Power up your Productivity Potential with Alison Cruess

Power up your Productivity Potential with Alison Cruess

What to Expect Two parts: Theory of being more productive Tools, tips and tricks

Clickers? 3. Send your answer 2. Select your answer 1. Power on the clicker

Which of the following best describes your comfort level with technology? A I use it when I have to, but prefer to work no-tech or low-tech whenever possible. B I am comfortable using it when I am doing something I have done before. C I can figure most things out, but I often feel technology changes too fast for me to keep up. D I live and breathe technology. I make a point to stay up to date and look for ways to use it in every aspect of my life.

How has Technology Improved Productivity? Work and learn from anywhere Work and learn more efficiently Storage is ubiquitous Distribution of communication What else?

Could you be more productive? A. Yes, I think I could be more productive. B. Not really, I am already doing everything I can to make use of technology. C. I am not sure at this point.

Productivity Rule Technology only makes you more productive if it saves you time But remember to give yourself the time and environment to learn.

Productivity Comes Down to Efficiency Breaking old habits Managing yourself

The Tech Gotchas Tendency to do unnecessary things Feel like you can t disconnect from work Learning curve Always changing S*** happens

Technology is the tool and you are the agent!

Being Busy vs. Getting Work Done Activity vs. Outcomes What are the differences between being busy and completing work that achieves results?

Five Step Strategy for Optimizing Your Focus

Do you currently use a To Do list? A. No B. Sometimes C. Yes

Best Practices To Do lists 2 minute rule Check those tasks off OK to delete Keep it visible Capture all tasks Don t go off list Have one list Review your list regularly

Other (Productive) Best Practices Drop time wasters (concentrate on tasks that really move the needle and reduce the others) Adopt a one-touch approach Do, Delegate, Delete or File Don t multitask; do one thing and do it well

Tools, Tips, and Tricks to power up your productivity potential

How many hours a day (on average) do you spend reading/answering work e-mail? A. 1 hour or less B. 2 to 3 hours C. 3 to 4 hours D. More than 4 hours

You ve got mail! The average worker spends 2.6 hours in e-mail every day, researchers have discovered. (McKinsey Global Institute) Challenge: Read your e-mail no more than four times per day. Employees spend about 28% of their day interacting with their e-mail accounts. Employees spend 1.76 hours of their day searching/gathering information (19%) Research indicates many employees days run from 7 a.m. to 7 p.m. (Checking e- mail on mobile devices)

You ve got mail! Challenge: Check your e-mail no more than four times per day.

What is your most annoying e-mail issue? A. Having my momentum interrupted when I receive an e-mail B. When I forget to reply to an e-mail C. When someone does not answer my e-mail D. When someone replies to everyone when they should have replied only to me (or a smaller group) E. When I can t find a particular e-mail message

Turn off Desktop Alerts for E-mail

Outlook Calendar

Remind yourself to reply

Quickly Find Related Messages

Consider Using Outlook Voting Buttons

Use Quick Parts for content reuse

Other (Productive) E-mail Best Practices Unsubscribe from e-mails that you delete more than twice Create things from email (contacts, appointments, Notes drag & drop Use TO: for when action is needed and CC: if no action is needed

Alternatives to Email Pick up the phone Office Communicator (UNF s chat)

Are you a mobile worker? A. Yes, I regularly use at least 10 mobile apps, read e-mail on a mobile device, use a webcam, and text B. Yes, I use several mobile apps, text, and read e-mail on a mobile device C. Kind of, I am just getting started in the mobile world D. No, but I would like to E. No, no electronic leash for me

UNF Mobile (App) Directory Emergency Blackboard Events Maps News Shuttle Location UNF & Athletics Web site (mobile version)

Remote Access to UNF Resources

Be Safe Online

Qualtrics - not just for surveys

Could you be more productive? A. Yes, I think I could be more productive. B. Not really, I am already doing everything I can to make use of technology. C. I am not sure at this point.

Any final questions? Please return clicker before leaving. Please complete online evaluation that you will receive by email later today. Is the handout online? Yes, at http://www.unf.edu/its/training/ Productivity_Presentation.aspx