Agenda of Program. Up Front Disclaimer

Transcription

1 Agenda of Program Introduction The Shocking Cost of Interruptions Keeping on Task When Dealing w/ Interruptions Strategies for Managing Electronic Interruptions Creating Interruption-Free Productivity Zones Handling Interrupters More Proactively Using Effective and Proper Pushback When Needed Sharing These Strategies With Others (Without Interrupting Them!) Up Front Disclaimer Your job may make some of the ideas shared unusable Goal is to give you a large number of ideas so you can find a few that might help Realize that some may not be feasible find the ones that can help you in your job/career situation 1

2 Cost of Interruptions to American Business: $650 Billion/Year Average Time Lost Per Interruption: 4-15 Minutes Two Primary Kinds of Direct Interruptions The Phone Call (Text?) You CHOOSE to Answer Voice Mail IS an Option! The Stop By They FIND You (if you let them!) Sometimes the worst place to get work done is your office/workstation/desk! Indirect Interruptions including electronic interruptions, will be discussed a bit later A Project Kick-Start: The Next Step Habit Never backtrack on a project Also great for interruptions Low-tech: The Sticky Note High-tech: Software/Cloud/ Smart Phone/Tablet Mid-tech: Come see me!! 2

3 Let's Talk More About the Sticky Note Such a simple solution Fast Convenient Often Appropriate Call Randy Project B Be Careful If Someone Infiltrates Your System! The Power of the Project/Task List Project List key for bigger picture view The Power of the Project/Task List Project List key for bigger picture view Daily Task List key for action now Both work together to help regain focus Actually check my task list more than e- mail most days 3

4 The Power of the Project/Task List If Project List key for bigger picture view... Daily Task List key for action now! Get Into the Habit of Referring Back to Your Project List, Your Task List, and Even Your Stickies Throughout the Day! They are your ANCHOR! Strategic Time Blocking: Sacred times for project / focus Block your calendar proactively every week, and honor your own time blocks 4

5 Let's Talk Electronic Interruptions, Including ! The Harsh REALITY HOURS First Thing: Don t Bling!! Resist temptation to constantly monitor Turn off sounds Turn off pop ups Instead, check at set points throughout day SET A REGIMEN To balance productivity with responsiveness Are you being forced to bling? Ask for a habit change THE Definitive CLUTTER Buster! The 3-Minute, One Touch Rule Every piece of information (paper, fax, , v- mail, etc.) that you get you should touch one time. If you can take care of this task (accomplish, reply, file, read, forward, delete, toss, etc.) in three minutes or less, DO IT RIGHT NOW!!! (Paperless Option??) If not, file appropriately into the Priority box or task list (Drag & Drop!) to be accomplished in order of priority or urgency (you decide). 5

6 Taming Decision Tree Receive New 3-minutes or less? DO IT!! Longer than 3-minutes? TASK IT!! Going Paperless? Print to PDF? Once DONE or TASKED, FILE or DELETE!! If no file folder? CREATE IT!! Every received can be handled this way! Two Key Strategies Keep your personal account separate from your work account Set up an account for ALL e-commerce activities Forward work-related to work account If SPAM still gets through, SHIFT- DELETE! In Gmail, use Stop Sign Other Electronic Interruptions Text, Voice Mail, IM can be handled same time as part of the same regimen Like Special notifiers for Special people? (Sounds, pop ups, etc.) May require retraining others around you about reasonable expectations Social Media this simply requires discipline Interesting statistic about periodic social media use AT WORK Are YOU interrupting YOURSELF? 6

7 The Power of the Gatekeeper One easy way to greatly reduce interruptions have someone stop them from getting to you! Obviously can take this too far Smart to protect your time and focus Be more deliberate schedule meetings and even phone calls instead of allowing stop by's The Great Escape Another great interruption blocker is your physical location Move to a conference room or empty cube Telecommute Sneak away! (Only give notice once again to special people ) They can't interrupt you if they can't find you! Remember primary goal is to achieve desired outcomes for your firm! More on Physical Space Reconsider the old stalwart THE DOOR Change your seating position Make your monitor a blocker Use blinds, plants, art, etc. to create more privacy 7

8 Identifying Frequent Interrupters Some are more likely to interrupt than others This can also include family & friends Develop strategies for each of those people Have them make a talking points list consolidate interruptions to 1-2 daily Get proactive with them seek them out before they seek you out Avoid low-importance/casual interrupters Working Better With Interrupters Get them necessary training! Enable them to make more decisions on own Get information more shareable/transparent Share drives Cloud tools Even ! Other internal knowledge experts Are You An Interrupter Too? Maybe you are facilitating the culture Worth a bigger discussion? Get team/group/company to acknowledge issue, and create agreed solutions May require top management support (and their behavior change too!!!) 8

9 Final Thoughts: Lots of info to chew on here: Pick the ideas/strategies that work best for you Come back to your notes later to integrate more If an area of opportunity, consider a longer-form program in time management/personal organization Continue learning/practicing/perfecting your strategies Send me a note if you think of more! Be the change you wish to see in the world. Gandhi Where to Get More Info: Randy Dean s Taming the Beast (Available on Amazon.com search Taming ) David Allen s Getting Things Done Malcolm Gladwell's Blink Randy's E-newsletter: Timely Tips 1 Tip & One App a Month to Save You Time! Or just send me an (randy@randalldean.com) w/ Timely Tips Please in subject line there is no cost to subscribe and you can unsubscribe anytime Randy's Taming Facebook Fan Page: Randy's LinkedIn Page: 9

10 Other Randy Dean Programs: Taming the Beast: Key Strategies for Managing & Info Overload (1-3 hours) Finding an Extra Hour Every Day Workshop: Time Management Strategies for Busy Professionals (1/2 to full day) Optimizing Your Outlook: Time Management Strategies for Busy Outlook Users Smart Phone Success & Terrific Tablets: Getting More Productivity (and Fun!) From Your Smart Phone/Tablet Devices Time Management in The Cloud : Using Google Apps to Manage Your Time, Life, Work, Projects, People & More Managing & Leading Great Staff & Team Meetings (1-2 Hrs) Get more info at We re Done!!! Randall Dean Consulting & Training, LLC 803 Longfellow Drive East Lansing, MI Phone: Fax: randy@randalldean.com Web: 10

11 Agenda of Program Introduction Handling & Managing & Info Overload Managing Tasks, Projects and People Simple Project Management/Project Organization Time Savers Some Handy Calendar Time Savers Quick Contact Tips Let's Talk ! The Harsh REALITY HOURS 11

12 THE Definitive CLUTTER Buster! The 3-Minute, One Touch Rule Every piece of information (paper, fax, , v- mail, etc.) that you get you should touch one time. If you can take care of this task (accomplish, reply, file, read, forward, delete, toss, etc.) in three minutes or less, DO IT RIGHT NOW!!! If not, file appropriately into the Priority box or task list (Drag & Drop!) to be accomplished in order of priority or urgency (you decide). Taming Decision Tree Receive New 3-minutes or less? DO IT!! Longer than 3-minutes? TASK IT!! Going Paperless? Print to PDF? Once DONE or TASKED, FILE or DELETE!! If no file folder? CREATE IT!! Every received can be handled this way! A Very Key Strategy Use your Signatures tool as an Auto- er Great way to automate frequently recurring messages Allows your quality of communications to improve over time too Use Canned Responses in Gmail for Same Effect and, set up these replies in your phone/tablet too using Evernote or Google Docs 12

13 Handy /File Strategy Use special characters to get most-used files/folders to top of folder list Works great in Also works well in e-files! Consider making shortcuts of most-used folders on your desktop Then, use Windows-D shortcut on PC to flash to those files/folders Getting to Sanity from a Mess First question: how big of a mess do you have? 200 or less block a couple hours First pass: file or delete Second pass: all the quick stuff Third pass: task or calendar Way more than 200? Slightly different process: First, move out both newest and oldest Then, sort by person/subject and file/delete Then, bring back newest and process with leftovers following strategy above Once under control, don't let it go crazy again! Will take less time than you think promise! Tasks, Traction, and Interruptions 13

14 A Project Kick-Start: The Next Step Habit Never backtrack on a project Also great for interruptions Low-tech: The Sticky Note High-tech: Software/Smart Phone/Tablet Mid-tech: Come see me!! Outlook is GREAT for managing projects/tasks/roles! Feeds my Type A nature! Capture key projects/roles in categories Use individual tasks for next steps Favorite views are Today & Active Tasks Can also sort by Category, Complete Next Steps for Family & Friends? Capturing Projects & Roles in Your Category List Helps w/ Focus & Balance A Calendar/Tickler Tip for the Guys Ever forgot a birthday? Or anniversary? NEVER do it again! Use the same recurrences & alarms strategy for meetings and appointments 14

15 Managing Your Calendar Includes Work AND Personal commitments Think about long-range tasks, projects, vacations, trainings, birthdays, anniversaries, etc. Next, think shorter range about upcoming internal/external meetings, events, phone calls Then, enter/review current commitments for today and this week Two counter theories for productivity enhancement / work-life balance Finally, make commitments with yourself (stalled Major Satisfactor/Biz Critical projects) A New Daily Process At least once a week: Review Priority Memo Every day: Check calendar first look ahead! Check today's calendar how much time? Revise task list per priorities and calendar Plan delegations/follow ups Check /voice mail/snail mail Revise task list again per available time GET TO WORK Address Book Strategies More than just name, address, phone, fax Use as way to build stronger relationships: Spouse/Kids Names Directions Quirky Habits/Behaviors Contact Management Tracking Your Own Personal Biz Card to Share 15

16 Final Thoughts: Lots of info to chew on here: Pick the ideas/strategies that work best for you Come back to your notes later to integrate more If an area of opportunity, consider a longer-form program in time management/personal organization Continue learning/practicing/perfecting your use of time Send me a note if you think of more! Be the change you wish to see in the world. Gandhi Where to Get More Info: Randy Dean s Taming the Beast (Available on Amazon.com search Taming ) David Allen s Getting Things Done Malcolm Gladwell's Blink Randy's E-newsletter: Timely Tips 1 Tip a Month to Save You Time! Or just send me an (randy@randalldean.com) w/ Timely Tips Please in subject line there is no cost to subscribe and you can unsubscribe anytime Randy's Taming Facebook Fan Page: Randy's LinkedIn Page: 16

17 Other Randy Dean Programs: Taming the Beast: Key Strategies for Managing E- mail & Info Overload (1-3 hours) Finding an Extra Hour Every Day Workshop: Time Management Strategies for Busy Professionals (1/2 to full day) Optimizing Your Outlook: Time Management Strategies for Busy Outlook Users Time Management in The Cloud : Using Google Apps to Manage Your Time, Life, Work, Projects, People & More Managing & Leading Great Staff & Team Meetings (1-2 Hrs) Go to We re Done!!! Randy Dean, MBA The Totally Obsessed Time Management/ Guy, is represented by: Midwest Speakers Bureau Phone: Fax: Angela@speakernow.com 17

18 9/11/2015 IASourceLink IASourceLink, Iowa s largest resource network for entrepreneurs, is a web-based platform enabling entrepreneurs and small business owners to connect efficiently and effectively to the specific technical and financial resources they need to grow and succeed. Resource Navigator Online access to over 370 resource providers from all across Iowa. 18 1

19 9/11/2015 Resource Navigator Business Concierge Personalized business assistance and specialized services such as market research, industry trend data, demographic profiles, competitive sales info, more. Contact: Business License Information Center Identify the right licenses and permits needed for your business clients Contact:

20 9/11/2015 Calendar of Events Calendar of Events Business Webinars 20 3

21 9/11/2015 Opportunities to Partner with IASourceLink! Gain Organizational Exposure Through: Blog postings Monthly and Quarterly Newsletters Social Media Event Promotion IASourceLink.com For Additional Information Contact: Amy Kuhlers

22 9/11/2015 Ready, Set, Grow! Paul Kinghorn, University of Northern Iowa What we hear... Hard to navigate Too Many programs- give me something concrete! Some Background Businesses Generally Need Four Things Technical Assistance Networks Capital Supportive Culture Our Agenda Today Technical Assistance Networks 22 1

23 9/11/2015 Technical Assistance General Business Business Concierge, BLIC (IASourceLink) Small Business Development Centers John Pappajohn Entrepreneurial Centers SCORE Offices Regional Economic Development Agencies County Economic Development Offices Technical Assistance (Cont.) Specialized Business ISU Center for Industrial Research and Service Advance Iowa Iowa Waste Reduction Center / Iowa Waste Exchange IEDA Site Selection Assistance for Expansion University of Iowa Centers for Enterprise UNI Business & Community Services Technical Assistance (Cont.) Unique Programs Startup Weekend Startup Accelerators (Cedar Rapids, Des Moines, Spencer, Mason City) Entrepreneurial Management Institute Venture School Startup Boot camps Veterans, Women 1 Million Cups 23 2

24 9/11/2015 Technical Assistance (Cont.) International Trade International Trade Office at IEDA International Trade at US Dept of Commerce Kathy Hill Patricia Cook Technical Assistance (Cont.) Workforce Development Employer's Council of Iowa / Iowa Workforce Development Iowa Economic Development Authority Workforce Development Programs Iowa Industrial New Jobs Training (260E) Tax Credit Too! Apprenticeship Program (260F) Community College Business Network Training (260F) Community College Consortium (260F) Iowa Jobs Training Program (260F) Accelerated Career Education (260G) Contact your local community college or Phone: workforce@iowa.gov Technical Assistance (Cont.) Niche Owner Women Owners Ascent Iowa Iowa Women s Business Center National Association of Women Business Owners Iowa Women s Leadership Conference Minority or Disabled Owners Targeted Small Business Program Iowa Vocational Rehabilitation Services Emprendedor at Iowans for Social and Economic Development Veterans Home Base Iowa SBA Veterans Business Resource Center 24 3

25 9/11/2015 Networks Industry Groups Technology Association of Iowa Iowa Association of Business & Industry Chambers of Commerce Iowa Biotechnology Association Traditional Events/Conferences EntreFEST Immigrant Entrepreneurs Summit ABI Taking Care of Business Conference TechBrews, Women of Innovation, and More! Networks (Cont.) Not your ordinary networking anymore! BarCamp TechBrews & TAI Events Iowa Association of Business & Industry TEDx EntreFEST 1 Million Cups Peer Roundtables R&D on a Whole New Level Makerspace CoWorks Advanced Specialized Incubators (TechWorks) Online Resource IASourceLink 360+ Providers in Resource Navigator Business Licensing Information Center No-Charge Business Webinars Renew Rural Iowa Pathways Has Hundreds More! Dozens of updated resource pages for Iowa firms Access to the Business Concierge 25 4

26 9/11/2015 Thanks for sharing your time! Questions? Thoughts? Could we do better? What programs do you appreciate? What programs should we create? Center for Business Growth and Innovation Business & Community Services University of Northern Iowa