The Secret to Success Getting it Done

HPS University

February 14, 2008

Objectives

Identify what gets in the way of getting it done Learn how to establish priorities that allow

you to accomplish the most important tasks Learn how to increase your efficiency by

becoming more organized Explore effective task management Boredom busters Achieve a greater sense of accomplishment

and effectiveness

Agenda The Value of Taking Action

What Gets in the Way

Four Questions to Establish Priorities

Achieving Your Goals Interruptions and distractions Value-added meetings Effective multi-tasking

Getting Organized

Project and Task management

Boredom Busters - projects with a purpose

Reminders

The secret of getting things done is to act

- Dante Alighieri

What Gets in the WayTime Management Induced Stress

Preoccupation with tasks Poor task pacing Stimulus overload Lack of skills Psychological obstacles

What Gets in the WayExcuses “I don’t know where to start.”

“This isn’t my role, job, responsibility, etc..”

“I can’t move forward because someone else isn’t doing what I need them to.”

“I feel stupid, don’t want to seem incompetent, etc.. asking someone to help me with this.”

What Gets in the Way

Time Wasters Procrastination Interruptions Poor planning Poor communication Lack of self-discipline

Inability to say “no” Haste Insufficient delegation Unclear objectives Disorganization

“When you do nothing, you feel overwhelmed and powerless”

-Unknown

”Successful people aren’t born that way. They become successful by establishing the habit of doing things unsuccessful people don’t like to do. The successful people don’t always like these things themselves; they just get on and do them.”

- Unknown

Establishing Priorities

Four Questions to Determine Priorities What can be delegated, combined with

others, delayed or deleted?

What is my priority for each item?

What is someone else’s priority for each item?

How long will each task take?

”The whole point of getting things done is knowing what to leave undone”

-Lin Yutang

Minimizing Interruptions and Distractions

Halt self-induced interruptions first

Devote first hour for most critical task

Set time for e-mail and phone calls

Be brief and concise

Set time to check and return phone messages

Use voicemail and email alerts

Arrange desk/close door for privacy when you really need privacy

”There is no substitute for aggression” -Coach Dan Kane,

Longmeadow High School Lacrosse

Value-added Meetings

Have a clearly stated purpose and agenda

Include only essential people

Are as concise as possible

Agenda couldn’t be successfully discussed by e-mail or phone call

“If you don’t know where you are going, you’ll end up somewhere else”

- Yogi Berra

Effective Multi-tasking

Group similar tasks

Differentiate between nonproductive multi-tasking and combining “no-brainer” activities

“Anything worth doing is worth doing well”

- Sr. Mary Patricia Carr, St. Mary’s School, Longmeadow

Getting Organized

Break the project into pieces

Give every item a home

Keep your filing system simple

Put it back where you found it!

Create a working zone

Getting Organized – An Example

Split-screen monitors

Current task

Often referenced material

Getting Organized – An Example

Meetings

Pending ProjectsTypically on hold

Printed Daily Outlook calendar

List of unplanned things to do that day in the “Task

Pad”

Items to go out

To Do List & WorkingProjects

Supplies

Getting Your Act Together

Answer Email – Return Voicemail

Work on Prevention Initiative

Meeting

Meeting

Meeting

Meeting

Report writing

minutes

minutes

minutes

minutes

Project and Task Management

Individual Tasks

Project Markers

End Product

End Product

Project Markers

Individual Tasks

Pro

ject

Man

agem

ent

Task M

anag

emen

t

Project Management

Individual Tasks

Project Markers

End Product Strategic

Administrative

Detail

“The ability to convert ideas to things is the secret to success” – Henry Ward Beecher

Task Management

End Product

Project Markers

Individual Tasks

Product

Deliverables

Core Activities

“You cannot plough a field by turning it over in your mind” – Unknown

Boredom Busters

Organize your workspace Review your performance eval Develop client materials on a topic

of interest Improve a process Read professional publications Explore StaffConnect Volunteer for projects outside of

your daily routine

“A wise person will make more opportunities than he finds”

- Francis Bacon

Getting it Done

Getting it done means taking a risk, making a

commitment and not turning back.

Sometimes you just have to leapand believe that

you will accomplish what you set out to

do

Get organized & control your space

Make lists

Use your calendar

Combine & consolidate

Find shortcuts

Ask for help when you need it!

Color code it

Know what you want to accomplish!

Set the stage to reach your goal

Only essential participants

Keep meetings short

Stay focused!

Devote first hour for most critical task

Set time for e-mail & phone calls

Use voicemail & email alerts

Tackle each task one at a time –

then check it off!

Go from easy to hard, due now to

due later

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