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Downtown, NYC seminar on 11 August 2011

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Downtown, NYC seminar on 11 August 2011

  1. 1. Jason W. Womackwww.WomackCompany.com US: 805-640-6401 UK: 020 8144 7000
  2. 2. 11 August 2011New York City
  3. 3. Welcome!Mastering Workplace Productivity Seminarspresented by: Jason W. Womack, MEd, MA Jason@WomackCompany.com US 805 640 6401 UK 020 8144 7000 www.WomackCompany.com 3
  4. 4. THANK YOU
  5. 5. Mastering Workplace Productivity 6
  6. 6. Mastering Workplace Productivity The Womack Company (www.WomackCompany.com) 6
  7. 7. Mastering Workplace Productivity The Womack Company (www.WomackCompany.com) Jason W. Womack, MEd, MA 6
  8. 8. Mastering Workplace Productivity The Womack Company (www.WomackCompany.com) Jason W. Womack, MEd, MA Clients include: Timken Aerospace, Federal Reserve Bank, NewEdge Group, New York Life Insurance Company, Credit Suisse (Offices in: New York, The Bahamas, London, Raleigh, Zurich), US Navy, University of California-Berkeley, Bank of America, Harvard Business School, The World Bank, World Wildlife Fund, United Way, Wells Fargo, Edward Jones, Kaiser Permanente 6
  9. 9. Mastering Workplace Productivity The Womack Company (www.WomackCompany.com) Jason W. Womack, MEd, MA Clients include: Timken Aerospace, Federal Reserve Bank, NewEdge Group, New York Life Insurance Company, Credit Suisse (Offices in: New York, The Bahamas, London, Raleigh, Zurich), US Navy, University of California-Berkeley, Bank of America, Harvard Business School, The World Bank, World Wildlife Fund, United Way, Wells Fargo, Edward Jones, Kaiser Permanente What I plan to share with you today: 6
  10. 10. Mastering Workplace Productivity The Womack Company (www.WomackCompany.com) Jason W. Womack, MEd, MA Clients include: Timken Aerospace, Federal Reserve Bank, NewEdge Group, New York Life Insurance Company, Credit Suisse (Offices in: New York, The Bahamas, London, Raleigh, Zurich), US Navy, University of California-Berkeley, Bank of America, Harvard Business School, The World Bank, World Wildlife Fund, United Way, Wells Fargo, Edward Jones, Kaiser Permanente What I plan to share with you today: “a philosophy of success...” 6
  11. 11. This seminar = a day tothink about HOW you workand WHY you do what youdo......Please ask questions aswe go along.
  12. 12. Maximize your focus &facilitate your workflow.page 1 of the workbook 9
  13. 13. 3
  14. 14. Please underline 3 words (just 3) that relate to your focus on productivity.
  15. 15. Resources SeeQuality HearPrinciples PracticePerformance UtilizeProductivity ImproveOpportunities BeingPriorities ManagingTeam TakingOrganization WorkBehaviors LiveSystems HaveImprovement SynchronizeSeminar DesignSustainable LeadingVision ResultingRole Coach
  16. 16. NOUN VERB
  17. 17. NOUN VERB design action vision taskprocess delegation
  18. 18. NOUN VERB design action vision taskprocess delegation
  19. 19. •Page 2
  20. 20. Please collect as many questionsas possible. I will address them alleither during the presentation orvia our blog after our seminar...Email questions to:Jason@WomackCompany.comtext to: 805-798-1362
  21. 21. 805-798-1362For each andevery question Ireceive abouttoday’s seminar, Iloan $1 to anentrepreneur atwww.Kiva.org(record is $37.00!)
  22. 22. success~ the accomplishment of a purpose ~ the outcome of an undertaking ORIGIN: Latin successus (verb succedere ‘come close after’)
  23. 23. ORIGIN: Latin successus(verb succedere ‘come close after’)
  24. 24. • Please fill out the “self- assessment” on page 3 of the workbook...
  25. 25. The Defining Moment
  26. 26. The Defining Moment•Page 4
  27. 27. The Defining Moment
  28. 28. The Defining Moment•What does the word “Productivity” mean to you?
  29. 29. • productivity: the state or quality of producing something
  30. 30. • productivity: the state or quality of producing something• produce: cause (a particular result or situation) to happen or come into existence
  31. 31. • productivity: the state or quality of producing something• produce: cause (a particular result or situation) to happen or come into existence• happen: take place; occur
  32. 32. 4 Areas to Focus onrelative to Productivity
  33. 33. Community
  34. 34. SkillsCommunity
  35. 35. Opportunity SkillsCommunity
  36. 36. PurposeOpportunity SkillsCommunity
  37. 37. Productivity is...
  38. 38. Perspective
  39. 39. Perspective changeseverything
  40. 40. Please Open to Page # 5 36
  41. 41. “Besides this seminar...” Please write something on each line. Simply write down what you think about. Spelling does NOT count No one will see this but you Go for quantity...leave prioritization and significance behind Please write as many as possible! 37
  42. 42. Brain Storm
  43. 43. Fill in each blank line with something that you can bring to mind...
  44. 44. Fill in each blank line with something that you can bring to mind... Please write down at least 45 items.Big...Small...Work...Life...Projects...Tasks...
  45. 45. 4 Limited Resources We Manage 41
  46. 46. 4 Limited Resources We Manage Time 41
  47. 47. 4 Limited Resources We Manage Time Energy 41
  48. 48. 4 Limited Resources We Manage Time Energy Focus 41
  49. 49. 4 Limited Resources We Manage Time Energy Focus Tools/Systems 41
  50. 50. How it works...Tools/SystemsFocusEnergyTime 42
  51. 51. Tools/SystemsFocusEnergyTime 43
  52. 52. Tools/SystemsFocusEnergyTime 43
  53. 53. 44
  54. 54. •Page 6
  55. 55. Practic
  56. 56. Practic makes
  57. 57. Practic makes habit
  58. 58. Comfort doing the same thing +Number of Repetitions 1 2 3 4
  59. 59. What do you spend Time,Energy and Focus doingby 11am each day?(Start with the obvious/easy ones!)
  60. 60. What tools/systems couldyou use to get your workdone during the work-day?(Start with the obvious/easy ones!)
  61. 61. What could you do“about” once a month torejuvenate, revitalize &reengage?
  62. 62. What can you DELETE?
  63. 63. What can you DELEGATE?
  64. 64. What Tools/Systems/Gear can you: Use more?
  65. 65. What Tools/Systems/Gear can you: Combine?
  66. 66. What Tools/Systems/Gear can you: Use less?
  67. 67. Could practicingsomethingnew build anew habit?
  68. 68. If it could, what habits would you practice?
  69. 69. The Fundamentals of Productivity 62
  70. 70. The Fundamentals of ProductivityAttention What I did... 62
  71. 71. The Fundamentals of ProductivityAttention What I did...Intention What I said/promised I’d do... 62
  72. 72. The Fundamentals of ProductivityAttention What I did...Intention What I said/promised I’d do...Energy What I had/have the mental/physical capacity to do... 62
  73. 73. Our Philosophy of Productivity Be, work and live at your 100% 63
  74. 74. Make a list using this prompt: 65
  75. 75. Make a list using this prompt: I know I am at my best... 65
  76. 76. Make a list using this prompt: I know I am at my best... ...when I eat breakfast. 65
  77. 77. Make a list using this prompt: I know I am at my best... ...when I eat breakfast. ...when I prepare a day or two ahead of time. 65
  78. 78. Make a list using this prompt: I know I am at my best... ...when I eat breakfast. ...when I prepare a day or two ahead of time. ...when I get to finish something each day. 65
  79. 79. Make a list using this prompt: I know I am at my best... ...when I eat breakfast. ...when I prepare a day or two ahead of time. ...when I get to finish something each day. I know I’m at my best when... 65
  80. 80. Beginning with a “Philosophy of Productivity”In order to work, be, perform and live at your 100% ... what will you have to have done?I am at my best when ... _____________________________________________________________________ 7 _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________
  81. 81. I am at my best when ... page 7
  82. 82. To effectively manage yourself and your time... 68
  83. 83. To effectively manage yourself and your time... Primary focus... Thinking Process/Methodology 68
  84. 84. To effectively manage yourself and your time... Primary focus... Thinking Process/Methodology ...and then figure out the: System/Tool/Technology 68
  85. 85. 69
  86. 86. Set up your Daily Dashboard...and look at it several times each day. Just updated: www.LotusNotesDashboard.com 69
  87. 87. E mail To DosCalendar 71
  88. 88. 72
  89. 89. 73
  90. 90. 74
  91. 91. 75
  92. 92. 76
  93. 93. 77
  94. 94. 77
  95. 95. 78
  96. 96. 78
  97. 97. CONTROL + M = A New E-mail Message(While you’re reviewing your calendar!) 78
  98. 98. 79
  99. 99. 79
  100. 100. CONTROL + M = A New E-mail Message(While you’re reviewing your calendar!) 79
  101. 101. Paper Systems to set up a dashboard include:Legal padTime DesignDay RunnerDay TimerFranklin Planneretc 80
  102. 102. Digital Systems to set up a dashboard include:Lotus NotesPalm DesktopgMailMicrosoft OutlookMicrosoft Entourageetc 81
  103. 103. 82
  104. 104. Please visit:www.LotusNotesDashboard.comFor more ideas on improving dailyproductivity using Lotus Notes 82
  105. 105. 83
  106. 106. 84
  107. 107. Maximize interruptions: maintain,and review, agendas for peopleyou meet or speak with regularly 84
  108. 108. Maximize interruptions: maintain,and review, agendas for peopleyou meet or speak with regularly Please see our recent YouTube video on using/maximizing “Agendas” ...just E-mail us for the link! 84
  109. 109. 85
  110. 110. Remember, all of these tips aremethod first, technology second... 85
  111. 111. Remember, all of these tips aremethod first, technology second... This one tip can save you between 10-50% of the time you spend inmeetings, whether formal and scheduled or impromptu “in the hallway.” 85
  112. 112. Agendas: A tool to maximize interruptions Names Upcoming topics of discussion Questions/Comments/Clarifications/Requests (1-12 weeks out...)
  113. 113. 87
  114. 114. Please write one person’s name... 87
  115. 115. 88
  116. 116. Please write one person’s name... 88
  117. 117. Please write one person’s name... Now, fill in the next three names...Then, capture at least 4 items to discuss the next time you see each person... 88
  118. 118. 89
  119. 119. 89
  120. 120. 90
  121. 121. 90
  122. 122. 91
  123. 123. 91
  124. 124. 92
  125. 125. 92
  126. 126. 93
  127. 127. Page 12 93
  128. 128. 94
  129. 129. Page 12Please add one more issueyou have to manage relativeto “Time Management.” 94
  130. 130. 95
  131. 131. Page 12Next, share your “TimeManagement” issue withyour table group 95
  132. 132. 96
  133. 133. Page 12Next, share your “TimeManagement” issue withyour table group, and addat least one new solution tothe list of solutions there. 96
  134. 134. 97
  135. 135. Use email TEMPLATES to answer frequently asked questions orprovide the same information to a different group or person. 97
  136. 136. 98
  137. 137. Have you ever opened a “Word” document, orfound an E-mail in yourSent Items to forward a standard response orinformation you already had? 98
  138. 138. 99
  139. 139. Please write just one topic/ question you know you typerepeatedly to anyone via e-mail... 99
  140. 140. Please write just one topic/ question you know you typerepeatedly to anyone via e-mail... Directions... Contact information... How to... What are the benefits of... Where to find the... etc... 99
  141. 141. Do you have a signature withjust your contact information? 100
  142. 142. Do you have a signature withjust your contact information? 100
  143. 143. This one “stationary” is 1343 words long. Enough to save me about_?__ minutes of typing/thinking time. 101
  144. 144. This one “stationary” is 1343 words long. Enough to save me about_?__ minutes of typing/thinking time. If I typed 50 words a minute... 26 minutes! 101
  145. 145. 102
  146. 146. For Videos, Ideas and Articles 103
  147. 147. For Videos, Ideas and Articleswww.WorkplacePerformanceTV.com 103
  148. 148. For Videos, Ideas and Articleswww.WorkplacePerformanceTV.com www.WomackLibrary.com 103
  149. 149. 104
  150. 150. Move E-mails out of your inbox (Move them toTo Dos,or Calendar) 104
  151. 151. 105
  152. 152. 105
  153. 153. 106
  154. 154. 106
  155. 155. 1. View the Daily Dashboard (paper or digital)2. Create Templates for frequent responses3. Use agendas4. Move E-mails out of the inbox 107
  156. 156. 108
  157. 157. Amend E-mail subject lines (coming AND going...) 108
  158. 158. 109
  159. 159. 109
  160. 160. Control+EAllows you to EDIT the subject line... 110
  161. 161. Control+EAllows you to EDIT the subject line... 110
  162. 162. Control+EAllows you to EDIT the subject line... 110
  163. 163. 111
  164. 164. 111
  165. 165. On Tuesday, Sept. 9th, 12:02 PM, Steve wrote: Jason, A few days after I attended your class I went on vacation for 2 weeks. Well, now Im back and have been putting into practice many of the improvements we discussed in class. So far, I have:Changed the subject line of emails in my inboxCreated an agenda category in my tasks to track discussion items for the futureUsed many of the keyboard shortcuts we learnedUsed verbs for tasks and subject linesI have to report this is a huge success. My energy and focus have improved agreat deal. I can now see progress towards achieving my long term goals.Finally, Id like to thank you. Im quite sure the lessons learned in your class willmake a difference in my life and career. Global Head of Project Services End User Platform, New York City 112
  166. 166. On Tuesday, Sept. 9th, 12:02 PM, Steve wrote: Jason, A few days after I attended your class I went on vacation for 2 weeks. Well, now Im back and have been putting into practice many of the improvements we discussed in class. So far, I have:Changed the subject line of emails in my inboxCreated an agenda category in my tasks to track discussion items for the futureUsed many of the keyboard shortcuts we learnedUsed verbs for tasks and subject linesI have to report this is a huge success. My energy and focus have improved agreat deal. I can now see progress towards achieving my long term goals.Finally, Id like to thank you. Im quite sure the lessons learned in your class willmake a difference in my life and career. Global Head of Project Services End User Platform, New York City 112
  167. 167. On Tuesday, Sept. 9th, 12:02 PM, Steve wrote: Jason, A few days after I attended your class I went on vacation for 2 weeks. Well, now Im back and have been putting into practice many of the improvements we discussed in class. So far, I have:Changed the subject line of emails in my inboxCreated an agenda category in my tasks to track discussion items for the futureUsed many of the keyboard shortcuts we learnedUsed verbs for tasks and subject linesI have to report this is a huge success. My energy and focus have improved agreat deal. I can now see progress towards achieving my long term goals.Finally, Id like to thank you. Im quite sure the lessons learned in your class willmake a difference in my life and career. Global Head of Project Services End User Platform, New York City 112
  168. 168. On Tuesday, Sept. 9th, 12:02 PM, Steve wrote: Jason, A few days after I attended your class I went on vacation for 2 weeks. Well, now Im back and have been putting into practice many of the improvements we discussed in class. So far, I have:Changed the subject line of emails in my inboxCreated an agenda category in my tasks to track discussion items for the futureUsed many of the keyboard shortcuts we learnedUsed verbs for tasks and subject linesI have to report this is a huge success. My energy and focus have improved agreat deal. I can now see progress towards achieving my long term goals.Finally, Id like to thank you. Im quite sure the lessons learned in your class willmake a difference in my life and career. Global Head of Project Services End User Platform, New York City 112
  169. 169. On Tuesday, Sept. 9th, 12:02 PM, Steve wrote: Jason, A few days after I attended your class I went on vacation for 2 weeks. Well, now Im back and have been putting into practice many of the improvements we discussed in class. So far, I have:Changed the subject line of emails in my inboxCreated an agenda category in my tasks to track discussion items for the futureUsed many of the keyboard shortcuts we learnedUsed verbs for tasks and subject linesI have to report this is a huge success. My energy and focus have improved agreat deal. I can now see progress towards achieving my long term goals.Finally, Id like to thank you. Im quite sure the lessons learned in your class willmake a difference in my life and career. Global Head of Project Services End User Platform, New York City 112
  170. 170. On Tuesday, Sept. 9th, 12:02 PM, Steve wrote: Jason, A few days after I attended your class I went on vacation for 2 weeks. Well, now Im back and have been putting into practice many of the improvements we discussed in class. So far, I have:Changed the subject line of emails in my inboxCreated an agenda category in my tasks to track discussion items for the futureUsed many of the keyboard shortcuts we learnedUsed verbs for tasks and subject linesI have to report this is a huge success. My energy and focus have improved agreat deal. I can now see progress towards achieving my long term goals.Finally, Id like to thank you. Im quite sure the lessons learned in your class willmake a difference in my life and career. Global Head of Project Services End User Platform, New York City 112
  171. 171. 3 Kinds of Work 113
  172. 172. 3 Kinds of Work Work we have to think about 113
  173. 173. 3 Kinds of Work Work we have to think about Work to manage over time 113
  174. 174. 3 Kinds of Work Work we have to think about Work to manage over time Work to do sooner than later 113
  175. 175. 2 Questions to Ask About Work 115
  176. 176. 2 Questions to Ask About Work**My definition of Work found at: www.WomackBlog.com 116
  177. 177. 2 Questions to Ask About Work*What will this look like when I am done*My definition of Work found at: www.WomackBlog.com 116
  178. 178. 2 Questions to Ask About Work*What will this look like when I am doneWhat do I need to do next to get started?*My definition of Work found at: www.WomackBlog.com 116
  179. 179. What will this look like when I amdone? 118
  180. 180. Work to Manage Answer the question: When am I finished on this? 119
  181. 181. Work to ManageUsing your lists of “think about/talk about” andthings to do, please write down several multi-stepoutcomes you are managing Answer the question: When am I finished on this? 119
  182. 182. What do I need to do next? 120
  183. 183. Work to Do Answer the question: Where do I start on this? 121
  184. 184. Work to DoUsing your list of “think about/talk about” writedown several next actions you need to DOas soon as possible Answer the question: Where do I start on this? 121
  185. 185. 122
  186. 186. Our specialty...the “-ologies”What makes for a “productive” day? 123
  187. 187. Psychology:What happens when you’re thinking about working? 124
  188. 188. 125
  189. 189. Technology: Wasn’t “gear” supposed tomake life and work easier??? 126
  190. 190. 127
  191. 191. Sociology:What happens when you sitdown with other people and try to get things done? 128
  192. 192. 129
  193. 193. Physiology:How can our bodies keep up with the pace and speed ofour areas of focus/interest? 130
  194. 194. 131
  195. 195. Join the Mastering Workplace PerformanceCertification program Email today for your information packet, jason@womackcompany.com
  196. 196. The 5 keys to a highly productive day
  197. 197. The 5 keys to a highly productive day Identify Potential Make Decisions Track Reminders Choose Actions Debrief Results
  198. 198. 1. Identify Potential
  199. 199. 1. Identify Potential Write things down
  200. 200. 1. Identify Potential Write things down Send notes to yourself
  201. 201. 1. Identify Potential Write things down Send notes to yourselfTools to capture the thinking, while you’re thinking... (ie: wallet, auto-dial to voicemail, etc)
  202. 202. 2. Make Decisions
  203. 203. 2. Make Decisions When am I finished?
  204. 204. 2. Make Decisions When am I finished? Where do I start?
  205. 205. 3. Track Reminders
  206. 206. 3. Track RemindersBuild a system that holds actions and projects; move away from having to remember...
  207. 207. 4. Choose Action
  208. 208. 4. Choose Action Prioritizing &
  209. 209. 4. Choose Action Prioritizing & Procrastinating
  210. 210. Important / UrgentThe “Eisenhower Principle”
  211. 211. Important / UrgentThe “Eisenhower Principle” URGENT + URGENT + IMPORTANT NOT IMPORTANTNOT URGENT + NOT URGENT + IMPORTANT NOT IMPORTANT
  212. 212. EFFORT PAYO F F
  213. 213. 5. Debrief Results Each project... Each event...
  214. 214. 5. Debrief Results Each project... Each event... Each week...
  215. 215. 5. Debrief Results Each project... Each event... Each week...
  216. 216. 3 Great questions for the weekly debrief Where am I? Where did I say I would be by now?What can I do next to continue the momentum?
  217. 217. Next Steps Please identify 2 actions you are planningto take this week as a result of attending this seminar.
  218. 218. Join the Mastering Workplace PerformanceCertification program Email today for your information packet jason@womackcompany.com

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