workday-presentation-2016
TRANSCRIPT
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Presented by:Maureen Salman & John Flynn
October 6, 2017
I. INTRODUCTIONS & EXPECTATIONS
II. EVALUATING YOUR CURRENT ENVIRONMENT AND WORKDAY
III. TAKE CONTROL! TIPS ON PLANNING, ORGANIZING AND REDUCING STRESS
IV. FINAL THOUGHTS AND TAKEAWAYS
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Name and agency please
Are there any specific expectations you have for today’s session?
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DO YOU FEEL LIKE YOUR OFFICE IS THE WORST PLACE TO GET ANYTHING
ACCOMPLISHED?
Do you feel like you are in control, out of control, or somewhere in between?
Do you get the chance to work on projects and tasks that are really important to you?
Do you know where your time is lost?
Do you feel a sense of accomplishment at the end of your day?
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Work sampling is a technique to quantify how you spend your time. This is how it works…
Set up specific categories (e.g. e-mail, meeting, interruption)
Use a random notification time app to buzz you 15 times a day
Record and categorize what you are doing at that time (10 days X 15 observations/day = 150 observations)
Tabulate the results and chart
1. Tasks & Projects (the things that move you towards your goals)
2. E-mail & Phone Communications
3. Meetings (both scheduled or unscheduled)
4. Miscellaneous Interruptions
5. Personal Business & Breaks
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Unwelcome Interruptions Welcome Interruptions
Vendor “Pop Ins” Chatty co-workers who
won’t leave your office! Third-party bid
resellers Belligerent/Intoxicated
office patrons Computer and network
crashes
Office celebrations Cleaning crew Retirees stopping by to
say hello Co-workers who need
help with a project IT staff updating your
computer Fire drills
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Productive Meetings Unproductive Meetings
Start and finish times know in advance (30-60 minutes)
Agenda sent in advance
Start on time, finish on time
Equal participation
Minutes taken with follow up items assigned
Only start time is known; who knows when it will end
No agenda
Meeting can’t start until EVERYONE shows up
One or a few people dominate
Endless rambling with little accomplished
Take some time to reflect on your work sampling results…
Did the results surprise you?
Did you realize how much time you spend in meetings?
Did realize how many interruptions there are in your day?
NOW IT’S TIME TO TAKE CONTROL!!!
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Tips on
DO YOU WEAR THE “BUSY BADGE OF HONOR”?
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Turn your notification message off! Don’t confuse e-mail with chat
Check messages at specific intervals instead of all day long
Become friends with your delete key
Use rules and folders for items are not time-sensitive
Keep messages and responses short (one or two paragraphs)
Schedule time with yourself to work on key tasks and projects
Always ask the question “Do I really need to attend that meeting?”
Always have somewhere else to go, even if you don’t (The One Hour Rule)
Use your task bar and prioritize
Always plan your day!!!
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Plan for interruptions; they are unavoidable! Find a quiet place in your building Work remotely for short periods (1-2 hours) Limit time with people who “pop in” (15 minutes or
less) Attack procrastination: 5-4-3-2-1 Go! Delegate if you can Value your own time!
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Broome County Purchasing Interns are unpaid, but can receive up to 4 credit hours for the experience
Interns are assigned meaningful projects such as research, document writing /review and business outreach
Interns bring energy and new ideas to your office!
DO YOU FEEL GUILTY WHEN YOU TAKE A BREAK?
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LeBron Takes Beaks! You Should Too!
The best basketball player on the planet plays only 35.6 minutes in a 48 minute game (season average)
This means he is taking a break (on the bench) 25.8% during his “workday”!
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Benefits of standing vs. sitting include increased energy, improved posture and increased metabolism rate
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Manage and educate you boss
Take breaks and visit other members of your team
Turn off email notification
Make a checklist every day
Prioritize your workload
Be honest; tell pop ins you don’t have time right now
You are valuable! (Thanks Paul Brennan)
Set up electronic folders
Keep a clean desk Maximize usage of
your calendar (e.g. MS-Outlook)
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The ‘My Work Isn’t Working’ Quiz: http://ramonacreel.com/take-work-isnt-working-quiz/
Why The Office Is The Worst Place For Work: https://www.fastcompany.com/3026355/dialed/why-the-office-is-the-worst-place-for-
work
How to Manage (and Minimize) Workplace Interruptions:http://www.forbes.com/sites/work-in-progress/2012/04/17/how-to-manage-and-
minimize-workplace-interruptions/3/#39faeb0665d1
A Formula for Perfect Productivity: Work for 52 Minutes, Break for 17http://www.theatlantic.com/business/archive/2014/09/science-tells-you-how-many-
minutes-should-you-take-a-break-for-work-17/380369/
You Waste A Lot Of Time At Work!https://www.atlassian.com/time-wasting-at-work-infographic
Natalie MacNeil - She Tales On The World!: http://www.shetakesontheworld.com/
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Thanks for being a great audience. Please feel free to contact us anytime!
Maureen SalmanPurchasing AgentNiagara County59 Park Ave.Lockport, NY 14094(716) [email protected]
John FlynnDirector of PurchasingBroome County60 Hawley St. – 4th FloorP.O. Box 1766Binghamton, NY 13902(607) [email protected]