mastering workflow

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Mastering Workflow. Jennifer Pecor. Advocate Experience Coach. Time Management. The big problem is that your mind keeps reminding you of things when you can’t do anything about them . “Multi tasking when it comes to paying attention, is a myth.” - Dr. John Medina. - PowerPoint PPT Presentation


  • Mastering WorkflowJennifer PecorAdvocate Experience Coach

    Time Management

  • The big problem is that your mind keeps reminding you of things when you cant do anything about them.

  • Multi tasking when it comes to paying attention, is a myth.- Dr. John Medina

  • People who are interrupted:

    Take 50% longer to complete a task.Make 50% more errors.

  • The 5 Steps:CollectProcessOrganizeReviewDo

  • Step 1: CollectingGathering 100% of the incomplete stuff.Gather representations for each of these items; whatever captures input for you best.As soon as you attach a should, need to, or ought to, it becomes an incomplete.

  • Collecting involves both physical gathering and mental gathering.The mental gathering, or mind sweep, involves writing down each thought, idea, project or thing that has your attention on a separate sheet of paper.

  • ExerciseTake out your lists including the one from this morning.Take out your calendar.Spend 10 minutes gathering all of your incomplete work stuff:I should be working onI need toI am going to

  • Step 2: ProcessProcessing does not mean spend time on it. Processing means decide what the next thing is and what action is required, and then dispatch it accordingly.

  • Rules for ProcessingProcess the top item first.Process one item at a time.Never put anything back into in.

  • The Key Processing QuestionWhats the next action?If there is no next action required, there are 3 possibilities: Trash/deleteSomeday/maybeReference

  • The Key Processing QuestionWhats the next action?The next action is the next physical, visible activity that needs to be engaged in, in order to move the current reality towards completion.Do it, delegate it, or defer it.

  • ExerciseIn pairs, select five items from your collection list and decide:What is it?Is it actionable?If yes decide the very next physical action required.

  • Step 3: Organize4 Key Action Categories

    ProjectsCalendarNext ActionsWaiting For

  • ReviewDaily Review: Calendar and Next Actions list.

    Weekly Review: Projects, Next Actions, Waiting For and Someday/Maybe.

  • DoEvery decision to act is an intuitive one. The challenge is to migrate from hoping its the right choice to trusting its the right choice.

  • DoThe four criteria model for choosing action in the moment:ContextTime availableEnergy availablePriority

  • Delegation

  • Delegation is primarily aboutAssigning a task that you currently have in your activity list (for which you are ultimately responsible) and assigning it to other person with confidence that he/she will complete with minimal or no involvement from you.

  • Delegation or Work Assignment? Delegating- Supervisor tells employee what results are required- Employee determines what completed assign should look like- Employee decides how to do the assignment- Supervisor offers support in planning assignment and achieving results- Supervisor follows up on planning and progress

    Assigning Work- Supervisor tells employee what the assignment is- Supervisor tells employee what the completed assignment should look like- Supervisor tells employee how to do the assignment- Supervisor offers support and help in carrying out the assignment- Supervisor follows up to check on progress of assignment

  • Delegation Roadblocks- I can do it better myself- I cant trust my workers- I dont have time to involve others- I cant delegate something I dont know how to do myself- I cant bring myself to delegating busy work- I cant delegate to my friends- Everyone is already busyLOSS OF CONTROL

  • Resistance to Delegation- They dont know how to do the task- They have a fear of criticism for mistakes- They lack confidence in their ability- They dont understand what is wanted- They dont have the time- They dont like doing it.

  • When to Delegate- When somebody else is more skilled in the task than you- When an individual has approached you with willingness to help on a specific project- When someone can develop himself or herself by taking on a challenging task- When you dont have the time to handle your other responsibilities effectively- When planning takes more time than implementing

  • When Not to Delegate- When the person has a negative attitude about the task

    - When the person is too busy to complete the task

    - When the person cannot handle the responsibility

    - When you will have to change the persons attitudes or behaviors

  • Why Delegation?Development of PersonnelHelps in Time ManagementIncreasing Total Power of manager/leader and organizationDemonstrates professionalism and effectivenessCreates a win-win situationDevelops a sense of accomplishment, trust, opportunity to grow and gain recognition.

  • Steps of Successful Delegation

    Go around the room and introduce yourself, your site/role and where you are stuck around mastering workflow (time management and delegation). FLIP those responses.*The big problem is that your mind keeps reminding you of things when you cant do anything about them. We all have way too much stuff in our heads.

    Please take 2 minutes and write down everything that you are thinking about right now as we are talking. Start timer for 2 minutes. When time expires, say STOP.

    While you are sitting here in this class, you cannot do anything about these thoughts. There is an inverse proportion between how much something is on your mind and how much its getting done. No reason to have the same thought twice unless you like having that thought. We can only keep 2-3 pieces of information in our head at one time, anything more than that will likely get lost and these uncaptured to dos are one of the main sources of stress. Has anyone woken up at night with thoughts in your head? Were they already on a to do list and actionable? Probably not.

    If you had them captured in a way that was actionable you wouldnt have them in your head right now. List making is a drill we tend to use only when the confusion and noise becomes unbearable and we get to the point where we have to do something about it. If you can make that kind of review a characteristic of your ongoing life and work style you will increase your efficiency and effectiveness and free your mind for more strategic thought and action.

    Our goal today is to help you get things out of your head, organize them, make them actionable and leave with specific, clear next steps.*To put it bluntly - research shows that we cant multi task. We are biologically incapable of processing attention rich inputs simultaneously.

    Lets look at an exampleDriving while talking on a cell phone impairs your driving as much as driving drunk. Cell phone talkers are a half second slower to brake during an emergency, slower to return to normal speed after an emergency and more wild in their following distance behind the vehicle in front of them. In a half second a driver going 70 mph travels 51 ft, given that 80% of crashes happen within 3 seconds of some kind of driver distraction, increasing your amount of task switching increases your risk of an accident.More than 50% of visual cues spotted by attentive drivers are missed by cell phone talkers. Not surprisingly they get in more wrecks than very drunk drivers.

    *The best you can say is that people who appear to be good at multi tasking actually have good working memories capable of paying attention to several inputs one at a time. Our brains work sequentially, so you are really task switching vs.. multi-tasking. Taking your sequential brain into a multi tasking environment can be like trying to put our right foot into our left shoe. Point: Try to minimize interruptions as much as possible. Try to create an interruption free zone during the day. Find time where you can minimize distraction and interruption so that you are able to truly commit to a task at hand. Batch calls, have email check point times. This will reduce the likelihood that you will react in the moment vs. make conscious decisions.*

    We are going to learn that there are little, specific steps that you can take each day, week and month to transform your life from one of chaos to order.*The system we will be focusing on today is David Allens Getting Things Done. It seems to be most consistent with what we know about the brain and utilizing the sequential brain rather than the multi-tasking brain and freeing up some of our energy so that we can do more thoughtful work.*One of the major reasons many people havent had a lot of success with getting organized is simply that they have tried to do all five phases at one time. Most, when you sit down to make a list, are trying to collect the most important things in some order that reflects priority without setting out real actions to take.

    Collecting is defined as gathering 100% of the incompletes. It is the process of collecting and putting the stuff into containers i.e. paper, in basket, electronic notes, email etc.

    Spring cleaning analogy put everything in the middle of the living room and sort it.*Ideas will probably come to you in random order, with a mix of the important and the trivial. Go for quantity. Collection success factors:1. Every open loop must be in your collection system and out of your head.2. You must have as few collection buckets as you can get by with.3. You must empty them regularly.*Identify a learning partner someone you feel comfortable reaching out to after the class to support the transfer of your learning today. *Process the items you have collected decide specifically what each thing means. It does not mean spending a lot of time on each item, it means deciding what the specific next action is. *Work through your in