effective work habits - paml effective...• achieve better results through effective analysis of...
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This presentation is not to be copied or distributed
without the specific permission of PAML LLC
MainTitle
Sub Title Text Presented by
Patty Ehrhardt and Karen Riba
May 14, 2013
.
Effective Work Habits
This presentation is not to be copied or distributed
without the specific permission of PAML LLC
WELCOME
Your Host: Judy Nerud
Handout is available by clicking on the “handout” icon,
located in the upper right hand corner of your screen
For technical difficulties, please e-mail [email protected]
For questions you have during the presentation use the
“Q & A” link at the top of your screen
Questions will be answered at the end of the presentation
This presentation is not to be copied or distributed
without the specific permission of PAML LLC
WELCOME
P.A.C.E. credit may be obtained by submitting your
completed evaluation form at the end of the webinar.
CE credit may be obtained by downloading the
“Certificate of Completion.”
PAML employees will be able to receive one (1) hour of
continuing education.
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This presentation is not to be copied or distributed
without the specific permission of PAML LLC
SPEAKERS
Patty Ehrhardt Karen Riba
This presentation is not to be copied or distributed
without the specific permission of PAML LLC
LEARNING OBJECTIVES
At the end of this presentation, participants will be able to:
• Achieve better results through effective analysis
of tasks
• Handle paperwork more effectively
• Become effective at delegating lower priority
items
• Identify time wasters and how to handle them
Aristotle had this to share about habits:
“We are what we repeatedly do.
Excellence, then, is not an act, but a habit.”
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This presentation is not to be copied or distributed
without the specific permission of PAML LLC
INEFFECTIVE WORK HABITS
The key to change
is determining what our bad habits are
and then changing them.
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without the specific permission of PAML LLC
INEFFECTIVE WORK HABITS
Crisis management
Personal disorganization
Too many interruptions
Poor communication
Inability to say no
Procrastination
No time to yourself
Lack of focus
Don’t delegate
Lack of goal setting
Not setting priorities
Always running late
This presentation is not to be copied or distributed
without the specific permission of PAML LLC
EFFECTIVE WORK HABITS
Organization
Setting Priorities
Goal setting and
reviewing
Planning
Learn to say ‘NO’
Learn to delegate
Take time for yourself
Just Do It!
Taking breaks, lunches
and vacations
Schedule your day
Manage interruptions
Adjust communication
styles as needed
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without the specific permission of PAML LLC
ORGANIZE YOURSELF
Clutter is emotionally draining
Causes work delays
Frustration
Stress
Loss of time
Begin by removing everything
from your desk or office
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without the specific permission of PAML LLC
Set things up so functional
Create file and put away all file folders
Put things in the same place after every use
Box unnecessary, yet “Must-keep” items
Take10 minutes at the end of each day to put
everything in its place
ORGANIZE YOURSELF
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without the specific permission of PAML LLC
ORGANIZE YOURSELF
REWARD YOURSELF IMMEDIATELY!
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without the specific permission of PAML LLC
SETTING AND REVIEWING GOALS
Write down your goals
Determine which goals are for the day
Prioritize goals
Schedule time to ensure goals are completed
At end of each day review goals and plan for
next day
This presentation is not to be copied or distributed
without the specific permission of PAML LLC
PROCRASTINATION
The leading cause of
poor productivity and career self-sabotage.
WHY?
Task is unpleasant
Overwhelming
Difficulty/time requirement
Unclear goals/expectations
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JUST DO IT
Break it down
Start with something you enjoy
Set a series of small, realistic deadlines
Motivate yourself again and again
Remember, it won’t be perfect
Get started now
Promise yourself a reward
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without the specific permission of PAML LLC
INTERRUPTIONS
Unplanned activity that takes you to a
lower-level priority…
Office Visits
Phone
Texting
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without the specific permission of PAML LLC
MANAGE INTERRUPTIONS
Put phone on “Do Not Disturb”
Turn off notice that you have just received a new email, IM or text
Post quiet and/or available hours and stick to them
Close door when appropriate
Set time limit for unscheduled visits
“I’m committed to this until 3 p.m. . . .”
Stand up when someone enters the room
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without the specific permission of PAML LLC
PLANNING AND FOCUS
Keep regular office hours
Schedule your day
Schedule regular meetings with staff
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without the specific permission of PAML LLC
LEARN TO SAY ‘NO’
Ask yourself:
Does it contribute to my goals?
Does it affect my priorities?
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without the specific permission of PAML LLC
Decline
Use a cushion statement
State the reason (optional)
Refer to someone else (optional)
Say “yes” more slowly
Acknowledge
Ask questions
Work with requestor to help prioritize
LEARN TO SAY ‘NO’
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without the specific permission of PAML LLC
TAKE TIME FOR YOURSELF
Good work habits are not just about working.
Our body and mind also need a breather from all
the office tasks we are doing.
Taking breaks and lunch is relaxing and allows us to
rejuvenate, think more clearly, and allows our
bodies to function properly.
We come back our desk ready to focus.
Can go for a walk, meditate, socialize.
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without the specific permission of PAML LLC
COMMUNICATION TOOLS & STYLES
Pager
Phone
Cell Phone
Instant Messaging
Texting
Conference Calls
Video Conferencing
Face to Face Meetings
This presentation is not to be copied or distributed
without the specific permission of PAML LLC
MAKING IT HAPPEN
Developing good habits will take time
Be consistent, habits form when they are done
consistently for about 3 weeks
To have long-lasting good habits, you have to
commit to the change every day
Productive work habits keep your bosses happy
and your stress levels down
FOCUS – determine tasks you need to accomplish in the course of the week
AGREE – which tasks are highest priority
SCHEDULE – take the rest of your list, break it down based on the due date and then prioritize each day’s list
TRACK – at the end of each day, review what you accomplished and what you have left
FAST System for Priority Management
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Analyzing Work Week
FOCUS
Work Objectives Due Date Priority
1 Complete project A 5/17/2013
2 Meet with my manager Weekly
3 Staff Meeting 5/16/2013
4 Work on project B 6/13/2013
5 Return e-mails Twice/day
6 Task A Today
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Identify and List Tasks
FOCUS
FOCUS
Identify and List Tasks
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A = Important/Urgent B = Important / Not Urgent
• Lost sample
• Upset client
• STAT test
• Hiring/Evaluations
• Projects
• Audits
• Meetings
• Checking e-mails
• Answering phone
• E-mails
• Returning phone
calls
C = Urgent / Not Important D = Not Important/ Not Urgent
AGREE ON THE PRIORITY
PRIORITIZING
AGREE ON THE PRIORITY
Work Objectives Due Date Priority
1 Complete project A 5/17/2013 A
2 Meet with my manager Weekly A
3 Staff Meeting 5/16/2013 C
4 Work on project B 6/13/2013 B
5 Return e-mails Twice/day C
6 Task A Today B
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AGREE ON THE PRIORITY
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• Perfect World – Spend all of your time in Quadrant B
• Two Strategies
Do Quadrant A tasks first – then spend rest of time in Quadrant B
Frog Eating Method – start day with Quadrant B task, then do all of Quadrant A tasks
SPEND YOUR TIME WISELY
SCHEDULE
“You must schedule your priorities, not prioritize your schedule.” – Stephen Covey
Deal With It
Delegate It
File It Trash It
If you can take care of it in three minutes or
less, take care of it, otherwise schedule it
Batching - do like tasks together and at
regularly scheduled intervals
Returning e-mails
Returning phone calls
Determine the frequency necessary for your
position
DEAL WITH IT
Deal With It Delegate It
File It Trash It
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DEAL WITH IT
Schedule Tasks on Your Calendar
DELEGATION BENEFITS
Develops your employees
Allows you to focus on Quadrant A and B activities
Develop Expands your skills
Decreases stress
Prompts new ways of doing things
Deal With
It
Delegate It
File It Trash
It
KEY PRINCIPLES FOR EFFECTIVE DELEGATION
Be clear and concise.
• Teach them
• show them
• have them show you
Delegate authority along with
responsibility.
• Give autonomy and empowerment
• Allow decision making
Establish deadlines and plans for
monitoring/follow up.
• Let go of the control
• Express appreciation and acknowledge the positive results
Tolerate things not being done exactly the
way you would do them
• Tell them when you expect the task/responsibility to be completed
• Set up checkpoints to review progress
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Paperwork Discard it Schedule time Only handle it once
Do it if it will take 3 minutes or less File it in your tickler system
Ensure paper is really necessary Scan it and use electronic system Above steps also apply to e-mails
FILE IT
Deal With It
Delegate It File It Trash It
TRASH IT
Deal With It
Delegate It
Fi le It Trash It
Mark task complete
Change date of items not complete
TRACK
Work Objectives Due Date Priority
1 Complete project A 5/17/2013 A B
2 Meet with my manager Weekly A
3 Staff Meeting 5/16/2013 C
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F Focus – identify and list tasks
A Agree on the priorities
S Schedule – deal with it, delegate it, file it or trash it
T Track at the end of each day
FAST
Plan, Organize, Delegate and Appraise!
Plan your day, plan your week
Organize yourself, your office, your workspace
and your tasks
Delegate, Delegate, Delegate – Learn to
empower and let go
Appraise weekly how you do
SUMMARY
IMPLEMENTATION TIPS
Clarity - I am going to start using Outlook to manage my tasks
Visualization
See yourself going to straight to office/desk and closing
your door for five minutes to prepare for the week/day
Do it from home with a cup of coffee
Repetition – track for the first month
Start out Small – add additional effective habits slowly
Shout it Out – let others know what you’re doing
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QUESTIONS
Resources
Handouts Analyzing Work Tasks
Prioritizing Matrix
Eat that Frog! 21 Ways to Stop Procrastinating and Get More Done in Less Time by Brian Tracy
The Five S’s – DVD available through PAML’s Education Department
P.A.C.E. credit may be obtained by submitting your completed evaluation form. You will find the form by clicking on the “handouts” icon in the upper right hand corner of your screen
CE credit may be obtained by downloading the “Certificate of Completion” under the “handouts” icon
PAML employees will be able to receive one hour of continuing education credit by submitting your attendance through CE Manager.
Thank You for Attending
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Thank You for Attending
We will be leaving the webinar open for 15 minutes to allow you to download the handouts
This webinar has been recorded and will be available by Monday, May 20th, at www.paml.com
PAML’s next webinar, Taking Time to Manage Your Time is scheduled for June 18th, 12:30 p.m. – 1:30 p.m. (PT)