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Maximizing Productivity:  Creating more time and space for what’s really important <ul><li>July 20, 2010 </li></ul>
Today we will explore <ul><li>Understand the impact of the fast-paced/multi-tasking work environment </li></ul><ul><li>Ide...
Information overload <ul><li>Technology that enabled us to do more and be more productive can also undermine our ability t...
Where’s our focus during the day? <ul><li>11 minutes:  average time employees devote to a project before being distracted ...
Impact of multi-tasking <ul><li>It takes your brain 4x longer to recognize and process each thing you’re working on when y...
We work 24/7 <ul><li>20% of people work 80+ hours per week </li></ul><ul><li>50% of people work at dinner, while driving a...
What’s the impact? <ul><li>We’re sick </li></ul><ul><li>80% of our medical expenditures are now stress related </li></ul><...
Where are you spending your time? <ul><li>Samples of time segments: </li></ul><ul><li>Email  </li></ul><ul><li>Phone </li>...
We’re often managing information instead of being focused and connected to what matters  People Strategy Ideation Meaning
Perspective You can choose to prioritize! While you can’t change time, you can change your:  Mind Habits Energy
The myth of time management <ul><li>We really  do  get to choose </li></ul>You will never find time for anything.  If you ...
What is the priority here?
What happens?
What if you shift your focus?
And there’s even room for water
Where do you want to spend time?
Behavioral change is required to close the gap <ul><li>Realize that change is hard because it causes pain </li></ul><ul><u...
Identify a few key priorities <ul><li>What are some of the parts of your job you would like more time for?  </li></ul><ul>...
It seems simple. Why is this hard? <ul><li>Information has changed, but the brain hasn’t </li></ul><ul><ul><li>Problem sol...
The brain needs fuel  <ul><li>Processing information uses and depletes energy resources </li></ul><ul><ul><li>Brain shuts ...
Three levels of thinking <ul><li>Level 1: Deleting emails  </li></ul><ul><li>Level 2:  Scheduling a meeting </li></ul><ul>...
The “Always-on” mindset <ul><li>Has created an artificial sense of constant crisis </li></ul><ul><li>In mammals, this stat...
You are being paid to think <ul><li>More than 50% of workers today do creative work </li></ul><ul><li>Definition of creati...
Ideas make money <ul><li>What’s important about this to this industry? </li></ul>The Creative process is a big engine of w...
Get beyond linear thinking <ul><li>60% of problems are solved by insight moments </li></ul><ul><li>Ideas are often created...
Quick test example <ul><li>cracker - fly - fighter </li></ul><ul><li>safety - cushion - point </li></ul><ul><li>fish - min...
Making it happen <ul><li>Write down priorities and align choices </li></ul><ul><li>Create a better environment </li></ul><...
Create the space and rigorous process <ul><ul><li>Set aside time chunks in your day  </li></ul></ul><ul><ul><ul><li>Catego...
Create the space and rigorous process <ul><ul><li>Explore what others can do </li></ul></ul><ul><ul><ul><li>Delegate to ot...
Create the space and rigorous process <ul><ul><li>Some specifics about email </li></ul></ul><ul><ul><ul><li>Touch each ema...
Listing Tasks:  Approach 1 <ul><li>reading email  </li></ul><ul><li>responding to email </li></ul><ul><li>fielding phone c...
Categorizing Tasks:  Approach 2 <ul><li>Prospecting  (email, phone calls, scheduling) – includes clients, prospects, home ...
Exercise <ul><li>1) List all tasks </li></ul><ul><li>2) Define skill required to complete </li></ul><ul><li>3) Bucket into...
Discover what works for you <ul><li>Learn to watch yourself </li></ul><ul><li>Experiment </li></ul><ul><li>Implement what ...
Be a leader of your own time <ul><li>One core priority (big rock) </li></ul><ul><ul><li>___________________________ </li><...
Remember: <ul><li>It really is your choice </li></ul><ul><li>Don’t lose sight of what’s really important </li></ul><ul><li...
Be a leader of your own time And enjoy the journey Thank You! Heidi Kraft, Kraft Your Success www.kraftyoursuccess.com/blo...
Appendix
Underlying any change we need to understand… <ul><li>Professional:  What do I bring to my activities: </li></ul><ul><ul><l...
Resources: <ul><li>Bureau of Labor statistics </li></ul><ul><li>Salary.com 2009 </li></ul><ul><li>Career Builder 2008 </li...
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Kraft Your Success Maximizing Productivity 2.1.11

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Maximize your Productivity by getting clear on where you spend your time, getting focused on what you want and creating the time and space to make it happen.

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  • Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
  • Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
  • Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
  • Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
  • Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
  • Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
  • Transcript of "Kraft Your Success Maximizing Productivity 2.1.11"

    1. 1. Maximizing Productivity: Creating more time and space for what’s really important <ul><li>July 20, 2010 </li></ul>
    2. 2. Today we will explore <ul><li>Understand the impact of the fast-paced/multi-tasking work environment </li></ul><ul><li>Identify the key priorities in your role and uncover what’s really important to you </li></ul><ul><li>Learn how your brain and energy works as it relates to your current environment </li></ul><ul><li>Learn best practices and your unique style for creating the time & space to focus on what’s important </li></ul>
    3. 3. Information overload <ul><li>Technology that enabled us to do more and be more productive can also undermine our ability to focus </li></ul><ul><li>New options competing for our time </li></ul>Nielsen
    4. 4. Where’s our focus during the day? <ul><li>11 minutes: average time employees devote to a project before being distracted </li></ul><ul><li>25 minutes: average time it takes to return to serious mental tasks after disruption </li></ul><ul><li>28%: time wasted by interruptions that aren’t urgent or important like unnecessary email messages </li></ul><ul><li>3 days: number of productive days in a work week </li></ul>Resource: Basex, research firm, 2008
    5. 5. Impact of multi-tasking <ul><li>It takes your brain 4x longer to recognize and process each thing you’re working on when you switch back and forth among tasks </li></ul><ul><li>Your IQ falls 10 points when you're fielding constant emails, text messages, and calls </li></ul><ul><ul><li>The same loss you'd experience if you missed an entire night's sleep </li></ul></ul><ul><ul><li>More than double the loss you'd have after smoking marijuana </li></ul></ul>Resource: Basex, research firm, 2008
    6. 6. We work 24/7 <ul><li>20% of people work 80+ hours per week </li></ul><ul><li>50% of people work at dinner, while driving and on vacation </li></ul><ul><li>18% admit to working in the bathroom </li></ul><ul><li> </li></ul> Resource: Basex, research firm, 2008
    7. 7. What’s the impact? <ul><li>We’re sick </li></ul><ul><li>80% of our medical expenditures are now stress related </li></ul><ul><li>U.S. companies lose between $200-$300 billion a year due to work-related stress </li></ul><ul><li>We’re unhappy </li></ul><ul><li><15% are extremely satisfied </li></ul><ul><li>84% are unhappy </li></ul><ul><li>65% of people are looking for work </li></ul><ul><li>< 20% are engaged </li></ul>Resources: Salary.com 2009, Career Builder 2008, Fast Company 2003, National Safety Council, Priority Magazine, 2007
    8. 8. Where are you spending your time? <ul><li>Samples of time segments: </li></ul><ul><li>Email </li></ul><ul><li>Phone </li></ul><ul><li>Strategy </li></ul><ul><li>Clients/Stakeholders </li></ul><ul><li>Internal communication/relationships </li></ul><ul><li>Creativity/Ideation/ Brainstorming </li></ul><ul><li>Trends & Innovation </li></ul><ul><li>Breaks (and lunch) </li></ul><ul><li>Managing teams </li></ul><ul><li>Research & Trends </li></ul><ul><li>… ..or add personal too! </li></ul>
    9. 9. We’re often managing information instead of being focused and connected to what matters People Strategy Ideation Meaning
    10. 10. Perspective You can choose to prioritize! While you can’t change time, you can change your: Mind Habits Energy
    11. 11. The myth of time management <ul><li>We really do get to choose </li></ul>You will never find time for anything. If you want time, you must make it.
    12. 12. What is the priority here?
    13. 13. What happens?
    14. 14. What if you shift your focus?
    15. 15. And there’s even room for water
    16. 16. Where do you want to spend time?
    17. 17. Behavioral change is required to close the gap <ul><li>Realize that change is hard because it causes pain </li></ul><ul><ul><li>Feels dangerous because it requires moving from known to unknown </li></ul></ul><ul><li>Recognize that people in different functions process in different ways </li></ul><ul><li>Leave &quot;problem behaviors in the past; focus on identifying and creating new behaviors” </li></ul><ul><li>There has to be a good enough reason to change </li></ul><ul><ul><li>External vs internal motivation </li></ul></ul><ul><li>And more importantly….. to sustain it </li></ul>
    18. 18. Identify a few key priorities <ul><li>What are some of the parts of your job you would like more time for? </li></ul><ul><li>How would it impact you if you achieved this and how would you feel if you got it? </li></ul><ul><li>Ask: What’s important about _______? </li></ul>
    19. 19. It seems simple. Why is this hard? <ul><li>Information has changed, but the brain hasn’t </li></ul><ul><ul><li>Problem solving, planning, communicating, prioritizing etc tasks rely on the Prefrontal Cortex </li></ul></ul><ul><ul><li>It’s the biological seat of your conscious interactions – thinking through vs autopilot </li></ul></ul><ul><ul><li>We tend to focus in the PFC– only 4-5% of volume of brain </li></ul></ul>
    20. 20. The brain needs fuel <ul><li>Processing information uses and depletes energy resources </li></ul><ul><ul><li>Brain shuts down when hungry or tired </li></ul></ul><ul><ul><li>Average person can focus in this part of the brain for 1-2 hours per day </li></ul></ul><ul><ul><li>Prioritizing takes a lot of brain energy </li></ul></ul><ul><ul><ul><li>Requires imagining future and moving around concepts that you have no direct experience with yet </li></ul></ul></ul>
    21. 21. Three levels of thinking <ul><li>Level 1: Deleting emails </li></ul><ul><li>Level 2: Scheduling a meeting </li></ul><ul><ul><li>Takes more time and energy to hold the information in mind </li></ul></ul><ul><li>Level 3: Writing a pitch or creating materials </li></ul><ul><ul><li>Hold info for much longer </li></ul></ul><ul><ul><li>Take lots of energy and space.   </li></ul></ul><ul><li>Bottom line: Do creative work first, urgent and important second, and everything else third. </li></ul><ul><li>Ask yourself: If you truly respected attention as a limited resource, what might you do differently? </li></ul>Resource: David Rock “Your Brain at Work”
    22. 22. The “Always-on” mindset <ul><li>Has created an artificial sense of constant crisis </li></ul><ul><li>In mammals, this state creates a fight or flight mechanism to kick in </li></ul><ul><li>It’s great when tigers are chasing us </li></ul><ul><li>How many of your 200 emails per day is a tiger ? </li></ul>New York Time “Lost in Email ”
    23. 23. You are being paid to think <ul><li>More than 50% of workers today do creative work </li></ul><ul><li>Definition of creativity according to Webster: </li></ul><ul><ul><li>To create means to “make or bring into existence something new” </li></ul></ul><ul><li>Creativity includes inventing, designing, painting, writing…. </li></ul><ul><li>But also… </li></ul><ul><ul><li>Putting together information in a novel way </li></ul></ul><ul><ul><li>Creating new services </li></ul></ul><ul><ul><li>Problem solving </li></ul></ul>
    24. 24. Ideas make money <ul><li>What’s important about this to this industry? </li></ul>The Creative process is a big engine of wealth creation
    25. 25. Get beyond linear thinking <ul><li>60% of problems are solved by insight moments </li></ul><ul><li>Ideas are often created by insight moments </li></ul><ul><li>When/where do you have your best idea? </li></ul><ul><li>Our best ideas often occur when we seem not to be consciously seeking solutions </li></ul><ul><li>Stop thinking in order to solve problems </li></ul><ul><ul><li>Learn to stop automatic action and reflect </li></ul></ul>
    26. 26. Quick test example <ul><li>cracker - fly - fighter </li></ul><ul><li>safety - cushion - point </li></ul><ul><li>fish - mine - rush </li></ul>
    27. 27. Making it happen <ul><li>Write down priorities and align choices </li></ul><ul><li>Create a better environment </li></ul><ul><li>Do what works for you </li></ul>“ Awareness without action is hallucination”
    28. 28. Create the space and rigorous process <ul><ul><li>Set aside time chunks in your day </li></ul></ul><ul><ul><ul><li>Categorize by “energy” of task vs subject </li></ul></ul></ul><ul><ul><ul><li>“ No email hours/time periods” – think of email as a job/task </li></ul></ul></ul><ul><ul><ul><li>1 hour per week minimum for creative, strategic idea generation – put it in your calendar </li></ul></ul></ul><ul><ul><ul><li>10-15 minutes per day on calendar for planning/reflection time </li></ul></ul></ul><ul><ul><li>Take breaks </li></ul></ul><ul><ul><li>Implement 90 minutes of focused time followed by a break </li></ul></ul><ul><ul><li>Schedule creative tasks in the morning </li></ul></ul><ul><ul><li>Make agreements with those around you </li></ul></ul><ul><ul><li>Get it out of your brain and onto paper </li></ul></ul><ul><ul><li>Put everything in your calendar </li></ul></ul><ul><ul><li>Create a to-do list that is action-oriented </li></ul></ul>
    29. 29. Create the space and rigorous process <ul><ul><li>Explore what others can do </li></ul></ul><ul><ul><ul><li>Delegate to others what they can do better than you </li></ul></ul></ul><ul><ul><li>De-cluttering your office space de-clutters your brain </li></ul></ul><ul><ul><li>If you work from home, develop a work day routine </li></ul></ul><ul><ul><ul><li>Get ready for work </li></ul></ul></ul><ul><ul><ul><li>Leave the house and come back </li></ul></ul></ul>
    30. 30. Create the space and rigorous process <ul><ul><li>Some specifics about email </li></ul></ul><ul><ul><ul><li>Touch each email only once </li></ul></ul></ul><ul><ul><ul><li>Categorize folders by subject and/or priority/action </li></ul></ul></ul><ul><ul><ul><li>Remember that sending email creates more emails </li></ul></ul></ul><ul><ul><ul><ul><li>Be conscious about using it vs other means of communication. Ask yourself, can a phone call or in person meeting work? </li></ul></ul></ul></ul><ul><ul><ul><li>Use email for one of a few tasks </li></ul></ul></ul><ul><ul><ul><ul><li>Scheduling a meeting </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Providing information with a specific request for action </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Documentation </li></ul></ul></ul></ul>
    31. 31. Listing Tasks: Approach 1 <ul><li>reading email </li></ul><ul><li>responding to email </li></ul><ul><li>fielding phone calls </li></ul><ul><li>making phone calls to generate new clients </li></ul><ul><li>following up on prospects </li></ul><ul><li>inputting client data into database </li></ul><ul><li>meetings with clients </li></ul><ul><li>dealing with home projects </li></ul><ul><li>Transporting kids (if necessary) </li></ul><ul><li>scheduling sales calls/appointments </li></ul><ul><li>creating marketing materials/presentations etc </li></ul><ul><li>invoicing </li></ul>
    32. 32. Categorizing Tasks: Approach 2 <ul><li>Prospecting (email, phone calls, scheduling) – includes clients, prospects, home – requires sales skills, interpersonal, persistence, routine dialing/emailing </li></ul><ul><li>Client Follow up (email, phone calls, scheduling) – requires follow-through, remembering/reacting to key details </li></ul><ul><li>Automated tasks – includes clients, prospects, home, invoicing – requires attention to detail, automation, limited thinking </li></ul><ul><li>Creating materials/business development – requires creativity, innovation </li></ul>
    33. 33. Exercise <ul><li>1) List all tasks </li></ul><ul><li>2) Define skill required to complete </li></ul><ul><li>3) Bucket into categories </li></ul><ul><li>4) Arrange calendar based on new buckets/time chunks </li></ul>
    34. 34. Discover what works for you <ul><li>Learn to watch yourself </li></ul><ul><li>Experiment </li></ul><ul><li>Implement what works for your style and energy </li></ul><ul><li>Leverage your strengths </li></ul>
    35. 35. Be a leader of your own time <ul><li>One core priority (big rock) </li></ul><ul><ul><li>___________________________ </li></ul></ul><ul><li>Commitment needed to make the change: </li></ul><ul><ul><li>Yes: No: </li></ul></ul><ul><ul><li>_________________ _________________ </li></ul></ul><ul><ul><li>_________________ _________________ </li></ul></ul><ul><ul><li>_________________ _________________ </li></ul></ul><ul><li>What is your time commitment/structure? </li></ul><ul><li>What is the proof that’s you’ve accomplished it? </li></ul><ul><li>What’s your accountability with your partner? </li></ul>
    36. 36. Remember: <ul><li>It really is your choice </li></ul><ul><li>Don’t lose sight of what’s really important </li></ul><ul><li>Focus on the big rocks first </li></ul><ul><li>Create the space and process that works for you </li></ul>
    37. 37. Be a leader of your own time And enjoy the journey Thank You! Heidi Kraft, Kraft Your Success www.kraftyoursuccess.com/blog @heidikraft
    38. 38. Appendix
    39. 39. Underlying any change we need to understand… <ul><li>Professional: What do I bring to my activities: </li></ul><ul><ul><li>Motivation – you want to do a great job </li></ul></ul><ul><ul><li>Knowledge – you understand what to do and how to do it </li></ul></ul><ul><ul><li>Ability - you have the skills </li></ul></ul><ul><ul><li>Confidence – you are sure of yourself when performing this </li></ul></ul><ul><ul><li>Authenticity – you are genuine in your level of enthusiasm for engaging in this </li></ul></ul><ul><li>Personal: What the activity brings to me: </li></ul><ul><ul><li>Happiness – having engaged in it makes you happy </li></ul></ul><ul><ul><li>Reward – provides material or emotional rewards that are important to you </li></ul></ul><ul><ul><li>Meaning – the results of the activity are meaningful for you </li></ul></ul><ul><ul><li>Learning – the activity helps you learn and grow </li></ul></ul><ul><ul><li>Gratitude – you fell grateful for being able to do this and believe it’s a great use of your time </li></ul></ul>Marshall Goldsmith, “Measuring Your Mojo”
    40. 40. Resources: <ul><li>Bureau of Labor statistics </li></ul><ul><li>Salary.com 2009 </li></ul><ul><li>Career Builder 2008 </li></ul><ul><li>Fast Company 2003 </li></ul><ul><li>Microsoft Survey, March 15, 2005 </li></ul><ul><li>Basex, research firm, 2008 </li></ul><ul><li>Herman Miller Inc., &quot;The Siren Song of Multitasking,&quot; 2007 Journal of Experimental Psychology </li></ul><ul><li>Jonathan B. Spira, &quot;The Cost of Not Paying Attention,&quot; Basex Research, 2005 </li></ul><ul><li>David Rock, “Your Brain at Work” </li></ul><ul><li>Daniel Pink, “Drive” </li></ul><ul><li>Seth Godin, “Linchpin” </li></ul>
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