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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.
  • Transcript

    • 1. Lori Reed August 5, 2010 lorireed.com
    • 2. Getting Things Done by David Allen ISBN: 0142000280 http://davidco.com
    • 3. Take Back Your Life by Sally McGhee and John Wittry ISBN: 0735623430 http://www.mcgheeproductivity.com/
    • 4.  
    • 5. Time Leaks
    • 6. 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
    • 7. In the typical home, the TV set is on for how many hours?
      • 40 hours
    • 8. 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
    • 9. Over a lifetime, how much time does a person spend waiting in lines?
      • 5 years
    • 10. About how many hours per week does the typical woman spend shopping?
      • 2 hours
      • 5 hours
      • 7 hours
      • 9 hours
      • 11 hours
      • 13 hours
    • 11. About how many hours per week does the typical woman spend shopping?
      • 7 hours
    • 12. Where do the hours go? From the 2009 Bureau of Labor Statistics – Time Spent in Primary Activities
    • 13. 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.
    • 14.  
    • 15. 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?
    • 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
    • 17.
      • “ You will NEVER, EVER get it all done!”
      Sally McGhee Take Back Your Life
    • 18. 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
    • 19. Covey’s Circles of Control from 7 Habits of Highly Effective People
    • 20. 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
    • 21.
      • “ Focus on activities that make the biggest impact , activities that affect your ultimate goals and objectives.”
      Sally McGhee Take Back Your Life
    • 22.
      • “ Productivity is not about getting it all done. It’s about getting the right things done .”
      Sally McGhee Take Back Your Life
    • 23.  
    • 24. 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)
    • 25. 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
    • 26. From my library’s strategic plan
    • 27. Posted in my office
    • 28.  
    • 29. 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
    • 30.
      • 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
    • 31.  
    • 32. 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)
    • 33. Is this a next action? Next Action: Change light bulb
    • 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?
    • 35. It depends… Next Action: Go to store and buy a light bulb Next Action: Borrow a ladder Next Action: Change light bulb
    • 36.  
    • 37. Image Source: http://so-nowwhat.blogspot.com/
    • 38. 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
    • 39. Image source: http://www.flickr.com/photos/mattwthorn/4809438688
    • 40. 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
    • 41. A Real Inbox
    • 42. Yeah right. This is going to get messy!
    • 43. My inbox when I started this process
    • 44. My inbox now
    • 45. Email & Voicemail
    • 46. Notepad
    • 47. To Do List
    • 48. Processing Flow Chart
    • 49. Assigning Contexts
      • @ Desk
      • @ Online
      • @ Home
      • @ Work
      • @ Errands
      • @1:1 with _________
      • @ Waiting On
      • @ Someday/Maybe
    • 50. Example
      • Have a more organized, comfortable office by January 1, 2011.
        • Replace light bulb
          • Buy light bulb @errands
          • Borrow ladder @errands
    • 51. 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
    • 52. 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
    • 53. Putting it all together
    • 54. Labels for Divider
      • Meaningful Objectives
      • Supporting Projects
      • Your contexts or groupings
        • @Computer
        • @Phone
        • @Home
        • @Errands
        • @Agendas
        • @1:1 with boss
        • @Waiting For
        • @Someday/Maybe
    • 55. 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
    • 56. 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
    • 57. 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
    • 58. 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
    • 59. Image Source: http://nelswadycki.com/2009/04/02/thank-god-google-suggest-comes-to-image-search/cat-saying-hooray/
    • 60. 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