Taking Charge of Your Workday

1. Taking Charge of Your Workday Bob Martin

2. Program Goal • To gain an understanding of time allocation techniques that will aid in decision-making and increase personal productivity • Describe a SMART goal • Create a SMART goal • List steps in creating a plan to achieve goals • Describe a time log • Describe a master list, weekly block plan and to-do list • Create a master list • Describe an ABC and paired comparison prioritization process • List strategies to cope with procrastination, making the most of meeting time and dealing with interruptions

3. What’s Ahead • Setting Goals • Analyzing “Time Leaks” • The Master List • Weekly Planning • The Daily To-Do List • Prioritization Techniques • Procrastination • Managing Meetings • Minimizing Interruptions

4. Goals: Specific Measurable Action-oriented Realistic Time specific …and written

5. SMART Acronym in Practice

6. SMART Acronym in Practice

7. Goal Achievement Plan • Write goal out in detail • Determine how you will benefit • Analyze where you stand now • Set a deadline • Identify obstacles • Identify knowledge • Identify people, groups, etc. you’ll need • Determine how you can reward helpers • Write a plan and make it complete

8. Analyzing Time Leaks • Record each transition • Be specific • Abbreviate • Record throughout the day

9. Time Log

10. Master List • Capture every idea • Always accessible • When you think it; ink it • Schedule a time to review regularly

11. Weekly Planning • Weekly planning ensures progress towards goals and objectives • Review goals and master list • Hot tip: multiply estimates by a factor of 1.3

12. Block Plan Tips • Schedule recurring meetings/events first • Identify “Prime Time” • Schedule large blocks of time next • Block out time for items from Weekly Plan • Plan for unexpected – avoid scheduling back-to-back • Invest in “PC” time

13. To-Do List Tips • Write out in morning or previous night • Review Weekly Plan • Transfer unfinished items from previous day • Check calendar and tickler/holding/pending files for tasks, calls and follow-up activities • Add any items from Master List

14. Prioritizing Techniques ABC – 123 Method • A Tasks • B Tasks • C Tasks

15. Problem Solving Tools          

16. Problem Solving Tools          

17. Procrastination • Schedule a block of time • Delegate if possible • Trade task with someone else • Break down into smallest tasks • Knock out quick/easy tasks • Try to accomplish in ½ estimated time • Plan a reward • Make it fun • Establish a starting routine • Make a verbal commitment

18. Establish clear objectives Create a focused, written agenda Encourage preparation by circulating agenda before meeting Paraphrase questions to reflect agenda Summarize outcomes/actions for each agenda item Establish systems to ensure meetings start, cover items and end on time Ask for/assist with objectives Suggest items for agenda. Ask for “oral agenda” if none provided Ask how to best prepare Paraphrase questions to reflect agenda Summarize outcomes that pertain to you Confirm beginning and ending time. Refer to agenda to keep meeting on track Managing Meetings

19. Drop-In Interruptions: Reducing • Refer to someone else • Schedule a meeting with yourself • Close door • Use phone mail/email • Rearrange furniture • Use your weekly block plan • Interruption log

20. Drop-In Interruptions: Shortening • Set a time limit • Summarize • Stand up • Meet in their space • Schedule time for interruptions

21. Telephone Interruptions - Reducing • Screen calls • Use voicemail or email • Solicit & leave detailed messages • Announce preferred times for calls

22. Telephone Interruptions - Shortening • Get to the point • Set a time limit • Stand up • Use timer • Summarize