Working Even Smarter: The Eight Keys to Dramatically Improving Your Personal and Organizational Effectiveness in Just 75 Minutes!

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Working Even Smarter The Eight Keys to
Dramatically Improving Your Personal and
Organizational Effectiveness in Just 75 Minutes!
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Introduction

• Your presenter Chris DeVany
• Our objectives
• This presentation will be available online after
  the conference. You will receive an email for the
  Summit session website approximately 1-2 weeks
  after Summit.
• Follow Sage on Twitter _at_Sage_Summit
• Use the official Summit hashtag SageSummit
• Follow me on Twitter _at_cdevany

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Our Objectives

• Prioritizing using urgent and important
• Managing my day more effectively
• Plan the day
• Choose Top 3 Priorities
• Review the day mid-day
• Review the day at end of day
• Plan for tomorrow before leaving
• Identifying my top priorities for this week,
  based on my roles (Goals for Roles)

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Urgency v. Importance

• important (function adjective)
• marked by or indicative of significant worth or
  consequence valuable in content or relationship
• urgent (function adjective)
• 1 a calling for immediate attention, b
  conveying a sense of crisis or near-crisis
• 2 urging insistently

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The Activities Grid
Urgency
High
Low
Consequences for not doing are severe, but not
immediate so we put these tasks off.
Must be done now or immediate and severe
consequences.
Q1
Q2
Importance
Grab at our attention, but are not actually
important as they feel.
Q3
Q4
The things we do when we really should be doing
something else.
Low
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The Activities Grid Quadrant 1
Urgent and Important Im... Urgent,
but Not Important Not...

• Crises
• Problems that have immediate impact on customer
  satisfaction
• Mission critical and on a deadline

Q1
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The Activities GridQuadrant 1, Examples
Urgent and Important Im... Urgent,
but Not Important Not...

• Your boss demands a certain report by 10am
  tomorrow
• Your engine blows a gasket
• The labor pains are 3 minutes apart
• Its April 15th and you havent finished your
  income tax forms

Q1
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The Activities GridQuadrant 2
nt Important, but Not Urgent ...nt
Not Urgent, Not Important

• Strategic Planning
• Personal Development
• Relationship building
• Program Evaluation
• Clarifying vision and values

Q2
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The Activities GridQuadrant 2, Examples
nt Important, but Not Urgent ...nt
Not Urgent, Not Important

• A special course you want to take to upgrade your
  professional skills.
• Writing your mission statement.
• That new project you would like to suggest to
  your boss once you do some preliminary
  fact-finding.
• A focused planning-meeting
• Starting that retirement account.
• Exercising with your kids.

Q2
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The Activities GridQuadrant 3
Urgent, but Not Important N...

• Many emails
• Some phone calls
• Some meetings

Q3
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The Activities GridQuadrant 3, Examples
Urgent, but Not Important N...

• Someone asks you to chair a fund drive or to give
  a speech or to attend a meeting (low priority,
  but b/c someone is standing in front of you, and
  b/c these have built in time limits, they often
  get done while Q2 does not.)
• A co-worker interrupts you several times a day
  with information thats not that important.

Q3
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The Activities GridQuadrant 4
nt Not Urgent, Not Important

• Junk mail
• Spam
• Escape activities
• Time wasters

Q4
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The Activities GridQuadrant 4, Examples
nt Not Urgent, Not Important

• Youre planning to do some specific work and end
  up organizing your desk, straightening up the
  drawers, re-organizing files.
• TV (more often than not)
• Many things you feel bad after.

Q4
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How Will I Use My Time More Effectively Using
Important and Urgent?

• Q2 Important but not urgent
• Q1 Important and urgent
• Do what is important first make these our Top
  Priorities
• Review everything on our To Do List what is
  important?
• Take 3 minutes
• Avoid / reduce the priority on Q3 and Q4
  activities (both are low importance)
• Improve our effectiveness 300 to 400 when we
  just take 3 minutes

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Planning Your Day

• Plan each day before it begins

• Before leaving work
• At home
• Before starting to work

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Planning Your Day--The Steps

1. Acknowledge achievements from previous day
2. Update Task List
3. Review I have to be theres (meetings,
   conference calls) to be sure we have blocked out
   sufficient time
4. Block out Routine activities
5. Start identifying Top 3 Priorities

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What Steps Will I Take to Effectively Prioritize?

• Top 3
• Focus first on importance, then urgency
• Get Q1 stuff done ASAP, get it out of the way
• Focus on Q2 (High importance, low urgency)
• Get the other stuff (Q3 and Q4) done when able
• Begin before you leave home
• Do a recap at the end of the day to see what you
  actually achieved
• Acknowledge your goals
• Do the most unpleasant thing first, then youre
  not dreading it all day long

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What Steps Will I Take to Effectively Prioritize?

• Set Goals (personal and professional)
• Set aside time blocks
• Prioritize accordingly
• You need to prioritize your priorities (schedule)
• Gives you a concrete deadline
• Eating the frog (Address the worst problems
  first)
• Super-pleasers Learn how to say no and address
  my priorities first

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So right now, what are my Top 3 Work Priorities?

• Write down on our Action Plan

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Our Roles
Delegate Delightful Companion Designer Developer D
iplomat Director Domestic Engineer Encourager Ente
rtainer Entrepreneur Executive Explorer Facilitato
r Family Member Father Friend Giver of Light
Instructor Inventor Leader Learner Liaison Manager
Marketer Mentor Mother Motivator Musician Optimis
t Parent Pathfinder Peacemaker Provider
Advisor Animal Owner Artist Assistant Associate At
hlete Brother Caregiver Chairperson Citizen Coach
Communicator Companion Consultant
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Identify my top priorities for this week, based
on my roles

• Role
• Goal
• Role
• Goal
• Role
• Goal

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To Summarize Our Action Plan

• What steps will I take to more effectively
  prioritize using urgent and important?
• What will I do to managing my day more
  effectively?
• Plan the day
• Choose Top 3 Priorities
• Review the day mid-day
• Review the day at end of day
• Plan for tomorrow before leaving
• What are my top priorities for this week, based
  on my roles? (Goals for Roles)

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Your Feedback is Important to Us!

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• OR
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• Remember each completed survey is another entry
  for one of three prize drawings.
• Your feedback helps us improve future sessions
  and presentation techniques.
• Session code for this session P-ORG 12

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Contact Information

• Presenter Contact Information
• Chris DeVany
• Pinnacle Performance Improvement Worldwide
• cdevany_at_ppiw.com
• Twitter hashtag cdevany
• Follow Sage on Twitter _at_Sage_Summit
• Use the official Summit hashtag SageSummit
• Thank you for your participation.