Transcript Classy Breakfast

Organization Skills
in a Changing World
5 steps towards becoming better organized
A Deer Oaks Presentation
Presenter: Drew Cannon, LCSW
Morning Exercise
Organization Types
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Time Management
Project Management
People Management
Process Management
Data Management
Personal Management
Family Management
Current Situation
• Tight
deadlines
• Uncertain environment – continuous change
• High expectations – much at stake
• Problem solving - collaboration, creativity and compromise
• Flexibility to constantly re-work solutions – back to square 1
• Competition, faster pace- interrupts normal life routine
• Personal Commitments (work, family, community) moved to
back burner, but still must be addressed
• Physical and emotional capacity taken to upper limit
•CAN’T CHANGE THESE FACTORS!
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Stressors At Work
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Key Job Responsibilities – daily grind or wash
Change & Uncertainty
New and changing Organization
More with Less (time famine)
New/added Responsibilities
New Leadership
Political environment
Technology
Anxiety/Fear/Fatigue
So…what can I do?
Understand law of
Responsibility and Control.
Focus on What You Can Control
Control
MASTERING
SPINNING
WHEELS
Effective
Frustrated
Action
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Action
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No Control
GIVING UP
LETTING GO
Hopeless
Relief
Control Quadrant
Letting Go – A Skill
•Mastery is taking action on things you can control
•Spinning Your Wheels is trying to affect things
beyond your control. Spending time reacting. Never
feeling a sense of accomplishment.
•Giving up is not taking action on things you could
control. Acting helpless. Feeling like a victim.
•Letting Go is not trying to influence things
beyond your control. Not feeling guilty or resentful.
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Shifting to Empowering Beliefs
•Reframing/Perspective Tools:
Microscope
Wide-Angle Lens
Always, Always?
Experiment
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Disorganization
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Piles of paper stacked up on your desk.
Binders in disarray on your bookcase.
You can no longer see your floor.
Unable to find important files.
Your desk is covered with notes, memos and
documents.
6. More than fifty "old" emails in your Inbox.
Roadblocks to Organizing
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Embedded mind sets
Analysis Paralysis-reworking same issues
New generations (X,Y and Z)-Paradigm gap
Interference of “urgent” problems
Meetings for meetings sake
Time Famine
Herding cats-getting everyone together on the
same page
• Lack of strong respected leadership
Getting Organized is progressive
• Poor organization can cost you more than
just time.
• It can also cost you…
– Money
– Freedom
– Energy
– Credibility
– Respect of your colleagues
– Career advancement potential
What Has Poor Organization Cost You?
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Overall organizational success.
Time
Missed deadlines, thus reputation
Personal career success
Chaos and more stress
1. Write Things Down!
• Start by making a Master Project List of all the tasks
you need to accomplish.
• Be sure to include:
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Calls you need to return
Emails to reply
Meetings you need to schedule
Projects you have to undertake
Services you need to provide
Reports you have to complete
• Be as thorough as possible.
Stop Relying on Memory
• Write your Master List down in a place
where you can find it.
• Memory lists are unreliable – do not rely on
them.
• Buy a planner – paper or electronic – and
use it.
• Avoid relying on post-it notes as reminders
– they can be as unreliable as memory lists.
2. Prioritize!
• Prioritizing puts your power to choose into action.
• Effective managers accept that they cannot
possibly do everything there is to be done.
• To be effective, you have to consciously choose:
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what to do now
what to do later
what not to do at all, and
what to stop doing.
Priority equated to juggling 5 balls
The five balls represent:
- Work
- Family
- Friends
- Self Care (health/psych)
- Leisure Activities
Which are crystal?
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Which ball can be dropped without marring,
scratching, or breaking?
What damage have you noticed when fragile balls are
Dropped?
Apply the 80/20 rule
• Pareto's 80/20 Rule is an excellent tool to help you
manage effectively.
• Explanation: Of the things you do during your day,
only 20 percent really matter.
• Those 20 percent produce 80 percent of your
results.
• Identify and focus on the 20 percent that counts.
How 80/20 works
• Focus 80 percent of your time and energy on the
20 percent of your work that is really important.
• Don't just "work smart“; work smart on the right
things.
• If something in your schedule has to slip, or is not
going to get done, make sure it is not part of that
20 percent.
Try the Grading Scale
• A – Assign A's to projects and tasks that are very
important or valuable or that need to be completed
right away because of an impending deadline.
• B – Assign B's to projects and tasks that should be
done, but that are not as important, valuable, or
urgent as the A’s.
Grades Continued
• C – Assign C's to projects and tasks that you may
want to do at some future time, but that are not
important or valuable enough for you to spend your
time on right now.
• D – Assign D's to projects and tasks that you are not
planning to do. They are not worth your time and
energy.
Urgent vs. Important
• Focus on the A's and assign individual priority rank
values to the top 5 – 10 items on your list.
• Consider both the short-term urgency and long-term
importance when assigning priorities to your projects
and tasks.
• Remember: Important things are not always urgent
and urgent things are not always important!
3. Avoid Too Much Urgency
• A common problem people face while trying to set
priorities is that they often label too many tasks as
“urgent”.
• They run from crisis to crisis, constantly putting out
fires.
• Too much urgency is itself a sign of poor
organization.
• Do not sacrifice important long-term projects by
focusing all of your attention on the urgent ones.
Avoid Management by Crisis
• Management by crisis means that you allow
unexpected events, interruptions, problems, or
emergencies to determine your priorities and actions.
• If you spend more of your time putting out fires than
doing your job, you are managing by crisis.
• When crisis management becomes the routine, it can
lead to “Urgency Addiction.” (Stephen Covey)
Effective Time Management
• Block time for projects, tasks, walk-ins,
emergencies
• Set time for the task
• Protect the time
• Be consistent so others will honor your block
of time
• Consider time for commute
• Time for self
4. Practice Effective Filing
• Develop a systematic way of organizing your existing
files.
• Ask yourself several crucial questions:
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Do I need to save it?
If yes, for how long?
Do I use it regularly?
How hard is it to replace?
How important is it?
What would happen if I don’t have it?
How often do I need to purge my files?
5. Take Time to Plan
• Imagine that you and your friends are going on a
two-week long hiking/ camping/whitewater rafting
trip to the wilderness.
• Would you do any planning?
• Planning allows you to identify all of your projects
and tasks and gain a much better understanding of
what it will really take to complete them.
Excuse
No Excuses…
• Avoid excuses and rationalizations for poor
planning.
• Planning is an organizational skill that can be
learned.
• Learn to plan effectively and consistently.
• Savor the benefits of being organized.
Your feedback on this Seminar/In-service
will be greatly appreciated.
1-866-327-2400
Take Care of Yourself
•Developing Personal Health Habits
•Plan Time today
•Immediate Ways to Handle Stress (breathing,
stretching, imagery)
•Long-Term/Lifestyle Methods to Handle Stress
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Self-improving Strategies
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Audit your pressures & make an action plan
Learn to say ‘No’ sometimes
Manage your time - prioritise
Get organised - clear away clutter
Manage your thinking
Develop self awareness
Communicate
Monitor your work/life balance
Maintain physical health