Digitally Enhanced Productivity
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We use digital technology for its convenience; its speed; its accessibility. Too often, however, our technology becomes a repository of randomly organized information that hinders rather than enhances productivity. In this workshop you will see how to build a digital productivity strategy capable of keeping you on time and on track, with access to information you need, when you need it.
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Digitally Enhanced Productivity
- 2. Stress Productivity What motivates you to be PRODUCTIVE? ? ✓✓✓
- 8. Digital Transformation Processes = Data Personal Self Care Meals Laundry Housekeeping Admin Family Birthdays and holidays Visits Friends Neighbor-in-need Pet care Professional Clients/Employer Client 1 Client 2 Client 3 Client 4 Client 5 Development Relationships Workshops / Presentations Tech Tool 1 Tech Tool 2 Tech Tool 3 Admin Planning Accounting and invoicing Self Care Recreation Relaxation Yard work Family Phone calls Friends Phone calls Outings Visits Clients/Employer Brainstorm Research Development Brainstorm Research Admin Organize
- 10. ✓ ✓
- 11. Serial Tasking / Task Switching
- 12. ✓ ✓ ✓
- 13. Task Stacking
- 14. ✓✓✓ ✓✓✓ ✓✓✓
- 15. • Structure • Focus • Momentum • Spontaneity • Instinct • Creativity
Editor's Notes
- Start the presentation by reminding everyone to turn off their phones. Demonstrate the use of voice search on my phone: Say, “Turn off the ringer on my phone.” How many times have you done this and then forgotten to turn it back on. Boy that could throw you off track in a pretty big way. Hit voice search and say, “Set an alarm to turn on my phone. Noon. This is just one way we can digitally enhance our productivity. Productivity is characterized by staying on track and on time, which is made easier if you have the information you need when you need it.
- Notes as of 10/6/18 My motivations I’ve learned that a stress reliever for me is to be able to look at what I’ve accomplished and know that I have been productive. Your motivation to be productive may be defined differently, but I’d be willing to bet that stress reduction is a still an outcome. Workshop: Why do you want to be more productive? How will higher productivity off-set a less desirable state? How will higher productivity enhance your life? Mention FLOW – the psychology of optimal experience; happiness; often experienced when we are totally involved in what we are doing. Mihaly Czikszentmihalyi studied and wrote extensively about this concept; artists reported feelings of optimal experience when they became immersed in their work to the point of losing track of time altogether. Now, this is an extreme situation, because losing track of time is not what we’re after here. However there is a lot to be learned about how total concentration on a limited field, combined with a good balance between skill and the level of challenge involved in the task are elements that consistently contribute to the optimal experience. Total concentration – i.e., Focus; being present Limited field – i.e., well-defined tasks Skill – that comes from practice and training Appropriate level of challenge – Discipline that prevents you from giving up too easily Then, elaborate on this later. There are three See slide #______________ Whatever your motivation, the fact that you’re here means that you value productivity, AND you acknowledge that today’s trend toward digital transformation can play a role. So staying with those two themes, let’s use this time to discover how your productivity can be digitally enhanced. Interesting and possibly useful language from an article Lydia posted in the Digital Transformation Group (LinkedIn): https://www.csoonline.com/article/3292927/security/how-digital-transformation-has-impacted-security-and-how-to-minimize-risk.html “While digital transformation is having a significant impact on technology – from data-driven decision-making to cloud adoption, mobility, and the explosion in Internet-of-Things (IoT)– it goes beyond just deploying new solutions. Organizations must also re-examine established business models and processes to drive innovation and better business outcomes. It’s the combined application of digital technologies and data processes to re-imagine the business for new growth that is key.” “Ultimately, digital transformation comes down to using technology and data to drive innovation and better business outcomes.”
- In this workshop you will see how to build a digital productivity strategy capable of keeping you on time and on track, with access to information you need when you need it. With a focus on Productivity (separate from profitability, effectiveness, and other business drivers): we will focus on two fundamental tools 1) A clock, and 2) a calendar Your clock helps you manage hours and minutes Here’s Paul Minors’ podcast on How to track your time: https://soundcloud.com/paulminors/pmp-94-how-to-track-your-time Your calendar helps you manage meetings and milestones In any event, most will agree that Time is money Make a list of each. Examples. Time management, Task management, Project management (To fill out the worksheet, take a look at your phone and see what apps you keep at your fingertips. If you use a digital tool for time management that’s not on your phone, consider adding it and making it even more convenient and accessible. and Information management When it comes to systems (tools), I say “Use the tools you know how to use.” Learning curves are unpredictable when it comes to time and cost. Avoid them right now. What do you do? (Processes) What do you do it with? (Systems) – We’ll focus on Clocks and Calendars. More advanced digital systems such as CRMs and project management tools rely heavily on clocks and calendars, but also involve the collection and distribution (i.e., sharing) of information. Who do your systems and processes touch? (Audiences. Customers. Constituents.) – Good time to mention interactivity, engagement, collaboration; all are benefits of digital technology. Who do you rely upon to make them work? (Internal With a focus on Productivity (separate from profitability, effectiveness, and other business drivers): we will focus on two fundamental tools 1) A clock, and 2) a calendar Your clock helps you manage hours and minutes Your calendar helps you manage meetings and milestones In any event, most will agree that Time is money
- In this workshop you will see how to build a digital productivity strategy capable of keeping you on time and on track, with access to information you need when you need it. Systems Processes If you want to get it done, write it down. Check lists. Write it down once. A place for everything; everything in its place
- Good time to mention the Pipedrive referral program. I will send out an email to people about Pipedrive CRM. If you’re interested, just sign up from the email I send – I will get credit through their referral program Old school tools – a clock and a calendar Digital tools – workflow automation Digital storage of information - if you want to get it done, write it down. But don’t forget where you wrote it down. When talking about this slide, direct attention to Digital Strategy Worksheet_04.xlsx; Digital Apps (with my information filled in) Then, have them flip that over and fill out their own list of Systems Be sure to correlate the Time Management with the Information Storage. We talked about the importance of writing stuff down. “If you want to get it done, write it down.” You must: Have a system that you can consistently keep organized so that you don’t waste time looking for stuff! How do I know which tool to use? Use the tools you have, and already know how to use. (Learning curves on productivity tools can be steep and ironically, they can suck up a lot of time.)
- Free vs. premium. Choose a CRM – get help from Mike and Lidi. Here is an article from CRM Coach (written in Jan. 2017) that lists a variety of reasons for and benefits of using a CRM: https://www.linkedin.com/pulse/7-ways-crm-helps-small-business-owners-lidiane-mocko/ Helps you remember people. Replaces that stack of business cards, and gives you a place to write down relevant information about how and when you met and why you want to remember them. (This is what changed my perception of “networking” events.) Different Buckets – Unlike contacts in Outlook, lets you organize leads, vendors, resources. Sales Stages – emphasizes the importance of having a process that is consistent and reliable. You can also measure your sales cycle and improve upon it (you can’t manage what you don’t measure). Task reminders – like a clock and a calendar combined and on steroids. Community Service – your notes can help someone pick up where you left off, and vice versa. Great for training, too. Centralized database Segmentation – by sales stage, buyer’s journey, location, line of business. Really helpful when automating communications, yet keeping them relevant and personal.
- In this workshop you will see how to build a digital productivity strategy capable of keeping you on time and on track, with access to information you need when you need it. tools 1) A clock, and 2) a calendar When it comes to systems (tools), I say “Use the tools you know how to use.” Learning curves are unpredictable when it comes to time and cost. Avoid them right now. What do you do? (Processes)
- Blue is structured time Green is spontaneous time This is when you’re going to want to notice what tasks are repetitive. We’re going to talk about workflow automation and a concept that I refer to as task-stacking, and by outlining the demands on your time like this, you will be better able to automate and stack, using technology, with the objective of digitally enhancing your productivity to stay on time and on track. If you’ve been tracking your time (e.g., in Paymo), look at your time journal and see where you spend your time. If you don’t track your time, you might find it valuable to do that for about 30 days. Find a tool . . . Paymo has a free version and I’ll be sending a link out for that following this workshop. Next, we’ll talk about multi-tasking, serial tasking and task-stacking.
- Why multi-tasking doesn’t work It’s a myth – the human nervous system is capable of processing 110 bits of information per second; to hear and understand simultaneously, that needs to be reduced to 60 bits of information per second. Tha’t’s why you can’t understand more than two people talking to you at the same time. Similarly, it’s why we discourage texting while driving. How many find the lower-thirds on the television news channel to be distracting, particularly when it’s scrolling at the same time the reporter is talking about an unrelated story? The deluge of information clogs up the input channels. So when someone tells me they’re a multi-tasker, I see red flags. A better description would be a task switcher. Multi-tasking is possible only when two conditions are met: At least one task is so well learned as to be automatic, meaning no focus or thought is necessary to engage in the task (e.g., walking or eating) and They involve different types of brain processing. E.g., you can read while listening to classical music, because reading comprehension and processing instrumental music engage different parts of the brain. However, your ability to retain information while reading and listening to music with lyrics declines significantly because both tasks activate the language center of the brain. This is analogous to stepping on the gas then hitting the brakes, over and over. In the long-run, it’s going to take you more time to get from point A to point B than if you just kept your foot on the gas. Why Task Switching (aka Serial Tasking) isn’t optimal You get a lot of things started, but get few finished As in multi-tasking, you can’t build momentum Lost time due to the switch cycle – shut down, orient, start up, shut down, re-orient, start again – reduces overall productivity. Studies show that task switching takes up to 40 percent more time than single tasking, especially for complex tasks. Makes you feel “busy”, but keeps you from being “productive”. Characterized by a lack of a real plan, or lack of any discipline. Tends to conceal your skills. Constant reaction mode as opposed to response mode. Anxiety and agitation, if not completely obvious, are generally lurking just beneath the surface. You are at the mercy of the multitasking mentality – you don’t have any real control Interruptions and distractions exacerbate the multitasking mentality. Studies show that you can only process 110 bits of information per second. Hearing and simultaneously understanding requires the input to be reduced to 60 bits of information per second. You can’t be totally involved in what you are doing because what your are doing is constantly starting and stopping, never getting your full attention, and never allowing you to feel the satisfaction of gaining momentum or FLOW. You rarely get to experience the jubilation of checking it off the list! Source: https://www.psychologytoday.com/us/blog/the-power-prime/201103/technology-myth-multitasking Task Stacking Takes planning and a process, but you get Sh!t done! Once you know your processes and have your systems in place, you are able to automate certain workflows.
- This is analogous to stepping on the gas then hitting the brakes, over and over. In the long-run, it’s going to take you more time to get from point A to point B than if you just kept your foot on the gas. Why Task Switching (aka Serial Tasking) isn’t optimal You get a lot of things started, but get few finished As in multi-tasking, you can’t build momentum Lost time due to the switch cycle – shut down, orient, start up, shut down, re-orient, start again – reduces overall productivity. Studies show that task switching takes up to 40 percent more time than single tasking, especially for complex tasks. Makes you feel “busy”, but keeps you from being “productive”. Characterized by a lack of a real plan, or lack of any discipline. Tends to conceal your skills. Constant reaction mode as opposed to response mode. Anxiety and agitation, if not completely obvious, are generally lurking just beneath the surface. You are at the mercy of the multitasking mentality – you don’t have any real control Interruptions and distractions exacerbate the multitasking mentality. Studies show that you can only process 110 bits of information per second. Hearing and simultaneously understanding requires the input to be reduced to 60 bits of information per second. You can’t be totally involved in what you are doing because what your are doing is constantly starting and stopping, never getting your full attention, and never allowing you to feel the satisfaction of gaining momentum or FLOW. You rarely get to experience the jubilation of checking it off the list! Source: https://www.psychologytoday.com/us/blog/the-power-prime/201103/technology-myth-multitasking Task Stacking Takes planning and a process, but you get Sh!t done! Once you know your processes and have your systems in place, you are able to automate certain workflows.
- One thing at a time, but interrupted. A look at the task list first thing in the morning and then regularly throughout the day could help to minimize the bouncing. It creates commitment to the end-goal and clarifies the priorities.
- Task Stacking Takes planning and a process, but you get Sh!t done! Once you know your processes and have your systems in place, you are able to automate certain workflows.
- What I presented to you today is a passion. I will go back to Flow, the psychology of optimal experience. Productivity practices provide me with a means for the basic prerequisites to achieving Flow. 4. The feeling of control. Not be be confused with “compulsive domination,” but rather to be understood as a state of security and relaxation with the complete absence of worry. Productivity practices make it possible for me to experience outcomes. My favorite it 7 – Complete involvement creates a state in which there is no room for worry, fear, distraction or self-conscious rumination.