Time, Technology, and Stress
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The document discusses the importance of self-management, prioritization, and effective communication in leadership. It introduces methods such as the 'mind sweep' tool and the four quadrants planning system to help individuals manage tasks and reduce overwhelm. Additionally, it emphasizes efficient email management strategies to enhance productivity and maintain focus on critical priorities.
Time, Technology, and Stress
- 1. Our Speciality Courageous & Authentic High-trust Shared Leadership Relationships Direction Developing leaders with passion, authenticity, a sense of their values and the impact and power to make things happen Building relationships of trust, openness and collaboration that create remarkable results – between individuals and between organisational units Navigating complexity to create the insight, alignment and action to sustainably address the great challenges we face TIME, TECHNOLOGY, AND STRESS 1 1
- 2. Topics and tech • Time Management • Email Management • Mindjet • Outlook • Evernote 2
- 3. Self-Management is the Heart of the Matter Leadership Creativity and Innovation Involvement Long term vision Strategic thinking Self Team Vs Stress Overwhelm Illness Unhappiness Poor performance Organization 3 © 2010 Paul Gibbons
- 4. Problem • The brain is the most powerful processor that we know of… • Horrible at information storage and retrieval – Working memory holds 5 – 9 items • If we are grappling with more than that number of worries, tasks, projects, ‘open loops’… 4
- 5. A really useful tool… 5 © 2010 Paul Gibbons
- 6. Tool: Mind Sweep 6 © 2010 Paul Gibbons
- 7. Problem • The vast number of inputs from… 7
- 9. Uses/ features… • Multiple formats – word/ pdf/ VOICE/ web clips/ photos/ snaps (from phone) • Very powerful filing (multiple ways of retrieving) • Syncs with phone, Ipad, computer, home computer • Takes 30s to install, and you can begin right away 9
- 10. Problem • Prioritizing in today’s world 10
- 11. Tool: Four Quadrants 11 © 2010 Paul Gibbons
- 12. Too busy to get unbusy? 12
- 13. Four Quadrants in Action The reactive/ victim/ fire fighting quadrant The procrastinating/ avoiding/ low value add/ time wasting quadrant 13 © 2010 Paul Gibbons
- 14. Your Four Quadrant Planning • Draw your own 4 quadrant diagram and label the quadrants • Think about all the priorities, tasks, to-dos, goals (and even dreams) that you have and begin to put ACTIONS in each quadrant as they come up • Quadrant 2 is most ignored – the stuff in Quadrant 1 you can’t get away from… (nor 3 probably) • Think about how you can delegate or dump some Quadrant 3 or 4 14 © 2010 Paul Gibbons
- 15. Quadrant 2 Calendar Control 15 © 2010 Paul Gibbons
- 16. Combined Calendar and Lists 16 © 2010 Paul Gibbons
- 17. Problem • • • • • • • • Drowning in email Email chains Nasty emails Brusque emails Vauge email Unactionable email Poorly labelleld email Etc 17
- 18. Sending • You get ½ an email back for every one you send: – Send fewer to get fewer! • Beware CC/ BCC, ‘reply to all’ • Help people prioritize – INFO, ACTION, URGENT ACTION, FILE • Make subject lines informative – – Re:, Re:, Re:, Re:, Re: Meeting URGENT ACTION: 9/8 board meeting, update project plan • Do not expect busy people to read more than the first paragraph carefully. • Do not expect busy people to trawl through the ‘trail’ 18 © 2010 Paul Gibbons
- 19. Sample Email… • Thanks for the long conversation after our meeting. I’m glad to see the project is progressing well. You raised a number of interesting points, and I thought they were well received. The delay in the project due to changed scope (to include HR) was mandated by the Exec. We need to re-plan accordingly. This may also affect resource constraints and availability. I understand that Janet in Finance may have some availability. Get back to me if you have a question. 19 © 2010 Paul Gibbons
- 20. Put Actions First!! The WHO… The WHAT… The WHY… 20 © 2010 Paul Gibbons
- 21. Responding–Manage Your Email… • Your email inbox is not your to-do list… – – – – • Have set times during the day for processing – – – • That traps you in reactive/ victim mode YOU decide your priority at that second, not the latest incoming Turn OFF all reminders, noises, flashes, blackberries. If you have to, shut the program down (yes, really) ‘Processing’ = less than 2 minutes ‘Doing’ = the stuff that needs quality input and thought Set aside ‘processing’ slots in your calendar AND ‘doing’ slots for key actionable emails. Look at each email only once in your inbox – – – – It either goes into your @HOTLIST folder Or your @DELEGATED folder Or gets filed Or gets deleted or it will manage you! 21 © 2010 Paul Gibbons
- 22. The Complete System Have an email folder entitled HOTLIST - empty every night (even if not finished) Have a good ‘parking lot’ filing system for stuff you don’t want to think about, but don’t want to forget 22 © 2010 Paul Gibbons
- 23. Your Cockpit Fast filing while working Daily to-do list here (Option #1) Time blocked out for IMPORTANT activities Daily to-do list here (Option #2) ****Never, ever, ever have email open unless you CHOOSE to have it open © 2010 Paul Gibbons 23