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Productivity in an age of collaboration sps leicester
- 1. Modern Workplace | Modern Work Management Microsoft 365 | Azure | Power Platform Productivity in an age of Collaboration SharePoint Saturday Leicester Alan Eardley 16 November 2019
- 2. Thank you To Our Sponsors
- 3. About Me • Twitter: @al_eardley • 20 Years in IT • Prosci© Change Practitioner • Scrum Master • PRINCE2© Practitioner • Teamwork Administrator • MCSE: SharePoint • MCSE: Productivity • MCSE: Cloud Platform CPS – Microsoft Gold Partner • Modern Workplace – Office 365, Teams, Power Apps • Modern Work Management – Project, DevOps
- 4. Productivity is not increasing https://www.bbc.co.uk/news/business-47826195
- 6. Expectations Communicate • Answer emails immediately • Be prepared for meetings • Always be accessible • Use multiple tools • Respond straight away Focus • Be productive in short bursts • Rise to challenges on the spot • Solve complex problems • Deliver high quality work Warning! These are mutually exclusive
- 7. Focus What is the answer to the Ultimate Question of Life, the Universe and Everything? Imagine how much longer it would have taken with interruptions from e- mail, Twitter, Facebook and Microsoft Teams! And that only took 7,500,000 years to work out
- 8. How does this affect me?
- 9. What for I do? • E-mails – Who do we work with? – How fast do we need to respond? – Can that be changed? • Meetings – How useful are they? • Tasks – How are they allocated? – How do you prioritise them? • Focus – What tasks require the most Focus? – How long do they take? – How do you ensure you get them done? • Collaboration – How do you work with colleagues?
- 10. What tools do I use? E-mail Tasks Team meetings 1-2-1 meetings Projects Twitter Facebook Microsoft Teams Skype for Business Jabber Yammer
- 11. How can I use my time better?
- 12. Meetings To maximise productivity • Always have an agenda • What preparation is expected • What follow up is expected • Keep to the agenda To retain focus • Share screens • Use Whiteboards • Use Video • Keep meetings short Would it be rude to not accept meetings without clear expectations being set?
- 13. Expectations around E-mails Set expectations • Ensure people know how fast you respond • Out of office to set response time • Advance notifications of absence Respect other people • TO for action – use @ • CC for info • Only send in office hours • Delay send
- 14. Prioritise E-mails Prioritise • Response time – Takes < 5 minutes – Now – Takes longer – Move to #1 - Action folder – Flag to show up in To-Do • Waiting for a response – Move to #2 - Waiting folder • Read – Move to #3 – To Read folder • Dealt with – Move to #4 – To File folder • Filed – Move to Filed folder
- 15. Demo - Outlook
- 16. Tasks • Categorise – Lists – Planners • Prioritise – Today – Important • Schedule • Planner – Team tasks • To-Do – Personal tasks – Smart Lists • Flagged emails • “Important” – Integration with some Pomodoro Apps
- 17. Demo – To-Do
- 18. How can I focus?
- 19. Find the Balance Monastic Complete isolation for prolonged periods Bi-Modal Irregular prolonged periods of time Rhythmic Regular allocation of time
- 20. Focus is like a Muscle • We can only focus for a finite time • Switching focus takes effort (and time) • Practice focus to be better
- 21. Remove Distractions Laptop Outlook • Disable notifications/sounds Windows • Use Focus Assist Teams • Do not disturb Phone • Turn to silent • Place out of sight • Only access Social Media on your phone
- 22. The Pomodoro Technique • Timed periods to focus on a task • Time allocated to rest between focus periods • Longer breaks after a number of focus periods • Apps to help • Some integrate with To-Do
- 23. Putting it all together
- 24. Putting it together Focus • Ignore distractions • Be productive Break • Review e-mail • Review Conversations Create Tasks • File e-mail, flag e-mail Allocate time • Respond to communications • Focus on tasks • Tidy inbox
- 26. Summary
- 27. Key Take-Aways Plan your time Focus or Collaborate Reduce distractions Manage expectations Configure your tools to support your way of working
- 28. Sources of inspiration • Smarter Faster Better – Charles Duhigg • Deep Work – Cal Newport (http://www.calnewport.com/blog/) • How to be a Productivity Ninja – Graham Allcott • The Now Habit – Neil Fiore • Harvard Business Review (https://hbr.org/topic/productivity) Turn off when you’re finished
- 29. Please evaluate my session http://bit.ly/SPSLeics2019
- 30. Modern Workplace | Modern Work Management Microsoft 365 | Azure | Power Platform Thank-you Twitter: @al_eardley LinkedIn: Alan Eardley
Editor's Notes
- The UK has had an issue with productivity – it has been highlighted in the national media for years Is there a co-incidence with the universal use of the web, e-mail, and the ever increasing types of communication? Probably not, but there are certainly new factors that the workforce of today has not had to contend with in the past.
- Demo Signature @ someone Delay
- This is really easy to do on the phone – swipe to move, only 4 locations to choose from
- Demo Planner To-Do
- Planner To-Do
- Neal Stephenson No e-mail address on web-site Carl Jung Coffee Houses to stimulate thought Practice to earn money Isolation to create new theories JK Rowling Booking into a hotel to finish Harry Potter Another writer Booking a business class return to a far off location Bill Gates Scheduled retreats to read and think Sienfeld Write every day – record progress See the chain of commitment increase Don’t break the chain
- Demo Disbable notifications Focus Assist
- How do we get to My Analytics