managing yourself: how to be productive with your time
DESCRIPTION
Webinar delivered by Jo Alcock on 21st June for AZHIN (Arizona Health librarians).TRANSCRIPT
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Managing yourself: how to be productive with your time
Jo Alcock Birmingham City University
@joeyanne www.joeyanne.co.uk
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Audience question
What do you hope to learn from today’s webinar?
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WEBINAR AIMS, LEARNING OUTCOMES AND OVERVIEW
Introduction
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Webinar aim
To equip you with tools to help you clear your mind so that you can focus on Getting Things Done
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Learning outcomes
By the end of this webinar, participants will be able to:
1. Implement the Getting Things Done productivity system
2. Apply productivity techniques to optimise time available
3. Manage requests and opportunities to enable progression without overcommitting
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Webinar overview
Section 1 -‐ Organising your tasks
Section 2 -‐ Getting started and staying motivated
Section 3 -‐ Preventing overcommitment
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ORGANISING YOUR TASKS Section 1
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What is Getting Things Done?
• Productivity methodology devised by David Allen
• Series of processes to help you organise information and make decisions about what to do when
• Sometimes known as GTD • Can be used as full system, or
certain elements can be used
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Getting Things Done
Five stage process for managing information and improving productivity: 1. Collect 2. Process 3. Organise 4. Review 5. Do
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Getting Things Done cycle
Collect
Process
Organise Review
Do
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Stage 1 -‐ Collect
• Aim of this stage is to clear your mind to record all physical information and anything you are currently trying to remember
• ALL sources of information should ideally come into one place (physical or virtual)
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Stage 2 -‐ Process
• Process each item one at a time, in order
• Decide what each item is and what to do with it – Trash – Reference – Action – Project (multi-‐step action) – Someday
• Don’t leave anything in your ‘inbox’
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Stage 3 -‐ Organise
• Separate actionable items into distinct, separate categories: – Next actions – Scheduled actions – Waiting for
• If any action takes less than 2 minutes, do it now
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Stage 4 -‐ Review
• System needs regular review • Every day
– Daily calendar – Action list
• Weekly (?Fri afternoon) – Full 5 step process – Ensure all lists, files, folders,
and calendar are up-‐to-‐date
• Less frequently (?monthly) – Bigger picture reviews for
goals
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Stage 5 -‐ Do
• Assess situation depending on following factors: – Context – Time available – Energy – Priority
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Alternative productivity systems
• Zen to Done • The Seven Habits of Highly Effective People • Never Check E-‐Mail in the Morning
• Bit Literacy • The Four-‐Hour Workweek
• One Year to an Organized Work Life
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Audience question
Do you have a to-‐do list? If so, what do you use?
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Using lists
“I have a secret. I make lists. That's how I handle stress. And whether they actually help me accomplish more or not, they make me feel so much better. If I can jot down all the tasks that swirl around in my head, I shift from feeling deluged and stressed to feeling in control and calm. And this is before I even do anything on the list.”
Suzanne Riss (2007) in Maggio (2009)
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To-‐do list suggestions
Physical Virtual
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To-‐do list features
• Record next and scheduled actions
• Utilise contexts – @errands – @office – @online – @home – @phone
• May assign projects/tags • Accessible from anywhere
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Tickler file (43 folders)
• Set reminder triggers for time-‐based items to ‘tickle’ your memory – Agendas for meetings – Tickets for travel – Event information – Materials needed for
scheduled task http://www.youtube.com/watch?v=YG0FU_M_YB8
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Tickler file (e-‐mail)
• Email folders (or labels) for each month and date
• Time-‐based emails moved into appropriate folders/labels
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Organising your tasks – summary
• Employ the GTD system or another which fits your workflow
• Use a to-‐do list that meets your needs
• Try a tickler file if relevant
Collect
Process
Organise Review
Do
GTD cycle
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GETTING STARTED AND STAYING MOTIVATED
Section 2
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Right time…
• Are you a morning person or a night owl?
• Can you structure your most difficult tasks when your energy is high?
• Consider utilising 'slump' time to organise to-‐do list and revitalise energy
• Block day into periods of work (ideally 90 minutes)
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Right place…
• What sort of environment is conducive for certain tasks?
• Can you work in different places for different types of work?
• Where can you get into the right mindset?
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Right information
• Where do you store information?
• How do you make sure it’s accessible from where you will need it?
• How do you group information so that related items stay together?
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Extracting information from calls/meetings
• Make notes at meetings and during calls
• Highlight any actions and record these in your list immediately after the call/meeting
• Store your notes for reference -‐ somewhere you can easily recall them
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Audience question
Do you know what makes you most productive?
Where/when/how?
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Getting started
"The secret of getting ahead is getting started"
Mark Twain
• Adopt the X minute rule -‐ spend just X minutes starting a task. You may find that you are so into it by then that you want to continue, but at minimum you will have at least started.
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Dealing with procrastination
• Discover the source of procrastination -‐ lack of commitment, knowledge, motivation, fear of failure, overwhelmed?
• Deal with the problem • Set yourself a reward
mechanism
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Staying on task
• If during a task you hit a hurdle or need extra information, make a note of the question or jot down the extra task to come back to after you have completed the rest of your original task
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Dealing with interruptions
• List is constantly evolving • Priorities will shift and
change on a regular basis • Use time-‐based or priority
rankings to help you reorganise your tasks
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Pomodoro technique
• Choose a task to be accomplished
• Set the Pomodoro (timer) to 25 minutes
• Work on the task until the Pomodoro rings, then put a check on your sheet of paper
• Take a short break (5 minutes is OK)
• Every 4 Pomodoros take a longer break
http://www.pomodorotechnique.com/
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Getting started and staying motivated – summary
• Aim to be working on things at the right time, right place, and with the right information
• Have a plan to deal with procrastination and interruptions
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PREVENTING OVERCOMMITMENT Section 3
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Knowing what not to do
• Do you need to do this? • Do you want to do this? • Is it something you feel
you should do? Why? • Can it be deleted,
delegated, or simplified?
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To-‐don't list
• Keep a list of activities that you sometimes feel you 'ought' to do but know drain your energy, take up too much of your time, or are unrewarding
• Be sensible and realistic about your capabilities, skills and commitments
• Practice saying no -‐ be firm but kind when turning down opportunities and offer an alternative if possible e.g. "I'm sorry, I can't do that but Mr X might be interested"
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Saying no
“Not saying no often enough is one of the biggest causes of being too busy”
Maggio (2009)
• Before responding, let person know you'll get back to them but spend time making the right decision
• Don't give excuses if it's something you don't want to do, be honest and keep your response simple
• Saying no is much kinder than saying yes and not fulfilling your commitment
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Audience question
Do you have any tips for preventing overcommitment? Any examples?
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Preventing overcommitment – summary
• Know what not to do and when things can be deleted, delegated or simplified
• Consider a to-‐don’t list
• Learn how to say no politely
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SUMMARY AND RESOURCES Conclusion
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Organising your tasks – summary
• Employ the GTD system or another which fits your workflow
• Use a to-‐do list that meets your needs
• Try a tickler file if relevant
Collect
Process
Organise Review
Do
GTD cycle
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Getting started and staying motivated – summary
• Aim to be working on things at the right time, right place, and with the right information
• Have a plan to deal with procrastination and interruptions
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Preventing overcommitment – summary
• Know what not to do and when things can be deleted, delegated or simplified
• Consider a to-‐don’t list
• Learn how to say no politely
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Recommended reading
• Allen, D. (2001) Getting Things Done: How to achieve stress-‐free productivity. Piatkus.
• Hines, S. (2010) Productivity for Librarians: How to get more done in less time. Oxford: Chandos Publishing.
• Houghton-‐Jan, S. (2008) Being Wired or Being Tired: 10 Ways to Cope with Information Overload. Being Wired or Being Tired: 10 Ways to Cope with Information Overload. Ariadne [online], 56.
• Maggio, R. (2009) The Art of Organizing Anything: Simple Principles for Organizing Your Home, Your Office, and Your Life. New York: McGraw Hill.
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Image sources http://www.flickr.com/photos/lwvc/6306132745/ -‐ tickbox
http://www.flickr.com/photos/benelwell/9009855796 -‐ overview
http://pokechild.com/gtd-‐flawed-‐system-‐helpful-‐system/ -‐ GTD flowchart
http://www.flickr.com/photos/crystaljingsr/3915514724/ -‐ investigation
http://www.flickr.com/photos/schlosi/6413179977/ -‐ inbox
http://www.flickr.com/photos/crystaljingsr/3915516040/ -‐ group discussion
http://www.flickr.com/photos/dmachiavello/3327609638/ -‐ to do list
http://www.flickr.com/photos/joelanman/366190064/ -‐ calendar
http://www.flickr.com/photos/29254399@N08/3187186308/ -‐ clock
http://www.flickr.com/photos/wwarby/4782854680/ -‐ hurdle
http://www.flickr.com/photos/nataliejohnson/2122722198/ -‐ Quality Street
http://www.flickr.com/photos/splic3/6811683059/ -‐ alarm clock
http://www.flickr.com/photos/callisto/2172555529 -‐ information
http://www.flickr.com/photos/renaissancechambara/2927082003/ -‐ do not disturb
http://www.hellomagazine.com/imagenes/news-‐in-‐pics/2009/01/06/motivatior.jpg -‐ Mr Motivator
http://www.flickr.com/photos/intersectionconsulting/7537238368 -‐ overload wave
http://www.flickr.com/photos/27282406@N03/4134661728/ -‐ thank you
http://www.iconfinder.com -‐ icons