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The High-Performance Administrator

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Presented February 10, 2011

Published in: Education, Business, Technology
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The High-Performance Administrator

  1. 1. Justin Baeder
  2. 2. “… and other duties as required.” Photo: http://www.flickr.com/photos/sashawolff/3222809122/
  3. 3. PISA http://www.flickr.com/photos/wsuph001/2613804125/
  4. 5. Paper http://www.flickr.com/photos/denverjeffrey/1950409800/
  5. 7. http://www.flickr.com/photos/msstewart/4272079103/
  6. 8. http://www.flickr.com/photos/msstewart/4272079103/ METAPHOR.
  7. 9. Rate Your Desk <ul><li>Never has anything on it, except what I’m working on right now </li></ul><ul><li>Messy sometimes, but I try to leave it clean at the end of the day </li></ul><ul><li>Piles of paper are bar graphs showing my importance </li></ul><ul><li>I haven’t seen it in a while </li></ul>
  8. 10. Workflow http://www.flickr.com/photos/quinnanya/2122108119/ http://www.flickr.com/photos/titanas/3576536370/
  9. 11. Workflow <ul><li>Handle each item as few times as possible </li></ul><ul><li>Separate actionable & non-actionable items </li></ul><ul><li>Create the destinations you need </li></ul><ul><li>“ Hide” things you aren’t ready to work on yet </li></ul>
  10. 12. <ul><li>“ A _____ for __________ and __________ </li></ul><ul><li>in its _____.” </li></ul>
  11. 13. Tickler File Feb Jan Dec Nov Oct Sept Aug July June May April 10 9 8 7 6 5 4 today 17 4 2 1 3 Mar 31 30 29 28 27 26 25 24 23 22 21 20 19 18 16 15 14 13 12 11 Feb 2012
  12. 14. <ul><li>Trash or forward </li></ul><ul><li>Next Action Stickies -> To-Do List </li></ul><ul><li>Tickler File </li></ul><ul><li>Reference File </li></ul><ul><li>To Read </li></ul><ul><li>Log & file </li></ul>Paper Workflow
  13. 15. Next Action Stickies <ul><li>Conference handouts in your bag </li></ul><ul><li>Add sticky note: file, recycle, copy for ___, read later, add to agenda/to-do list, etc. </li></ul><ul><li>Don’t deal with it now – just make a decision </li></ul>
  14. 16. Workflow http://www.flickr.com/photos/jwalsh_/2448345334/
  15. 17. <ul><li>Write </li></ul><ul><li>everything </li></ul><ul><li>down. </li></ul>
  16. 18. To-Do List http://www.flickr.com/photos/robandstephanielevy/4668030838/
  17. 19. OmniFocus (iPad)
  18. 20. OmniFocus (iPhone)
  19. 21. Remember The Milk
  20. 22. Remember The Milk
  21. 24. To-Do List Owner’s Guide <ul><li>Write everything down </li></ul><ul><li>Process inbox regularly (to empty) </li></ul><ul><li>Create new agendas/contexts </li></ul><ul><li>Work by agenda/context </li></ul><ul><li>Purge items with < 100% commitment </li></ul><ul><li>Keep a separate “maybe” list </li></ul>
  22. 25. Agendas
  23. 26. Calendar http://www.flickr.com/photos/k6mmc/2176537668/
  24. 27. Honesty http://www.flickr.com/photos/katietegtmeyer/124315323/
  25. 28. <ul><li>Organization </li></ul><ul><li>≠ </li></ul><ul><li>Motivation </li></ul>
  26. 29. Calendar <ul><li>Deadline-driven tasks and appointments only </li></ul><ul><li>Alerts/reminders on phone or computer </li></ul><ul><li>Recurring time-sensitive tasks (e.g. take out trash) </li></ul>
  27. 30. Email http://www.flickr.com/photos/esparta/1609874001/
  28. 31. What Kinds of Emails Do You Receive? <ul><li>Brainstorm categories, e.g. spam </li></ul><ul><li>Compare with someone else </li></ul><ul><li>Refine categories </li></ul>
  29. 32. <ul><li>Clear status (read/unread) </li></ul><ul><li>Postpone: NudgeMail </li></ul><ul><li>Inbox Zero </li></ul>Email Workflow
  30. 33. Brilliant Boilerplate <ul><li>Common situations </li></ul><ul><li>Typical responses </li></ul>
  31. 34. <ul><li>Unsubscribe </li></ul><ul><li>Read FYIs on phone; mark others as unread </li></ul><ul><li>Add tasks to to-do list </li></ul><ul><li>Use PhraseExpress (Win) or TextExpander (Mac) </li></ul><ul><li>Use keyboard shortcuts </li></ul><ul><li>Keep Outlook closed (at least turn off alerts) </li></ul><ul><li>Handle email at your convenience </li></ul><ul><li>Save & add keywords for search </li></ul><ul><li>Don’t over-file </li></ul><ul><li>Set the example </li></ul>Email Tips
  32. 35. Recommended Reading
  33. 36. <ul><li>Instructional leaders influence </li></ul><ul><li>teachers, who influence </li></ul><ul><li>students, who are the bottom line. </li></ul><ul><li>Our effectiveness directly impacts the lives of students. </li></ul>On Performance
  34. 37. <ul><li>Sign up for handouts/articles via email </li></ul><ul><li>Evaluation form </li></ul><ul><li>www.eduleadership.org for regular updates and productivity tips </li></ul>More Information

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