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).

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 Managing yourself: how to be productive with your time Presentation Transcript

  • Managing  yourself:     how  to  be  productive  with  your  time   Jo  Alcock   Birmingham  City  University   @joeyanne   www.joeyanne.co.uk  
  • 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  you  can  focus  on  Getting  Things  Done  
  • 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  
  • Webinar  overview   Section  1  -­‐  Organising  your  tasks   Section  2  -­‐  Getting  started  and  staying  motivated   Section  3  -­‐  Preventing  overcommitment  
  • ORGANISING  YOUR  TASKS   Section  1  
  • 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  
  • Getting  Things  Done   Five  stage  process  for   managing  information  and   improving  productivity:   1.  Collect   2.  Process   3.  Organise   4.  Review   5.  Do  
  • Getting  Things  Done  cycle   Collect   Process   Organise  Review   Do  
  • 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)  
  • 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’  
  • 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  
  • 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  
  • Stage  5  -­‐  Do   •  Assess  situation  depending   on  following  factors:   –  Context   –  Time  available   –  Energy   –  Priority  
  • 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  
  • 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.  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)  
  • To-­‐do  list  suggestions   Physical   Virtual  
  • To-­‐do  list  features   •  Record  next  and   scheduled  actions   •  Utilise  contexts   –  @errands   –  @office   –  @online   –  @home   –  @phone   •  May  assign  projects/tags   •  Accessible  from  anywhere  
  • 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  
  • Tickler  file  (e-­‐mail)   •  Email  folders  (or  labels)   for  each  month  and  date   •  Time-­‐based  emails   moved  into  appropriate   folders/labels  
  • 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  
  • GETTING  STARTED  AND  STAYING   MOTIVATED   Section  2  
  • 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)  
  • 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?  
  • 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?  
  • 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  
  • 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   •  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.    
  • 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  
  • 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  
  • 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  
  • 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/  
  • 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  
  • PREVENTING  OVERCOMMITMENT   Section  3  
  • 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?  
  • 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"  
  • 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  
  • Audience  question   Do  you  have  any  tips  for  preventing   overcommitment?   Any  examples?  
  • 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  
  • SUMMARY  AND  RESOURCES   Conclusion  
  • 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  
  • 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  
  • 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  
  • 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.  
  • 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  
  • Feel  free  to  contact  me   Jo  Alcock   Evidence  Based  Researcher   @joeyanne   jo@joeyanne.co.uk