How to Get Your Work Done and Still Have the Time of Your Life! Joanna R. Branham, Facilitator
How Do You KNOW When You Are Being Productive? <ul><li>Three very important questions to ask ourselves: </li></ul><ul><li>...
Are you productive—or just busy? <ul><li>Everybody likes to look busy. </li></ul><ul><li>Having lots of plates spinning at...
Do You Plan Your Day? <ul><li>Planning is about keeping track of your projects and long-term goals and managing your prior...
Do You Have Goals? <ul><li>Our biggest goals, professionally and personally, are the things that we care most about in the...
PRODUCTIVITY <ul><li>Means having done everything I meant to do yesterday, keeping in control of today, and actively prepa...
BECOMING MORE EFFICIENT <ul><li>Time management isn’t about finding more hours in the day – it’s about making the most of ...
Question 1:  How can I complete this task in less time? <ul><li>Make sure you aren’t over-researching, over-analyzing, or ...
Question 2:  What will help me do this faster? <ul><li>What’s the number one technique for speeding things up? </li></ul><...
Question 3:  Can we create a process to simplify this task? <ul><li>Struggling with the same or similar tasks over and ove...
Question 4:  Does this task require such a high level of perfection? <ul><li>Some tasks demand excellence. </li></ul><ul><...
Question 5:  Can we skinny it down a bit? <ul><li>Projects can snowball </li></ul><ul><li>Take a deep breath and get back ...
Question 6: What needs to happen to meet this deadline? <ul><li>Break it down. </li></ul><ul><li>Be specific. </li></ul><u...
USING “TO-DO” LISTS:  No One Can Use Just One <ul><li>Master To-Do List:  Running list of  everything  I need to do.  </li...
ACHIEVING A STATE OF “FLOW” AT WORK <ul><li>Being totally immersed in what you were experiencing or doing. </li></ul>
Benefits of FLOW <ul><li>Output is increased. </li></ul><ul><li>You perform optimally and do your best work. </li></ul><ul...
Characteristics of the non-flow states. <ul><li>Continually stopping one task and starting another. </li></ul><ul><li>Not ...
Characteristics of the FLOW state <ul><li>A vested interest in the outcome </li></ul><ul><li>A strong belief that you can ...
Characteristics of the FLOW state <ul><li>Passion/Fun/Enjoyment </li></ul><ul><li>Proper environmental conditions (tempera...
How do you achieve this wonderful state of FLOW? <ul><li>Master your job. </li></ul><ul><li>Prepare for and expect to achi...
RESOURCES <ul><li>FLOW chart </li></ul><ul><li>Using your planner </li></ul><ul><li>Master lists </li></ul><ul><li>To-Do-L...
Life Is To Be Lived! <ul><li>What’s Important! </li></ul><ul><li>What’s Less Important! </li></ul>
Make it a productive day! Thank You!
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How to get things done & take control of time, tasks, & priorities

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  • Our goal in life should be how can we personally productive and still leave the office early. So that we can enjoy all the components of LIFE! By doing this we will have less stress and more to show for it. Are you productive – or just busy? Everyone like to look busy. Some workers make a career out of it – they actually accomplish very little in the average day. Zoom around the office guzzling coffee, stomping back and forth to the copier, scatter papers across every inch of their desk. They furiously clack away at their keyboards while they talk on the phone. Busy, busy, busy! We can be very busy and still not accomplish much. DO YOU PLAN YOUR DAY? More than keeping track of your appointments Planning is keeping track of your projects and goals Managing your priorities You ca
  • More than keeping track of your appointsments Take a few minutes every day to invest in planning Make double sure that each meeting you attend is a good use of your time. Prioritize your to-do-list
  • What do you care about the most in this world? Your family, kids, vacation, personal time, time for reflection, entertainment, etc. Are you moving toward your goals? Why is it so easy to neglect our goals? Whatever matter the most – so often gets pushed to the back-burner in favor of things that aren’t nearly as important. It is easy for unimportant work to steal family time. To allow office frustrations lose sight of career ambitions.
  • Evaluate your tasks and challenge yourself to get them done more quickly. Tight deadlines don’t leave much time for the banging your head on the computer routine.
  • Microsoft templates Paying bills online Use time-saving software.
  • Could you make a template for the letter you are now rewriting for the umpteenth time? Could your family be more diligent about getting their dirty clothes to the laundry area in an orderly fashion? Checklists No thinking, no reprioritizing. Just start at the top of your list and cross things off until you get to the bottom.
  • Task at hand has gotten much more complicated than when you first started out.
  • Master List – think of it as your memory list You won’t have 97 things to do on your daily list. PERSONAL: integrate your personal and professional lives into a single list.
  • Your stomach suddenly growls and you look at the clock to discover you worked right over your lunch hour and didn’t notice.
  • Output – you get more done when you are 100% attuned to your task. PERFORM – Quality will be better. Isaac Newton: If I have ever made any valuable discoveries, it has been owing more to patient attention than to any other talent. Time Invest: If you don’t like doing something in the first place (like paying bills) wouldn’t you rather have it over in an hour instead of stretching it out over three? Less Rework: reduces time it would have taken you to correct the mistakes and omissions that are a byproduct of inattention. Peace of mind
  • Master your job: the more unfamiliar you are with your work, the harder it is to achieve flow. Driving a car – first a conscious behavior – when mastered, it became subconscious. FOCUS – set your mind properly. Decide that you are going to concentrate. Have a positive attitude. Prepare your materials in advance. Have what you need at your fingertips. Clear your desk: do your piles talk to you? Clutter can be psychologically distracting. Clear everything out of your line of sight except the single thing you’re working on. Set aside some time: estimate how long – schedule an appointment with yourself. Total absorption is very relaxing. It is splitting your attention that’s exhausting. Ensure no interruptions: having privacy will help you achieve a state of flow. Requires at least 15 minutes of ramp-up concentration. When you are disrupted, they can’t go right back in – takes an additional 15 minutes of time to get started again. Close your door, leave your office or retreat to an empty office where you can find one. Go to the library, conference room, etc. Strive to be “in the moment”.
  • How to get things done & take control of time, tasks, & priorities

    1. 1.   How to Get Your Work Done and Still Have the Time of Your Life! Joanna R. Branham, Facilitator
    2. 2. How Do You KNOW When You Are Being Productive? <ul><li>Three very important questions to ask ourselves: </li></ul><ul><li>Are you productive—or just busy? </li></ul><ul><li>Do you plan your day? </li></ul><ul><li>Do you have goals? </li></ul>
    3. 3. Are you productive—or just busy? <ul><li>Everybody likes to look busy. </li></ul><ul><li>Having lots of plates spinning at once doesn’t necessarily mean anything was accomplished. </li></ul><ul><li>Set your sights on realistic, attainable goals, and work towards them. </li></ul>
    4. 4. Do You Plan Your Day? <ul><li>Planning is about keeping track of your projects and long-term goals and managing your priorities. </li></ul><ul><li>You can have a to-do-list and never look ahead. </li></ul><ul><li>PLAN </li></ul>
    5. 5. Do You Have Goals? <ul><li>Our biggest goals, professionally and personally, are the things that we care most about in the world. </li></ul><ul><li>Your big goals in life are your highest priorities. </li></ul><ul><li>Write down your goals. </li></ul>
    6. 6. PRODUCTIVITY <ul><li>Means having done everything I meant to do yesterday, keeping in control of today, and actively preparing for tomorrow. </li></ul>
    7. 7. BECOMING MORE EFFICIENT <ul><li>Time management isn’t about finding more hours in the day – it’s about making the most of those you have! </li></ul><ul><li>Stop hunting for spare minutes and starting thinking about how to become more efficient. </li></ul>
    8. 8. Question 1: How can I complete this task in less time? <ul><li>Make sure you aren’t over-researching, over-analyzing, or just plain over-thinking what you’re trying to do. </li></ul><ul><li>Some fish will grow to fit the size of their tank! </li></ul>
    9. 9. Question 2: What will help me do this faster? <ul><li>What’s the number one technique for speeding things up? </li></ul><ul><li>F-O-C-U-S! </li></ul><ul><li>Give yourself 10 minutes to focus on the task at hand. </li></ul><ul><li>Don’t forget about technology. </li></ul>
    10. 10. Question 3: Can we create a process to simplify this task? <ul><li>Struggling with the same or similar tasks over and over? </li></ul><ul><li>It’s time to GET A SYSTEM IN PLACE! </li></ul><ul><li>How do runners finish marathons? </li></ul><ul><li>One stride at a time. </li></ul>
    11. 11. Question 4: Does this task require such a high level of perfection? <ul><li>Some tasks demand excellence. </li></ul><ul><li>Others might only need to be acceptable. </li></ul><ul><li>Perfect isn’t going to happen. </li></ul><ul><li>A perfectionist’s projects are often in a frustrating limbo. </li></ul>
    12. 12. Question 5: Can we skinny it down a bit? <ul><li>Projects can snowball </li></ul><ul><li>Take a deep breath and get back on track. </li></ul><ul><li>Go back to your original intentions. </li></ul><ul><li>Step back and take another look at the big picture. </li></ul>
    13. 13. Question 6: What needs to happen to meet this deadline? <ul><li>Break it down. </li></ul><ul><li>Be specific. </li></ul><ul><li>No deadline? Create your own. </li></ul><ul><li>By focusing on your more manageable, self-imposed deadlines, the project will naturally break down into manageable chunks. </li></ul>
    14. 14. USING “TO-DO” LISTS: No One Can Use Just One <ul><li>Master To-Do List: Running list of everything I need to do. </li></ul><ul><li>Daily To-Do List: Essentially my daily plan, this captures everything I truly intend to get done that day. </li></ul>
    15. 15. ACHIEVING A STATE OF “FLOW” AT WORK <ul><li>Being totally immersed in what you were experiencing or doing. </li></ul>
    16. 16. Benefits of FLOW <ul><li>Output is increased. </li></ul><ul><li>You perform optimally and do your best work. </li></ul><ul><li>The time invested in projects is decreased. </li></ul><ul><li>Less rework. </li></ul><ul><li>Peace of mind is enhanced. </li></ul>
    17. 17. Characteristics of the non-flow states. <ul><li>Continually stopping one task and starting another. </li></ul><ul><li>Not establishing a goal or “end” state </li></ul><ul><li>Constant disruptions and interruptions, which make it difficult to concentrate </li></ul><ul><li>Feeling overwhelmed </li></ul><ul><li>Low energy period </li></ul>
    18. 18. Characteristics of the FLOW state <ul><li>A vested interest in the outcome </li></ul><ul><li>A strong belief that you can and will accomplish your goal </li></ul><ul><li>Total focus, with no interruptions </li></ul><ul><li>High energy period </li></ul>
    19. 19. Characteristics of the FLOW state <ul><li>Passion/Fun/Enjoyment </li></ul><ul><li>Proper environmental conditions (temperature, smells, noise) </li></ul><ul><li>Minimal effort required (low learning curve) </li></ul>
    20. 20. How do you achieve this wonderful state of FLOW? <ul><li>Master your job. </li></ul><ul><li>Prepare for and expect to achieve FOCUS. </li></ul><ul><li>Clear your desk. </li></ul><ul><li>Set aside some time. </li></ul><ul><li>Ensure no interruptions. </li></ul><ul><li>Take each step deliberately and with full attention. </li></ul>
    21. 21. RESOURCES <ul><li>FLOW chart </li></ul><ul><li>Using your planner </li></ul><ul><li>Master lists </li></ul><ul><li>To-Do-Lists </li></ul>
    22. 22. Life Is To Be Lived! <ul><li>What’s Important! </li></ul><ul><li>What’s Less Important! </li></ul>
    23. 23. Make it a productive day! Thank You!

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