unlock your organizational personality

ORGANIZATIONAL

PERSONALITIES

TEAM EDITION

Discover and apply the key points of your organizational

personality to increase your productivity.

POWER UP YOUR

PRODUCTIVITY

WITH

copyright © 2013, You Time Solutions. All rights reserved.

BEFORE WE START a little more about me (Paula McGarrell)

2. Founded the Triad’s leading concierge

service (You Time Solutions) which

manages client projects and tasks, at

home and at the office

MY ORGANIZATIONAL

PERSONALITY:

VSEI

VISUAL

SPECIFIC

ELECTRONIC

INNER

MOTIVATED


WHO AM I?

BA in Psychology from Salem College 1.

I am not – repeat, am not- a public

speaker. (please be kind!) 4.

3. Leveraged this concept to earn more

than 3x the national average for

concierge services in the U.S.

5. My whole life I was told I was not a very

organized person.

WHAT WE WILL LEARN

OVERVIEW

1. What Is

It?

• What are

organizational

personalities?

Introduction

2. Key

Points

• Discover your

organizational

personality.

Basic Principles

3. How To

Apply It

• Using key points

of organizational

personalities for

yourself and in

team settings.

Put It Into Practice

• How was this

discovered?

• Why is it

important?

• Learn basic

principles and

best practices. • Work-arounds for

when issues arise.


WHAT TO EXPECT


IMPLEMENTING THE PRINCIPLES OF

ORGANIZATIONAL PERSONALITIES

WILL POSITIVELY IMPACT YOU AND YOUR TEAM

1. Better communication

and increased team

productivity.

2. Increased client and

team satisfaction

through more

consistent results.

3. Better handle on

personal and

professional tasks.

WHAT IS AN ORGANIZATIONAL

PERSONALITY?

TEAM EDITION

AN ORGANIZATIONAL PERSONALITY IS THE

EXPRESSION OF HOW A PERSON COGNITIVELY

PROCESSES AND MANAGES INFORMATION,

SYSTEMS, AND PHYSICAL SPACES.


HOW WE DISCOVERED THIS


WE WANTED TO MAKE MORE MONEY

AND HAVE HAPPIER CLIENTS.

We began looking for a systematic approach to our

organization service. We asked:

1. Why did some clients have better

success with maintaining their

organization?

2. Is there a link between the types of

people who did not see long term results

vs. those who did?

WHAT WE DISCOVERED We found some interesting patterns in our research…

1.

2.

3.

There were 4 key factors that seemed

to be most influential when

implementing a solution to an

organization problem.

Our clients seemed to have two distinct

responses to each of those 4 key factors

which produced predictable behaviors

and outcomes.

Solutions began to emerge as ‘best

practices’ for each of those responses.

copyright © 2013, You Time Solutions. All rights reserved. TEAM EDITION

4. The emerging patterns applied not only

to physical spaces, but also to systems.

WHY IS THIS IMPORTANT?

UNDERSTANDING YOUR

ORGANIZATIONAL

PERSONALITY IMPACTS


Tim

e

Spa

ces

Mo

ney

Te

am

s

Wo

rk

Life

& S

elf

Implementing the keys of your

organizational personality

leads you to become more

organized.

DID YOU KNOW?


U.S. Professionals waste on

average 40% of their day because they don’t have

the organizational skills to

cope with increasing work

loads and demands. Wall Street Journal

CLUTTER AND LACK OF SPACE IS

THE #5 COMPLAINT IN AN OFFICE.

International Facility Management

Association

59% of middle managers surveyed in

U.S. and U.K. miss important

information everyday because it

exists within their organization but

they cannot find it.

Wall Street Journal

paper handled

within a

business that

will be lost

The Boston Globe

15% time

employees

spend locating

lost documents

30% EACH YEAR

EXECUTIVES LOSE

6 WEEKS BY BEING

UNORGANIZED. FastCompany Magazine

REAL WORLD

EXAMPLE Nadia Shirin Moffett

Executive Director of The Queen’s Foundation


• Needed a system for

managing the various

programs and people within

the organization.

• Nadia had an organizational

personality conflict with

many of the volunteers.

• We helped her to understand

and implement keys for her

team’s organizational

personalities

• Her non-profit has grown

exponentially because her

team can function as an

organized unit.

WHAT IS YOUR ORGANIZATIONAL

PERSONALITY TYPE?

THE ASSESSMENT


LET’S JUMP IN

www.UnlockYourOrgPersonality.com

HERE’S HOW IT WORKS Grab the handout titled ‘What is Your Organizational Personality?’

1.

2.

3.

Answer each question with True or False

by circling the correct letter.

For each section, determine if you

answered mostly True or False.

We’ll help you score the test and write

out your unique organizational

personality.


(don’t look at the answer key!)

SCORING

1. CONTAINED/

VISUAL

Mostly Trues = C

Mostly Falses = V


3. PAPER/

ELECTRONIC

Mostly Trues = P

Mostly Falses = E

2. GENERAL/

SPECIFIC

Mostly Trues = S

Mostly Falses = G

4. INNER/

OUTER

Mostly Trues = O

Mostly Falses = I

BA in Psychology from Salem College


SPECTRUM 1

CONTAINED VS. VISUAL

Concerning requirement for visibility of items

and information.

• Out of sight = out of mind

• Needs visual cues

• Works better if they can ‘see

the big picture’

• Information not broken up

visually can be lost on them

• Higher tolerance for clutter

VISUAL CONTAINED

• Too many visual cues or

prompts hinder their speed of

processing

• Needs a clutter-free workspace

(physically or electronically)

• Does not need to ‘see’ in order

to process information

CONTAINED EXAMPLES

copyright © 2013, You Time Solutions. All rights reserved. SPECTRUM 1

Physical Spaces Communication

VISUAL EXAMPLES


Physical Spaces Communication



SPECTRUM 2

SPECIFIC VS. GENERAL

Concerning depth of detail needed for

maximum functioning.

• Requires very specific

hierarchies for processes,

locations of information/items

• Too little detail can slow them

down and cause anxiety

• Works best with rules/systems,

without them information is

easily lost

SPECIFIC GENERAL

• Too many categories or steps

hinder their speed of

processing

• Lengthy or overly detailed

information can be easily lost

on them

• Works best with simple

processes and non-intricate

hierarchies

SPECIFIC EXAMPLES


Systems Communication

GENERAL EXAMPLES


Systems Communication



SPECTRUM 3

PAPER VS. ELECTRONIC

Concerning mode of information delivery

and capture.

• Feels more secure having hard

copies of important information

• Prefers to write items down on

paper to do lists

• Electronic versions of

information are difficult to work

with and keep track of

• Works better with paper systems

PAPER ELECTRONIC

• Has difficulty with keeping

track of paper versions of

information

• Using applications for task

management are preferable

• Responds quicker and more

reliably to electronic

communications

• Works better with non-paper

systems

PAPER EXAMPLES


Information Systems

ELECTRONIC EXAMPLES


Information Systems



SPECTRUM 4

OUTER VS. INNER MOTIVATED

Concerning primary motivation source for

completion of tasks and milestones.

• Is able to self-motivate towards

completion of goals

• Requires very little outside

accountability to meet deadlines

• Is able to follow a system and

maintain it with little help

INNER MOTIVATED OUTER MOTIVATED

• Thrives when outside sources of

accountability help keep them

on track

• Requires outside sources of

accountability to meet

deadlines

• Works best when their

individual work affects their

team in measurable ways

WHAT WE WILL LEARN

TOPIC CHECKUP

1. What Is

It?

• What are

organizational

personalities?

• How did we come

upon this concept?

• Why is it

important?

Introduction

2. Key

Points

• Discover your

organizational

personality.

• Learn basic

principles and

best practices for

each personality

type.

Basic Principles

3. How To

Apply It




of organizational

personalities for

yourself and in

team settings.

• Creating

workarounds for

personality

conflict issues.

TIP #1: START WITH A FEW CHANGES.

APPLY IT

copyright © 2013, You Time Solutions. All rights reserved. www.YouTimeSolutions.com

Even a few small changes can make a big

impact on your productivity.

REAL WORLD EXAMPLE Case Studies from You Time Solutions’ Interns


APPLY IT

NICOLE*

Consistently missed deadlines.

Had a problem with losing

assignments and not completing

all details requested.

ISSUES & STRUGGLES:

BRIANA*

Consistently missed deadlines.

Seemed to become fixated on

meaningless details instead of

the big picture.

ISSUES & STRUGGLES:

REAL WORLD EXAMPLE Case Studies from You Time Solutions’ Interns


APPLY IT

NICOLE* BRIANA*

Encouraged her to make visual

prompts verbal for instructions.

Emailed information instead of giving

paper copies of assignments.

Cut out unnecessary details and

visually broke up communications.

SOLUTIONS:

Required milestones to be signed off

during check-in meetings.

Encouraged her to print or write out

important information if electronic.

Gave clarity on the level of detail we

were looking for at each step.

SOLUTIONS:

VGEI CSPO

TIP #2: LEAN ON THE STRENGTH OF

YOUR OTHER TRAITS.

APPLY IT


When dealing with a situation that doesn’t work

with an aspect of your organizational personality,

use your other traits to bridge the gap.

REAL WORLD EXAMPLE Case Studies from You Time Solutions’ Clients


APPLY IT

ISSUE:

Struggles with paying

bills on time that come

in paper form.

JENNY* DANIEL*

VGEI CSEO

SHAUN*

VSPI

ISSUE:

Forgets tasks given

verbally or written

down during client

meetings.

SOLUTION:

Created auto reminders

in a shared calendar for

each bill date.

SOLUTION:

Uses to do list app on

phone or pdf scan to

create task list.

SOLUTION:

Assigns specific

locations to supplies

mentally.

ISSUE:

Has difficulty finding

supplies within opaque

containers in shared

office space.

Conflict Trait = V

Other Trait = E

Conflict Trait = E

Other Trait = O

Conflict Trait = V

Other trait = S

TIP #3: FIND THE COMMON

DENOMINATOR AND WORK IT.

APPLY IT


If you and your team have disparate

organizational personalities, figure out which

traits you have in common.

REAL WORLD EXAMPLE Case Studies from You Time Solutions’ Clients


APPLY IT

BRETT* AMBER*

PAPER

Brett and Amber are partners in running a small technology firm.

Whenever important information needs to be exchanged or

communicated, they record and track items against a paper system.

COMMON DENOMINATOR:

VSPO CGPI

REAL WORLD EXAMPLE Case Studies from You Time Solutions’ Co-Owners


APPLY IT

LEIGH

ANNE PAULA

INNER MOTIVATED

We learned that regardless of our differences, we both could create a

plan and stick to it. We set up protocols and practices for each area of

our businesses ahead of time to take the guesswork out of our

communication and everyday work.

COMMON DENOMINATOR:

CGPI VSEI

TIP #4: FIGURE OUT THE ORGANIZATIONAL

PERSONALITIES OF THOSE AROUND

YOU AND USE THAT KNOWLEDGE.

APPLY IT


It may not come easy at first, but it will pay off.

REAL WORLD EXAMPLE Case Studies from You Time Solutions’ Co-Owners


APPLY IT

LEIGH

ANNE PAULA

TWEAKS & COMPROMISES:

CGPI VSEI

She clearly labels bins and storage in

office to ensure Paula can find items.

LA emails important information to

Paula instead of written notes.

LA provides more details when sharing

something with Paula.

Paula prints out important information

instead of emailing LA.

She neatly puts items out of sight when

done working in a space or on a task.

Paula cuts out details that are

unneeded when communicating.

WHAT WE WILL LEARN

TOPIC CHECKUP

1. What Is

It?

• What are

organizational

personalities?

• How did we come

upon this concept?

• Why is it

important?

Introduction

2. Key

Points

• Discover your

organizational

personality.

• Learn basic

principles and

best practices for

each personality

type.

Basic Principles

3. How To

Apply It




of organizational

personalities for

yourself and in

team settings.

• Creating

workarounds for

personality

conflict issues.

www.YouTimeSolutions.com

ORGANIZATIONAL

PERSONALITIES…

QUESTIONS?

Q & A




THAT’S ALL FOLKS

THANK YOU.

For more information about

Organizational Personalities or to share

today’s presentation, please email

[email protected]

More about You Time Solutions assistants for life’s tasks & projects

www.youtimesolutions.com

http://www.youtimesolutions.com/

unlock your organizational personality

Documents

time solutions

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team satisfaction

increased team productivity

team settings

key factors

physical spaces

organization service