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FRB-NY - Managing Workplace Productivity

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FRB-NY - Managing Workplace Productivity

  1. 1. MasteringWorkplace Productivity presented by: Jason W. Womack Jason@WomackCompany.com
  2. 2. MindsetTools Skills
  3. 3. Psychologyof Performance
  4. 4. Psychologyof Performance Sociology of Productivity
  5. 5. Psychology of Performance Technology Sociologythat gets things done of Productivity
  6. 6. 1
  7. 7. PRODUCTIVITY MEANS...Please list THREE(3) words to describe“Productivity” onPage 1.
  8. 8. PRODUCTIVITY MEANS...Please list THREE(3) words to describe“Productivity” onPage 1.
  9. 9. 2
  10. 10. 2
  11. 11. Time Management The Myth ...
  12. 12. 3
  13. 13. WHAT DOES“Better” mean to you?
  14. 14. Page 9
  15. 15. Time Management The Goal
  16. 16. 4
  17. 17. Please review page 4 of the workbook, and choose 3 words that relate to your focus on Time Management and Productivity1____________________ 2____________________ 3____________________
  18. 18. 3
  19. 19. Resources SeeQuality HearPrinciples PracticePerformance UtilizeProductivity ImproveOpportunities BeingPriorities ManagingTeam TakingOrganization WorkBehaviors LiveSystems HaveImprovement SynchronizeSeminar DesignSustainable LeadingVision ResultingRole Coach
  20. 20. NOUN VERB
  21. 21. NOUN VERB design action vision taskprocess delegation
  22. 22. WORD TO IDENTIFY A CLASS OF THINGSNOUN design vision process
  23. 23. WORD TO DESCRIBE AN ACTION VERB action task delegate
  24. 24. 6
  25. 25. 4 Factors of Productivity and Excellence 6
  26. 26. Time 1
  27. 27. TIME9615-minute blocks - sleep - commute - meals - everything else
  28. 28. Time 1 2 Energy
  29. 29. ENERGY
  30. 30. THIS INCLUDES BOTH mental AND physical energy
  31. 31. THE BRAINFunctions intellect memory comprehension
  32. 32. THE BODY Composition water nutrients bone
  33. 33. Time 1Focus 3 2 Energy
  34. 34. MultiTasking is easy!
  35. 35. Just focus on thecolors…one at a time,and please say them out loud.
  36. 36. XXXXX
  37. 37. XXXXX
  38. 38. XXXXX
  39. 39. XXXXX
  40. 40. XXXXX
  41. 41. XXXXX
  42. 42. MultiTasking is easy! Just focus on thecolors…one at a time, please say them out loud.
  43. 43. YELLOW
  44. 44. RED
  45. 45. BLUE
  46. 46. BLACK
  47. 47. GREEN
  48. 48. ORANGE
  49. 49. YELLOW
  50. 50. FOCUSthe center of interest or activityan act of concentrating interest oractivity on something
  51. 51. Time 1Focus 3 2 Energy 4 Ecosystem
  52. 52. ECOSYSTEMEcosystem: a biological communityof interacting organisms and theirphysical environment
  53. 53. How it works...•Ecosystem•Focus•Energy•Time
  54. 54. How it works...•Ecosystem•Focus•Energy•Time
  55. 55. How it works...•Ecosystem•Focus Please turn to Page 7•Energy and write down several things you know will need•Time your time, your energy and your focus.
  56. 56. Please take out your BlackBerry
  57. 57. Open to a NEW email message
  58. 58. In the body of that message,type the word: cant (just like that)Press the space bar...
  59. 59. What happened?
  60. 60. cant became can’t
  61. 61. o = (805) 640-6401m = (805) 798-1362u = 020 8144 7000lon = (600 word email withideas & information aboutLotusNotesDashboard.com)
  62. 62. 7
  63. 63. Brain Storm
  64. 64. GO FOR 40 ...What’s Really Going On?(Work To Think About)
  65. 65. Focus on as much as possible...
  66. 66. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.
  67. 67. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.
  68. 68. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.Simply write what you think about.
  69. 69. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.Simply write what you think about.
  70. 70. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.Simply write what you think about.It’s easy, just answer the question, “What else...?”
  71. 71. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.Simply write what you think about.It’s easy, just answer the question, “What else...?”
  72. 72. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.Simply write what you think about.It’s easy, just answer the question, “What else...?”No one will see this but you
  73. 73. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.Simply write what you think about.It’s easy, just answer the question, “What else...?”No one will see this but you
  74. 74. Focus on as much as possible...Think about your work AND your areas of focus this week,this month, and for the rest of the year.Simply write what you think about.It’s easy, just answer the question, “What else...?”No one will see this but youGo for quantity...in 10 minutes, write as many as possible!
  75. 75. 81
  76. 76. What stands out to you about thatexercise? 81
  77. 77. 8
  78. 78. Practice
  79. 79. Practice makes
  80. 80. Practice makes habit.
  81. 81. Comfort doing the same thing +Number of Repetitions 1 2 3 4
  82. 82. What takes up your time,energy and focus by mid-morning most work days?(Start with the obvious/easy ones!)
  83. 83. What tools, systems,technology, gear do youuse during the work-day?(Start with the obvious/easy ones!)
  84. 84. What do you do regularlyto re-invent and re-engagewith your life and work?(Start with the obvious/easy ones!)
  85. 85. Could practicingsomethingnew build anew habit?
  86. 86. If it could, what habits would you practice?
  87. 87. Our Philosophy of Productivity Be, work and live at your 100% 93
  88. 88. In order for you to “be, work, live” at your 100%...
  89. 89. What will you need to have done...
  90. 90. What will you needto have done...how will you need to have been...
  91. 91. 9
  92. 92. I am at my best when ... page 7
  93. 93. 10
  94. 94. 101
  95. 95. Set up your Daily Dashboard...and look at it several times each day. Just updated: www.LotusNotesDashboard.com 101
  96. 96. 11
  97. 97. E mail To DosCalendar 105
  98. 98. 106
  99. 99. 107
  100. 100. 108
  101. 101. 109
  102. 102. 110
  103. 103. 111
  104. 104. 111
  105. 105. 112
  106. 106. 112
  107. 107. CONTROL + M = A New E-mail Message(While you’re reviewing your calendar!) 112
  108. 108. 113
  109. 109. 113
  110. 110. CONTROL + M = A New E-mail Message(While you’re reviewing your calendar!) 113
  111. 111. Paper Systems to set up a dashboard include:Legal padTime DesignDay RunnerDay TimerFranklin Planneretc 114
  112. 112. Digital Systems to set up a dashboard include:Lotus NotesPalm DesktopgMailMicrosoft OutlookMicrosoft Entourageetc 115
  113. 113. 116
  114. 114. Please visit:www.LotusNotesDashboard.comFor more ideas on improving dailyproductivity using Lotus Notes 116
  115. 115. 118
  116. 116. 13
  117. 117. 120
  118. 118. Maximize interruptions: maintain,and review, agendas for peopleyou meet or speak with regularly 120
  119. 119. 121
  120. 120. Remember, all of these tips aremethod first, technology second... 121
  121. 121. 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.” 121
  122. 122. 14
  123. 123. Agendas: A tool to maximize interruptions Names Upcoming topics of discussion Questions/Comments/Clarifications/Requests (1-12 weeks out...)
  124. 124. 124
  125. 125. Please write one person’s name... 124
  126. 126. 125
  127. 127. Please write one person’s name... 125
  128. 128. 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... 125
  129. 129. 126
  130. 130. 126
  131. 131. 127
  132. 132. 127
  133. 133. 128
  134. 134. 128
  135. 135. 129
  136. 136. 129
  137. 137. 130
  138. 138. Use email TEMPLATES to answer frequently asked questions orprovide the same information to a different group or person. 130
  139. 139. 131
  140. 140. Have you ever opened a“Word” document, or found an E-mail in your SentItems to forward a standard response or information you already had? 131
  141. 141. 132
  142. 142. Please write just one topic/ question you know you typerepeatedly to anyone via e-mail... 132
  143. 143. 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... 132
  144. 144. Do you have a signature withjust your contact information? 133
  145. 145. Do you have a signature withjust your contact information? 133
  146. 146. This one “stationary” is 1343 words long. Enough to save me about_?__ minutes of typing/thinking time. 134
  147. 147. 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! 134
  148. 148. 135
  149. 149. 136
  150. 150. Move E-mails out of your inbox (Move them toTo Dos,or Calendar) 136
  151. 151. 137
  152. 152. 137
  153. 153. 138
  154. 154. 138
  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 139
  156. 156. 140
  157. 157. Amend E-mail subject lines (coming AND going...) 140
  158. 158. 141
  159. 159. 141
  160. 160. Control+EAllows you to EDIT the subject line... 142
  161. 161. Control+EAllows you to EDIT the subject line... 142
  162. 162. Control+EAllows you to EDIT the subject line... 142
  163. 163. 143
  164. 164. 143
  165. 165. 15
  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 145
  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 145
  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 145
  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 145
  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 145
  171. 171. 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 145
  172. 172. 16
  173. 173. What will this look like when I amdone? 147
  174. 174. Work to Manage Answer the question: When am I finished on this? 148
  175. 175. 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? 148
  176. 176. 17
  177. 177. What do I need to do next? 150
  178. 178. Work to Do Answer the question: Where do I start on this? 151
  179. 179. 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? 151
  180. 180. 18
  181. 181. 3 Kinds of Work 154
  182. 182. 3 Kinds of Work Work we have to think about 154
  183. 183. 3 Kinds of Work Work we have to think about Work to do sooner than later 154
  184. 184. 3 Kinds of Work Work we have to think about Work to do sooner than later Work to manage over time 154
  185. 185. Important / UrgentThe “Eisenhower Principle”
  186. 186. Important / Urgent The “Eisenhower Principle”NOT URGENT + URGENT + IMPORTANT IMPORTANTNOT URGENT + URGENT +NOT IMPORTANT NOT IMPORTANT
  187. 187. EFFORT PAYO F F
  188. 188. 2 Questions to Ask About Work 160
  189. 189. 2 Questions to Ask About Work**My definition of Work found at: www.WomackBlog.com 161
  190. 190. 2 Questions to Ask About Work*What will this look like when I am done*My definition of Work found at: www.WomackBlog.com 161
  191. 191. 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 161
  192. 192. Our specialty...the “-ologies”What makes for a “productive” day? 162
  193. 193. Psychology:What happens when you’re thinking about working? 163
  194. 194. 164
  195. 195. Technology: Wasn’t “gear” supposed tomake life and work easier??? 165
  196. 196. Sociology:What happens when you sitdown with other people and try to get things done? 166
  197. 197. Physiology:How can our bodies keep up with the pace and speed of our areas of focus/interest? 167
  198. 198. THANKYOU
  199. 199. MasteringWorkplace Performance presented by: Jason W. Womack Jason@WomackCompany.com
  200. 200. 170
  201. 201. Join the Mastering Workplace PerformanceCertification program Email today for your information packet, available Winter 2012... jason@womackcompany.com

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