The High-Performance Administrator
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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