most?
    • Does this align with your work/personal goals and priorities?
    • What tasks should you spend less time on?
    • What tasks should you spend more time on?
  • Getting Control In a day… 24 hours - 8 hours for sleep 16 usable hours 960 minutes or 32 blocks of 30 minutes or 64 blocks of 15 minutes
    • “ You will NEVER, EVER get it all done!”
    Sally McGhee Take Back Your Life
  • What can we really control?
    • Things we can control and influence
      • Organizing desk, files, calendar
    • Things we can’t control but can influence
      • Performance review, being on time
    • Things we can’t control and can’t influence
      • Traffic, other people’s behavior
  • Covey’s Circles of Control from 7 Habits of Highly Effective People
  • What is productivity?
    • An empty inbox
    • Being more strategic
    • Being in control
    • Being more organized
    • Using resources widely
    • Work/life balance
    • Spending more time with family
    • “ Focus on activities that make the biggest impact , activities that affect your ultimate goals and objectives.”
    Sally McGhee Take Back Your Life
    • “ Productivity is not about getting it all done. It’s about getting the right things done .”
    Sally McGhee Take Back Your Life
  •  
  • Meaningful Objectives
    • Clear, written, strategic goals
    • Should roll up to a department goal, then an organization goal
    • At home should role up to a family vision and goals (yes I’m serious)
  • Meaningful Objective
    • Improve my productivity so that I respond to all emails in 24-hours or less by January 1, 2011.
    • Have a more organized, comfortable office by January 1, 2011.
    Illustration from: http://www.salary.com/Articles/ArticleDetail.asp?part=par1942
  • From my library’s strategic plan
  • Posted in my office
  •  
  • Supporting Projects
    • Projects that support Meaningful Objectives
    • Projects that require multiple tasks or actions to complete
      • Example: Complete a time management class Change light bulb in office
    • Productivity has little to do with getting things done but is about completing actions that link to and drive your Meaningful Objectives .
    Sally McGhee Take Back Your Life
  •  
  • Strategic Next Actions
    • Actions that link directly to and drive your Meaningful Objectives
    • Have no dependencies (other steps that must be completed before you can begin the task)
  • Is this a next action? Next Action: Change light bulb
  • Ask yourself Is this a Next Action: Change light bulb 1. Does this link directly to a Meaningful Objective. 2. Are there other steps that need to be done to complete this task?
  • It depends… Next Action: Go to store and buy a light bulb Next Action: Borrow a ladder Next Action: Change light bulb
  •  
  • Image Source: http://so-nowwhat.blogspot.com/
  • Limit Collecting Points
    • Calls
    • Ideas
    • Notes
    • Mail
    • Email
    • Pockets
    • Purse
    • Briefcase
    • Backpack
    • Meetings
    • Notepad
    • Faxes
    • Voice Mail
    • Calendar
    • Children’s backpacks
    • Receipts
    • Cell phone
    • Car
  • Image source: http://www.flickr.com/photos/mattwthorn/4809438688
  • Life’s Stuff
    • A physical inbox (at home, work, portable)
    • Email (preferably one account)
    • Voice mail
    • Digital OR paper notepad
    • Digital OR paper to do list
    YOUR CONSOLIDATED COLLECTING POINTS
  • A Real Inbox
  • Yeah right. This is going to get messy!
  • My inbox when I started this process
  • My inbox now
  • Email & Voicemail
  • Notepad
  • To Do List
  • Processing Flow Chart
  • Assigning Contexts
    • @ Desk
    • @ Online
    • @ Home
    • @ Work
    • @ Errands
    • @1:1 with _________
    • @ Waiting On
    • @ Someday/Maybe
  • Example
    • Have a more organized, comfortable office by January 1, 2011.
      • Replace light bulb
        • Buy light bulb @errands
        • Borrow ladder @errands
  • Example
    • Improve my productivity so that I respond to all emails in 24-hours or less by January 1, 2011.
      • Complete a time management class
        • Find a class @online
        • Register for class @online
      • Implement GTD System
        • Buy inbox for desk @errands
        • Forward email to one account @online
  • Your Next Actions (aka To Do List)
    • @Errands
      • Buy inbox for desk
      • Buy light bulb
      • Borrow ladder
    • @Online
      • Forward email to one account
      • Find a class
      • Register for class
  • Putting it all together
  • Labels for Divider
    • Meaningful Objectives
    • Supporting Projects
    • Your contexts or groupings
      • @Computer
      • @Phone
      • @Home
      • @Errands
      • @Agendas
      • @1:1 with boss
      • @Waiting For
      • @Someday/Maybe
  • Your Day
    • A review of your plan for the day
    • Complete similar tasks but be aware of high priority tasks
      • @Computer together
      • @Errands together
    • Don’t let other people’s emergencies become your emergency unless it relates to your strategic goals ( or if the building is on fire )
    • Check email 2-3 times
    • Touch everything only once to process
    • Plan for the next day
  • Your Week
    • Allow time for planning the next week
    • Schedule time on your calendar for tasks. If it’s not scheduled it won’t get done!
    • Allow some cushion time for emergencies
    • Review your tasks to make sure they align with projects and strategic goals
  • Does your email PASS?
    • Have you communicated the purpose and made sure it relates to an objective?
    • Have you communicated the action requested?
    • Did you include supporting documents ?
    • Have you summarized the message effectively in the s ubject line?
    From Sally McGhee Take Back Your Life
  • Your Next Steps
    • Complete the time log for a week and see where your time goes
    • Set goals for your time use
    • Find your departments strategic goals
    • If you don’t have your own goals, write them
    • Consolidate your collecting points
    • Empty all of your current collecting points into your new collecting points
    • Begin processing collecting points and creating actions
  • Image Source: http://nelswadycki.com/2009/04/02/thank-god-google-suggest-comes-to-image-search/cat-saying-hooray/
  • Questions?
    • Lori Reed
      • email: [email_address]
      • web: lorireed.com
    You can view a copy of this presentation at: http://www.slideshare.net/lorireed List of bookmarked sites relating to productivity: http://delicious.com/lorireed/productivity