20160706 presentation to auckland tourism. top ten tips for productivity & priorities

TOP 10 TIPSfor Productivity & Priorities

…or how to get things done and stop people from stopping you from getting things done!

6th July 2016

Presented by

Youssef Mourra

Founder, Principal Consultant

[email protected]

021 423 620

mailto:[email protected]

What are you?

Prisoner? Holidaymaker?

Why are you here?6th July 2016 © Nonsuch Consulting 2016

My Objectives for you for this session

• Understand when and how to prioritise your workload

• Learn how to achieve more on an hourly and daily basis

• Learn tips to increase productivity

• Understand techniques to minimise distractions

• Learn how to break work down into manageable chunks

• Learn how to manage emails effectively

© Nonsuch Consulting 2016 6th July 2016

Are you a ‘gunna’?

6th July 2016 © Nonsuch Consulting 2016

Does Your Life Look Like this?


Strategic Goals vs Tactical tasks

Strategic Goals

• Learn a new language

• Learn a new instrument

• Save up for a trip

• Take a mortgage

Strategic goals tend to be broken down into proactive, planned tasks that help you achieve a future state

Tactical tasks

• Have a shower

• Go to work

• Pay a bill

• Drive home

Tactical tasks are tasks we perform sometimes in a reactive way but are tasks that get us through the days and weeks


What Commitments Do You Have?

Social Work

Family Physical

Spiritual

Learning

GOALS

GOALS

YEAR MONTH

WEEKDAY

Do you have the right balance of tactical and strategic activities in your life?


Managing Your Time

• You have 168 hours per week, what you do with those hours is your choice.

• Do you actually know where your time goes?

• Keep a time log of how you spend each 24 hour segment for one week. How much of it is strategic, how much tactical?


Managing Your Time

• Compare your time log with your strategic goals and ask these questions:

• What portion of my time is spent contributing to one or more of these strategic goals?

• What is the rest of my time producing?

• What/who are time wasters in my life and what can I do about them?

• IDEA: Re-perform this exercise specifically on your work life by looking at your goals (KPI’s, job description etc) and comparing those to the way you spend your time.


Managing Your Time

• Start valuing your time as you would value your money• Are you ‘spending’ or ‘investing’ your time?

• Spending refers to tactical activities• Investing refers to strategic goals

• Other Time Management Tips:• Set personal deadlines and stick to them.• Don’t allow others to waste your time. If you respect other

peoples time then make it known that your time must also be respected.

• Brainstorm ways to utilise ‘downtime’ (i.e. travelling time could be spent learning a new language on an audio device).


2 times a year to be miserable?


“I’ve done nothing this year!” is actually code for “I’ve done

nothing strategic this year”

THE TOP 10 TIPS……for Productivity & Priorities


Number 1:Minimising Distractions

9am 9.30am 10am

Distraction Free With DistractionsTIPS and TRICKS:

1. Turn off email notifications,

especially during distraction free

periods

2. Signal your availability on

presence software by updating your

status

3. Indicate the next point at which

you are contactable in your ‘out of

office’ message


Number 2: Best time of the day?

12am 2am 4am 6am 8am 10am 12pm 2pm 4pm 6pm 8pm 10pm 12am

Block out time in your calendar (90 to 120

mins) to tackle priority tasks. Turn off your

phone and DO NOT check your emails

© Nonsuch Consulting 2016

Hold meetings here, they could

be stand up or walking meetings

6th July 2016

Number 3: Prioritising Work – Rocks and Pebbles

Priority 1

Priority 2

Priority 3

TIPS and TRICKS:1. Always start with the highest

priority activities

2. The best time to achieve key

priorities is during the times you

are most productive, where

there are minimal distractions

3. Record weekly, monthly and

annual goals (both work and

personal) in your calendar as an

appointment. Then reflect on

how you have done


Number 4: Understand the difference between Urgency and Importance


Number 5: What do you do at the end of each day?

12am 2am 4am 6am 8am 10am 12pm 2pm 4pm 6pm 8pm 10pm 12am


Plan a ‘wind down’ 30 minutes session before you leave to go home

What for?• Review today – any

outstanding tasks or commitments?

• Check tomorrow – all looking good and under control?

• Check the next 3 to 5 working days –anything you need to do tomorrow to help plan or prep better?

• Any urgent emails you need to quickly respond to?

Number 6: What do you see at the start of the day?


or

Number 7: Remember the four Ds! Read emails once and:

• 1. Do It Now or

• 2. Delete It or

• 3. Delegate It or

• 4. Defer It


Number 8:Convert emails to tasks, appointments or contacts

Item LEFT mouse click and drag RIGHT mouse click and drag

Tasks Preferred if you wish to only retain the text of the email and don’t need the attachments.

Preferred if you wish to retain the email as a usable object within the task and if you wish to store the attachments too.

Appointments Preferred if you wish to only retain the text of the email and don’t need the attachments.

Preferred if you wish to retain the email as a usable object within the task and if you wish to store the attachments too.

Contacts Preferred if you wish to use the signature to update the contact

N/A


Number 9:Don’t read emails you don’t need to!

• Create a rule to move all your cc’ed emails into a CcMail folder


Number 10:Improve the power and quality of emails


The Top Ten…..again

• 1 – Minimising Distractions

• 2 – Best time of the day?

• 3 – Prioritising Work – Rocks and Pebbles

• 4 – Understand the difference between Urgency and Importance

• 5 – What do you do at the end of each day?

• 6 – What do you see at the start of the day?

• 7 – Remember the four Ds!

• 8 – Convert emails to tasks, appointments or contacts

• 9 – Don’t read emails you don’t need to!

• 10 – Improve the power and quality of emails


Thanks

• Thanks for your attention and attendance today

• Good luck and best wishes!

• For more information, please contact me on• Phone: 021 423 620• Website: www.nonsuch.co• Email: [email protected]• Follow me on @youssefmourra


20160706 presentation to auckland tourism. top ten tips for productivity & priorities

Leadership & Management