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Pete Jakob
Email: pete@purplesalix.com
Twitter: @curdridge
Mobile: +44 7710 820512
1
From
Busyness
to
Business
Please complete 2 Polls
on the Ignite App Now
2
Personal productivity is completing the right actions
that move you closer to accomplishing your goals
in a manner that brings balanceand ease into your
life
3
4
Reflect
Capture
Clarify
Do
Busyness Business
Build your Productivity Machine
5
6
Reflect
Capture
Clarify
Do
Capture
Master List
Build a Productivity Machine
7
Reflect
Capture
Clarify
Do
Clarify
Someday / Maybe
Later
Next Week
This Week
Area of Focus / Project Energy
• Deep focus
• 20 Minutes
• 5 Minutes
• Brain-dead
• Waiting
• Client Work
• Selling
• Marketing
• Skills Devt
• Administration
Build a Productivity Machine
8
Reflect
Capture
Clarify
DoDo
Explore Techniques for Focus
9
1-3-5 Rule Eat That Frog Pomodoro Technique
Timeboxing Eisenhower Matrix Personal Kanban
Handling Distractions - Mobile
10
• 61% check mobile with 5
minutes of waking up
• 50% check mobile more
than 50 times per day
• 39% check mail on the
toilet
• 71% sleep with or next to
their mobile
• Remove Tech from Bedroom!
• Turn off Notifications
• Take Phone off desk / Turn Off
Email Inbox ≠ Task List
11
• Don’t DO Email
– Process it!
• Delete
• Deposit
• Do (<2 Mins)
• Defer
• Delegate
• Go Dark
• 50/50
• 3 Regular
Times
• Hourly Dash
Handling Distractions - Meetings
12
• Meeting Etiquette
• Shorten default meeting
length
• Start on Time
• No Agenda = No Meeting
• State a Purpose
• Agree Next Actions
• Meeting Reduction
• Zero net new meetings
• Calculate meeting cost
15% of an organisation’s
collective time is spent in
meetings [Bain study]
Handling Distractions - People
13
• Defer - Just Say No!
• Do Not Disturb sign
• Coffee Shop
• Headphones (non-vocal
music)
Build a Productivity Machine
14
Reflect
Capture
Clarify
Do
Reflect
1. Consolidate your inboxes
2. Review All Projects
3. Plan Ahead
15
Reflect
Capture
Clarify
Do
Busyness Business
Thank You!
Pete Jakob
Email: pete@purplesalix.com
Twitter: @curdridge
Mobile: +44 7710 820512

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Busyness to business ignite slideshare

  • 1. Pete Jakob Email: pete@purplesalix.com Twitter: @curdridge Mobile: +44 7710 820512 1 From Busyness to Business Please complete 2 Polls on the Ignite App Now
  • 2. 2
  • 3. Personal productivity is completing the right actions that move you closer to accomplishing your goals in a manner that brings balanceand ease into your life 3
  • 5. 5
  • 7. Master List Build a Productivity Machine 7 Reflect Capture Clarify Do Clarify Someday / Maybe Later Next Week This Week Area of Focus / Project Energy • Deep focus • 20 Minutes • 5 Minutes • Brain-dead • Waiting • Client Work • Selling • Marketing • Skills Devt • Administration
  • 8. Build a Productivity Machine 8 Reflect Capture Clarify DoDo
  • 9. Explore Techniques for Focus 9 1-3-5 Rule Eat That Frog Pomodoro Technique Timeboxing Eisenhower Matrix Personal Kanban
  • 10. Handling Distractions - Mobile 10 • 61% check mobile with 5 minutes of waking up • 50% check mobile more than 50 times per day • 39% check mail on the toilet • 71% sleep with or next to their mobile • Remove Tech from Bedroom! • Turn off Notifications • Take Phone off desk / Turn Off
  • 11. Email Inbox ≠ Task List 11 • Don’t DO Email – Process it! • Delete • Deposit • Do (<2 Mins) • Defer • Delegate • Go Dark • 50/50 • 3 Regular Times • Hourly Dash
  • 12. Handling Distractions - Meetings 12 • Meeting Etiquette • Shorten default meeting length • Start on Time • No Agenda = No Meeting • State a Purpose • Agree Next Actions • Meeting Reduction • Zero net new meetings • Calculate meeting cost 15% of an organisation’s collective time is spent in meetings [Bain study]
  • 13. Handling Distractions - People 13 • Defer - Just Say No! • Do Not Disturb sign • Coffee Shop • Headphones (non-vocal music)
  • 14. Build a Productivity Machine 14 Reflect Capture Clarify Do Reflect 1. Consolidate your inboxes 2. Review All Projects 3. Plan Ahead
  • 15. 15 Reflect Capture Clarify Do Busyness Business Thank You! Pete Jakob Email: pete@purplesalix.com Twitter: @curdridge Mobile: +44 7710 820512

Editor's Notes

  1. How are you? We ask Busy. Really Busy Too busy doing things on SOMEONE ELSE’S agenda that I never seem to get to my own. Too busy to focus on developing the SKILLS I need Too busy to even notice the OPPORTUNITIES in front of me Too busy to spend sufficient meaningful time with the people I LOVE Too busy to be HAPPY Does that bother you at all? Does it bother you ENOUGH to do something about it? Or are we just TOO BUSY to give it proper thought. We are living in the age of the GLORIFICATION OF BUSYNESS – where overwhelm & overcheduling have become badges of honour. It’s hurting our HEALTH and actually not doing our BUSINESSES any favours either I think this is a really significant issue that impacts us as EMPLOYEES of businesses, as MARKETERS and as HUMAN BEINGS. No-one is going to solve it for us - we need to take OWNERSHIP for the situation. For a few of us, we make signifcant LIFE CHOICES to escape this glorification of busyness. But most of us do not make such a drastic decision – yet need some HELP to break some pretty BAD HABITS we’ve picked up over the years. Good afternoon – thank you for deciding to INVEST SOME TIME AND ATTENTION in your busy schedule for the day I’M A MARKETER like you. I’ve been on a journey of trying to be personally more productive over many years I don’t expect to give you the ANSWERS, I’m still a WORK IN PROGRESS myself. But I hope I can give you a few TIPS that you may wish to try – and then hopefully we can have a CHAT about it, I plan to leave time for QUESTIONS as well. If questions arise as I canter through my presentation, please raise them in Q&A SECTION OF THE APP and I’ll get to as many as I can at the end. We’ve also a couple of POLLS in today’s session that we’ll review in a moment, so you may wish to complete them now. {Next}
  2. We marketers are BUSY. Whether we’re AGENCY or CLIENT side, we’re all JUGGLERS – managing client relationships, staff, projects, crises, administration – there are plenty of demands on our time So what are the OPTIONS? LONGER HOURS? 71% of marketers feel burned out, according to Workfront survey 2 yrs ago 66% expect stress levels to increase So Be more SELECTIVE about what we take on - easier said than done Be as EFFICIENT and PRODUCTIVE as possible What do I mean by PERSONAL PRODUCTIVITY?... {Next}
  3. Productivity is not SIMPLY about getting MORE done. It’s important to recognise that PRODUCTIVITY IS NOT THE GOAL. The Goal is the goal! Productivity is about completing RIGHT ACTIONS that move you closer to your GOALS in a way that brings BALANCE and EASE to your life In other words it how you resolve the 3 SOMETIMES COMPETING FORCES of GETTING THINGS DONE ACHIEVING SUCCESS (as defined by you) And FEELING OK about it. Being clear on our Goals (aka PERSONAL SUCCESS MEASURES) is the central point here, because this clarity HELPS US DEFINE the right actions and PUSH BACK on those that don’t conform. Unfortunately most of us DON’T SPEND SUFFICIENT TIME THINKING about what our personal measures of success are – which makes choosing the right actions PROBLEMATIC. Important to recognise Productivity is NOT about Getting it ALL done. It’s about making the RIGHT CHOICES. So how productive do you feel YOU are? {Next}
  4. Many of us SLEEP WALK through our day - almost like a PUNCHDRUNK boxer stumbling from one blow to the next. We arrive at work, fire up our EMAIL, and have LOST ANY HOPE OF CONTROL over our day within 5 MINUTES. To take back control you need to develop YOUR OWN TRUSTED SYSTEM for helping you define the right actions to be doing – your own PRODUCTIVITY MACHINE, if you like. It needs also to be FLEXIBLE. Because in the real world you don’t have full control over your day – CRISES spring up that alter your priorities, and there may be things that you NEED to do that you’d RATHER you didn’t. {CLICK} The FOUR main components of my Productivity Machine cover CAPTURING all the things that have my attention ORGANISING AND CLARIFYING them so that I can select the right actions to do next A few techniques I use to help my maintain FOCUS and get stuff done with the minimum DISTRACTION A regular appointment with myself to REFLECT on the last week and plan for the next week. {Next}
  5. I’m NOT intending to talk about technology at all today – but I have a dispositon to look for digital solutions wherever possible. But the things I’ll mention could just as easily be done with a paper and pen. Again that’s all about finding an approach that works best for you. But I understand that every presentation today has to mention a link to AI, so here’s mine. {CLICK } In productivity I think the secret sauce is to be more INTENTIONAL about hat we want to do today, and then [Next] APPLY approaches like I’ll outlined (and Technology if you wish) to help you reach your objectives in as stress-free a way possible. {Next}
  6. So let’s get back to the 4 components of my Productivity Machine The brain is fabulous for CREATIVITY – but LOUSY FOR REMEMBERING stuff Studies show around 7 THINGS (+- 2) is about the limit That was fine when PRIMITIVE HUMANS roamed the plains and all we had to worry about was EATING and not being EATEN (maybe not so much has changed) However when faced with more things that is doesn’t quite know what to do with – OPEN SWITCHES - , brain struggles and produces CORTISOL Cortisol is the stress-inducing hormone associated with our primitive FIGHT OR FLIGHT RESPONSE TOP TIP 1: WRITE IT DOWN Just writing lists TRICKS BRAIN into thinking we have it covered, reducing cortisol production – feel better This is a list written by country legend Johnny Cash. It was sold for over $6k in 2010 – you CAN’T AUCTION YOUR LIST IF IT’S ONLY IN YOUR HEAD! TOP TIP 2: CAPTURE RELENTLESSLY – Everything that has you attention Ensure you always have CAPTURE DEVICE AVAILABLE, particularly in the places where you tend to have your ideas : COMPUTER, NOTEBOOK by the bed, VOICE MESSAGE when out and about, WATERPROOF PAD in the shower! Don’t forget PHYSICAL intray for RECEIPTS, INVOICES etc TOP TIP3: You have a FIXED amount of mental energy for the day MINIMISE MENTAL ENERGY required to start the task Use VERBS to describe what the task actually is! - CALL FRED ABOUT NEW PROJECT CONCERNS Add Fred;s PHONE NUMBEr so you don’t need to search later So if you get in the HABIT of capturing relentlessy, pretty soon you’ll have some LONG LISTS. However you’ll feel comfortable that you have a COMPREHENSIVE list from which to choose. This is much EASIER than starting with a blank sheet of paper and writing down what’s top of mind for today. It’s like SELECTING FROM A MENU in a restaurant rather than building a meal from scratch. But how can we make these long lists more MANAGEABLE? {Next}
  7. The challenge is to decide, of all the things you could do next, what are the BEST SELECTIONS? Not all tasks are created equally. My next tip is to take you task list and add some EXTRA COLUMNS to allow you to CATEGORISE each task and make appropirate decisions. There are 3 CATEGORIES or CONTEXTS of task that I tend to use – perhaps you may find them helpful AREA OF FOCUS This is linked to the conversation earlier about goals. In my consulting business I have 5 MAIN AREAS OF FOCUS – delivering paid work for CLIENTS, SELLING new projects to clients, MARKETING my business, developing my SKILLS and performing necessary ADMIN tasks like raising invoices, claiming expenses or paying VAT. ENERGY Second category allows me to classify tasks according THE AMOUNT OF ENERGY THE TASK NEEDS. Range from DEEP FOCUS tasks needing full attention for an extended period, to this quick 5 MINUTE tasks that are nonetheless important I also tend to classfiy some BRAIN-DEAD tasks that I can pull up when theres little left in the tank WAITING is for those tasks where I’m needing input from someone else before I can proceeed. TIME Some tasks have an explicit DUE DATE. Most do not and have more FLEXIBILLITY Categorising things as THIS WEEK, NEXT WEEK, or LATER allows my to keep them within my system, but without having to keep them in my face all the time. SOMEDAY/MAYBE is just used as a bucket for those things that I’d like to do, but am not yet fully committed to The power comes from COMBINEING these together to make decisions EASIER. Once I’ve planned the coming week, I only need to worry about things in the “THIS WEEK” category. If I’ve got 5 MINUTES between calls I can scan my list for THIS WEEK- 5 MINUTE tasks and jump straight to them. When I’m planning NEXT WEEK, I look at what task need DEEP FOCUS and ensure I have time devoted to them on the CALENDAR. {Next}
  8. So now I have a comprehensive list that is now flexible and will support the realities of the time I have available. How do I decide what to do TODAY and in what order – and how do I avoid DISTRACTIONS. {Next}
  9. This is another area to experiment and explore what works for you. TRY an approach for a FEW WEEKS and see how it fits with you. If you don’t already, ensure you WRITE A TASK LIST EVERY DAY – preferably the NIGHT BEFORE so your subconscious can work on it overnight. Over recent months I’ve become a big fan of the the deceptively simple 1-3-5 RULE. The CONCEPT is that most of us naturally tend to set UNREALISTIC expectations around what we can achieve in a day – partcularly when we bear in mind our CALENDAR COMMITMENTS and the actual free time available. Therefore we SET OURSELVES UP FOR FAILure and disappointment. Select a maximum of 9 TASKS for the day (maybe less, depending on my available time) 1 BIG task 3 MEDIUM sized things And 5 SMALL things. Why does this work for me? It’s REALISTIC and gives me a chance of feeling I’ve had a successful day It BALANCES TASKS OF DIFFERENT COMPLEXITY, so that I can keep moving forward on several fronts over the course of a day. It’s FLEXIBLE. Sometimes I’ll have a focussed 1-3-5 day on one SPECIFIC PROJECT OR AREA OF FOCUS, other times will work acorss MULTIPLE AREAS in a day. Although I’m largely digital in my workstyle, I PRINT off my 135 every day so that it’s ALWAYS IN FRONT OF ME and so that I get the LUDICROUS SATISFACTION of crossing each item off as the day progresses, which is PATHETICALLY MOTIVATING. Tend to use the EAT THAT FROG approach in conjunction with 135 Do the MOST UNPLEASANT task first – then everythng else tastes better. Works cos it means I focus on my toughest work items when my ENERGY IS HIGHEST POMODORO technique – takes name from kitchen timer! Optimal concentration span is 25 MINUTES (a Pomodoro) then productivity declines 25 mins( 1Pomodoro) then 5 minutes BREAK, 5 POMODOROS then 30 MINUTE break Helps enforce BREAKS in work + also helps you AVOID DISTRACTIONS cos you can defer them to your next break Several others here that I won’t go through – but have a look on GOOGLE. {Next}
  10. GENERAL POINT ON DISTRACIONS - Studies have shown PUT DISTRACTIONS 20 SECONDS AWAY Keep you DESK distraction free. Turn off NOTIFICATIONS! Take PHONE OFF DESK – phantom vibration syndrome! TURN PHONE OFF! {Next}
  11. You EMAIL INBOX IS NOT A TASK LIST It’s just stuff that you haven’t decided the APPROPRIATE COURSE of action yet. Don’t DO email PROCESS 5 Decisions DELETE DEPOSIT – no action required but may need to refer to it in future DO (< 2mins). Only if 2 mins Otherwise DEFER and add to your task list DELEGATE – pass to someone else Controversial – YOU DON”T NEED TO BE ON EMAIL ALL DAY. You define the rules. Process at distinct times of day &Turn off in between 50/50. Scan first thing then turn off till after lunch 10am, 1pm, 4pm in calendar. (TIP – don’t do at 9am – get something done first…) HOURLY DASH – quick look every hour for 5 mins, then off. {Next}
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  13. Remember, by accepting the interruption you are effectively saying that the interruption is MORE IMPORTANT than what you’re trying to work on. So try saying “I’LL GET BACK TO YOU LATER, BUT I NEED TO GET THIS COMPLETED FIRST…” Some people use PHYSICAL SIGNALS– Close the door, Do Not Disturb sign, Wear different hat Work SOMEWHERE ELSE HEADPHONES also act as physical signal and aid concentration – beware vocal music and volume, could become a distraction itself! {Next}
  14. FINAL ELEMENT is probably most important – The GLUE that holds your productivity machine together SKIPPING this step is the quickest way to descend into the CHAOS of BUSYNESS without purpose. Spinning OUT OF CONTROL? Quickest way to get back on track For me – Most important meeting of the week. I Try to do every FRIDAY – makes a good start to the weekend. But you choose what works for you – BUT SCHEDULE IT. Process is straightforward – just takes a little DISCIPLINE CONSOLIDATE INBOXES Email to zero Look in last week’s calendar for additonal actions Look through meeting notes etc LOOK AT ALL KEY PROJECTS Clarifiy any tasks as ncessary (Project, Energy, Timescale as discussed earlier) Chek each key projcet has a next action defined LOOK AHEAD Review upcoming calendar Shcedule “Deep Work” Review Later and Someday lists (monthly) Guarantee you will FEEL BETTER after it every time. I’ve a TEMPLATE ON MY WEBSITE – drop me a mail or give me a card and I’ll send it to you. {Next}
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