time, technology, and stress
Post on 29-Jan-2018
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Our Speciality
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Courageous & Authentic
LeadershipDeveloping leaders with
passion, authenticity, a sense of
their values and the impact and
power to make things happen
High-trust
RelationshipsBuilding relationships of
trust, openness and collaboration
that create remarkable results –
between individuals and between
organisational units
Shared
DirectionNavigating complexity to create
the insight, alignment and action
to sustainably address the great
challenges we face
TIME, TECHNOLOGY, AND STRESS
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Self-Management is the
Heart of the Matter
Self
Team
Organization
© 2010 Paul Gibbons
Leadership
Creativity and Innovation
Involvement
Long term vision
Strategic thinking
Vs
Stress
Overwhelm
Illness
Unhappiness
Poor performance
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Problem
• The brain is the most powerful
processor that we know of…
• Horrible at information storage and
retrieval
– Working memory holds 5 – 9 items
• If we are grappling with more than that
number of worries, tasks, projects,
‘open loops’…
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Uses/ features…
• Multiple formats – word/ pdf/ VOICE/
web clips/ photos/ snaps (from phone)
• Very powerful filing (multiple ways of
retrieving)
• Syncs with phone, Ipad, computer,
home computer
• Takes 30s to install, and you can begin
right away
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Four Quadrants in Action
The reactive/ victim/ fire fighting
quadrant
The procrastinating/ avoiding/ low
value add/ time wasting quadrant
© 2010 Paul Gibbons
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Your Four Quadrant Planning
• Draw your own 4 quadrant diagram and label the quadrants
• Think about all the priorities, tasks, to-dos, goals (and even
dreams) that you have and begin to put ACTIONS in each
quadrant as they come up
• Quadrant 2 is most ignored – the stuff in Quadrant 1 you can’t
get away from… (nor 3 probably)
• Think about how you can delegate or dump some Quadrant 3 or
4
© 2010 Paul Gibbons
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Problem
• Drowning in email
• Email chains
• Nasty emails
• Brusque emails
• Vauge email
• Unactionable email
• Poorly labelleld email
• Etc
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Sending• You get ½ an email back for every one you send:
– Send fewer to get fewer!
• Beware CC/ BCC, ‘reply to all’
• Help people prioritize– INFO, ACTION, URGENT ACTION, FILE
• Make subject lines informative– Re:, Re:, Re:, Re:, Re: Meeting
– URGENT ACTION: 9/8 board meeting, update project plan
• Do not expect busy people to read more than the first paragraph
carefully.
• Do not expect busy people to trawl through the ‘trail’
© 2010 Paul Gibbons
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Sample Email…
• Thanks for the long conversation after our meeting.
I’m glad to see the project is progressing well. You
raised a number of interesting points, and I thought
they were well received. The delay in the project due
to changed scope (to include HR) was mandated by
the Exec. We need to re-plan accordingly. This may
also affect resource constraints and availability. I
understand that Janet in Finance may have some
availability. Get back to me if you have a question.
© 2010 Paul Gibbons
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Responding–Manage Your
Email…• Your email inbox is not your to-do list…
– That traps you in reactive/ victim mode
– YOU decide your priority at that second, not the latest incoming
– Turn OFF all reminders, noises, flashes, blackberries.
– If you have to, shut the program down (yes, really)
• Have set times during the day for processing– ‘Processing’ = less than 2 minutes
– ‘Doing’ = the stuff that needs quality input and thought
– Set aside ‘processing’ slots in your calendar AND ‘doing’ slots for key actionable emails.
• Look at each email only once in your inbox– It either goes into your @HOTLIST folder
– Or your @DELEGATED folder
– Or gets filed
– Or gets deleted
or it will
manage you!
© 2010 Paul Gibbons
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The Complete System
Have a
good
‘parking
lot’ filing
system for
stuff you
don’t want
to think
about, but
don’t want
to forget
Have an email
folder entitled
HOTLIST
- empty every
night (even if not
finished)
© 2010 Paul Gibbons
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