Managing	
  yourself:	
  	
  
how	
  to	
  be	
  productive	
  with	
  your	
  time	
  
Jo	
  Alcock	
  
Birmingham	
  Cit...
Audience	
  question	
  
What	
  do	
  you	
  hope	
  to	
  learn	
  from	
  
today’s	
  webinar?	
  
WEBINAR	
  AIMS,	
  LEARNING	
  
OUTCOMES	
  AND	
  OVERVIEW	
  
Introduction	
  
Webinar	
  aim	
  
	
  To	
  equip	
  you	
  with	
  tools	
  to	
  help	
  you	
  clear	
  your	
  mind	
  
so	
  that	
 ...
Learning	
  outcomes	
  
By	
  the	
  end	
  of	
  this	
  webinar,	
  participants	
  will	
  be	
  able	
  
to:	
  
1.  ...
Webinar	
  overview	
  
Section	
  1	
  -­‐	
  Organising	
  your	
  tasks	
  
Section	
  2	
  -­‐	
  Getting	
  started	
...
ORGANISING	
  YOUR	
  TASKS	
  
Section	
  1	
  
What	
  is	
  Getting	
  Things	
  Done?	
  
•  Productivity	
  methodology	
  
devised	
  by	
  David	
  Allen	
  
•  Ser...
Getting	
  Things	
  Done	
  
Five	
  stage	
  process	
  for	
  
managing	
  information	
  and	
  
improving	
  producti...
Getting	
  Things	
  Done	
  cycle	
  
Collect	
  
Process	
  
Organise	
  Review	
  
Do	
  
Stage	
  1	
  -­‐	
  Collect	
  
•  Aim	
  of	
  this	
  stage	
  is	
  to	
  
clear	
  your	
  mind	
  to	
  
record	
  a...
Stage	
  2	
  -­‐	
  Process	
  
•  Process	
  each	
  item	
  one	
  at	
  a	
  
time,	
  in	
  order	
  
•  Decide	
  wh...
Stage	
  3	
  -­‐	
  Organise	
  
•  Separate	
  actionable	
  items	
  
into	
  distinct,	
  separate	
  
categories:	
  ...
Stage	
  4	
  -­‐	
  Review	
  
•  System	
  needs	
  regular	
  review	
  
•  Every	
  day	
  
–  Daily	
  calendar	
  
–...
Stage	
  5	
  -­‐	
  Do	
  
•  Assess	
  situation	
  depending	
  
on	
  following	
  factors:	
  
–  Context	
  
–  Time...
Alternative	
  productivity	
  systems	
  
•  Zen	
  to	
  Done	
  
•  The	
  Seven	
  Habits	
  of	
  Highly	
  Effective	...
Audience	
  question	
  
Do	
  you	
  have	
  a	
  to-­‐do	
  list?	
  
If	
  so,	
  what	
  do	
  you	
  use?	
  
Using	
  lists	
  
	
  “I	
  have	
  a	
  secret.	
  I	
  make	
  lists.	
  That's	
  how	
  I	
  handle	
  
stress.	
  An...
To-­‐do	
  list	
  suggestions	
  
Physical	
   Virtual	
  
To-­‐do	
  list	
  features	
  
•  Record	
  next	
  and	
  
scheduled	
  actions	
  
•  Utilise	
  contexts	
  
–  @erran...
Tickler	
  file	
  (43	
  folders)	
  
•  Set	
  reminder	
  triggers	
  for	
  
time-­‐based	
  items	
  to	
  
‘tickle’	
...
Tickler	
  file	
  (e-­‐mail)	
  
•  Email	
  folders	
  (or	
  labels)	
  
for	
  each	
  month	
  and	
  date	
  
•  Time...
Organising	
  your	
  tasks	
  –	
  summary	
  	
  
•  Employ	
  the	
  GTD	
  
system	
  or	
  another	
  
which	
  fits	
...
GETTING	
  STARTED	
  AND	
  STAYING	
  
MOTIVATED	
  
Section	
  2	
  
Right	
  time…	
  
•  Are	
  you	
  a	
  morning	
  person	
  
or	
  a	
  night	
  owl?	
  
•  Can	
  you	
  structure	
  ...
Right	
  place…	
  
•  What	
  sort	
  of	
  
environment	
  is	
  
conducive	
  for	
  certain	
  
tasks?	
  
•  Can	
  y...
Right	
  information	
  
•  Where	
  do	
  you	
  store	
  
information?	
  
•  How	
  do	
  you	
  make	
  sure	
  
it’s	...
Extracting	
  information	
  from	
  calls/
meetings	
  
•  Make	
  notes	
  at	
  meetings	
  
and	
  during	
  calls	
  ...
Audience	
  question	
  
Do	
  you	
  know	
  what	
  makes	
  you	
  most	
  
productive?	
  
Where/when/how?	
  
Getting	
  started	
  
	
  "The	
  secret	
  of	
  getting	
  ahead	
  is	
  getting	
  started"	
  
Mark	
  Twain	
  
•  ...
Dealing	
  with	
  procrastination	
  
•  Discover	
  the	
  source	
  of	
  
procrastination	
  -­‐	
  lack	
  of	
  
com...
Staying	
  on	
  task	
  
•  If	
  during	
  a	
  task	
  you	
  hit	
  a	
  
hurdle	
  or	
  need	
  extra	
  
informatio...
Dealing	
  with	
  interruptions	
  
•  List	
  is	
  constantly	
  evolving	
  
•  Priorities	
  will	
  shift	
  and	
  ...
Pomodoro	
  technique	
  
•  Choose	
  a	
  task	
  to	
  be	
  
accomplished	
  
•  Set	
  the	
  Pomodoro	
  (timer)	
  ...
Getting	
  started	
  and	
  staying	
  motivated	
  –	
  
summary	
  	
  
•  Aim	
  to	
  be	
  working	
  on	
  
things	...
PREVENTING	
  OVERCOMMITMENT	
  
Section	
  3	
  
Knowing	
  what	
  not	
  to	
  do	
  
•  Do	
  you	
  need	
  to	
  do	
  this?	
  
•  Do	
  you	
  want	
  to	
  do	
  t...
To-­‐don't	
  list	
  
•  Keep	
  a	
  list	
  of	
  activities	
  that	
  you	
  sometimes	
  feel	
  you	
  
'ought'	
  ...
Saying	
  no	
  
	
  “Not	
  saying	
  no	
  often	
  enough	
  is	
  one	
  of	
  the	
  biggest	
  
causes	
  of	
  bein...
Audience	
  question	
  
Do	
  you	
  have	
  any	
  tips	
  for	
  preventing	
  
overcommitment?	
  
Any	
  examples?	
  
Preventing	
  overcommitment	
  –	
  summary	
  	
  
•  Know	
  what	
  not	
  to	
  do	
  
and	
  when	
  things	
  can	
...
SUMMARY	
  AND	
  RESOURCES	
  
Conclusion	
  
Organising	
  your	
  tasks	
  –	
  summary	
  	
  
•  Employ	
  the	
  GTD	
  
system	
  or	
  another	
  
which	
  fits	
...
Getting	
  started	
  and	
  staying	
  motivated	
  –	
  
summary	
  	
  
•  Aim	
  to	
  be	
  working	
  on	
  
things	...
Preventing	
  overcommitment	
  –	
  summary	
  	
  
•  Know	
  what	
  not	
  to	
  do	
  
and	
  when	
  things	
  can	
...
Recommended	
  reading	
  
•  Allen,	
  D.	
  (2001)	
  Getting	
  Things	
  Done:	
  How	
  to	
  achieve	
  stress-­‐fre...
Image	
  sources	
  
http://www.flickr.com/photos/lwvc/6306132745/	
  	
  -­‐	
  tickbox	
  
http://www.flickr.com/photos/be...
Feel	
  free	
  to	
  contact	
  me	
  
Jo	
  Alcock	
  
Evidence	
  Based	
  Researcher	
  
@joeyanne	
  
jo@joeyanne.co....
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Managing yourself: how to be productive with your time

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Webinar delivered by Jo Alcock on 21st June for AZHIN (Arizona Health librarians).

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Managing yourself: how to be productive with your time

  1. 1. Managing  yourself:     how  to  be  productive  with  your  time   Jo  Alcock   Birmingham  City  University   @joeyanne   www.joeyanne.co.uk  
  2. 2. Audience  question   What  do  you  hope  to  learn  from   today’s  webinar?  
  3. 3. WEBINAR  AIMS,  LEARNING   OUTCOMES  AND  OVERVIEW   Introduction  
  4. 4. Webinar  aim    To  equip  you  with  tools  to  help  you  clear  your  mind   so  that  you  can  focus  on  Getting  Things  Done  
  5. 5. Learning  outcomes   By  the  end  of  this  webinar,  participants  will  be  able   to:   1.  Implement  the  Getting  Things  Done  productivity   system   2.  Apply  productivity  techniques  to  optimise  time   available   3.  Manage  requests  and  opportunities  to  enable   progression  without  overcommitting  
  6. 6. Webinar  overview   Section  1  -­‐  Organising  your  tasks   Section  2  -­‐  Getting  started  and  staying  motivated   Section  3  -­‐  Preventing  overcommitment  
  7. 7. ORGANISING  YOUR  TASKS   Section  1  
  8. 8. What  is  Getting  Things  Done?   •  Productivity  methodology   devised  by  David  Allen   •  Series  of  processes  to  help   you  organise  information  and   make  decisions  about  what   to  do  when   •  Sometimes  known  as  GTD   •  Can  be  used  as  full  system,  or   certain  elements  can  be  used  
  9. 9. Getting  Things  Done   Five  stage  process  for   managing  information  and   improving  productivity:   1.  Collect   2.  Process   3.  Organise   4.  Review   5.  Do  
  10. 10. Getting  Things  Done  cycle   Collect   Process   Organise  Review   Do  
  11. 11. Stage  1  -­‐  Collect   •  Aim  of  this  stage  is  to   clear  your  mind  to   record  all  physical   information  and   anything  you  are   currently  trying  to   remember   •  ALL  sources  of   information  should   ideally  come  into  one   place  (physical  or  virtual)  
  12. 12. Stage  2  -­‐  Process   •  Process  each  item  one  at  a   time,  in  order   •  Decide  what  each  item  is  and   what  to  do  with  it   –  Trash   –  Reference   –  Action   –  Project  (multi-­‐step  action)   –  Someday   •  Don’t  leave  anything  in  your   ‘inbox’  
  13. 13. Stage  3  -­‐  Organise   •  Separate  actionable  items   into  distinct,  separate   categories:   –  Next  actions   –  Scheduled  actions   –  Waiting  for   •  If  any  action  takes  less  than  2   minutes,  do  it  now  
  14. 14. Stage  4  -­‐  Review   •  System  needs  regular  review   •  Every  day   –  Daily  calendar   –  Action  list   •  Weekly  (?Fri  afternoon)   –  Full  5  step  process   –  Ensure  all  lists,  files,  folders,   and  calendar  are  up-­‐to-­‐date   •  Less  frequently  (?monthly)   –  Bigger  picture  reviews  for   goals  
  15. 15. Stage  5  -­‐  Do   •  Assess  situation  depending   on  following  factors:   –  Context   –  Time  available   –  Energy   –  Priority  
  16. 16. Alternative  productivity  systems   •  Zen  to  Done   •  The  Seven  Habits  of  Highly  Effective  People   •  Never  Check  E-­‐Mail  in  the  Morning   •  Bit  Literacy   •  The  Four-­‐Hour  Workweek   •  One  Year  to  an  Organized  Work  Life  
  17. 17. Audience  question   Do  you  have  a  to-­‐do  list?   If  so,  what  do  you  use?  
  18. 18. Using  lists    “I  have  a  secret.  I  make  lists.  That's  how  I  handle   stress.  And  whether  they  actually  help  me   accomplish  more  or  not,  they  make  me  feel  so   much  better.  If  I  can  jot  down  all  the  tasks  that   swirl  around  in  my  head,  I  shift  from  feeling   deluged  and  stressed  to  feeling  in  control  and   calm.  And  this  is  before  I  even  do  anything  on  the   list.”     Suzanne  Riss  (2007)  in  Maggio  (2009)  
  19. 19. To-­‐do  list  suggestions   Physical   Virtual  
  20. 20. To-­‐do  list  features   •  Record  next  and   scheduled  actions   •  Utilise  contexts   –  @errands   –  @office   –  @online   –  @home   –  @phone   •  May  assign  projects/tags   •  Accessible  from  anywhere  
  21. 21. Tickler  file  (43  folders)   •  Set  reminder  triggers  for   time-­‐based  items  to   ‘tickle’  your  memory   –  Agendas  for  meetings   –  Tickets  for  travel   –  Event  information   –  Materials  needed  for   scheduled  task   http://www.youtube.com/watch?v=YG0FU_M_YB8  
  22. 22. Tickler  file  (e-­‐mail)   •  Email  folders  (or  labels)   for  each  month  and  date   •  Time-­‐based  emails   moved  into  appropriate   folders/labels  
  23. 23. Organising  your  tasks  –  summary     •  Employ  the  GTD   system  or  another   which  fits  your   workflow   •  Use  a  to-­‐do  list  that   meets  your  needs   •  Try  a  tickler  file  if   relevant   Collect   Process   Organise  Review   Do   GTD  cycle  
  24. 24. GETTING  STARTED  AND  STAYING   MOTIVATED   Section  2  
  25. 25. Right  time…   •  Are  you  a  morning  person   or  a  night  owl?   •  Can  you  structure  your   most  difficult  tasks  when   your  energy  is  high?   •  Consider  utilising  'slump'   time  to  organise  to-­‐do  list   and  revitalise  energy   •  Block  day  into  periods  of   work  (ideally  90  minutes)  
  26. 26. Right  place…   •  What  sort  of   environment  is   conducive  for  certain   tasks?   •  Can  you  work  in  different   places  for  different  types   of  work?   •  Where  can  you  get  into   the  right  mindset?  
  27. 27. Right  information   •  Where  do  you  store   information?   •  How  do  you  make  sure   it’s  accessible  from   where  you  will  need  it?   •  How  do  you  group   information  so  that   related  items  stay   together?  
  28. 28. Extracting  information  from  calls/ meetings   •  Make  notes  at  meetings   and  during  calls   •  Highlight  any  actions  and   record  these  in  your  list   immediately  after  the   call/meeting   •  Store  your  notes  for   reference  -­‐  somewhere   you  can  easily  recall   them  
  29. 29. Audience  question   Do  you  know  what  makes  you  most   productive?   Where/when/how?  
  30. 30. Getting  started    "The  secret  of  getting  ahead  is  getting  started"   Mark  Twain   •  Adopt  the  X  minute  rule  -­‐  spend  just  X  minutes   starting  a  task.  You  may  find  that  you  are  so  into  it   by  then  that  you  want  to  continue,  but  at  minimum   you  will  have  at  least  started.    
  31. 31. Dealing  with  procrastination   •  Discover  the  source  of   procrastination  -­‐  lack  of   commitment,  knowledge,   motivation,  fear  of   failure,  overwhelmed?   •  Deal  with  the  problem   •  Set  yourself  a  reward   mechanism  
  32. 32. Staying  on  task   •  If  during  a  task  you  hit  a   hurdle  or  need  extra   information,  make  a   note  of  the  question  or   jot  down  the  extra  task   to  come  back  to  after   you  have  completed  the   rest  of  your  original  task  
  33. 33. Dealing  with  interruptions   •  List  is  constantly  evolving   •  Priorities  will  shift  and   change  on  a  regular  basis   •  Use  time-­‐based  or  priority   rankings  to  help  you   reorganise  your  tasks  
  34. 34. Pomodoro  technique   •  Choose  a  task  to  be   accomplished   •  Set  the  Pomodoro  (timer)  to   25  minutes   •  Work  on  the  task  until  the   Pomodoro  rings,  then  put  a   check  on  your  sheet  of  paper   •  Take  a  short  break  (5   minutes  is  OK)   •  Every  4  Pomodoros  take  a   longer  break   http://www.pomodorotechnique.com/  
  35. 35. Getting  started  and  staying  motivated  –   summary     •  Aim  to  be  working  on   things  at  the  right   time,  right  place,  and   with  the  right   information   •  Have  a  plan  to  deal   with  procrastination   and  interruptions  
  36. 36. PREVENTING  OVERCOMMITMENT   Section  3  
  37. 37. Knowing  what  not  to  do   •  Do  you  need  to  do  this?   •  Do  you  want  to  do  this?   •  Is  it  something  you  feel   you  should  do?  Why?     •  Can  it  be  deleted,   delegated,  or  simplified?  
  38. 38. To-­‐don't  list   •  Keep  a  list  of  activities  that  you  sometimes  feel  you   'ought'  to  do  but  know  drain  your  energy,  take  up  too   much  of  your  time,  or  are  unrewarding     •  Be  sensible  and  realistic  about  your  capabilities,  skills   and  commitments   •  Practice  saying  no  -­‐  be  firm  but  kind  when  turning  down   opportunities  and  offer  an  alternative  if  possible  e.g.   "I'm  sorry,  I  can't  do  that  but  Mr  X  might  be  interested"  
  39. 39. Saying  no    “Not  saying  no  often  enough  is  one  of  the  biggest   causes  of  being  too  busy”   Maggio  (2009)   •  Before  responding,  let  person  know  you'll  get  back  to   them  but  spend  time  making  the  right  decision   •  Don't  give  excuses  if  it's  something  you  don't  want  to   do,  be  honest  and  keep  your  response  simple   •  Saying  no  is  much  kinder  than  saying  yes  and  not   fulfilling  your  commitment  
  40. 40. Audience  question   Do  you  have  any  tips  for  preventing   overcommitment?   Any  examples?  
  41. 41. Preventing  overcommitment  –  summary     •  Know  what  not  to  do   and  when  things  can   be  deleted,  delegated   or  simplified   •  Consider  a  to-­‐don’t   list   •  Learn  how  to  say  no   politely  
  42. 42. SUMMARY  AND  RESOURCES   Conclusion  
  43. 43. Organising  your  tasks  –  summary     •  Employ  the  GTD   system  or  another   which  fits  your   workflow   •  Use  a  to-­‐do  list  that   meets  your  needs   •  Try  a  tickler  file  if   relevant   Collect   Process   Organise  Review   Do   GTD  cycle  
  44. 44. Getting  started  and  staying  motivated  –   summary     •  Aim  to  be  working  on   things  at  the  right   time,  right  place,  and   with  the  right   information   •  Have  a  plan  to  deal   with  procrastination   and  interruptions  
  45. 45. Preventing  overcommitment  –  summary     •  Know  what  not  to  do   and  when  things  can   be  deleted,  delegated   or  simplified   •  Consider  a  to-­‐don’t   list   •  Learn  how  to  say  no   politely  
  46. 46. Recommended  reading   •  Allen,  D.  (2001)  Getting  Things  Done:  How  to  achieve  stress-­‐free   productivity.  Piatkus.     •  Hines,  S.  (2010)  Productivity  for  Librarians:  How  to  get  more   done  in  less  time.  Oxford:  Chandos  Publishing.   •  Houghton-­‐Jan,  S.  (2008)  Being  Wired  or  Being  Tired:  10  Ways  to   Cope  with  Information  Overload.  Being  Wired  or  Being  Tired:  10   Ways  to  Cope  with  Information  Overload.  Ariadne  [online],  56.   •  Maggio,  R.  (2009)  The  Art  of  Organizing  Anything:  Simple   Principles  for  Organizing  Your  Home,  Your  Office,  and  Your  Life.   New  York:  McGraw  Hill.  
  47. 47. Image  sources   http://www.flickr.com/photos/lwvc/6306132745/    -­‐  tickbox   http://www.flickr.com/photos/benelwell/9009855796  -­‐  overview   http://pokechild.com/gtd-­‐flawed-­‐system-­‐helpful-­‐system/  -­‐  GTD  flowchart   http://www.flickr.com/photos/crystaljingsr/3915514724/  -­‐  investigation   http://www.flickr.com/photos/schlosi/6413179977/  -­‐  inbox   http://www.flickr.com/photos/crystaljingsr/3915516040/  -­‐  group  discussion   http://www.flickr.com/photos/dmachiavello/3327609638/  -­‐  to  do  list   http://www.flickr.com/photos/joelanman/366190064/  -­‐  calendar   http://www.flickr.com/photos/29254399@N08/3187186308/  -­‐  clock   http://www.flickr.com/photos/wwarby/4782854680/  -­‐  hurdle     http://www.flickr.com/photos/nataliejohnson/2122722198/  -­‐  Quality  Street   http://www.flickr.com/photos/splic3/6811683059/  -­‐  alarm  clock   http://www.flickr.com/photos/callisto/2172555529  -­‐  information   http://www.flickr.com/photos/renaissancechambara/2927082003/  -­‐  do  not  disturb   http://www.hellomagazine.com/imagenes/news-­‐in-­‐pics/2009/01/06/motivatior.jpg  -­‐  Mr  Motivator   http://www.flickr.com/photos/intersectionconsulting/7537238368  -­‐  overload  wave   http://www.flickr.com/photos/27282406@N03/4134661728/  -­‐  thank  you   http://www.iconfinder.com  -­‐  icons  
  48. 48. Feel  free  to  contact  me   Jo  Alcock   Evidence  Based  Researcher   @joeyanne   jo@joeyanne.co.uk    
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