The High-Performance Administrator - April 2011

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  • Asdf
  • 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
  • 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.
  • Problems: Doesn ’t scale; can’t be organized; can’t be modified.
  • 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 - April 2011

    1. 1. Justin Baeder
    2. 2. Photo: http://www.flickr.com/photos/sashawolff/3222809122/
    3. 3. http://www.flickr.com/photos/wsuph001/2613804125/
    4. 4. http://www.flickr.com/photos/elwillo/4509654631/
    5. 5. http://www.flickr.com/photos/denverjeffrey/1950409800/
    6. 7. http://www.flickr.com/photos/msstewart/4272079103/
    7. 8. <ul><li>Never has anything on it, except what I’m working on right now </li></ul><ul><li>Messy sometimes, but I try to leave it clean at the end of the day </li></ul><ul><li>Piles of paper are bar graphs showing my importance </li></ul><ul><li>I haven ’t seen it in a while </li></ul>Rate Your Desk
    8. 9. http://www.flickr.com/photos/quinnanya/2122108119/ http://www.flickr.com/photos/titanas/3576536370/
    9. 10. <ul><li>“ A _____ for __________ and __________ </li></ul><ul><li>in its _____. ” </li></ul>
    10. 11. 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
    11. 12. <ul><li>Trash or forward </li></ul><ul><li>Next Action Stickies  To-Do List </li></ul><ul><li>Tickler File </li></ul><ul><li>Reference File </li></ul><ul><li>To Read </li></ul><ul><li>Log & file </li></ul>Paper Workflow
    12. 13. <ul><li>Get out conference handouts & other papers in your bag </li></ul><ul><li>Add sticky note: file, recycle, copy for ___, read later, add to agenda/to-do list, etc. </li></ul><ul><li>Don ’t deal with it now – just make a decision </li></ul>Next Action Stickies
    13. 14. http://www.flickr.com/photos/jwalsh_/2448345334/
    14. 16. <ul><li>Write </li></ul><ul><li>everything </li></ul><ul><li>down. </li></ul>
    15. 17. <ul><li>Handle each item as few times as possible </li></ul><ul><li>Separate actionable & non-actionable items </li></ul><ul><li>Create the destinations you need </li></ul><ul><li>“ Hide” things you aren’t ready to work on yet </li></ul>
    16. 18. To-Do List http://www.flickr.com/photos/robandstephanielevy/4668030838/
    17. 19. To-Do List Owner ’s Guide <ul><li>Write everything down </li></ul><ul><li>Process inbox regularly (to empty) </li></ul><ul><li>Create new agendas/contexts </li></ul><ul><li>Work by agenda/context </li></ul><ul><li>Purge items with < 100% commitment </li></ul><ul><li>Keep a separate “maybe” list </li></ul>
    18. 20. OmniFocus (iPad)
    19. 21. OmniFocus (iPhone)
    20. 22. Remember The Milk
    21. 23. Remember The Milk
    22. 24. <ul><li>Push not post </li></ul><ul><li>Assume disinterest </li></ul><ul><li>Eliminate friction </li></ul><ul><li>Don’t write Sunday night </li></ul>Communication
    23. 25. Agendas
    24. 26. Calendar http://www.flickr.com/photos/katietegtmeyer/124315323/
    25. 27. <ul><li>Organization </li></ul><ul><li>≠ </li></ul><ul><li>Motivation </li></ul>
    26. 28. <ul><li>Deadline-driven tasks and appointments only </li></ul><ul><li>Alerts/reminders on phone or computer </li></ul><ul><li>Recurring time-sensitive tasks (e.g. take out trash) </li></ul>Calendar
    27. 29. http://www.flickr.com/photos/esparta/1609874001/
    28. 30. <ul><li>Keep status accurate (read/unread) </li></ul><ul><li>Postpone: NudgeMail </li></ul><ul><li>Goal: Inbox Zero </li></ul>
    29. 31. <ul><li>Recurring situations  standard responses </li></ul><ul><li>PhraseExpress, TextExpander, or text file </li></ul>
    30. 32. <ul><li>Brainstorm categories, e.g. spam </li></ul><ul><li>Compare with someone else </li></ul><ul><li>Useful boilerplate </li></ul>
    31. 33. <ul><li>Unsubscribe </li></ul><ul><li>Read FYIs on phone; mark others as unread </li></ul><ul><li>Add tasks to to-do list </li></ul><ul><li>Use PhraseExpress (Win) or TextExpander (Mac) </li></ul><ul><li>Use keyboard shortcuts </li></ul><ul><li>Keep Outlook closed (at least turn off alerts) </li></ul><ul><li>Handle email at your convenience </li></ul><ul><li>Save & add keywords for search </li></ul><ul><li>Don ’t over-file </li></ul><ul><li>Set the example </li></ul>Email Tips
    32. 35. <ul><li>Instructional leaders influence </li></ul><ul><li>teachers, who influence </li></ul><ul><li>students, who are the bottom line. </li></ul><ul><li>Our effectiveness directly impacts the lives of students. </li></ul><ul><li>Thank you for all you do each day. </li></ul>
    33. 36. <ul><li>Weekly email newsletter: </li></ul><ul><li>http://www.eduleadership.org </li></ul><ul><li>[email_address] </li></ul><ul><li>Twitter: @eduleadership </li></ul><ul><li>Handouts: Write email address on sheet </li></ul>

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