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

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Effective Work Habits



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



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.

mailto:[email protected]

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SPEAKERS

Patty Ehrhardt Karen Riba



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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INEFFECTIVE WORK HABITS

The key to change

is determining what our bad habits are

and then changing them.



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



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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ORGANIZE YOURSELF

Clutter is emotionally draining

Causes work delays

Frustration

Stress

Loss of time

Begin by removing everything

from your desk or office



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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ORGANIZE YOURSELF

REWARD YOURSELF IMMEDIATELY!



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



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



INTERRUPTIONS

Unplanned activity that takes you to a

lower-level priority…

Office Visits

Phone

Email

Texting



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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PLANNING AND FOCUS

Keep regular office hours

Schedule your day

Schedule regular meetings with staff



LEARN TO SAY ‘NO’

Ask yourself:

Does it contribute to my goals?

Does it affect my priorities?



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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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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COMMUNICATION TOOLS & STYLES

Pager

Phone

Cell Phone

Email

Instant Messaging

Texting

Conference Calls

Video Conferencing

Face to Face Meetings



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



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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• 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


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)

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