My expectations for you:Read assigned literature before each session (Ask who has done the reading for this class?)Participate actively in each sessionAsk questions! (Get the most out of this as possible)Perform the assigned homework*Group Discussion*“What are your expectations for me? This course?”Track answers on whiteboard for review at the end of each session to ensure expectations are being met
Introduce group to the five stages:CollectProcessOrganizeReviewDoReference: DA, 24
Collection:What needs to be collectedHow to collectOrganizing everything into ‘buckets’Reference: DA, 25
Processing:Item-by-item thinking to empty your collection bucketsDevelop a process for emptying the collection bucketsWill cover next classReference: DA, 31
Organizing:8 discrete categories of reminders and materialsResult from you processing all of your ‘stuff’Will cover next classReference: DA, 35
Reviewing:Consistently look at outstanding projects and open loopsReview from the 10,000-foot levelWill cover in two classesReference: DA, 45 & 51
Do:Whole purpose of this workflow-management process!Facilitate good choices about what you’re doing at any pointWill cover in two classesReference: DA, 49-51
Workflow ChartDiagram showing decision-making processesHighlights processing and organizing stagesReference: DA, 32
Processing StageThe ‘In-basket’ was filled during the “Collection” stage of the process
Stage Three: Organizing(Discuss & highlight the steps in organizing)Eight categories of reminders and materials that will result from processing all your ‘stuff’Three main categories:1. Projects Projects Projects plans2. Actionable items Waiting Calendar Next Actions3. Non-actionable items Trash Someday/maybe ReferenceReference: DA, 35, 138
ProjectsAny desired result that requires more than one action step to completeNo matter how big or small!(i.e. install new backyard lights)Any project that will take more than one step needs to have stakes placed in the ground to remind you there is still more to be doneNo reminder = potential for it to slip!Don’t ‘do’ a project, just the action steps(i.e. Project: Install new backyard lights, Action Step: Go to Canadian Tire to purchase lights)Reference: DA, 37, 136
Project PlansWhen it’s time to actually do an action, like make a call, pull out these Support MaterialsWill help you in your call by providing the necessary information you will need to referenceYou will want to keep these Project plans visible for easy referenceReference: DA, 161
Switching Gears: Does it Relate to a Meaningful Objective?Are you doing the ‘right’ things or just doing things? Easy to just ‘do’ things (i.e. answer emails, make personal calls) Need to do the ‘right’ things (i.e. solicit business during regular business hours, get client quotations out during business hours, follow-up with clients during business hours, make personal calls in the evening, answer emails once you’re done time-specific tasks such as client relations)Does it relate to a Meaningful Objective?An ultimate aim or long-term result that links to corporate or personal mission and goals statementsSomething you’re personally accountable for achieving as opposed to a shared goalReference: SM, 116-117
Meaningful Objectives are:Rolls up to a corporate or person Mission and Goals statementHas clearly defined Outcome(s)Involved multiple Supporting ProjectsRequires multiple resourcesTakes place over time and has specific due datesIncludes corporate or personal MetricsReference: SM, 117
Creating your Next Actions ListFour characteristics of a ‘Strategic’ Next Action:Rolls up to one of your Supporting Projects or Meaningful ObjectivesDirectly helps you accomplish a Project or ObjectiveHas no dependenciesNothing needs to happen ‘before’ you do that actionStarts with a verbAction-oriented (i.e. Go, Move, Fix)Is specific and measurableBe as specific as possibleIf you leave it for a week, you should be able to pick it up and know exactly what needs to be donei.e. Go to Canadian Tire and buy 4 25-watt light bulbs for the office lampReference: SM, 135
Use the exercise on SNA’s from our curriculum.
Projects List in Task Pad under either Meaningful Objectives or Supporting ProjectsIf it relates to your business: Meaningful Objectives: BusinessIf it’s just a miscellaneous: (none)Get milk on way homeKeep them in front of you and your focusUnder the Task Pad, double-click on “Click here to add a new Task”Fill in the appropriate informationUse the Project SNA Tracking Sheet to track each Project’s Strategic Next ActionsAttach this sheet to the Tasks content to continually updateUpdate the Tasks Due Date to reflect the due date of the upcoming SNAUpdate the Tasks Subject to reflect the upcoming SNAReference: SM, 118
Processing and Organizing E-mail: Creating Appointments from e-mailsClick and hold on the emailDrag it over the Calendar icon on the left-hand menuDrag it over the Task Pad icon on the left-hand menuFill in the appropriate informationReference: Verne
What to Review WhenSetup a personal organization system (Control Panel):CalendarAllow you to make decisions about other activities“Next Actions” ListKnow what needs to be done nextDoesn’t mean you’ll actually do anything with it just knowing is the important part“Projects” ListHave handy at all time to know your long-term workloadIn case the boss pops in“Waiting for” ListKnow what you’re waiting for and who you’re waiting forReference: DA, 182-184
Ensure a proper Work/Life BalanceWhen you review your personal and business Meaningful Objectives, focus on them collectively and ask yourself, “Do these objectives create balance for me?”Balance is different for everyone as is how they achieve balance. To achieve balance, it could be as little as taking a lunch break or setting a weekly ‘date night’ with your spouse. For others, balance could be shopping to taking a vacation.Need to think of a time in your life where you felt ‘balanced’ in terms of your work load and investment and your personal life’s engagements. This will give you a ‘goal’ to work towards and a point of reference to help you ensure you stay there!Reference: SM, 22
Task:Using the Six-Level Model Analogy, take a quick review of your own life and record your priorities.Give 5 minutes + a bathroom break (?).
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