Presentation on theme: "Working Even Smarter: The Eight Keys to Dramatically Improving Your Personal and Organizational Effectiveness in Just 75 Minutes!"— Presentation transcript:
Working Even Smarter: The Eight Keys to Dramatically Improving Your Personal and Organizational Effectiveness in Just 75 Minutes!
Introduction Your presenter: Chris DeVany Our objectives This presentation will be available online after the conference. You will receive an email for the Summit session website approximately 1-2 weeks after Summit. Follow Sage on Twitter: @Sage_Summit –Use the official Summit hashtag: #SageSummit Follow me on Twitter: @cdevany
Our Objectives Prioritizing using urgent and important Managing my day more effectively –Plan the day –Choose Top 3 Priorities –Review the day mid-day –Review the day at end of day –Plan for tomorrow before leaving Identifying my top priorities for this week, based on my roles (Goals for Roles)
Urgency v. Importance im·por·tant (function: adjective) –marked by or indicative of significant worth or consequence : valuable in content or relationship ur·gent (function: adjective) –1 a : calling for immediate attention, b : conveying a sense of crisis or “near-crisis” –2 : urging insistently
The Activities Grid Importance Urgency High Low Must be done now or immediate and severe consequences. Consequences for not doing are severe, but not immediate so we put these tasks off. Grab at our attention, but are not actually important as they feel. The things we do when we really should be doing something else.
The Activities Grid Quadrant 1 Urgent and Important Im... Urgent, but Not Important Not... Crises Problems that have immediate impact on customer satisfaction Mission critical and on a deadline
The Activities Grid Quadrant 1, Examples Urgent and Important Im... Urgent, but Not Important Not... Your boss demands a certain report by 10am tomorrow Your engine blows a gasket The labor pains are 3 minutes apart It’s April 15th and you haven’t finished your income tax forms
The Activities Grid Quadrant 2 …nt Important, but Not Urgent...nt Not Urgent, Not Important Strategic Planning Personal Development Relationship building Program Evaluation Clarifying vision and values
The Activities Grid Quadrant 2, Examples …nt Important, but Not Urgent...nt Not Urgent, Not Important A special course you want to take to upgrade your professional skills. Writing your mission statement. That new project you would like to suggest to your boss once you do some preliminary fact-finding. A focused planning-meeting Starting that retirement account. Exercising with your kids.
The Activities Grid Quadrant 3 Urgent, but Not Important N... Many emails Some phone calls Some meetings
The Activities Grid Quadrant 3, Examples Urgent, but Not Important N... Someone asks you to chair a fund drive or to give a speech or to attend a meeting (low priority, but b/c someone is standing in front of you, and b/c these have built in time limits, they often get done while Q2 does not.) A co-worker interrupts you several times a day with information that’s not that important.
The Activities Grid Quadrant 4 …nt Not Urgent, Not Important Junk mail Spam “Escape” activities Time wasters
The Activities Grid Quadrant 4, Examples …nt Not Urgent, Not Important You’re planning to do some specific work and end up organizing your desk, straightening up the drawers, re-organizing files. TV (more often than not) Many things “you feel bad after.”
How Will I Use My Time More Effectively Using Important and Urgent? Q2 – Important but not urgent Q1 – Important and urgent Do what is important “first”; make these our Top Priorities Review everything on our “To Do List”: what is important? Take 3 minutes Avoid / reduce the priority on Q3 and Q4 activities (both are low importance) Improve our effectiveness 300 to 400% when we just take 3 minutes
Planning Your Day Plan each day before it begins: Before leaving work Before leaving work At home At home Before starting to work Before starting to work
Planning Your Day--The Steps 1.Acknowledge achievements from previous day 2.Update Task List 3.Review “I have to be there”s (meetings, conference calls) to be sure we have blocked out sufficient time 4.Block out “Routine” activities 5.Start identifying Top 3 Priorities 6am
What Steps Will I Take to Effectively Prioritize? Top 3 Focus first on importance, then urgency Get Q1 stuff done ASAP, get it out of the way Focus on Q2 (High importance, low urgency) Get the other stuff (Q3 and Q4) done when able Begin before you leave home Do a recap at the end of the day to see what you actually achieved Acknowledge your goals Do the most unpleasant thing first, then you’re not dreading it all day long
What Steps Will I Take to Effectively Prioritize? Set Goals (personal and professional) Set aside time blocks Prioritize accordingly You need to prioritize your priorities (schedule) Gives you a concrete deadline “Eating the frog” (Address the worst problems first) Super-pleasers: Learn how to say “no” and address my priorities first
So right now, what are my Top 3 Work Priorities? Write down on our Action Plan
Delegate Delightful Companion Designer Developer Diplomat Director Domestic Engineer Encourager Entertainer Entrepreneur Executive Explorer Facilitator Family Member Father Friend Giver of Light Advisor Animal Owner Artist Assistant Associate Athlete Brother Caregiver Chairperson Citizen Coach Communicator Companion Consultant Instructor Inventor Leader Learner Liaison Manager Marketer Mentor Mother Motivator Musician Optimist Parent Pathfinder Peacemaker Provider Our Roles
Identify my top priorities for this week, based on my roles: Role: Goal: Role: Goal: Role: Goal:
To Summarize: Our Action Plan What steps will I take to more effectively prioritize using urgent and important? What will I do to managing my day more effectively? –Plan the day –Choose Top 3 Priorities –Review the day mid-day –Review the day at end of day –Plan for tomorrow before leaving What are my top priorities for this week, based on my roles? (Goals for Roles)
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Contact Information Presenter Contact Information: –Chris DeVany –Pinnacle Performance Improvement Worldwide –firstname.lastname@example.org –Twitter hashtag #cdevany Follow Sage on Twitter: @Sage_Summit –Use the official Summit hashtag: #SageSummit Thank you for your participation.