self management - cbia · i am swamped right now. can we talk tomorrow? i am in the middle of...

Susan Lesser, Partner Claudio Fiorani, Partner

Self Management

Framing the issue

Self-management People management

AGENDA

1. Urgent v. Important 2. To Do Lists 3. Minimizing Interruptions 4. Saying No 5. Tips & Tricks 6. Procrastination 7. GTD Methodology (David allen) 8. Prioritization 9. planning

Session 1

Session 2

Minimizing interruptions

Minimizing Interruptions

How did the “outcasts” fare? Go in cafeteria Use conference room Set-up decorative screen or cover

windows/door Work during hours when others aren’t

present

Hide

Minimizing Interruptions

How did the group with the “go phrase” fare? I am swamped right now. Can we talk tomorrow?

I am in the middle of something, can you send me

a meeting invite/email? Will you be free in 20 minutes? I need to finish this

email and then will be able to chat. My boss will kill me if I don’t get this report done.

Can we talk over lunch tomorrow?

Develop a “GO” Phrase

Minimizing Interruptions

One group here had all the round orange pieces. How many times was this group interrupted? What could it have done to minimize these interruptions? Preempt your boss/interrupter

Don’t overschedule

Plan for Interruptions

Minimizing Interruptions

Control your email ¡ Turn off email alerts (at least for a while)

Manage expectations

¡ Set email to “in a meeting” ¡ Set phone to “in a meeting”

See yourself as a resource

¡ Schedule work time as a meeting

do NOT let technology interrupt you – USE IT

no

Say No

… to be used as a time savings measure … not to be used to avoid being a team player

No is…

Saying yes, is making a Choice. Saying no, is making a Choice.

Say No

Be firm ¡ Avoid being wishy-

washy ¡ Don’t lose your

confidence or fumble your words

Genuinely hear the request ¡ Don’t shut them down.

Control your emotions

¡ Create a ”delay phrase”

How to

Explain why not

Avoid closed questions ¡ Offer choices with

which you already agree

Understand the need behind the request ¡ Why is the person

making the particular request?

¡ What is the end game? ¡ Empathize

Say NO … Or say “maybe”

I COULD LIVE WITH THIS IF

Activity: Let Me Tell You What I Can Do

Say NO

Political Capital ¡ Rubbing elbows with right people

Growth opportunity Maybe you really do have time

Reasons You Should not

Say No

Fear of losing a client or relationship Fear of angering/hurting someone Fear of bad reputation Fear of not being liked

Reasons You may Not want to

Say No

Organization’s Mission My boss won’t let me

Project sponsor

Use Company Structure

Say No

Make the requester “work for it” If “work” is done – request is validated

¡ This was going to be yours one way or another ¡ But you bought some time

If “work” is not done – task is invalidated

¡ Task gone

Don’t Immediately Accept the Monkey

Tips & tricks

Tips & Tricks

Emails Calls Scheduling meetings

Batch Your Work

Tips & Tricks

The requester may: Become defensive, upset or angry Demand that you comply with the request Try to goad you into saying yes Try to wear you down Ask to speak with someone else

Prepare for the outcome - scenario analysis

Critical to understand if you do not, traditionally, say no!

Tips & Tricks

Help the person once, and teach them where to find the answer in the future

Teach to Fish

Tips & Tricks

If you can’t refocus… don’t! Take active breaks. Pomodoro technique or the 50-10/50-30

Take a Break

50 10 30

Tips & Tricks

Here is my plan for the day / week. Is there anything you would like me to

work on first? Here is my list, where would you like me to

start?

Ask SUPERVISOR for Priorities

Don’t ask what your priority is, because a supervisor will say: EVERYTHING!

Tips & Tricks

Use bonus time

Implement 15 minute rule

Find More Time

Tips & Tricks

As a supervisor, Don’t let interruptions cascade down

Be aware of your supervisees’ time

¡ Understand that the better they manage their time, the more you can delegate

The Other Side of The coin

Tips & Tricks

Call, Draft, Review, Schedule, Email

vs. Plan, Implement, Discuss, Create

To-do List: Use Small Verbs

Tips & Tricks

WHAT???? More efficient to cancel than to fit them in

Schedule More Meetings Than You Need

In Closing

Two things you learned Evaluation Will forward slide deck for your reference

Thank you for your participation.

Questions

CONTACT INFO: + EMAIL: Claudio@nplusonegroup.com + TELEPHONE: 860.716.9934

CONTACT INFO: + email: Susan@nplusonegroup.com + telephone: 860.716.9933 + WEB: WWW.NPLUSONEGROUP.COM

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Claudio Fiorani Susan Lesser