This document summarizes a presentation given by Maureen Salman and John Flynn on taking control of your workday. The presentation covers evaluating your current work environment and time usage through work sampling, identifying welcome and unwelcome interruptions, tips for planning and organizing to be more productive, and the importance of taking breaks. Final thoughts encourage attendees to manage expectations from their boss and take time for themselves despite feeling busy.

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Presented by:
Maureen Salman & John Flynn
October 6, 2017
I. INTRODUCTIONS & EXPECTATIONS
II. EVALUATING YOUR CURRENT ENVIRONMENT AND
WORKDAY
III. TAKE CONTROL! TIPS ON PLANNING,
ORGANIZING AND REDUCING STRESS
IV. FINAL THOUGHTS AND TAKEAWAYS

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 Name and agency please
 Are there any specific expectations you have
for today’s session?

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DO YOU FEEL LIKE YOUR OFFICE IS THE
WORST PLACE TO GET ANYTHING
ACCOMPLISHED?
 Do you feel like you are in control, out of control,
or somewhere in between?
 Do you get the chance to work on projects and
tasks that are really important to you?
 Do you know where your time is lost?
 Do you feel a sense of accomplishment at the end
of your day?

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 Work sampling is a technique to quantify how you
spend your time. This is how it works…
 Set up specific categories (e.g. e-mail, meeting,
interruption)
 Use a random notification time app to buzz you 15
times a day
 Record and categorize what you are doing at that
time (10 days X 15 observations/day = 150 observations)
 Tabulate the results and chart
1. Tasks & Projects (the things that move you
towards your goals)
2. E-mail & Phone Communications
3. Meetings (both scheduled or unscheduled)
4. Miscellaneous Interruptions
5. Personal Business & Breaks

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Unwelcome Interruptions Welcome Interruptions
 Vendor “Pop Ins”
 Chatty co-workers who
won’t leave your office!
 Third-party bid
resellers
 Belligerent/Intoxicated
office patrons
 Computer and network
crashes
 Office celebrations
 Cleaning crew
 Retirees stopping by to
say hello
 Co-workers who need
help with a project
 IT staff updating your
computer
 Fire drills

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Productive Meetings Unproductive Meetings
 Start and finish times know
in advance (30-60 minutes)
 Agenda sent in advance
 Start on time, finish on time
 Equal participation
 Minutes taken with follow
up items assigned
 Only start time is known;
who knows when it will end
 No agenda
 Meeting can’t start until
EVERYONE shows up
 One or a few people
dominate
 Endless rambling with little
accomplished
Take some time to reflect on your work sampling
results…
 Did the results surprise you?
 Did you realize how much time you spend in
meetings?
 Did realize how many interruptions there are in
your day?
NOW IT’S TIME TO TAKE CONTROL!!!

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Tips on
DO YOU WEAR THE “BUSY BADGE OF
HONOR”?

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 Turn your notification message off!
 Don’t confuse e-mail with chat
 Check messages at specific intervals instead of all day long
 Become friends with your delete key
 Use rules and folders for items are not time-sensitive
 Keep messages and responses short (one or two paragraphs)
 Schedule time with yourself to work on key tasks
and projects
 Always ask the question “Do I really need to attend
that meeting?”
 Always have somewhere else to go, even if you
don’t (The One Hour Rule)
 Use your task bar and prioritize
 Always plan your day!!!

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 Plan for interruptions; they are unavoidable!
 Find a quiet place in your building
 Work remotely for short periods (1-2 hours)
 Limit time with people who “pop in” (15 minutes or
less)
 Attack procrastination: 5-4-3-2-1 Go!
 Delegate if you can
 Value your own time!

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 Broome County Purchasing Interns are unpaid, but can receive up to
4 credit hours for the experience
 Interns are assigned meaningful projects such as research,
document writing /review and business outreach
 Interns bring energy and new ideas to your office!
DO YOU FEEL GUILTY WHEN YOU TAKE
A BREAK?

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LeBron Takes Beaks! You Should Too!
 The best basketball
player on the planet
plays only 35.6
minutes in a 48 minute
game (season average)
 This means he is
taking a break (on the
bench) 25.8% during
his “workday”!

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 Benefits of standing vs. sitting include increased
energy, improved posture and increased
metabolism rate

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 Manage and educate
you boss
 Take breaks and visit
other members of your
team
 Turn off email
notification
 Make a checklist every
day
 Prioritize your
workload
 Be honest; tell pop ins
you don’t have time
right now
 You are valuable!
(Thanks Paul Brennan)
 Set up electronic
folders
 Keep a clean desk
 Maximize usage of
your calendar (e.g. MS-
Outlook)

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The ‘My Work Isn’t Working’ Quiz:
http://ramonacreel.com/take-work-isnt-working-quiz/
Why The Office Is The Worst Place For Work:
https://www.fastcompany.com/3026355/dialed/why-the-office-is-the-worst-place-for-
work
How to Manage (and Minimize) Workplace Interruptions:
http://www.forbes.com/sites/work-in-progress/2012/04/17/how-to-manage-and-
minimize-workplace-interruptions/3/#39faeb0665d1
A Formula for Perfect Productivity: Work for 52 Minutes, Break for 17
http://www.theatlantic.com/business/archive/2014/09/science-tells-you-how-many-
minutes-should-you-take-a-break-for-work-17/380369/
You Waste A Lot Of Time At Work!
https://www.atlassian.com/time-wasting-at-work-infographic
Natalie MacNeil - She Tales On The World!:
http://www.shetakesontheworld.com/

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Thanks for being a great audience. Please feel free
to contact us anytime!
Maureen Salman
Purchasing Agent
Niagara County
59 Park Ave.
Lockport, NY 14094
(716) 439-7203
maureen.salman@
niagaracounty.com
John Flynn
Director of Purchasing
Broome County
60 Hawley St. – 4th Floor
P.O. Box 1766
Binghamton, NY 13902
(607) 778-2382
jflynn@co.broome.ny.us