Increase Productivity Get “Stuff” Done Presented by: Tamika R. Johnson, MBA administrative partners, llc [email_address] www.administrativepartners.net 301.249.1891 office May 19, 2009

why are you here?

agenda Starting from scratch Organizing tasks for efficiency Cleaning out our office/inboxes and minds Identifying time wasters Processes that work Getting Those Projects Off Your Plate The art of saying "No" Key Takeaways

Starting from scratch

Organizing tasks for efficiency

Cleaning out our office/inboxes and minds

Identifying time wasters

Processes that work

Getting Those Projects Off Your Plate

The art of saying "No"

Key Takeaways

starting from scratch.

cleaning your office/ workspace. Where to start. Schedule non-peak work time to do this Make ONE pile – in no particular order of importance Deal with only the task at the top of the pile at a time - no matter its importance Three choices: Do it now (if it takes 2 minutes or less do it) Delegate it (ask yourself – am I the best person to do this task?) Put it on next action list OR projects list (if it takes more than 2 minutes and you are the person that needs to take care of it) DO NOT PUT ANYTHING BACK IN THE PILE

Where to start.

Schedule non-peak work time to do this

Make ONE pile – in no particular order of importance

Deal with only the task at the top of the pile at a time - no matter its importance

Three choices:

Do it now (if it takes 2 minutes or less do it)

Delegate it (ask yourself – am I the best person to do this task?)

Put it on next action list OR projects list (if it takes more than 2 minutes and you are the person that needs to take care of it)

DO NOT PUT ANYTHING BACK IN THE PILE

cleaning your office/ workspace. Tools Trash can / recycle bin One inbox File cabinet File folders Labels for folders /label maker Pen Sticky notes Folder Labels (examples) Client names Waiting for… Projects List Next Action items Phone calls Current contracts/agreements Prospects Current months receipts

Tools

Trash can / recycle bin

One inbox

File cabinet

File folders

Labels for folders /label maker

Pen

Sticky notes

Folder Labels (examples)

Client names

Waiting for…

Projects List

Next Action items

Phone calls

Current contracts/agreements

Prospects

Current months receipts

example of email inbox. Folders help you organize without deleting anything

example of a trusted digital system.

Clutter free office = Clutter free mind

identify time wasters.

identify time wasters. Procrastination Failure to delegate Inability to say “No” Phone calls Multi-tasking Never-ending “To-do” Lists

Procrastination

Failure to delegate

Inability to say “No”

Phone calls

Multi-tasking

Never-ending “To-do” Lists

processes that work.

processes that work. Set priorities for the day. Set only THREE “must do” priorities a day. Schedule time for each task on your list Pad your schedule in case of distractions or unexpected emergencies Batch you activities Disable email pop-up feature Put down the “crackberry” (or other PDA) Check voicemail twice a day Be realistic about the tasks you engage in Include personal tasks on your to-do lists Delegate tasks that don't have to do be done by YOU

Set priorities for the day.

Set only THREE “must do” priorities a day.

Schedule time for each task on your list

Pad your schedule in case of distractions or unexpected emergencies

Batch you activities

Disable email pop-up feature

Put down the “crackberry” (or other PDA)

Check voicemail twice a day

Be realistic about the tasks you engage in

Include personal tasks on your to-do lists

Delegate tasks that don't have to do be done by YOU

example of a schedule. Pad Your schedule

Helps you focus on one task at a time – gets you in a zone More efficient use of time – brain doesn’t continuously need that warm up period. Tasks where batching is most beneficial Setting priorities Marketing of your business Research Business development Invoicing or bookkeeping Product development Email Voicemail Returning calls Next action planning Working on different client projects the importance of batching.

Helps you focus on one task at a time – gets you in a zone

More efficient use of time – brain doesn’t continuously need that warm up period.

Tasks where batching is most beneficial

Setting priorities

Marketing of your business

Research

Business development

Invoicing or bookkeeping

Product development

Email

Voicemail

Returning calls

Next action planning

Working on different client projects

get things out of your head. Develop a trusted system to free your mind paper filing system electronic filing system control of email box folders within your inbox

Develop a trusted system to free your mind

paper filing system

electronic filing system

control of email box

folders within your inbox

getting projects off your plate. Why projects don't get done? See the project as a insurmountable. Break projects down into the next actionable step/Doable completable tasks Example: Project is to redesign web page What do would put on your next action list?

Why projects don't get done?

See the project as a insurmountable.

Break projects down into the next actionable step/Doable completable tasks

Example:

Project is to redesign web page

What do would put on your next action list?

the art of saying NO. By saying NO to someone you are actually saying YES to something else. You are making other things a priority (family, friends, your business). Reply that you need time to think about the offer. Don't give in to flattery – you aren't always the only/right person for the job. Be clear about your reasons for not agreeing to add another commitment to your schedule. "Thank you for thinking of me. At this point, I'm not in a position to give it my best, so I will have to defer to someone who can do that for you."

By saying NO to someone you are actually saying YES to something else. You are making other things a priority (family, friends, your business).

Reply that you need time to think about the offer.

Don't give in to flattery – you aren't always the only/right person for the job.

Be clear about your reasons for not agreeing to add another commitment to your schedule.

"Thank you for thinking of me. At this point, I'm not in a position to give it my best, so I will have to defer to someone who can do that for you."

when do you say "NO". If you won't be paid enough for a project. If you'd rather do other things with your time. If you're assigned to do something that is a weakness. If the project doesn't excite you. If, when asked, you feel a big knot in your stomach, and if you're not excited to start. By saying NO once in a while, you are training people to respect your time and energy.

If you won't be paid enough for a project.

If you'd rather do other things with your time.

If you're assigned to do something that is a weakness.

If the project doesn't excite you.

If, when asked, you feel a big knot in your stomach, and if you're not excited to start.

By saying NO once in a while, you are training people to respect your time and energy.

key takeaways To be successful, you must gain control of your commitments Identify and plan how to handle processes consistently Think in terms of next actions Keep nothing on your mind Control commitments and projects by learning to say NO

To be successful, you must gain control of your commitments

Identify and plan how to handle processes consistently

Think in terms of next actions

Keep nothing on your mind

Control commitments and projects by learning to say NO

questions?