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Introduction

Working Even Smarter: The Eight Keys to Dramatically Improving Your Personal and Organizational Effectiveness in Just 75 Minutes!. Introduction. Your presenter: Chris DeVany Our objectives

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Introduction

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

  2. 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: @Sage_Summit • Use the official Summit hashtag: #SageSummit • Follow me on Twitter: @cdevany

  3. 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)

  4. im·por·tant (function: adjective) marked by or indicative of significant worth or consequence : valuable in content or relationship ur·gent (function: adjective) 1 a : calling for immediate attention, b : conveying a sense of crisis or “near-crisis” 2 : urging insistently Urgency v. Importance

  5. Urgency The Activities Grid 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 The things we do when we really should be doing something else. Q4 Low

  6. 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

  7. 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 • It’s April 15th and you haven’t finished your income tax forms Q1

  8. 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

  9. 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

  10. The Activities GridQuadrant 3 Urgent, but Not Important N... • Many emails • Some phone calls • Some meetings Q3

  11. 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 that’s not that important. Q3

  12. The Activities GridQuadrant 4 …nt Not Urgent, Not Important • Junk mail • Spam • “Escape” activities • Time wasters Q4

  13. The Activities GridQuadrant 4, Examples …nt Not Urgent, Not Important • You’re 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

  14. 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

  15. Planning Your Day • Plan each day before it begins: • Before leaving work • At home • Before starting to work

  16. 6 am Planning Your Day--The Steps • Acknowledge achievements from previous day • Update Task List • Review “I have to be there”s (meetings, conference calls) to be sure we have blocked out sufficient time • Block out “Routine” activities • Start identifying Top 3 Priorities

  17. 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 you’re not dreading it all day long

  18. 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

  19. So right now, what are my Top 3 Work Priorities? • Write down on our Action Plan

  20. Delegate • Delightful Companion • Designer • Developer • Diplomat • Director • Domestic Engineer • Encourager • Entertainer • Entrepreneur • Executive • Explorer • Facilitator • Family Member • Father • Friend • Giver of Light • Instructor • Inventor • Leader • Learner • Liaison • Manager • Marketer • Mentor • Mother • Motivator • Musician • Optimist • Parent • Pathfinder • Peacemaker • Provider • Advisor • Animal Owner • Artist • Assistant • Associate • Athlete • Brother • Caregiver • Chairperson • Citizen • Coach • Communicator • Companion • Consultant Our Roles

  21. Identify my top priorities for this week, based on my roles: • Role: • Goal: • Role: • Goal: • Role: • Goal:

  22. 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)

  23. Your Feedback is Important to Us! Please visit a Sage SummitSurvey kiosk to complete a survey OR Download the Summit Application to complete a survey Laptop (http://portal.sage11.alliancetech.com/) Smart phone (http://mobile.sage11.alliancetech.com/) 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

  24. Contact Information • Presenter Contact Information: • Chris DeVany • Pinnacle Performance Improvement Worldwide • cdevany@ppiw.com • Twitter hashtag #cdevany • Follow Sage on Twitter: @Sage_Summit • Use the official Summit hashtag: #SageSummit • Thank you for your participation.

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