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Productivity 101 handout

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This is the handout which goes with the webinar recording at https://www.youtube.com/watch?v=5ADKviP9fZM

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Productivity 101 handout

  1. 1. 5/13/2020 1 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • • • • • Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Type of organization you work in: • Self-employed • In-between employers • K-12 school • Public library • Museum or archive • College or university • For-profit organization • Non-profit organization Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Productivity. It's important, but we often struggle with how to stay organized so that we are productive. We struggle with email, time management, and managing workloads. We want to delegate tasks, and even say "no" to some, but we struggle with the best way of doing that. In this interactive webinar, you will learn and use methods for these areas, and become more productive. Both paper and digital methods will be discussed. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 After this webinar, participants will be able to: • Use effective techniques for organizing tasks across days, weeks, and months. • Adopt methods for staying on track and getting the correct tasks done, at the right time. • Create communication guidelines that will make email less burdensome, and a more effective tool. • Delegate tasks so that the responsible parties can undertake them without intervention. • Say "no" to tasks, when "no" is the correct answer.
  2. 2. 5/13/2020 2 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 The slides – which have lots of details and resources – will be made available to you. Please use 1 sheet of your paper for any ideas or thoughts you want to remember. The other 2 sheets will be used in exercises during this webinar. Please ask questions in chat at any time. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Getting organized Conquering your email Delegating tasks Saying “no” Final Q&A Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 What tools do you use to stay productive? • Paper pad and pencil/pen • Bullet journal • Sticky notes • Digital to-do list (e.g., Trello, Evernote, Todoist) • Calendar (paper or digital) • Whiteboard or wall • Delegation Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Write down the to-do list that is floating in your head. Write it down, no matter if it is personal or work related, and no matter if it is something for today, next week, or next year. Work quickly. Neatness does not count! Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Your head is not the correct place for your to-do list! Remember. Remember. What? Remember. Do this… Remember. I forgot.
  3. 3. 5/13/2020 3 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Put them on paper (yes, I’m advocating for paper). Organize them. Realize deadlines. Know importance/criticality. Understand what each to-do’s next action is. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 What do you need to do first? That goes on your to do list! Use verbs and nouns, e.g., Select book When does it need to be done? Set a date. Once you have done that step, put on your to-do list what needs to be done next. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Future tasks (future log) Organized by month (next 6-12 months) Tasks for this month Tasks for today Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0
  4. 4. 5/13/2020 4 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Mark which list your items belong in: Future tasks by month – for now use June and July Tasks for this month (May) Tasks for today Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Helps you capture what you have forgotten and get organized for the week ahead. Helps you plan for the future. A huge part of Getting Things Done (by David Allen) and the fuel behind the bullet journal (bujo). Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 A time to figure out what you need and/or want to accomplish in that day. Time to understand what else is on your calendar (e.g., meetings, appointments, other commitments). A time to be realistic. When? At the end of the previous day At the start of the current day
  5. 5. 5/13/2020 5 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 It takes 21-66 days to form a new habit. Stick with it, even if you slip. Put in the time. No one is perfect. What are you willing to commit to do? Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • Productivity 101: A Primer to the Getting Things Done (GTD) Philosophy (LifeHacker) • GTD. Five Simple Steps That Apply Order to Chaos • GTD Podcast Episode #3 – David Allen guides you through a Mind Sweep (23 minutes) • GTD Podcast Episode #7: Guided GTD Weekly Review (32 min.) Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • Ryder Carroll. Bullet Journal Overview. (4 minutes) • Matt D'Avella. 5 things that help me avoid procrastination. (10 min. video) • Andrea Rosen. How Productive Creatives Manage Their To-Do Lists (Adobe) • Pomodoro Timer “Traditional Pomodoro method timer with standard time periods. Each Pomodoro is a 25-minute cycle followed by a 5-minute break. After the fourth Pomodoro, you’ll take a 15-minute break.” Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 How many emails do you think you receive per day? • 1-25 • 26-50 • 51-75 • 75+
  6. 6. 5/13/2020 6 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 What is one thing you wish you could change about the email you receive? Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Email is an integral part of our workday. It is both communication and delegation tool. It is useful and it is noise. If you don’t conquer it, it will conquer you! Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 What are you trying to communicate? Is email the correct mode? Can this type of communication be shifted to another tool? Can your team agree on what to use and when? Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 What other tools could your team use for short messages or brief conversations? Or to work together? Lots of options. For example: • Slack • Facebook Messenger • Chanty • Signal (encrypted) • Google Chat • Microsoft Teams Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Use a descriptive subject. Limit your recipients. Keep to the point, while including enough information. Provide context by quoting what the other person said. Make questions [?] obvious. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Limit your humor (and make any humor obvious). Don’t use email for a conversation. Proof before you send. Try to limit email to work hours.
  7. 7. 5/13/2020 7 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Limit the time you spend on email Delete messages that do not need to be kept. Only answer emails that need to be answered. Do not send “me too” emails. Create and use folders. Periodically clean out your inbox. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • Guy Kawasaki. The Effective Emailer • Alexander Skogberg. Writing emails people will read, understand and reply to • Sarah Begley. The correct way to email • GTD Podcast Episode #40: Best Practices of Email Communication (29 minutes) Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • Tiny • Tedious • Time-consuming • Teachable • Terrible at • Time-sensitive Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • Communicate the task. • Furnish context for the task. • Determine standards. • Grant authority. • Provide support. • Get commitment. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • Genevieve Conti. How to Delegate Tasks Effectively (and Why It’s Important) • USC Price. 5 Delegation Guidelines when Delegating Tasks to New Employees
  8. 8. 5/13/2020 8 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • Be direct. • Do not offer an explanation or apology. • Do not lie. • Put the question back on the other person. • Practice saying “no” so it becomes comfortable. • Be selfish. • Also – Limit how much you volunteer! Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 You are saying “no”, so you can say “yes” to: • Activities that relate to what you do • Work that you care about. • Tasks that use your knowledge, skills, and abilities. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0 • Jonathan Alpert. (2015) 7 Tips for Saying No Effectively. • Chantalle Blikman. How to Stop Saying Yes When You Want to Say No. • Vanessa Van Edwards. How to Say No: 3 Steps for People Pleasers. • Danielle Droitsch. (2022) How to Say No When You Feel You Can Only Say Yes. Jill Hurst-Wahl  Hurst Associates, Ltd.  CC BY-NC-ND 4.0

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