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The High-Performance Administrator
 

The High-Performance Administrator

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Presented February 10, 2011

Presented February 10, 2011

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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.

The High-Performance Administrator The High-Performance Administrator Presentation Transcript

  • Justin Baeder
  • “… and other duties as required.” Photo: http://www.flickr.com/photos/sashawolff/3222809122/
  • PISA http://www.flickr.com/photos/wsuph001/2613804125/
  •  
  • Paper http://www.flickr.com/photos/denverjeffrey/1950409800/
  •  
  • http://www.flickr.com/photos/msstewart/4272079103/
  • http://www.flickr.com/photos/msstewart/4272079103/ METAPHOR.
  • 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
  • Workflow http://www.flickr.com/photos/quinnanya/2122108119/ http://www.flickr.com/photos/titanas/3576536370/
  • 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
    • “ A _____ for __________ and __________
    • in its _____.”
  • 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
    • Trash or forward
    • Next Action Stickies -> To-Do List
    • Tickler File
    • Reference File
    • To Read
    • Log & file
    Paper Workflow
  • 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
  • Workflow http://www.flickr.com/photos/jwalsh_/2448345334/
    • Write
    • everything
    • down.
  • To-Do List http://www.flickr.com/photos/robandstephanielevy/4668030838/
  • OmniFocus (iPad)
  • OmniFocus (iPhone)
  • Remember The Milk
  • Remember The Milk
  •  
  • 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
  • Agendas
  • Calendar http://www.flickr.com/photos/k6mmc/2176537668/
  • Honesty http://www.flickr.com/photos/katietegtmeyer/124315323/
    • Organization
    • Motivation
  • Calendar
    • Deadline-driven tasks and appointments only
    • Alerts/reminders on phone or computer
    • Recurring time-sensitive tasks (e.g. take out trash)
  • Email http://www.flickr.com/photos/esparta/1609874001/
  • What Kinds of Emails Do You Receive?
    • Brainstorm categories, e.g. spam
    • Compare with someone else
    • Refine categories
    • Clear status (read/unread)
    • Postpone: NudgeMail
    • Inbox Zero
    Email Workflow
  • Brilliant Boilerplate
    • Common situations
    • Typical responses
    • 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
  • Recommended Reading
    • Instructional leaders influence
    • teachers, who influence
    • students, who are the bottom line.
    • Our effectiveness directly impacts the lives of students.
    On Performance
    • Sign up for handouts/articles via email
    • Evaluation form
    • www.eduleadership.org for regular updates and productivity tips
    More Information