Productivity in the email age

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Distractions are increasing, led by email. Learn how to take control of your time and make it work for you.

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  • Choices about your time come from inside you. You will need to respond to outside forces and events, of course, but if you give control to those external forces and events, you will find yourself trapped on an accelerating hamster wheel.
  • Quadrant I is about fighting fires. You can live here, but you have to work hard and it’s very stressful Quadrant III is trivial stuff that fills up your time, but doesn’t accomplish much Quadrant IV is about wasting time Too many people spend most of their time in quadrant III, until a deadlines looms, then they are in quadrant I with their hair on fire, then they retreat to quadrant IV to recover before moving back to quadrant III Quadrant II is where the real gold is. This is about maximal impact and moderate effort. This is about planning, doing things in advance, making strategic efforts in relaionships, innovation, process improvements.
  • If you’re not sure who you are disappointing, it’s probably your family, that sucks too
  • This is a big responsibility, but taking full responsibility also gives you the freedom and choice of what to do and how to do it.
  • I offer general suggestions, you get to take, leave and adapt these to suit your personality and your life
  • Doesn’t matter if you use fancy software or a stack of index cards, as long as it works for you. DO SOON is about getting these things out of your head, so you can think clearly and remember to do them later, not now
  • Only if it works for you. Feel free to make up categories that work for you, too.
  • Doesn’t matter if you use fancy software or a stack of index cards, as long as it works for you.
  • Doesn’t matter if you use fancy software or a stack of index cards, as long as it works for you.
  • Productivity in the email age

    1. 1. PRODUCTIVITY IN THE EMAIL AGE David Kaiser, PhD Executive Coach and CEO Dark Matter Consulting Copyright © 2011 | Dark Matter Consulting
    2. 2. How We Help Our Clients <ul><li>We help our clients make best use of time, from productivity to values and life purpose, so that your career is more materially and emotionally rewarding </li></ul>Copyright © 2011 | Dark Matter Consulting
    3. 3. How We Help Our Clients, Part II <ul><li>Higher Productivity </li></ul><ul><li>Less Stress </li></ul><ul><li>Lower Turnover </li></ul><ul><li>More Innovation </li></ul><ul><li>Higher Profitability </li></ul>Copyright © 2011 | Dark Matter Consulting
    4. 4. The Current State of Affairs - Email Email interruptions cost the US economy $650B in 2010!* *Basex report on knowledge worker productivity Copyright © 2011 | Dark Matter Consulting
    5. 5. The Current State of Affairs…Getting Worse Email volume is expected to double between 2009 and 2012! Copyright © 2011 | Dark Matter Consulting
    6. 6. What’s Going On? Too many knowledge workers let their email set their priorities. Copyright © 2011 | Dark Matter Consulting
    7. 7. Why is That a Problem? URGENT supercedes IMPORTANT Your INBOX decides what you do, NOT YOU! No one really finds Email fulfilling, right? Copyright © 2011 | Dark Matter Consulting
    8. 8. Urgent vs. Important Copyright © 2011 | Dark Matter Consulting Spend More Time Here↓ IV: Not Urgent, Not Important III: Urgent, Not Important I: Urgent, Important II: Not Urgent, Important
    9. 9. How Do I Know What’s MOST Important? What actions yield the most impact? What does your job description emphasize? What would your boss say is MOST important? What will you be glad you did, six months from now? Copyright © 2011 | Dark Matter Consulting
    10. 10. The Real Key Actually the most IMPORTANT thing you will do today is… DECIDE WHAT TO DO! Copyright © 2011 | Dark Matter Consulting
    11. 11. The Real Key, part II A critical part of deciding what to do… is deciding what NOT to do* *Since you can’t, in fact, do everything Copyright © 2011 | Dark Matter Consulting
    12. 12. The Bad News At the end of the day… some work will remain undone someone will be disappointed Copyright © 2011 | Dark Matter Consulting
    13. 13. Ugh! I know, THAT SUCKS, but it’s true And if it’s not true now, it will be soon… If you’re not sure who you are disappointing, it’s probably your family. That sucks too. Copyright © 2011 | Dark Matter Consulting
    14. 14. The Good News You choose what gets done You choose who you delight Copyright © 2011 | Dark Matter Consulting
    15. 15. What Do I Do Instead? Before we jump into that, remember this: Time Management is very personal There is no ONE BEST WAY, only a BEST WAY FOR YOU! Copyright © 2011 | Dark Matter Consulting
    16. 16. Lists You probably need two main lists: DO TODAY and DO SOON* *some of these items may have deadlines Copyright © 2011 | Dark Matter Consulting
    17. 17. Lists, part II You may also want these lists: DO SOMEDAY (DREAMS) DO LONG-TERM PROJECT-BASED LISTS Copyright © 2011 | Dark Matter Consulting
    18. 18. Lists, part III On DO TODAY, choose 3 – 5 high priority items that move your work forward. Make sure these get done, everything else is icing on the cake Copyright © 2011 | Dark Matter Consulting
    19. 19. Protect Your Time with Boundaries <ul><li>If the task requires more than a few minutes, create a boundary: </li></ul><ul><li>Block it in your calendar </li></ul><ul><li>Close your door (or face away from your cube entrance) </li></ul><ul><li>If necessary, hide in a conference room or café </li></ul><ul><li>Tell co-workers when you will be available again (so they don’t freak out) </li></ul>Copyright © 2011 | Dark Matter Consulting
    20. 20. The Temptation!!!! When you get really busy, You will be tempted to do what you can do quickly, not what truly needs to be done. Fight this urge and stay focused on IMPORTANT! Copyright © 2011 | Dark Matter Consulting
    21. 21. Re-Cap <ul><li>You can’t do it all </li></ul><ul><li>YOU choose what to do and not do </li></ul><ul><li>Choose IMPORTANT over URGENT </li></ul><ul><li>Use lists to track (if that helps) </li></ul><ul><li>Protect your priorities </li></ul><ul><li>Stay focused on IMPORTANT, not EASY </li></ul>Copyright © 2011 | Dark Matter Consulting
    22. 22. Want to Learn More? If you want to learn more about how Executive Coaching with Dark Matter Consulting can make your career more materially and emotionally rewarding, contact us at [email_address] or 773.454.7606 for an initial consultation Copyright © 2011 | Dark Matter Consulting

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