self management - cbia · i am swamped right now. can we talk tomorrow? i am in the middle of...
TRANSCRIPT
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: [email protected] + TELEPHONE: 860.716.9934
CONTACT INFO: + email: [email protected] + telephone: 860.716.9933 + WEB: WWW.NPLUSONEGROUP.COM
+ LINKEDIN: LINKEDIN.COM/IN/NPLUSONE
+ TWITTER: TWITTER.COM/NPLUSONE_BLOG
Claudio Fiorani Susan Lesser