the productivity secrets - mba.americaeconomia.com · familiar? problems leaders face: too many...
TRANSCRIPT
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«PRODUCTIVITY
Of the Best LeadersSECRETS
The
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Jacob ShriarDirector of Content
at Officevibe
Kevin KruseNew York Times best
selling author
Hello
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- THE SECRET TO TIME MANAGEMENT
- EXAMPLES FROM GREAT LEADERS
- BONUS CONTENT + Q&A
What we’ll cover
- 3 BIGGEST PROBLEMS LEADERS FACEAND WHAT YOU CAN DO TO FIX THEM
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15 SECRETS SUCCESSFUL PEOPLE KNOW ABOUT TIME MANAGEMENT
Most of this presentation is from this book. You should definitely get a copy!
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PROBLEMSLEADERS FACE
Part 1
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PROBLEMSLEADERS FACE
1. EMAIL OVERLOAD
2. TOO MANY MEETINGS
3. TIME MANAGEMENT
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304 weekly business emails received on average
10 IQ points lost when fielding constant email,the same as missing an entire night's sleep
16 minutes spent refocusing after handling incoming email
36
PROBLEMS LEADERS FACE: Email Overload
EMAIL OVERLOAD
times the average employee checks their email in an hour
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PROBLEMS LEADERS FACE: Email Overload
When someone emails you, you actually get a small rush of dopamine.
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(Unfortunately, it’s brief and followed by a sinking feeling once you realize it’s just another problem
to deal with.)
PROBLEMS LEADERS FACE: Email Overload
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Checking and responding to email so frequently and habitually, we’re building our agendas around
everyone else’s goals, rather than our own.
PROBLEMS LEADERS FACE: Email Overload
FOCUS ON YOURSELF
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Inbox Zero is an approach to email management aimed at keeping the inbox
empty - or almost empty - at all times.
PROBLEMS LEADERS FACE: Email Overload
INBOX ZERO
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In the US alone, over $37 billion dollars worth of time are wasted on meetings per year!
PROBLEMS LEADERS FACE: Too Many Meetings
TOO MANY MEETINGS
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PROBLEMS LEADERS FACE: Too Many Meetings
The average person goes to 62 meetings in a month, senior leaders likely much more than that.
TOO MANY MEETINGS
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Interesting finding!
PROBLEMS LEADERS FACE: Too Many Meetings
Half hour or less
50%
60%
70%
80%
Meeting Length
% o
f Mee
tings
Ext
rem
ely
or V
ery
Prod
uctiv
e
Half hour toone hour
One hour tofive hours
Five hours ormore
58%61%
67%
80%
Meetings in America Study by Verizon
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PROBLEMS LEADERS FACE: Too Many Meetings
- No clear purpose
- No agenda
- Attendees come unprepared
- Attendees lose focus after a while
PROBLEMS WITH MOST MEETINGS
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PROBLEMS LEADERS FACE: Too Many Meetings
SOUNDS FAMILIAR?
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PROBLEMS LEADERS FACE: Too Many Meetings
- Set clear objectives
- Make sure all participants have the agenda and all documents well in-advance
- Arrive or call-in a few minutes early so the meeting can begin promptly
- Give everyone a chance to talk
- Moderate the discussion to make sure it stays focused
HOW TO MAKE MEETINGS BETTER
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3 biggest mistakes:
PROBLEMS LEADERS FACE: Time Management
- Working overtime
- Multitasking
- Not prioritizing
TIME MANAGEMENT
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PROBLEMS LEADERS FACE: Time Management
WORKING OVERTIME
In some companies, productivity is measured by how many hours an employee spends at their desk.
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PROBLEMS LEADERS FACE: Time Management
This is the wrong attitude to have. Research clearly shows that it lowers performance and causes mental
and physical health issues.
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PROBLEMS LEADERS FACE: Time Management
- According to research, working longer hours increases your risk of depression
- All that time spent sitting at work is doing massive damage to your body
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PROBLEMS LEADERS FACE: Time Management
- People who work longer report sleeping less, which obviously has massive effects on your health
- Working 10 or more hours per day leads to a 60% increase in risk of cardiovascular problems
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PROBLEMS LEADERS FACE: Time Management
In another study, people who worked 55 hours per week showed poorer vocabulary and reasoning
than those who worked 40 hours.
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PROBLEMS LEADERS FACE: Time Management
Some studies indicate that knowledge workers are the most productive when they work
35 hours a week.
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PROBLEMS LEADERS FACE: Time Management
start 2 weeks 4 weeks 6 weeks 8 weeks
Prod
uctiv
ity
40 hours a week(steady)
60 hours a week(declining)
Graphing productivity and overtime
Eric Dodds on Productivity
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PROBLEMS LEADERS FACE: Time Management
Working more produces more, but with DIMINISHING RETURNS OVER TIME.
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Download it now at officevibe.com/leaderbundle
BONUS CONTENT BUNDLEThe Ultimate Bundle To Become
A Better Leader
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PROBLEMS LEADERS FACE: Time Management
In a really interesting study, managers couldn’t tell the difference between employees who
actually worked 80 hours a week and those who just pretended to.
Boston University’s Questrom School of Business Study
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PROBLEMS LEADERS FACE: Time Management
MULTITASKING
What you call multitasking is really task-switching.
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PROBLEMS LEADERS FACE: Time Management
WHY?Our brains have a finite amount of attention.
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PROBLEMS LEADERS FACE: Time Management
Another issue with multitasking is you never fully get
“IN THE ZONE”
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PROBLEMS LEADERS FACE: Time Management
Pay your bills all at once, then send your emails all at once. Each task requires a specific mindset,
and once you get in a groove you should stay there and finish.
DO THINGS IN BATCHES
THE SOLUTION?
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PROBLEMS LEADERS FACE: Time Management
Challenge
Skills
High
High
Low
Low
Flo
w C
han
nel
Anxiety
Boredom
The Flow. After Mihaly Csikszentmihalyi, The Flow (1990), p. 74
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PROBLEMS LEADERS FACE: Time Management
Studies suggest that productivity can be reduced by as much as 40 percent by the mental blocks
created when people switch tasks.
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PROBLEMS LEADERS FACE: Time Management
“The difference between successful people and very successful people is that very successful
people say “no” to almost everything.”
- Warren Buffet
NOT PRIORITIZING
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PROBLEMS LEADERS FACE: Time Management
to tasks that bring low or almost no result.WE SHOULD STOP SAYING YES
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PROBLEMS LEADERS FACE: Time Management
Pareto Principle - 80/20 Rules
20%
20%
80%
80%Result
Effort
For many events, roughly 80% of the results come from 20% of the effort.
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PROBLEMS LEADERS FACE: Time Management
(nicely)LEARN HOW TO SAY NO
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PROBLEMS LEADERS FACE: Time Management
2 powerful ways to say
NO
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PROBLEMS LEADERS FACE: Time Management
2 powerful ways to say
NO1. Rehearse a specific response
2. Make your excuse more concrete
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PROBLEMS LEADERS FACE: Time Management
The secret to time management?
MANAGE YOUR ENERGY NOT YOUR TIME
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READ IT NOW
THE ULTIMATE GUIDE
BONUS CONTENT
TO BECOME ABETTERLEADER
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MANAGE YOUR ENERGY
Part 2
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MANAGE YOUR ENERGY
“The number of hours in a day is fixed, but the quantity and quality of energy available
to us is not”
- Tony Schwartz
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50+ years ago, a sleep researcher named Nathan Kleitman discovered that when we sleep, we
go through a period of light to deep, then back to light.
MANAGE YOUR ENERGY
THIS PROCESS TAKES 90 MINUTES
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He later discovered, that our bodies operate by the same 90 minute rhythm during the day.
This is what’s known as our
“ULTRADIAN RHYTHM”
MANAGE YOUR ENERGY
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Waveform of Life
Ultradian Rhythm
Activity
Peak WavelengthRest
90
20 20 20
90 90 90
Trough
MANAGE YOUR ENERGY
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In a famous study of violinists, psychologist Anders Ericsson found that the top performers
all had the same practice characteristics:
MANAGE YOUR ENERGY
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- They practiced in the morning
- They practiced for three sessions
- Each session was 90 minutes or less
MANAGE YOUR ENERGY
- There was a 20 minute break between each session
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EXAMPLES FROM THE BEST
LEADERS
Part 3
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EXAMPLES FROM THE BEST LEADERS
The best leaders have 2 things in common: They wake up early and they have a morning routine.
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EXAMPLES FROM THE BEST LEADERS
“Morning is wonderful. Its only drawback is that it comes at such an inconvenient time of day.”
Glen Cook Contemporary American science fiction and fantasy writer
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EXAMPLES FROM THE BEST LEADERS
But...research shows that early risers tend to be
HAPPIER
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EXAMPLES FROM THE BEST LEADERS
Square CEO Jack Dorsey wakes up at 5:30am to meditate and go for a six-mile jog.
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EXAMPLES FROM THE BEST LEADERS
Anna Wintour wakes up every morning at 5:45am to play an hour of tennis.
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EXAMPLES FROM THE BEST LEADERS
GE CEO Jeff Immelt gets up at 5:30am every day for a cardio workout.
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EXAMPLES FROM THE BEST LEADERS
Richard Branson wakes up at 5:45am to exercise before an early breakfast.
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READ IT NOW
THE ULTIMATE GUIDE
BONUS CONTENT
TO BECOME ABETTERLEADER
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Taking some time for yourself in the morning allows you consciously
FOCUS ON YOURSELF
EXAMPLES FROM THE BEST LEADERS
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You can take time to exercise, meditate, read, write.ALL THINGS TO HELP YOU IMPROVE
EXAMPLES FROM THE BEST LEADERS
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WORK-LIFE BALANCE
Too many of us don’t understand the importance of balancing work and our personal lives.
WORK-LIFE BALANCE
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In fact, in a study done by Accenture, they found that having a good work life balance is the key
to a successful career.
WORK-LIFE BALANCE
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The power of downtime for the brain: The “default mode network” is what happens to
the brain when it is resting.
WORK-LIFE BALANCE
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It turns out, the brain is doing anything but resting. It’s actively working to process and make sense of
anything new that it learned in the last day.
WORK-LIFE BALANCE
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What If you’re not a morning person?
WORK-LIFE BALANCE
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No worries!
WORK-LIFE BALANCE
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YOU CAN BUILD IS AS A HABIT.
BUILD YOUR MORNING ROUTINE
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To wake up earlier, you want to slowly build this habit over time.
BUILD YOUR MORNING ROUTINE
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As an example, your schedule could look like this:
- Week 1 - wake up at 6:45am
- Week 2 - wake up at 6:30am
- Week 3 - wake up at 6:15am
- Week 4 - wake up at 6:00am
BUILD YOUR MORNING ROUTINE
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Most people do one of two things when they first wake up:
- Check their email
- Check Facebook/Twitter/Instagram
BUILD YOUR MORNING ROUTINE
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DON’T DO THIS.
BUILD YOUR MORNING ROUTINE
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Take advantage of the fact that this time is just for you and only do things that will benefit you
like exercise, writing, reading, etc.
BUILD YOUR MORNING ROUTINE
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Becoming a better leader takes time. It’s about
BUILDING BETTER HABITS INTO YOUR LIFE
BUILD YOUR MORNING ROUTINE
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KEY TAKEAWAYS
KEY TAKEAWAYS
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DON’T MULTITASK
DON’T WORK OVERTIME
LEARN TO SAY NO
FIND YOUR MOST IMPORTANT TASK (MIT)
KEY TAKEAWAYS
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CHECK EMAIL ONLY AFTER MIT IS DONE
MANAGE YOUR ENERGY NOT YOUR TIME
DEVELOP A MORNING ROUTINE
USE YOUR MORNINGS TO FOCUS ON YOURSELF
KEY TAKEAWAYS
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