Post on 01-Sep-2014
description
GET MORE DONE& STAY SANE!work smarter, faster, better
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what could you do with more time?
7
how much is your time worth?
Base Earnings TargetNumber of work weeksNumber of work days/weekWork hours/dayProductivity
Value of YOUR hour
2500004549
1/3
$462.96
think about that every time...
think about that every time...
think about that every time...
the MULTI-TASKING
myth10
ADD
Interesting article on ADD & Evolution here: http://borntoexplore.org/evolve.htm
• tasks that take 5 or 10 minutes get done• give feeling of “accomplishment”• tasks that take concentration & focus, get delayed• delayed tasks are usually more important• we spend most time on unimportant tasks• most productive work is done in longer chunks
Julie’s online videos have great info
“staccato work environment”(Julie Morgenstern)
“Legado Tasks”
It takes the human brain two to four times longer to recognize and process information when switching from one task to another. Time lost increases with the complexity of the tasks at hand.– Harvard University & University of Michigan Studies
In 2007, a group of Microsoft workers took, on average, 15 minutes to return to serious mental tasks, such as writing reports or computer code, after dealing with incoming email. They wandered off to reply to other messages or browse the Web. – New York Times, 3/25/2007
People who regularly juggle several streams of electronic information do not pay attention, control their memories, or switch from one task to another as well as those who prefer to focus on one thing at a time. – Stanford Report, 8/24/2009Study by Clifford Nass, Eyal Ophir & Anthony Wagner
the vacation phenomenon
increasedresults
forced switch + fixed time = best results
Stephen J. Payne, Geoffrey B. Duggan, Hansjörg Neth (2007). Discretionary task interleaving: Heuristics for time allocation in cognitive foraging. Journal of Experimental Psychology: General, 136 (3), 370-388 DOI: 10.1037/0096-3445.136.3.370
the point is...
• create deadlines
• set specific amounts of time for tasks
• schedule specific times for tasks
• shut off interruptions
time burnersemail
phone
people
repetitive tasks
meetings
procrastination
menial tasks
taking back control of your inbox
what is email?
how many emails do you get a day?
II IIIII III I IIII I I III I II I I III I I II II IIIII II IIIIII III 9 am 5 pm
50 messages/day = 1 message every 10 minutes
email batching*
* Tim Ferriss, The Four Hour Workweek
II IIIII III I IIII I I III I II I I III I I II II IIIII II IIIIII III 9 am 5 pm
12:30
email batching
productivetime productive
timeproductive
timeproductive
time
productivetime
productivetime
productivetime
productivetime
productivetime
II IIIII III I IIII I I III I II I I III I I II II IIIII II IIIIII III
batchemail
9 am 5 pm
batchemail
productive time productive time
email batching
email scheduling• least productive way to start day• start day in “reactive mode”• never regain control• avoid email for at least first hour• what really can’t wait 1 hour?• reserve first hour for most critical• if people really need you... they will find you• bad news travels fast• “single most powerful way to regain control”
write down one thing that would make a huge difference
in your career/business/life...(i.e., gym, write book, strategize)
do THAT first every day instead
Sincerely,
Michelle Villalobos(vee - ya - low - bos)
phone/fax: (888) 531-3830email: michelle@mivistainc.comwebsite: www.MichelleVillalobos.com
Note: In an effort to be more efficient, I now “batch” my emails and check twice a day (usually at 11 am and 4 pm). If your matter is urgent (really urgent!) please call me _____. Otherwise, thank you for understanding & helping me in my effort to become more productive!
the auto-responderThanks for your email.
In an effort to free up time and become more efficient & effective, I'm outsourcing my inbox ;)
Patti & Corrisa will be monitoring my incoming business emails, booking my speaking engagements, scheduling appointments, & answering most incoming emails for the time being.
Should you urgently need to speak with me, text me at xxxx@txt.att.net. I will answer or call you back at my earliest convenience. However, I am "batching" communications and responding once or twice a day at most. Please do not add this email to any subscription lists or mailing lists.
I appreciate your helping me to automate, outsource and delegate all non-essential tasks in an effort to "upgrade my life." If you are interested in performing your own experiment, here are a few book recommendations:
1. The 4-Hour Workweek2. Upgrade Your Life3. Never Check Email in the Morning
Thank you!
email organization
inbox follow up
hold
archive
best tool: search!
email filters
inbox follow up
hold
archive
filters
later
“bacn”
best tool: gmail
filter, eliminate,
consolidate,batch
IMAP(instant message access protocol)
it took me 5 hours (from 2 pm to 7 pm) to finish this set of 3 slides!!
effective writing
• use bullets• anticipate & offer choices• use “if so” or “if not” construction• if it’s emotional, call or email always• use a meaningful subject line• use shortcuts (EOM, NRN)
Important! Read Immediately!!
Hola!
Following-up
The file you requested.
"Confirmed for Tuesday but need to change location to Starbucks” EOM (end of message)
subject lines
xxxx
email recap• don’t check in morning• attack most important task in morning• batch• outsource• inform with signature & auto-responder• filter• “zero inbox” (i.e., 3-folder) system• write better (anticipate)
20
phone problem signs
• you answer any & all calls whenever, wherever
• you have notifications set for email (vibrate counts)
• you leave on (and out) during meetings
• you have your cell phone on your business cards
• you’re in sales ;)
your phone is controlling you
eliminate, consolidate,
filter, batch
eliminate
• don’t give out your cell phone number (mask)
• requests email or text instead of v-mail message
• voicemail transcription service
• refers to an assistant (or transfer)
• turn the ringer off/phone off!
phone to email
consolidate
• have one input point (i.e., single number/v-mail)
• several output points (“find me follow me”)
• retrieve (from anywhere, anytime, any device)
• check or batch as needed
incoming call
one number
IMAP(instant message access protocol)
ABC, Corp.
Jane DoeDirector, Business Developmentjanedoe@abccorp.com
tel 305.555.9000direct 305.555.7979toll-free 888.555-8000mobile 305.555.4869fax 888.555.1678
ABC, Corp.
Jane DoeDirector, Business Developmentjanedoe@abccorp.com
305.555.9050
“find me, follow me”(“hide me, shield me”)
filter
• set automatic forwards (days, times)
• conditional forwards (i.e., for CS press 3)
• special treatment for specific numbers
• outsource/delegate
• phone spam filtering! (i.e., virtual ring)
phone filters
onenumber
filter
assistant
i.e., Google Voice (free, personal), Nexogy (business)
voicemail (batch)
text
you
spam
batch
• choose a time to check messages & return calls• retrieve (from anywhere, anytime, any device)• when do you like to talk on the phone? i.e.,
commuting with headset of course ;)• set availability times (like office hours)• batch check & batch return as needed• if too tempting, turn off ringer
15
*Dan Kennedy: The No BS Guide to Productivity
vampires*
hey, got a minute?
impromptu meetings
Tungle.me
Google Calendar
OFFICE HOURS please bring specific issues/questions
you’d like to address & resolve
Monday: 4 to 6 pmWednesday: 8 to 10 am
Friday: noon to 2 pm
batch
just say no!
eliminate
eliminate
plan
evaluate
who interrupts you?
• log 1 week
• every 30 minutes (=10-15 data points/day)
• probably find it’s the same people
• figure out ways to manage them better
“The squeaky wheel gets the oil” (and isn’t usually the best or most productive wheel)
general principles
7
your work day• set boundaries; shorten workday; get more done
• think close to revenue line
• break the habit of total self-reliance (“no task too big or too small”)
• free up time for the highest level tasks
• release perfectionism
• handle interruptions (& other nibblers)
outsource, automate, delegate, filter, batch!!
efficient vs. effective
* Steven R. Covey
productivity toolbox
batch
filter
plan
eliminate
outsource
automate
delegate
5
recommended reading
incoming call
one number
Copyright Michelle Villalobos, Mivista Consulting, Inc. 2009. All Rights Reserved. To Reprint, Distribute or Repurpose, visit www.MivistaConsulting.com and click “Contact Us”.
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Communicate More Powerfully
Gotham Steak, The Fontainebleau Hotelworkshop 4 -6 PM, networking after
register at:www.TheEmpoweredWoman.info
“When a man expresses his opinion, he’s a man. When a woman expresses hers... she’s a bit%$”
– Bette Davis
Tuesday, April 13, 2010
(Without Being A Bit%$)The Workshop