10 Tips to a more productive day
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The document provides tips for improving productivity and reducing distractions, including creating agendas, using email fields properly, scheduling periods of uninterrupted work, minimizing notifications and alerts, using email signatures, setting up an Outlook dashboard, finding and maximizing lost time, speed reading books using tables of contents and bold text, using keyboard shortcuts, and regularly debriefing meetings, time periods, and learning experiences. It recommends scheduling 30-60 minute blocks of uninterrupted work and lists some common time wasters like waiting for others and sitting in traffic.
10 Tips to a more productive day
- 1. Create/Update/Review Agendas for the people you meet with regularly
- 3. Use all 4 fields of your E-mail program
- 4. Discuss this with your team Send an e-mail for prompt response! To Name of the person/people to take action CC Person/people who may be interested BCC FYI or to stay “in the loop” Subject What, by when (action and specifics)
- 6. Move your E-mail out of the inbox… to: Tasks, Calendar, Address Book, Notes
- 10. New York Times March 25, 2007 “ Multitasking is going to slow you down, increasing the chances of mistakes …” David E. Meyer is a cognitive scientist and director of the Brain, Cognition and Action Laboratory at the University of Michigan. “ Disruptions and interruptions are a bad deal from the standpoint of our ability to process information.”
- 11. Think of 2 areas of your planning which will require large periods of uninterrupted time. (30-60 minute-long work sessions.) __________________ __________________
- 12. Targets: New E-mail ‘ding’/alert Task & Calendar pop-up alarms Internet & Mobile phone Desktop/Workplace Organization
- 14. Use E-mail “ Signatures ” as templates to answer Frequently Asked Questions (FAQs) 11:25
- 15. … please write down a question you “ know you’ve heard before , and you know you’ll hear again !” How do you… How do I… When do we… Where is the…
- 16. Do you have a signature with “just” your contact information?
- 17. 908 words Question : At 30 words per minute, how long would it take to type a 900+ word E-mail?
- 19. Set up and refer to the “ Outlook Dashboard ” www.OutlookDashboard.com
- 23. Find (and maximize) “ lost ” time
- 24. Finding Lost Time Waiting for someone who is running late Meetings that don’t start on time Sitting in traffic What are TWO other “time wasters” you deal with on a weekly or daily basis?
- 25. Filling Lost Time Make phone calls to confirm next appointments Write thank you cards Read magazine articles Review documentation for a current project What are TWO other ways you fill lost time?
- 26. Speed Read those books !
- 27. Tips for reading business and how-to books Here is how you do it! #1. TOC/Index/Appendix #2. Bold Printed Lines #3. First Sentence of each paragraph #4. Go ahead and “read” any section you found intriguing
- 30. Use Speedkeys They speed things along! 12
- 31. Speed-keys/Shortcuts ie: ALT+TAB (switch open windows) Windows & Mac specific ie: CTRL+W or F1 (close open application) Program specific (ie: Outlook keys) CTRL+SHIFT+M (new e-mail) CTRL+SHIFT+ C (new contact) CTRL+SHIFT+K (new task) CTRL+SHIFT+A (new appointment)
- 32. Examples Switching open applications Starting a new e-mail while reviewing your calendar Printing a document Adding a task to your “task management” system Creating an appointment “out of” an E-mail Format a letter or other document
- 33. Debrief it all
- 34. What do I Debrief? Meetings Events Campaigns Time (Quarterly/Yearly) Learning experiences Weekly Review/Debrief…
- 35. Where am I? Where did I say I would be by now? What do I need to do in the next week to continue my momentum? Jason’s weekly review process, starts with a projects (articles, clients, etc) list.
- 37. For ongoing support and more resources: www.JasonRecommends.com www.JasonWomack.com