21st Century Productivity principles, tools,

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21st Century Productivityprinciples, tools,
practices for dramatically increasing
productivity cutting stress!
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If Healthcare is about well-being, then why am I
so stressed out?!
Principles, Tools, Practices for Dramatically
Increasing Productivity, Boosting Energy,
Cutting Stress
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• When you think of productivity what does that
  mean for you?
• What about stress? How or where does stress show
  up for you?

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Overwhelmed? Stressed?Youre not alone!

• The number of American workers who consider
  stress to be a major problem in their lives has
  more than doubled during the past ten years.
• 62 percent of American workers say their
  workload has increased over the last six months
  53 say work leaves them "overtired and
  overwhelmed.
• Americans have the highest standard of living, we
  rank somewhere in the middle in terms of
  fulfillment and health.

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Impact of Technology

• While we have been miraculously connecting
  electronically over the past 15 years, we have
  also quietly and unintentionally been
  disconnecting interpersonally.
• Edward M. Hallowell, M.D.
• Former Instructor Harvard Medical School
• Director Hallowell Center for Cognitive and
  Emotional Health

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• Our task now is to learn how to use the
  technology weve invented, rather than allow it
  to use us, so that it improves our human
  connections, and does not replace them.
• Edward Hallowell, M.D.

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Impact of technology

• Over the past few years Ive had the
  uncomfortable sense that someone, or something
  has been tinkering with my brainIm not thinking
  the way I used to thinkimmersing myself in a
  book used to be easynow my concentration starts
  to drift after 2 or 3 pages, I get fidgety, lose
  the thread, and begin looking for something else
  to do
• The big Switch by Nicholas Carr

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signs you might be suffering from technology
overload

• Youve pulled up to a stop sign and waited for
  the light to change.
• Youve tried to open the front door of your house
  with the keyless remote to your car.
• Youve tried to change television channels with
  the telephone (or tried to make a call with the
  remote)
• You could not find the glasses that were on your
  face, or the phone thats in your hand- while
  youre making a call!)

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Objectives

• Participants see an entirely new possibility for
  effectively managing overwhelm, stress, the
  impacts of technology.
• Participants understand that time management is
  insufficient for managing work life
  successfully in the 21st century.
• Participants have specific tools associated
  practices for tracking ideas, managing people
  projects, handling email.
• Participants have practices for renewing personal
  energy , focusing, and feeling accomplished.

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What about you?Where could you use a lift in
your productivity, vitality, or energy?

• Increase quality and/or quantity of results
• Be more focused and less distracted
• Have some sense of control over your time
• Leave each day with some feeling of
  accomplishment
• Enjoy a greater work-life balance
• Increase team productivity, operational
  excellence and/or organizational alignment
• Decrease stress, sick days, attrition, complaints
  and burn-out

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Explosion of Information and Technology

• Work environment has shifted along three
  dimensions
• Volume
• Speed
• Complexity

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Speed, Volume Complexity
Events that have increased the Speed,
Complexity, Volume of Work in the 20th Century
2000s
Wi-Fi
Instant Messaging
1990
Internet
1980
E-mail
Cell phones
1970
Personal Computers
1960
Affordable flying
Mainframe computers
1950
Personal Fax Machines
Touch tone (digital) phones
1900
Late 1800s
Electric typewriters
Sputnik Space race
Interstate Highway System
Assembly lines mass production
Automobiles
Trains (standardized time zones)
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Future Technology Trends

• By 2015 there will be more than 50 billion chips
  that will all be connected into one wireless
  global network, speaking one language.
• By 2020 these self evolving chips will have the
  capacity to learn, watch, record, analyze, and
  identify every person on the planet in real time.
• By 2020 the internet will develop a type of
  personal awareness of itself.
• From The Extreme Future by James Canton, Ph.D.

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We are unprepared for this dramatic change

• Theres a disconnect between the new work
  environment and traditional approaches to
  productivity
• Change causes stress and anxiety
• Change is considered personal
• Compensate by working longer, working harder,
  multi-tasking
• Thinking is If I was just more organizedor, If
  only I had more time or, If only I had better
  time management skills or tools

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Principle

• Our work habits and behaviors are the greatest
  impediments to achieving a breakthrough in our
  productivity, vitality, and well being.

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What do we mean by habits?

• habit (habit) n.
• A recurrent, often unconscious pattern of
  behavior that is acquired through frequent
  repetition.
• An established disposition of the mind or
  character.
• An addiction, especially to a narcotic drug.

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Work Habits

• This happens

• You do this

Something comes up you need to remember.
You jot it on a handy scrap of paper.
Someone asks you to do something.
You say yes but dont check to see if you have
the time to get it done.
Your phone rings while youre doing something.
Without giving it a second thought, you answer it.
An E-mail arrives in your inbox.
You stop what youre doing and read the E-mail.
Something you need to do comes to mind.
You tell yourself Ill remember it later and
you let it slide by.
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what about you?

• What are some of your habits that negatively
  impact your productivity?
• How do your work habits impact others?

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The habit of trying to get it all done

• This habit wont die easily. There was time when
  you could get it all donewhen the stores were
  closed on Sundayand you didnt work weekends.

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Principle

• In the 21st Century you will never get it all
  done.
• Its Impossible!

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Notice

• You understand that you will never get it all
  done but you still hope you can
• It makes intellectual sense that you will never
  get it all done, but you still want to try
• It is interesting to consider that you will never
  get it all done, but you are the exception
• It is obvious that you will never get it all
  done, but you habitually think you should get it
  all done
• We all know that good people should get it all
  done and are failures if they dont. Since you
  are a good person you will try to get it all
  done, anyway even if you cant.

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Trying to get it all done

• What are some of the ways you try to get it all
  done?
• What are the results?
• What, if any, are the consequences?

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Multi-tasking
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Multi-tasking 2.0
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Principle

• Time is a finite, limited, resource. Working
  longer hours is unsustainable. It leads to
  exhaustion, sickness disengagement.

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The Time Management Model

• The purpose of Time Management is for you to get
  more done each day
• The principles, tools and practices of Time
  Management are based on the illusions that
• It is possible to get it all done
• If you could get it all done you would experience
  peace of mind

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The Time Management Ladder

• Organizational Tools
• Day Planners
• Post-it notes
• Whiteboards,
• Paper calendars,
• Technology Tools
• Personal Computers
• Laptops,
• Electronic Calendars
• Blackberrys,
• Cocktails

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Your Current Existence System

• Lets take a look at some of the tools you put
  together (from time management principles) for
  organizing, keeping things in existence getting
  things done.

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How Many Do You Use?

• Fax machines
• Cell phone
• Word Processors
• Blackberry
• Dictaphone
• Voice messages
• Desk top computer
• Wall calendar
• Desk phone
• Internet portals
• Wireless products
• Voice recorder
• Digital camera
• Computer databases
• Post-it Notes
• Spreadsheets

• Instant messaging
• Notebooks
• Paper folders
• Computer files
• Contact lists
• Satellite phones
• Reference libraries
• Activity logs
• Project Mgmt programs
• CRM software
• Webcast presentations
• Tape recorders
• Video cameras
• Planners
• Voicemail logs
• Meeting journals

• To Do / Task List
• PDA
• E-mail
• Tablets
• Piles on your desk
• Computerized schedule
• Scraps of paper
• Files
• Books
• Laptop computer
• Bound notebooks
• Paper Schedules/Organizers
• Baskets
• Database

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Your Current Existence System

• When you look at your list as a system, whats
  the nature of your existence system? (How would
  you describe it?)
• What is the impact of using this system on
• Your ability to be productive effective?
• Your results?
• Your ability to focus and be at work on what is
  important?
• Your peace of mind?

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• The Capture Tool

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Capture Tools
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Capture Tool Work Practices

• You have one and only one Capture Tool
• Your Capture Tool is at hand at all times
• You immediately enter anything to do or handle,
  and any relevant information, into your Capture
  Tool
• Every day, before the end of the day, you move
  everything from your Capture Tool into your
  calendar, or your on-deck, or future
  possibilities list

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• Managing people projects using
• Agendas

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Agendas

• For people or teams you regularly converse with
  by phone or in person, or for ongoing projects,
  you maintain an Agenda of items to be handled in
  your regular recurring conversations or meetings
  with them or for them.

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411 or 911?

• Used properly, agendas will greatly increase
  your productivity by reducing the number of times
  you interrupt other people and the number of
  times they interrupt you.

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Agenda Form in Outlook
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Other types of agendas to create

• People or teams with whom you are now committed
  to having recurring conversations or meetings
• Project work that you do on a recurring basis
  (daily, weekly, monthly) e.g. newsletter
• Any other things for which it wouldnt make sense
  to schedule individual occasions

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accountability
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• Calendaring

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Tool

• electronic calendaring
• Principle
• If youre going to do it schedule it!

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• The illusion of later
• Vs.
• The reality of Now

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the habit of later

• People talk about what they are going to do
  later, but later never comes
• Most people think things actually happen later,
  or tomorrow, or someday, or when they become
  urgent.

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the habit of later

• Ways of saying later
• Ill do it as soon as I can
• Im working on it
• Its on my to do list

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the reality of Now

• You can only do something in a NOW
• for instance next Tuesday, between 9AM and
  10AM.

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calendaring work practices

• Scheduling your Nows enables you to act on your
  commitments.
• When you dont schedule your Nows, you default to
  using your time to react to what seems urgent in
  the moment.
• If possible, do your difficult, most important
  work during your morning burst.

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Calendar View in Outlook
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Calendar Work Practices
Primary calendar linked to PDA
PDA linked to home computer
Primary calendar resides on most used computer
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Storing Relevant Information
The Occasion
Link to information on the Internet
Pertinent E-mail
Agenda items can also go here
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Putting it all together

• Lets look at how to implement these tools using
  Outlook.
• These tools practices can easily be adopted for
  other electronic calendar systems group wise or
  entourage for example.

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• inhaleexhaleemail

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Effective Email Practices

• Turn off your e-mail notification indicators
  sound and visual.
• Schedule a recurring daily Occasion or set of
  daily Occasions to scan and read the E-mail that
  you have allowed to remain in your inbox (Time to
  read E-mail).
• As you read and scan your E-mail, slide anything
  that you cannot respond to instantly into your
  Not Doing Now E-mail folder.

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Email practices

• Schedule three or four occasions per week to
  review, process and respond to what is in your
  Not Doing Now E-mail folder.
• Do not open and read E-mail except during the
  scheduled time.
• Complete your Doing Now E-mail by the end of each
  day

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Subject Line Examples

• DEGREE OF IMPORTANCE/Topic/Action Required
• Example URGENT/Payroll Issue/Please Respond
• Or, start each subject line with description of
  purpose of the email
• Example INFORM, REQUEST, ACTION REQUIRED, UPDATE

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At the end of the email

• If you do not require a response to your email,
  end with No response required
• If you do require a response, say what response
  you are asking for and by when explicitly say to
  whom to respond
• Example JOE By 17 July, 2009 Please respond.
• Recommendation Do not use Reply to All unless
  each person needs to see the response.

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Results!

• Prior to learning these principles, I had
  resigned myself to believing my days would always
  consist of crisis management and stress. Now I go
  to sleep at night with no worries on my mind. My
  productivity both at home and work has improved
  dramatically, while working fewer hours.
• Scott Averill, Executive Director, Atria
  Hearthstone Retirement and Assisted Living

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Personal Energy is Renewable

• Energy the capacity to work. Greater capacity
  makes it possible to get more done in less time,
  at a higher level of engagement and with more
  sustainability.

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renewing personal energy

• We want to increase our capacity our energy- in
  3 areas
• Body
• Emotion
• Spirit

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the body- physical energy

• Enhance sleep by going to bed earlier
• Reduce stress by engaging in cardiovascular
  exercise 3 times per week
• Eat small meals light snacks every 3 hours. Cut
  down on sugar caffeine
• Take brief but regular breaks away from your desk
  at 90 120 minute intervals.
• Reduce alcohol consumption

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emotional energy

• Defuse negative emotions- irritability,
  impatience, anxiety, or insecurity through deep
  abdominal breathing
• Fuel positive emotions by regularly expressing
  appreciation to others in detailed specific terms
  (via note, emails, calls conversation)
• Look at upsets through a long lens. Ask
  yourself what would the other person say, or,
  how will I see this situation in 6 months-or 6
  years? How can I grow learn from this
  experience?

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• the one aptitude thats proven impossible for
  computers to reproduce, and very difficult for
  faraway workers connected by electrons to match,
  is empathy.
• A Whole New Mind, by Daniel Pink

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spiritual energy

• Identify and schedule the activities that give
  you the most fulfillment feeling of
  accomplishment. (art, music, dance)
• Allocate time and energy to what YOU consider
  most important. (spending quality time with
  family-away from television)
• Live your core values, be true to your Self. (if
  being considerate of others is important you
  are chronically late-make a commitment to being
  on time)

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What will you take away?

• What do you now see is possible?
• What tools practices will you implement?

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Next 1.5 Day Workshop

• November 18,   900am 400pm
• November 19,   900am 200pm
• Towne Place Suites - Johnston, IA
• Tuition  575
• Tuition Refresher  325
• Deadline - Register online before October 18,
  2009.  
• Seating is limited.

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Contact

• Stephanie Hultman, CHFP, CPAT shultman_at_hraccounts.
  com
• cell  319-240-5306
• 800  866-812-2149
• or
• Jerry 760.918.6701
• jerrybridge_at_att.net

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In Service Training Coaching

• Individual Team Productivity
• Executive Team Coaching
• To assess this opportunity, schedule a phone
  appointment by handing in a business card
• ____________________________________________

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Thank you for the difference you make..