© 2010 Studer Group Dr. Robin Largue Dr. Janet Pilcher LDI September 28, 2010.
Maximizing Your Leadership Minutes - Amazon S3...Copyright © 2016 Studer Group. Please do not quote...
Transcript of Maximizing Your Leadership Minutes - Amazon S3...Copyright © 2016 Studer Group. Please do not quote...
Copyright © 2016 Studer Group. Please do not quote or disseminate without Studer Group authorization
Maximizing Your Leadership Minutes
Jackie Gaines, R.N., M.S.
Executive Coach, Author, National Speaker
The Studer Group
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I Need More Time?
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Look Familiar?
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Competing Number 1 Priorities
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Competing Priorities
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Do You Have an Off Switch?
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• Identify the biggest time robbers and roadblocks impacting your work
and personal life.
• Learn key tactics and high impact tools you can do in 10 minutes or
less!
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This session will offer tips on how you can maximize your minutes by
focusing on high payoff activities that decrease the number of time
robbers compromising effectiveness, job satisfaction and your well-
being.
Session Objectives:
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The bad news is time flies.
The good news is you’re the pilot.
Michael Altahuler
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1440 minutes each day with competing priorities but always
CHOICES!
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What Are Your Multi-Tasking Bad Habits? How Have They
Affected Your Outcomes and Personal Well-Being?
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• Are we losing patience or tolerance with a slower pace of existence
even though speed or increased volume may not guarantee quality of
our work, home life or emotional well-being?
• Do new technologies such as smartphones exacerbate impatience
and anxiety? E-mail etiquette often necessitates a response within 24
hours.
• Are lines blurred between work and play? How would you define your
“work day”? Is there an off switch?
• How is your perception of time influenced by joy in your work or work
environment?
• Are their generational influences on “time” and what we value or what
we are willing to sacrifice to achieve a healthier balance?
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How Did We Arrive in This Place?
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• Do you feel “out of control” when
using the Internet or cell phones;
e.g., feeling. “Carried away”?
• When not on the Internet, do you
find that you are preoccupied with
the Internet, computers or cell
phones
• Have you repeated unsuccessful
efforts to control cut back or stop
using the Internet or detach from
your cell phone?
• Do you find yourself to be restless
or irritable when attempting to cut
down or stop using the Internet or
limit how many times you check
your phone?
• Are you using the Internet as a
way of escaping from problems or
relieving a bad mood, (e.g.,
feelings of helplessness, guilt,
anxiety or depression)?
• Do you find yourself lying to family
members or others to conceal
the extent of your involvement with
the Internet?
• Have you jeopardized or lost a
significant relationship, job or
educational or career opportunity?
Because of your use of the
Internet?
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Reality Check: Do you have an addiction to technology? See
how many you answer “yes”
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“The Internet is so big, so powerful and pointless that for some people,
it is a complete substitute for life.”
- Andrew Brown
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The “I” Impact
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• Workforce productivity, achievements, engagement
• Paperwork
• Planning and oversight for execution
• Meetings
• Paperwork
• Implementing organizational changes
• Paperwork
• Financial oversight
• Oh, yeah…family, friends…me
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Leadership positions are especially challenging!
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Are you engaging in those activities in your life
offering a high payoff (in other words, focusing on
what’s most important)?
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So, how do you spend your daily minutes?
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• Interruptions
• Electronics
• Constant crises and home and work
• Meetings without purpose
• Disorganization
• Unclear or constantly changing priorities
• Poor communication
• Unclear responsibility and authority
• Procrastination/indecision
• Ineffective delegation
• Inability to say "no"
• Multi-tasking
•
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Common Time Robbers
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7:30 am. Exactly 30 minutes before my first meeting of the day. That’s
just enough time to check a few emails, grab a cup of coffee and take a
few deep breaths to center my mind. As I make my way down the hall,
I see one of my employees pacing outside my office door (never a
good sign at this time of day). Oh no, this was not on my calendar!
Please, no drama to start my day. I have no time…no minutes to
spare.
Sound Familiar?
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Time Robbers for Leaders
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• Managing roadblocks-
unanticipated organizational
change that is external (i.e.,
economic pressures, governmental
mandates) or internal (i.e.,
structural, functional) can be all
consuming for leaders requiring
reprioritization of goals, action
plans and time.
• Indecision- failure to take action
• Implementation before
diagnosis- taking action before
figuring out the underlying issues
that could inform the direction our
actions should take.
• Unanticipated interruptions-
disruptions that redirect our time
and cause us to lose focus.
• Procrastination-time wasted
avoiding a task or project
• Unrealistic time estimates-
actions/projects require more or
less time than perceived. These
errors usually occur when goal
setting and action plans are
created in isolation, without input
from others on the team.
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Common Time Robbers for Leaders
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• Reactive versus proactive
leadership- always chasing the
next organizational “fire” is time
consuming and exhausting.
• Poor organizational skills
• Ineffective communication- lack
of clarity or effective strategies to
assure messages are received as
intended.
• Communicating with difficult
employees- can create a never-
ending drain on your leadership
minutes if not managed well.
Communication and setting
boundaries will be the key to
managing this time robber.
• Ineffective meetings
• Limited delegation
• Limited ability to prioritize for
self and organization
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Common Time Robbers for Leaders
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• Rework- because of lack of
clarity in expectations or roles
• Rebuilding – relationships
strained by poor
communication
• Repeating- an entire
conversation because we did
not hear it the first time or we
misinterpreted the bits and
pieces we did hear
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What Did You Say?
Poor communication is a major time robber simply because we are not actively
listening to another person
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Self-awareness is always step one in any personal improvement journey.
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Maximizing Your Minutes
Activity/Task Number of Hours Priority Rank
Sleeping
Eating
Self-care
Exercise
Personal Time (just you)
Focused shared time with significant others
(family, friends)
TV or other forms of entertainment
Connected to electronic devices (phones, internet)
Work
Studying
Personal work- (cleaning, repairs, cooking…)
MUST TOTAL 24 Hours
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• Plan your day by listing what
must get done
• Control interruptions
• Manage your office hours
• Shorten your meetings
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Step 2: Pick one or two that are the most wasteful. Focus
intervention on those first.
Look for simple remedies to reduce time robbers
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• Level of urgency is useful for choosing what things we spend our
energy on any given day.
• However, importance should be our key driver…everything is not on
fire.
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Not all things we perceive as urgent are important.
Is It URGENT or IMPORTANT?
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Is it Urgent or Important? How would you respond?
An email from work hits your inbox as you have just settled in for a nice evening
meal with your family. This is usually sacred time for you to relax, listen to their
stories and center from the craziness of your day. You hear the computer’s “bing”
alerting you of the email’s arrival just as the mashed potatoes are being passed your
way. Every part of you knows it’s from work with a new deadline or web-ex you
need to view and respond to in order to be in compliance. Your mind immediately
goes to how you will fit this into an already planned evening with family. As the
chicken gets to your plate, you are completely distracted and now feel compelled to
see what the email says. The urgency builds as dinner progresses and the
importance of family fades with each course of the meal. Finally, you excuse
yourself, and check the email. You validate that indeed there is a new deadline and
now you need to figure out your response.
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• Ditch dinner and do it now! (Urgency wins)
• Acknowledge the task, tuck it away mentally and prioritize
work in the morning. (Importance of focused family time
considered)
• Best response: Put the computer/phone in another room so
you never hear the sound in the first place. You choose to
have a focus on family from the beginning of dinner. Work
can resume in the morning. (Importance wins!)
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Possible Choices
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Here are some Key Words you could use to help you just say NO:
• No
• Not at this time
• No, thank-you, I am unable to make it
• I am sorry, my plate is so full right now
• Thanks for thinking of me, but I can’t
• No, thank-you, I am learning to limit my commitments
• No, thank-you, but it sounds great
• If only I had a clone!
• I am so honored, but I can’t.
• I just don’t have the time it requires.
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Just Say NO!
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• Make a Master Schedule. Include your weekly meetings, classes or
activities that do not vary. If you have trouble making this schedule, you are
probably trying to do too much. Once you make it, consult it and use it to
structure your daily activities. Do not schedule every moment though, because
over-planning is a time robber too.
• Set aside some uninterrupted planning time each day. This may be a
difficult discipline for some, but 20 uninterrupted minutes planning yields the
same results as 60 minutes of interrupted time. What a return on your time
investment!
• Get into a routine. Mindless routines may curb your creativity, but when used
properly, they can release time and energy back to you. Choose a time to get a
certain task accomplished, such as answering email, working on a project,
completing paper work; and then stick to it every day.
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Maximizing Your Minutes
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• Divide large tasks. Large tasks should be broken up into a series of
small tasks. By creating small manageable tasks, the entire task will
eventually be accomplished. Also, by using a piecemeal approach,
you will be able to fit it into your hectic schedule.
• Set start and stop times. When arranging start times, also arrange
stop times.
• Keep paper moving! Throw it away, act upon it, or put it in your
reading pile. Shuffling and reshuffling paper from pile to pile with no
evaluation or action is a waste of your time.
• Control your e-mail deliveries. Do you check your e-mails every 5
minutes? Stop the madness!! Work e-mails into your schedule so
that e-mails do not control your day.
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Maximizing Your Minutes
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• Key factors in strong time
management are being aware
of the vision, setting specific
and realistic goals, establishing
and communicating priorities,
and having the discipline to
follow the plan.
• Be your team’s GPS!
• How many times have you
gone off track or given vague
instructions to your staff only to
waste a lot of time
“recalculating” in order to get
the team where you want them
to go?
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Maximizing Your Leadership Minutes
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• Make meetings productive, but short. The average person wastes
about 250 hours per year in unproductive Most meetings can be
accomplished in half the time it currently takes if everyone is
prepared, on-time and focused. Using a standardized agenda with a
focus on the strategic priorities will help to keep the focus on the
”main or important things” and cut down on side discussions.
• Don’t fall into the ”perpetually-scheduled-meeting” syndrome.
This occurs when you’re having meetings just because they are
regularly scheduled. Make sure every meeting is absolutely
necessary.
• Know when to stop a task, policy, or procedure. Don’t maintain
initiatives, policies or procedures for their historical value only.
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Maximizing Your Leadership Minutes
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• Eat well, sleep well, exercise
plenty, and goof off. Take
care of yourself so that you
have the energy to lead.
• Lack of “luster” that comes
from living a hectic life is often
the reason why things take
more time to complete.
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Maximizing Your Minutes
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• Breathe to slow your thoughts
(10 seconds)
• Evaluate the choices (20
seconds)
• Select top three priorities (20
seconds)
• Take action (10 seconds)
• Review your schedule
• Return 3-5 emails
• Write in your journal
• Listen to an inspiring song (or
sing it to yourself)
• Take a stretch break
• Organize your workspace
(unless it’s way out of control
requiring a lot more time)
• Pause- look out of a window
and enjoy your surroundings
• Tell someone thank-you or
offer a compliment
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We All Have 5 Minutes!
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• Rounding for Outcomes
• Impact= Employee Engagement/Retention
• Employee Huddles
• Impact= Focus on Consistency in Execution & Team Building
• Thank-you Notes
• Impact= Employee Engagement/Retention
• Advancing your Knowledge Bank Account –read something
• Impact= Professional Development
• Making Progress on a Goal- email, phone call
• Impact= Results
• Reflection
• Impacts= Balance, focus
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High Impact Tactics That Take 10 Minutes or Less?
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• How do you want to be perceived?
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Self Assess and Make Choices!
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As you learn to align your own
priorities, you will become stronger
and may even inspire others to take
control of their own professional
and personal lives, too.
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Choose one or two places to start!
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“Always bring it back to values..."
— Quint Studer
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Jackie Gaines, R.N., M.S.
Executive Coach, Author, National Speaker
Studer Group
EVALUATION REMINDER:
We want your feedback to get better. Please
remember to take the session evaluation. Thank you!
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Enjoy the Closing Keynote:
“Head, Heart, Hands”
Lisa DeLong, RN
Studer Group Speaker & Author