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Kraft Your Success Maximizing Productivity 2.1.11
- 1. Maximizing Productivity: Creating more time and space for what’s really important July 20, 2010
- 2. Today we willexplore Understand the impact of the fast-paced/multi-tasking work environment Identify the key priorities in your role and uncover what’s really important to you Learn how your brain and energy works as it relates to your current environment Learn best practices and your unique style for creating the time & space to focus on what’s important
- 3. Information overload Technologythat enabled us to do more and be more productive can also undermine our ability to focus New options competing for our time Nielsen
- 4. Where’s our focusduring the day? 11 minutes: average time employees devote to a project before being distracted 25 minutes: average time it takes to return to serious mental tasks after disruption 28%: time wasted by interruptions that aren’t urgent or important like unnecessary email messages 3 days: number of productive days in a work week Resource: Basex, research firm, 2008
- 5. Impact of multi-taskingIt takes your brain 4x longer to recognize and process each thing you’re working on when you switch back and forth among tasks Your IQ falls 10 points when you're fielding constant emails, text messages, and calls The same loss you'd experience if you missed an entire night's sleep More than double the loss you'd have after smoking marijuana Resource: Basex, research firm, 2008
- 6. We work 24/720% of people work 80+ hours per week 50% of people work at dinner, while driving and on vacation 18% admit to working in the bathroom Resource: Basex, research firm, 2008
- 7. What’s the impact?We’re sick 80% of our medical expenditures are now stress related U.S. companies lose between $200-$300 billion a year due to work-related stress We’re unhappy <15% are extremely satisfied 84% are unhappy 65% of people are looking for work < 20% are engaged Resources: Salary.com 2009, Career Builder 2008, Fast Company 2003, National Safety Council, Priority Magazine, 2007
- 8. Where are youspending your time? Samples of time segments: Email Phone Strategy Clients/Stakeholders Internal communication/relationships Creativity/Ideation/ Brainstorming Trends & Innovation Breaks (and lunch) Managing teams Research & Trends … ..or add personal too!
- 9. We’re often managinginformation instead of being focused and connected to what matters People Strategy Ideation Meaning
- 10. Perspective You canchoose to prioritize! While you can’t change time, you can change your: Mind Habits Energy
- 11. The myth oftime management We really do get to choose You will never find time for anything. If you want time, you must make it.
- 12. What is thepriority here?
- 13.
- 14. What if youshift your focus?
- 15. And there’s evenroom for water
- 16. Where do youwant to spend time?
- 17. Behavioral change isrequired to close the gap Realize that change is hard because it causes pain Feels dangerous because it requires moving from known to unknown Recognize that people in different functions process in different ways Leave "problem behaviors in the past; focus on identifying and creating new behaviors” There has to be a good enough reason to change External vs internal motivation And more importantly….. to sustain it
- 18. Identify a fewkey priorities What are some of the parts of your job you would like more time for? How would it impact you if you achieved this and how would you feel if you got it? Ask: What’s important about _______?
- 19. It seems simple.Why is this hard? Information has changed, but the brain hasn’t Problem solving, planning, communicating, prioritizing etc tasks rely on the Prefrontal Cortex It’s the biological seat of your conscious interactions – thinking through vs autopilot We tend to focus in the PFC– only 4-5% of volume of brain
- 20. The brain needsfuel Processing information uses and depletes energy resources Brain shuts down when hungry or tired Average person can focus in this part of the brain for 1-2 hours per day Prioritizing takes a lot of brain energy Requires imagining future and moving around concepts that you have no direct experience with yet
- 21. Three levels ofthinking Level 1: Deleting emails Level 2: Scheduling a meeting Takes more time and energy to hold the information in mind Level 3: Writing a pitch or creating materials Hold info for much longer Take lots of energy and space. Bottom line: Do creative work first, urgent and important second, and everything else third. Ask yourself: If you truly respected attention as a limited resource, what might you do differently? Resource: David Rock “Your Brain at Work”
- 22. The “Always-on” mindsetHas created an artificial sense of constant crisis In mammals, this state creates a fight or flight mechanism to kick in It’s great when tigers are chasing us How many of your 200 emails per day is a tiger ? New York Time “Lost in Email ”
- 23. You are beingpaid to think More than 50% of workers today do creative work Definition of creativity according to Webster: To create means to “make or bring into existence something new” Creativity includes inventing, designing, painting, writing…. But also… Putting together information in a novel way Creating new services Problem solving
- 24. Ideas make moneyWhat’s important about this to this industry? The Creative process is a big engine of wealth creation
- 25. Get beyond linearthinking 60% of problems are solved by insight moments Ideas are often created by insight moments When/where do you have your best idea? Our best ideas often occur when we seem not to be consciously seeking solutions Stop thinking in order to solve problems Learn to stop automatic action and reflect
- 26. Quick test examplecracker - fly - fighter safety - cushion - point fish - mine - rush
- 27. Making it happenWrite down priorities and align choices Create a better environment Do what works for you “ Awareness without action is hallucination”
- 28. Create the spaceand rigorous process Set aside time chunks in your day Categorize by “energy” of task vs subject “ No email hours/time periods” – think of email as a job/task 1 hour per week minimum for creative, strategic idea generation – put it in your calendar 10-15 minutes per day on calendar for planning/reflection time Take breaks Implement 90 minutes of focused time followed by a break Schedule creative tasks in the morning Make agreements with those around you Get it out of your brain and onto paper Put everything in your calendar Create a to-do list that is action-oriented
- 29. Create the spaceand rigorous process Explore what others can do Delegate to others what they can do better than you De-cluttering your office space de-clutters your brain If you work from home, develop a work day routine Get ready for work Leave the house and come back
- 30. Create the spaceand rigorous process Some specifics about email Touch each email only once Categorize folders by subject and/or priority/action Remember that sending email creates more emails Be conscious about using it vs other means of communication. Ask yourself, can a phone call or in person meeting work? Use email for one of a few tasks Scheduling a meeting Providing information with a specific request for action Documentation
- 31. Listing Tasks: Approach 1 reading email responding to email fielding phone calls making phone calls to generate new clients following up on prospects inputting client data into database meetings with clients dealing with home projects Transporting kids (if necessary) scheduling sales calls/appointments creating marketing materials/presentations etc invoicing
- 32. Categorizing Tasks: Approach 2 Prospecting (email, phone calls, scheduling) – includes clients, prospects, home – requires sales skills, interpersonal, persistence, routine dialing/emailing Client Follow up (email, phone calls, scheduling) – requires follow-through, remembering/reacting to key details Automated tasks – includes clients, prospects, home, invoicing – requires attention to detail, automation, limited thinking Creating materials/business development – requires creativity, innovation
- 33. Exercise 1) Listall tasks 2) Define skill required to complete 3) Bucket into categories 4) Arrange calendar based on new buckets/time chunks
- 34. Discover what worksfor you Learn to watch yourself Experiment Implement what works for your style and energy Leverage your strengths
- 35. Be a leaderof your own time One core priority (big rock) ___________________________ Commitment needed to make the change: Yes: No: _________________ _________________ _________________ _________________ _________________ _________________ What is your time commitment/structure? What is the proof that’s you’ve accomplished it? What’s your accountability with your partner?
- 36. Remember: It reallyis your choice Don’t lose sight of what’s really important Focus on the big rocks first Create the space and process that works for you
- 37. Be a leaderof your own time And enjoy the journey Thank You! Heidi Kraft, Kraft Your Success www.kraftyoursuccess.com/blog @heidikraft
- 38.
- 39. Underlying any changewe need to understand… Professional: What do I bring to my activities: Motivation – you want to do a great job Knowledge – you understand what to do and how to do it Ability - you have the skills Confidence – you are sure of yourself when performing this Authenticity – you are genuine in your level of enthusiasm for engaging in this Personal: What the activity brings to me: Happiness – having engaged in it makes you happy Reward – provides material or emotional rewards that are important to you Meaning – the results of the activity are meaningful for you Learning – the activity helps you learn and grow Gratitude – you fell grateful for being able to do this and believe it’s a great use of your time Marshall Goldsmith, “Measuring Your Mojo”
- 40. Resources: Bureau ofLabor statistics Salary.com 2009 Career Builder 2008 Fast Company 2003 Microsoft Survey, March 15, 2005 Basex, research firm, 2008 Herman Miller Inc., "The Siren Song of Multitasking," 2007 Journal of Experimental Psychology Jonathan B. Spira, "The Cost of Not Paying Attention," Basex Research, 2005 David Rock, “Your Brain at Work” Daniel Pink, “Drive” Seth Godin, “Linchpin”
Editor's Notes
- #29 Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
- #30 Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
- #31 Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
- #32 Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
- #33 Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate
- #34 Get things out of your head Write the 4 big projects down Schedule the most attention rich tasks when you have a fresh and alert mind Break work up into blocks of tie based on type of brain use – rather than topic Example: Strategy on a Monday. Other blocks for routine tasks – end of day? Let your brain rest – stop thinking when its not urgent, say no to tasks, delegate