maximizing your leadership minutes - amazon s3...copyright © 2016 studer group. please do not quote...

Copyright © 2016 Studer Group. Please do not quote or disseminate without Studer Group authorization

Maximizing Your Leadership Minutes

Jackie Gaines, R.N., M.S.

Executive Coach, Author, National Speaker

The Studer Group

Copyright © 2016 Studer Group. Please do not quote or disseminate without Studer Group authorization2

I Need More Time?


Look Familiar?


Competing Number 1 Priorities


Competing Priorities


Do You Have an Off Switch?


• Identify the biggest time robbers and roadblocks impacting your work

and personal life.

• Learn key tactics and high impact tools you can do in 10 minutes or

less!

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This session will offer tips on how you can maximize your minutes by

focusing on high payoff activities that decrease the number of time

robbers compromising effectiveness, job satisfaction and your well-

being.

Session Objectives:


The bad news is time flies.

The good news is you’re the pilot.

Michael Altahuler

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1440 minutes each day with competing priorities but always

CHOICES!


What Are Your Multi-Tasking Bad Habits? How Have They

Affected Your Outcomes and Personal Well-Being?


• Are we losing patience or tolerance with a slower pace of existence

even though speed or increased volume may not guarantee quality of

our work, home life or emotional well-being?

• Do new technologies such as smartphones exacerbate impatience

and anxiety? E-mail etiquette often necessitates a response within 24

hours.

• Are lines blurred between work and play? How would you define your

“work day”? Is there an off switch?

• How is your perception of time influenced by joy in your work or work

environment?

• Are their generational influences on “time” and what we value or what

we are willing to sacrifice to achieve a healthier balance?

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How Did We Arrive in This Place?


• Do you feel “out of control” when

using the Internet or cell phones;

e.g., feeling. “Carried away”?

• When not on the Internet, do you

find that you are preoccupied with

the Internet, computers or cell

phones

• Have you repeated unsuccessful

efforts to control cut back or stop

using the Internet or detach from

your cell phone?

• Do you find yourself to be restless

or irritable when attempting to cut

down or stop using the Internet or

limit how many times you check

your phone?

• Are you using the Internet as a

way of escaping from problems or

relieving a bad mood, (e.g.,

feelings of helplessness, guilt,

anxiety or depression)?

• Do you find yourself lying to family

members or others to conceal

the extent of your involvement with

the Internet?

• Have you jeopardized or lost a

significant relationship, job or

educational or career opportunity?

Because of your use of the

Internet?

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Reality Check: Do you have an addiction to technology? See

how many you answer “yes”


“The Internet is so big, so powerful and pointless that for some people,

it is a complete substitute for life.”

- Andrew Brown

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The “I” Impact


• Workforce productivity, achievements, engagement

• Paperwork

• Planning and oversight for execution

• Meetings

• Paperwork

• Implementing organizational changes

• Paperwork

• Financial oversight

• Oh, yeah…family, friends…me

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Leadership positions are especially challenging!


Are you engaging in those activities in your life

offering a high payoff (in other words, focusing on

what’s most important)?

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So, how do you spend your daily minutes?


• Interruptions

• Electronics

• Constant crises and home and work

• Meetings without purpose

• Disorganization

• Unclear or constantly changing priorities

• Poor communication

• Unclear responsibility and authority

• Procrastination/indecision

• Ineffective delegation

• Inability to say "no"

• Multi-tasking

•

•15

Common Time Robbers


7:30 am. Exactly 30 minutes before my first meeting of the day. That’s

just enough time to check a few emails, grab a cup of coffee and take a

few deep breaths to center my mind. As I make my way down the hall,

I see one of my employees pacing outside my office door (never a

good sign at this time of day). Oh no, this was not on my calendar!

Please, no drama to start my day. I have no time…no minutes to

spare.

Sound Familiar?

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Time Robbers for Leaders


• Managing roadblocks-

unanticipated organizational

change that is external (i.e.,

economic pressures, governmental

mandates) or internal (i.e.,

structural, functional) can be all

consuming for leaders requiring

reprioritization of goals, action

plans and time.

• Indecision- failure to take action

• Implementation before

diagnosis- taking action before

figuring out the underlying issues

that could inform the direction our

actions should take.

• Unanticipated interruptions-

disruptions that redirect our time

and cause us to lose focus.

• Procrastination-time wasted

avoiding a task or project

• Unrealistic time estimates-

actions/projects require more or

less time than perceived. These

errors usually occur when goal

setting and action plans are

created in isolation, without input

from others on the team.

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Common Time Robbers for Leaders


• Reactive versus proactive

leadership- always chasing the

next organizational “fire” is time

consuming and exhausting.

• Poor organizational skills

• Ineffective communication- lack

of clarity or effective strategies to

assure messages are received as

intended.

• Communicating with difficult

employees- can create a never-

ending drain on your leadership

minutes if not managed well.

Communication and setting

boundaries will be the key to

managing this time robber.

• Ineffective meetings

• Limited delegation

• Limited ability to prioritize for

self and organization

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Common Time Robbers for Leaders


• Rework- because of lack of

clarity in expectations or roles

• Rebuilding – relationships

strained by poor

communication

• Repeating- an entire

conversation because we did

not hear it the first time or we

misinterpreted the bits and

pieces we did hear

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What Did You Say?

Poor communication is a major time robber simply because we are not actively

listening to another person


Self-awareness is always step one in any personal improvement journey.

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Maximizing Your Minutes

Activity/Task Number of Hours Priority Rank

Sleeping

Eating

Self-care

Exercise

Personal Time (just you)

Focused shared time with significant others

(family, friends)

TV or other forms of entertainment

Connected to electronic devices (phones, internet)

Work

Studying

Personal work- (cleaning, repairs, cooking…)

MUST TOTAL 24 Hours


• Plan your day by listing what

must get done

• Control interruptions

• Manage your office hours

• Shorten your meetings

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Step 2: Pick one or two that are the most wasteful. Focus

intervention on those first.

Look for simple remedies to reduce time robbers


• Level of urgency is useful for choosing what things we spend our

energy on any given day.

• However, importance should be our key driver…everything is not on

fire.

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Not all things we perceive as urgent are important.

Is It URGENT or IMPORTANT?


Is it Urgent or Important? How would you respond?

An email from work hits your inbox as you have just settled in for a nice evening

meal with your family. This is usually sacred time for you to relax, listen to their

stories and center from the craziness of your day. You hear the computer’s “bing”

alerting you of the email’s arrival just as the mashed potatoes are being passed your

way. Every part of you knows it’s from work with a new deadline or web-ex you

need to view and respond to in order to be in compliance. Your mind immediately

goes to how you will fit this into an already planned evening with family. As the

chicken gets to your plate, you are completely distracted and now feel compelled to

see what the email says. The urgency builds as dinner progresses and the

importance of family fades with each course of the meal. Finally, you excuse

yourself, and check the email. You validate that indeed there is a new deadline and

now you need to figure out your response.


• Ditch dinner and do it now! (Urgency wins)

• Acknowledge the task, tuck it away mentally and prioritize

work in the morning. (Importance of focused family time

considered)

• Best response: Put the computer/phone in another room so

you never hear the sound in the first place. You choose to

have a focus on family from the beginning of dinner. Work

can resume in the morning. (Importance wins!)

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Possible Choices


Here are some Key Words you could use to help you just say NO:

• No

• Not at this time

• No, thank-you, I am unable to make it

• I am sorry, my plate is so full right now

• Thanks for thinking of me, but I can’t

• No, thank-you, I am learning to limit my commitments

• No, thank-you, but it sounds great

• If only I had a clone!

• I am so honored, but I can’t.

• I just don’t have the time it requires.

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Just Say NO!


• Make a Master Schedule. Include your weekly meetings, classes or

activities that do not vary. If you have trouble making this schedule, you are

probably trying to do too much. Once you make it, consult it and use it to

structure your daily activities. Do not schedule every moment though, because

over-planning is a time robber too.

• Set aside some uninterrupted planning time each day. This may be a

difficult discipline for some, but 20 uninterrupted minutes planning yields the

same results as 60 minutes of interrupted time. What a return on your time

investment!

• Get into a routine. Mindless routines may curb your creativity, but when used

properly, they can release time and energy back to you. Choose a time to get a

certain task accomplished, such as answering email, working on a project,

completing paper work; and then stick to it every day.

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• Divide large tasks. Large tasks should be broken up into a series of

small tasks. By creating small manageable tasks, the entire task will

eventually be accomplished. Also, by using a piecemeal approach,

you will be able to fit it into your hectic schedule.

• Set start and stop times. When arranging start times, also arrange

stop times.

• Keep paper moving! Throw it away, act upon it, or put it in your

reading pile. Shuffling and reshuffling paper from pile to pile with no

evaluation or action is a waste of your time.

• Control your e-mail deliveries. Do you check your e-mails every 5

minutes? Stop the madness!! Work e-mails into your schedule so

that e-mails do not control your day.

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• Key factors in strong time

management are being aware

of the vision, setting specific

and realistic goals, establishing

and communicating priorities,

and having the discipline to

follow the plan.

• Be your team’s GPS!

• How many times have you

gone off track or given vague

instructions to your staff only to

waste a lot of time

“recalculating” in order to get

the team where you want them

to go?

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• Make meetings productive, but short. The average person wastes

about 250 hours per year in unproductive Most meetings can be

accomplished in half the time it currently takes if everyone is

prepared, on-time and focused. Using a standardized agenda with a

focus on the strategic priorities will help to keep the focus on the

”main or important things” and cut down on side discussions.

• Don’t fall into the ”perpetually-scheduled-meeting” syndrome.

This occurs when you’re having meetings just because they are

regularly scheduled. Make sure every meeting is absolutely

necessary.

• Know when to stop a task, policy, or procedure. Don’t maintain

initiatives, policies or procedures for their historical value only.

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• Eat well, sleep well, exercise

plenty, and goof off. Take

care of yourself so that you

have the energy to lead.

• Lack of “luster” that comes

from living a hectic life is often

the reason why things take

more time to complete.

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• Breathe to slow your thoughts

(10 seconds)

• Evaluate the choices (20

seconds)

• Select top three priorities (20

seconds)

• Take action (10 seconds)

• Review your schedule

• Return 3-5 emails

• Write in your journal

• Listen to an inspiring song (or

sing it to yourself)

• Take a stretch break

• Organize your workspace

(unless it’s way out of control

requiring a lot more time)

• Pause- look out of a window

and enjoy your surroundings

• Tell someone thank-you or

offer a compliment

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We All Have 5 Minutes!


• Rounding for Outcomes

• Impact= Employee Engagement/Retention

• Employee Huddles

• Impact= Focus on Consistency in Execution & Team Building

• Thank-you Notes

• Impact= Employee Engagement/Retention

• Advancing your Knowledge Bank Account –read something

• Impact= Professional Development

• Making Progress on a Goal- email, phone call

• Impact= Results

• Reflection

• Impacts= Balance, focus

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High Impact Tactics That Take 10 Minutes or Less?


• How do you want to be perceived?

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Self Assess and Make Choices!


As you learn to align your own

priorities, you will become stronger

and may even inspire others to take

control of their own professional

and personal lives, too.

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Choose one or two places to start!


“Always bring it back to values..."

— Quint Studer


Jackie Gaines, R.N., M.S.

Executive Coach, Author, National Speaker

Studer Group

[email protected]

EVALUATION REMINDER:

We want your feedback to get better. Please

remember to take the session evaluation. Thank you!


Enjoy the Closing Keynote:

“Head, Heart, Hands”

Lisa DeLong, RN

Studer Group Speaker & Author

maximizing your leadership minutes - amazon s3...copyright © 2016 studer group. please do not quote...

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