Maximizing Productivity & manage time effectively
- 1. Maximize productivity & manage time effectively www.miguelbaumann.com
- 2. Type into the chat: Before we get started... Where are you calling from today? What is the specific productivity challenge that you are hoping to tackle in todays class?
- 3. Hi, I’m Miguel Serial Entrepreneur & Corporate Manager: Digital products Coach for Entrepreneurs and Leaders in Tech Amsterdam; originally Swiss. Yoga & Climbing
- 6. Maximizing Productivity & Timemanagement Assess Adjust Finetune
- 7. First: Getting the data Understand objectively what is going on in your day.
- 8. Circadian Rhythm MIDNIGHT NOON 6:00AM 6:00PM Restorative Sleep Deep Sleep REM Sleep MELATONIN RELEASE STOPS MELATONIN RELEASE STARTS Start your day by getting some sunlight Highest Alertness Limit Technology use Start dimming lights Limit caffeine Fastest Reaction Time Best Coordination Plan according to your Circadian Clock
- 9. Circadian Rhythm MIDNIGHT NOON 6:00AM 6:00PM Restorative Sleep Deep Sleep REM Sleep MELATONIN RELEASE STOPS MELATONIN RELEASE STARTS Start your day by getting some sunlight Highest Alertness Limit Technology use Start dimming lights Limit caffeine Fastest Reaction Time Best Coordination Rate your energy throughout a day: What times are you - Best at thinking? - Most productive? - Very social? - Most tired? What is your natural sleep rhythm?
- 10. Work in Cycles How often do you take breaks? How do you take breaks? How would your day look like without coffee?
- 11. Time Audit What are your 5-10 most important goals or areas of responsibility? A) How much time have you spent on each of these items? B) How much time would you ideally spend on each of these items? Goals / Areas of responsibility A) B) Marketingactivities (Newsletter, Blog, LinkedIn) 15% Craeting new Workshops 15% 1:1 Leadership Coaching Sessions 20% Sales Activities 5% Workshops delivery 20% Networking 5% Admin tasks 10%
- 12. Breakout Room 1 Take turns and ask each other the following questions: What were the times you were most productive in a day? What were the trigger/causes that got you off track reg. productivity? What would be ways to fix this? What were the circumstances when you felt most productive?
- 13. Maximizing Productivity & Timemanagement Assess Adjust Finetune Goal setting Prioritization Practical productivity tips
- 15. Persistent Motivated Focused Resourceful & creative Strong Scientific support for setting Goals …leading overall to be better work and well-being Goals make you more…
- 16. Long Term Goals (1+ years in the future) Short Term Goals (this week, month, or year) Provide a sense of progress and momentum Break them down to beat procrastination Good for boosting motivation and self-esteem Provide a sense of direction and purpose Good for shaping a fulfilling life
- 17. Over to you: Put 1 personal or professional goal into the chat using the SMART framework Specific Measurable Attainable Relevant Time-based SMART Goals
- 18. Make Your Goal Visible Write it down and put it somewhere prominent Set Reminders Make it an official OKR or other team goal Tell other people Work on your goals with other people
- 19. 19 OKRs
- 20. “Efficiency is doing things right. Effectiveness is doing the right thing.” – Peter Drucker, Management Guru
- 21. What does it mean to prioritize the “right” things?
- 22. Things that... Beware of almost Right Priorities you really like doing are part of your regular habits you feel like you can control keep popping up because they’re important to someone else you’re really good at doing ???
- 23. What is your default prioritization? Level of Effort Ability to be grouped with other tasks Unique Value Customer Satisfaction Urgency Cost Internal Team Dynamics Importance 23
- 24. Priority Importance 3 = most important Urgency 3 = most urgent Cost 3 = lowest cost Level of Effort 3 = lowest level of effort Average Hire a keynote speaker Partner with other sponsors Pick a date and time Create a submission portal for other speakers Complete new product feature to unveil at the conference Prioritizing With a Scoring Matrix
- 25. Priority Importance 3 = most important Urgency 3 = most urgent Cost 3 = lowest cost Level of Effort 3 = lowest level of effort Average Hire a keynote speaker 3 2 1 2 2 Partner with other sponsors 2 2 2 1 1.75 Pick a date and time 3 3 3 3 3 Create a submission portal for other speakers 2 2 2 1 1.75 Complete new product feature to unveil at the conference 2 1 1 1 1.25 Prioritizing With a Scoring Matrix
- 26. Breakout Room 2 Take turns and ask each other the following questions: What can you do to spend 10% more of your time on your priorities, and 10% less on distractions? What are your “almost right” priorities that are actually a distraction? What makes it “almost right” and why are you drawn to it?
- 28. Finish your day by planning what you will do tomorrow
- 29. Eat the frog first
- 30. Ditch the to-do list, use instead: Timeboxing
- 31. TIMEBOXING
- 33. What will you change? Group discussion What will you adjust and do differently in the next 7 days?
- 34. MoSCoW Framework
- 35. Cost of Delay
- 36. Priority Average Hire a keynote speaker 2 Partner with other sponsors 1.75 Pick a date and time 3 Create a submission portal for other speakers 1.75 Complete new product feature to unveil at the conference 1.25 Prioritizing With a Scoring Matrix 1. Which initiatives will help the most to reach our most important goal? 2. In what order should we complete these initiatives? 3. What resources (time, people, budget, tools) will we need to complete these tasks? (Get your input early)
- 37. “Bang for the buck” Weighted Scoring Matrix Other methods of ranking
- 38. RICE score for prioritization Reach Impact Confidence (in data) Effort = RICE score x x
- 39. Maximizing Productivity & Timemanagement Assess Adjust Finetune
- 40. Align your view of priorities with your Stakeholders, Managers (and clients) Communicate current deadlines and stick to them Never just do things. Every request you say “yes” to, you’re saying “no” to something else Negotiate on new tasks and fit into current prioritization list Be transparent about your current workload (Prioritization matrix or any other tool) Conflicting priorities
- 41. 1. Be clear 🤯 “Unfortunately, I’ll need to pass on this.” “I’m sorry, my friend, but I’m not able to.” “Thanks, but that’s not going to work for me.” “No, I’m not able to do that.” 2. Be kind 🙏 “Thank you for thinking of me!” “I greatly appreciate you asking.” “You coming to me really means a lot.” 3. Offer an alternative or another solution - if you want to 🙃 "You might want to check this article online" "Maybe Thomas can help you with this, this is exactly what he does as freelance consultant" Communicating Priorities How to say “No”
- 42. “Thank you for your request to …. While I am sure that I would enjoy that, I am choosing to focus my time on my top priorities, which are ____, ___, and ____. And therefore I cannot accommodate your request.” “While I cannot meet for coffee, I would like to help if I can. What question do you have for me? If I am able to help in a reasonable amount of, I will.” Communicating Priorities How to say “No”
- 43. Disrupt or Prevent “Flow” Mobile and Desktop Notifications Deplete Mental Energy Fight Distractions
- 44. We load all the processes, thoughts, patterns, emotions etc. And opens up more – getting distracted from distractions Deplete Mental Energy Switching Costs Close your open tabs! What’s your stress reaction? Checking email?
- 45. Procrastination
- 46. Procrastination 1. Identify, what emotions you are avoiding: - Boring task - Difficult task (I will never achieve it) - No joy/intrinsic motivation - Fear (of failure) 2. Create Clarity: - Split the task in smaller packages (Micro-tasking): Create tasks so minute and straightforward that procrastination loses its grip - Describe in detail what you have/want to do and by when - Describe, what the costs of your procrastination are
- 47. Have a Wind Down Ritual
- 48. Sleep
- 49. Breakout Room 3 Take turns and ask each other the following questions: Which one of the previous topics would you like to focus on? Brainstorm with your group 1 specific measure that would help you improve that topic in the next 7 days. Implementation is Key: What could get in the way – and what will help you follow through consistently?
- 50. Strategies to win your week Action: Take 5mins: Look at next weeks agenda and cancel, reschedule & block time. Meeting free day Add your todo list to your agenda 2h focus time each day Plan 30min reflection and planning meeting at the end of the week Plan 5mins at the end of each day to plan the next day in detail
- 51. What practical situations are you not sure yet how to address? On what topics would you need more depth?
- 52. Books: - GRIP (Rick Pastoor) - Atomic Habits (James Clear) - Think Again (Adam Grant) Tools: - Binaural beats with headphones - One-sec.app for delays on mobiles - iPhone: Setting to grayscale - f.lux to lower blue light - Macbook: Serene (focus time) Additional resources to support productivity
- 53. What will you change this week? What answers did you get for your specific productivity challenge? Type your 7 days challenge to improve into the chat using the SMART framework!
- 54. Maximizing Productivity & Timemanagement Assess Adjust Finetune Goal setting Prioritization Practical productivity tips
- 56. Listening to Music Doodling Meditation Taking a Walk Exercising What else? Healthy Distractions
- 57. What are some of the challenges that arise when you try to communicate priorities cross-functionally on a busy team? Let’s discuss 57
- 58. The Task Prioritization P0 P1 P2 P3 Needs to be done immediately Needs to be done by the deadline specified Flexible deadline Whenever there is time Communicating Priorities