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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? <ul><li>10 hours </li></ul><ul><li>20 hours </li></ul><ul><li>30...
In the typical home, the TV set is on for how many hours? <ul><li>40 hours </li></ul>
Over a lifetime, how much time does a person spend waiting in lines? <ul><li>7 months </li></ul><ul><li>11 months </li></u...
Over a lifetime, how much time does a person spend waiting in lines? <ul><li>5 years </li></ul>
About how many hours per week does the typical woman spend shopping? <ul><li>2 hours </li></ul><ul><li>5 hours </li></ul><...
About how many hours per week does the typical woman spend shopping? <ul><li>7 hours </li></ul>
Where do the hours go? From the 2009 Bureau of Labor Statistics – Time Spent in Primary Activities
My Time Log <ul><li>Find code number from right side that matches activity </li></ul><ul><li>Enter that number in the time...
 
My Time Log – The Goal <ul><li>What do you spend the most time doing in your life? </li></ul><ul><li>2 nd  most? </li></ul...
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...
<ul><li>“ You will NEVER, EVER get it all done!” </li></ul>Sally McGhee  Take Back Your Life
What can we really control? <ul><li>Things we can control and influence </li></ul><ul><ul><li>Organizing desk, files, cale...
Covey’s Circles of Control  from  7 Habits of Highly Effective People
What is productivity? <ul><li>An empty inbox </li></ul><ul><li>Being more strategic </li></ul><ul><li>Being in control </l...
<ul><li>“ Focus on  activities that make the biggest impact , activities that affect your ultimate goals and objectives.” ...
<ul><li>“ Productivity is not about getting it all done. It’s about  getting the right things done .” </li></ul>Sally McGh...
 
Meaningful Objectives <ul><li>Clear, written, strategic goals </li></ul><ul><li>Should roll up to a department goal, then ...
Meaningful Objective <ul><li>Improve my productivity so that I respond to all emails in 24-hours or less by January 1, 201...
From my library’s strategic plan
Posted in my office
 
Supporting Projects <ul><li>Projects that support Meaningful Objectives </li></ul><ul><li>Projects that require multiple t...
<ul><li>Productivity has little to do with getting things done but is about  completing actions that link to and drive you...
 
Strategic Next Actions <ul><li>Actions that link directly to and drive your Meaningful Objectives </li></ul><ul><li>Have n...
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 ther...
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 <ul><li>Calls </li></ul><ul><li>Ideas </li></ul><ul><li>Notes </li></ul><ul><li>Mail  </li></ul><u...
Image source: http://www.flickr.com/photos/mattwthorn/4809438688
Life’s Stuff <ul><li>A physical inbox (at home, work, portable) </li></ul><ul><li>Email (preferably one account) </li></ul...
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 <ul><li>@ Desk </li></ul><ul><li>@ Online </li></ul><ul><li>@ Home </li></ul><ul><li>@ Work </li></ul><...
Example <ul><li>Have a more organized, comfortable office by January 1, 2011. </li></ul><ul><ul><li>Replace light bulb </l...
Example <ul><li>Improve my productivity so that I respond to all emails in 24-hours or less by January 1, 2011. </li></ul>...
Your Next Actions (aka To Do List) <ul><li>@Errands </li></ul><ul><ul><li>Buy inbox for desk  </li></ul></ul><ul><ul><li>B...
Putting it all together
Labels for Divider <ul><li>Meaningful Objectives </li></ul><ul><li>Supporting Projects </li></ul><ul><li>Your contexts or ...
Your Day <ul><li>A review of your plan for the day </li></ul><ul><li>Complete similar tasks but be aware of high priority ...
Your Week <ul><li>Allow time for planning the next week </li></ul><ul><li>Schedule time on your calendar for tasks. If it’...
Does your email PASS? <ul><li>Have you communicated the  purpose  and made sure it relates to an objective? </li></ul><ul>...
Your Next Steps <ul><li>Complete the time log for a week and see where your time goes </li></ul><ul><li>Set goals for your...
Image Source: http://nelswadycki.com/2009/04/02/thank-god-google-suggest-comes-to-image-search/cat-saying-hooray/
Questions? <ul><li>Lori Reed </li></ul><ul><ul><li>email: [email_address] </li></ul></ul><ul><ul><li>web: lorireed.com </l...
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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

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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.
  • Transcript of "Get More (important things) Done"

    1. 1. Lori Reed August 5, 2010 lorireed.com
    2. 2. Getting Things Done by David Allen ISBN: 0142000280 http://davidco.com
    3. 3. Take Back Your Life by Sally McGhee and John Wittry ISBN: 0735623430 http://www.mcgheeproductivity.com/
    4. 5. Time Leaks
    5. 6. In the typical home, the TV set is on for how many hours? <ul><li>10 hours </li></ul><ul><li>20 hours </li></ul><ul><li>30 hours </li></ul><ul><li>40 hours </li></ul><ul><li>50 hours </li></ul><ul><li>60 hours </li></ul>
    6. 7. In the typical home, the TV set is on for how many hours? <ul><li>40 hours </li></ul>
    7. 8. Over a lifetime, how much time does a person spend waiting in lines? <ul><li>7 months </li></ul><ul><li>11 months </li></ul><ul><li>2 years </li></ul><ul><li>3.2 years </li></ul><ul><li>4.1 years </li></ul><ul><li>5 years </li></ul>
    8. 9. Over a lifetime, how much time does a person spend waiting in lines? <ul><li>5 years </li></ul>
    9. 10. About how many hours per week does the typical woman spend shopping? <ul><li>2 hours </li></ul><ul><li>5 hours </li></ul><ul><li>7 hours </li></ul><ul><li>9 hours </li></ul><ul><li>11 hours </li></ul><ul><li>13 hours </li></ul>
    10. 11. About how many hours per week does the typical woman spend shopping? <ul><li>7 hours </li></ul>
    11. 12. Where do the hours go? From the 2009 Bureau of Labor Statistics – Time Spent in Primary Activities
    12. 13. My Time Log <ul><li>Find code number from right side that matches activity </li></ul><ul><li>Enter that number in the time block </li></ul><ul><li>Make an entry for anything that you devote at least 15 minutes to </li></ul><ul><li>Enter one code per block </li></ul><ul><li>At end of week total times for each code </li></ul><ul><ul><li>Hint: Each block is 15 mins or .25 of an hour. </li></ul></ul><ul><ul><li>Count number of blocks and multiply by .25. </li></ul></ul><ul><ul><li>Example: 12 blocks times .25 = 3 hours. </li></ul></ul>
    13. 15. My Time Log – The Goal <ul><li>What do you spend the most time doing in your life? </li></ul><ul><li>2 nd most? </li></ul><ul><li>Does this align with your work/personal goals and priorities? </li></ul><ul><li>What tasks should you spend less time on? </li></ul><ul><li>What tasks should you spend more time on? </li></ul>
    14. 16. 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
    15. 17. <ul><li>“ You will NEVER, EVER get it all done!” </li></ul>Sally McGhee Take Back Your Life
    16. 18. What can we really control? <ul><li>Things we can control and influence </li></ul><ul><ul><li>Organizing desk, files, calendar </li></ul></ul><ul><li>Things we can’t control but can influence </li></ul><ul><ul><li>Performance review, being on time </li></ul></ul><ul><li>Things we can’t control and can’t influence </li></ul><ul><ul><li>Traffic, other people’s behavior </li></ul></ul>
    17. 19. Covey’s Circles of Control from 7 Habits of Highly Effective People
    18. 20. What is productivity? <ul><li>An empty inbox </li></ul><ul><li>Being more strategic </li></ul><ul><li>Being in control </li></ul><ul><li>Being more organized </li></ul><ul><li>Using resources widely </li></ul><ul><li>Work/life balance </li></ul><ul><li>Spending more time with family </li></ul>
    19. 21. <ul><li>“ Focus on activities that make the biggest impact , activities that affect your ultimate goals and objectives.” </li></ul>Sally McGhee Take Back Your Life
    20. 22. <ul><li>“ Productivity is not about getting it all done. It’s about getting the right things done .” </li></ul>Sally McGhee Take Back Your Life
    21. 24. Meaningful Objectives <ul><li>Clear, written, strategic goals </li></ul><ul><li>Should roll up to a department goal, then an organization goal </li></ul><ul><li>At home should role up to a family vision and goals (yes I’m serious) </li></ul>
    22. 25. Meaningful Objective <ul><li>Improve my productivity so that I respond to all emails in 24-hours or less by January 1, 2011. </li></ul><ul><li>Have a more organized, comfortable office by January 1, 2011. </li></ul>Illustration from: http://www.salary.com/Articles/ArticleDetail.asp?part=par1942
    23. 26. From my library’s strategic plan
    24. 27. Posted in my office
    25. 29. Supporting Projects <ul><li>Projects that support Meaningful Objectives </li></ul><ul><li>Projects that require multiple tasks or actions to complete </li></ul><ul><ul><li>Example: Complete a time management class Change light bulb in office </li></ul></ul>
    26. 30. <ul><li>Productivity has little to do with getting things done but is about completing actions that link to and drive your Meaningful Objectives . </li></ul>Sally McGhee Take Back Your Life
    27. 32. Strategic Next Actions <ul><li>Actions that link directly to and drive your Meaningful Objectives </li></ul><ul><li>Have no dependencies (other steps that must be completed before you can begin the task) </li></ul>
    28. 33. Is this a next action? Next Action: Change light bulb
    29. 34. 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?
    30. 35. It depends… Next Action: Go to store and buy a light bulb Next Action: Borrow a ladder Next Action: Change light bulb
    31. 37. Image Source: http://so-nowwhat.blogspot.com/
    32. 38. Limit Collecting Points <ul><li>Calls </li></ul><ul><li>Ideas </li></ul><ul><li>Notes </li></ul><ul><li>Mail </li></ul><ul><li>Email </li></ul><ul><li>Pockets </li></ul><ul><li>Purse </li></ul><ul><li>Briefcase </li></ul><ul><li>Backpack </li></ul><ul><li>Meetings </li></ul><ul><li>Notepad </li></ul><ul><li>Faxes </li></ul><ul><li>Voice Mail </li></ul><ul><li>Calendar </li></ul><ul><li>Children’s backpacks </li></ul><ul><li>Receipts </li></ul><ul><li>Cell phone </li></ul><ul><li>Car </li></ul>
    33. 39. Image source: http://www.flickr.com/photos/mattwthorn/4809438688
    34. 40. Life’s Stuff <ul><li>A physical inbox (at home, work, portable) </li></ul><ul><li>Email (preferably one account) </li></ul><ul><li>Voice mail </li></ul><ul><li>Digital OR paper notepad </li></ul><ul><li>Digital OR paper to do list </li></ul>YOUR CONSOLIDATED COLLECTING POINTS
    35. 41. A Real Inbox
    36. 42. Yeah right. This is going to get messy!
    37. 43. My inbox when I started this process
    38. 44. My inbox now
    39. 45. Email & Voicemail
    40. 46. Notepad
    41. 47. To Do List
    42. 48. Processing Flow Chart
    43. 49. Assigning Contexts <ul><li>@ Desk </li></ul><ul><li>@ Online </li></ul><ul><li>@ Home </li></ul><ul><li>@ Work </li></ul><ul><li>@ Errands </li></ul><ul><li>@1:1 with _________ </li></ul><ul><li>@ Waiting On </li></ul><ul><li>@ Someday/Maybe </li></ul>
    44. 50. Example <ul><li>Have a more organized, comfortable office by January 1, 2011. </li></ul><ul><ul><li>Replace light bulb </li></ul></ul><ul><ul><ul><li>Buy light bulb @errands </li></ul></ul></ul><ul><ul><ul><li>Borrow ladder @errands </li></ul></ul></ul>
    45. 51. Example <ul><li>Improve my productivity so that I respond to all emails in 24-hours or less by January 1, 2011. </li></ul><ul><ul><li>Complete a time management class </li></ul></ul><ul><ul><ul><li>Find a class @online </li></ul></ul></ul><ul><ul><ul><li>Register for class @online </li></ul></ul></ul><ul><ul><li>Implement GTD System </li></ul></ul><ul><ul><ul><li>Buy inbox for desk @errands </li></ul></ul></ul><ul><ul><ul><li>Forward email to one account @online </li></ul></ul></ul>
    46. 52. Your Next Actions (aka To Do List) <ul><li>@Errands </li></ul><ul><ul><li>Buy inbox for desk </li></ul></ul><ul><ul><li>Buy light bulb </li></ul></ul><ul><ul><li>Borrow ladder </li></ul></ul><ul><li>@Online </li></ul><ul><ul><li>Forward email to one account </li></ul></ul><ul><ul><li>Find a class </li></ul></ul><ul><ul><li>Register for class </li></ul></ul>
    47. 53. Putting it all together
    48. 54. Labels for Divider <ul><li>Meaningful Objectives </li></ul><ul><li>Supporting Projects </li></ul><ul><li>Your contexts or groupings </li></ul><ul><ul><li>@Computer </li></ul></ul><ul><ul><li>@Phone </li></ul></ul><ul><ul><li>@Home </li></ul></ul><ul><ul><li>@Errands </li></ul></ul><ul><ul><li>@Agendas </li></ul></ul><ul><ul><li>@1:1 with boss </li></ul></ul><ul><ul><li>@Waiting For </li></ul></ul><ul><ul><li>@Someday/Maybe </li></ul></ul>
    49. 55. Your Day <ul><li>A review of your plan for the day </li></ul><ul><li>Complete similar tasks but be aware of high priority tasks </li></ul><ul><ul><li>@Computer together </li></ul></ul><ul><ul><li>@Errands together </li></ul></ul><ul><li>Don’t let other people’s emergencies become your emergency unless it relates to your strategic goals ( or if the building is on fire ) </li></ul><ul><li>Check email 2-3 times </li></ul><ul><li>Touch everything only once to process </li></ul><ul><li>Plan for the next day </li></ul>
    50. 56. Your Week <ul><li>Allow time for planning the next week </li></ul><ul><li>Schedule time on your calendar for tasks. If it’s not scheduled it won’t get done! </li></ul><ul><li>Allow some cushion time for emergencies </li></ul><ul><li>Review your tasks to make sure they align with projects and strategic goals </li></ul>
    51. 57. Does your email PASS? <ul><li>Have you communicated the purpose and made sure it relates to an objective? </li></ul><ul><li>Have you communicated the action requested? </li></ul><ul><li>Did you include supporting documents ? </li></ul><ul><li>Have you summarized the message effectively in the s ubject line? </li></ul>From Sally McGhee Take Back Your Life
    52. 58. Your Next Steps <ul><li>Complete the time log for a week and see where your time goes </li></ul><ul><li>Set goals for your time use </li></ul><ul><li>Find your departments strategic goals </li></ul><ul><li>If you don’t have your own goals, write them </li></ul><ul><li>Consolidate your collecting points </li></ul><ul><li>Empty all of your current collecting points into your new collecting points </li></ul><ul><li>Begin processing collecting points and creating actions </li></ul>
    53. 59. Image Source: http://nelswadycki.com/2009/04/02/thank-god-google-suggest-comes-to-image-search/cat-saying-hooray/
    54. 60. Questions? <ul><li>Lori Reed </li></ul><ul><ul><li>email: [email_address] </li></ul></ul><ul><ul><li>web: lorireed.com </li></ul></ul>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

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