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The High-Performance Administrator
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The High-Performance Administrator

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Presented February 10, 2011

Presented February 10, 2011

Published in: Education, Business, Technology

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  • Lots to do! We have a choice: this can leave us in a permanent state of overwhelm, or we can stay on top of it all.
  • Use Next Action Stickies to deal with the piles on your desk
  • Problems: Doesn’t scale; can’t be organized; can’t be modified.
  • Email and paper mail have their own inboxes, but to have an idea/task in box, you have to write stuff down in your to-do list.
  • Organization != motivation
  • Enable batching; an example of PEEP for ideas
  • Goal of inbox zero: reach the bottom of the pile so you know what’s there.
  • Goal of inbox zero: reach the bottom of the pile so you know what’s there.
  • Transcript

    • 1. Justin Baeder
    • 2. “… and other duties as required.” Photo: http://www.flickr.com/photos/sashawolff/3222809122/
    • 3. PISA http://www.flickr.com/photos/wsuph001/2613804125/
    • 4.  
    • 5. Paper http://www.flickr.com/photos/denverjeffrey/1950409800/
    • 6.  
    • 7. http://www.flickr.com/photos/msstewart/4272079103/
    • 8. http://www.flickr.com/photos/msstewart/4272079103/ METAPHOR.
    • 9. Rate Your Desk
      • Never has anything on it, except what I’m working on right now
      • Messy sometimes, but I try to leave it clean at the end of the day
      • Piles of paper are bar graphs showing my importance
      • I haven’t seen it in a while
    • 10. Workflow http://www.flickr.com/photos/quinnanya/2122108119/ http://www.flickr.com/photos/titanas/3576536370/
    • 11. Workflow
      • Handle each item as few times as possible
      • Separate actionable & non-actionable items
      • Create the destinations you need
      • “ Hide” things you aren’t ready to work on yet
    • 12.
      • “ A _____ for __________ and __________
      • in its _____.”
    • 13. Tickler File Feb Jan Dec Nov Oct Sept Aug July June May April 10 9 8 7 6 5 4 today 17 4 2 1 3 Mar 31 30 29 28 27 26 25 24 23 22 21 20 19 18 16 15 14 13 12 11 Feb 2012
    • 14.
      • Trash or forward
      • Next Action Stickies -> To-Do List
      • Tickler File
      • Reference File
      • To Read
      • Log & file
      Paper Workflow
    • 15. Next Action Stickies
      • Conference handouts in your bag
      • Add sticky note: file, recycle, copy for ___, read later, add to agenda/to-do list, etc.
      • Don’t deal with it now – just make a decision
    • 16. Workflow http://www.flickr.com/photos/jwalsh_/2448345334/
    • 17.
      • Write
      • everything
      • down.
    • 18. To-Do List http://www.flickr.com/photos/robandstephanielevy/4668030838/
    • 19. OmniFocus (iPad)
    • 20. OmniFocus (iPhone)
    • 21. Remember The Milk
    • 22. Remember The Milk
    • 23.  
    • 24. To-Do List Owner’s Guide
      • Write everything down
      • Process inbox regularly (to empty)
      • Create new agendas/contexts
      • Work by agenda/context
      • Purge items with < 100% commitment
      • Keep a separate “maybe” list
    • 25. Agendas
    • 26. Calendar http://www.flickr.com/photos/k6mmc/2176537668/
    • 27. Honesty http://www.flickr.com/photos/katietegtmeyer/124315323/
    • 28.
      • Organization
      • Motivation
    • 29. Calendar
      • Deadline-driven tasks and appointments only
      • Alerts/reminders on phone or computer
      • Recurring time-sensitive tasks (e.g. take out trash)
    • 30. Email http://www.flickr.com/photos/esparta/1609874001/
    • 31. What Kinds of Emails Do You Receive?
      • Brainstorm categories, e.g. spam
      • Compare with someone else
      • Refine categories
    • 32.
      • Clear status (read/unread)
      • Postpone: NudgeMail
      • Inbox Zero
      Email Workflow
    • 33. Brilliant Boilerplate
      • Common situations
      • Typical responses
    • 34.
      • Unsubscribe
      • Read FYIs on phone; mark others as unread
      • Add tasks to to-do list
      • Use PhraseExpress (Win) or TextExpander (Mac)
      • Use keyboard shortcuts
      • Keep Outlook closed (at least turn off alerts)
      • Handle email at your convenience
      • Save & add keywords for search
      • Don’t over-file
      • Set the example
      Email Tips
    • 35. Recommended Reading
    • 36.
      • Instructional leaders influence
      • teachers, who influence
      • students, who are the bottom line.
      • Our effectiveness directly impacts the lives of students.
      On Performance
    • 37.
      • Sign up for handouts/articles via email
      • Evaluation form
      • www.eduleadership.org for regular updates and productivity tips
      More Information