working smarter not harder dr. kate nichols, bcba-d director, mcdowell institute for teacher...
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Working Smarter Not Harder
Dr. Kate Nichols, BCBA-D
Director, McDowell Institute for Teacher Excellence in Positive Behavior Support
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EDUTAINMENT
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Avoid Procrastination
Enhance Productivity
Plan
Prioritize
Do it Now
Automate
Eliminate
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Track Daily Tasks
• Begin each day creating/reviewing task list in dedicated agenda book/program
Task Status
✔ Completed
✖ Deleted
Forward to Another Date
D Delegated
− In Process
Status Priority
Daily Task List4/24/13
✔ AReserve conference room for 5/3/13 @3:00
✖ FMeet with Tech Support
− DCreate agenda for 5/3/13 meeting
D BConfirm order with catering
✔ CSubmit TAR
EEmail agenda for 5/3/13
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Set Small Goals and Celebrate Successes!
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Automate Recurring Tasks• Document process for
completing the task
• Develop a template to utilize repeatedly
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Analyze the Task
• Identify all necessary steps to complete a complex task
• Once task analysis is completed, set deadlines and use as a checklist to track progress
• Especially useful for tasks that are infrequent or complex
• E.g., paperwork for beginning/end of semester, event planning, travel requests/reimbursements
New GA Paperwork
Confirm/Update GA Description and Duties
Create Individualized GA Contract
Have GA Sign Contract and Graduate Office Form
Have Forms Signed by Supervisor and Dean
Submit Forms to Graduate Office
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Padlet.com
Free web-based program that encourages brainstorming and collaboration
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Build Momentum
• Before starting on a long, difficult, and/or non-preferred task
• Identify 2-3 easy or fun tasks to complete before starting the difficult task
• Gets the ball rolling and builds feeling of success/accomplishment
1st Task: Shred Papers
2nd Task: Review Calendar
3rd Task: Reply to Emails
4th Task:
Review Budget
5th Task: File Papers Away
6th Task: Order Office
Supplies
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Progress Busters: Interruptions & Distractions
• Before starting an important task, take care of needs
• E.g., room temperature, hunger, thirst
• Reduce potential distractions that will draw your attention from the task at hand
• E.g., noise, activity outside window, email, phone, internet
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How to Prepare for and Participate in Efficient Meetings
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Meeting Agenda
• Create agenda with identified topics
• Review agenda items at beginning of meeting
• Establish time limits for each agenda item
• Assign meeting roles & responsibilities
• Facilitator: Lead discussion of agenda items, establish consensus
• Recorder/Task Master: Record minutes and tasks assigned during meeting
• Time Keeper: Track time for each agenda item, notify participants when time is running out on an item and determine if time should be extended or topic be tabled
• Encourager: Promote active participation of all attendees
• Rudder: Redirect participants when discussion veers off-topic
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Agenda & Minutes• Utilize an agenda template to record notes and tasks
• Minutes should focus on key points discussed on specific agenda item
• Tasks should specify the final product, person responsible, and deadline
• Send electronic copy of notes and task list within 5 days of the meeting to relevant parties
Meeting Date: Attendees: Not Present:
Time Limit
Agenda Item Notes Task Person(s) Responsible
Deadline
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Meeting Date: 5/11/13 Attendees: Judy, Sue, Phillip, Marcus, Lizzie Not Present: Juan, Tony, Andy
Time Limit
Agenda Item Notes Task Person(s) Responsible
Deadline
3 min • Agenda Review • Holiday party planning removed from agenda
• Meet with Sue and Juan to confirm details
Judy, Sue & Juan
5/23/13
15 min • Program Evaluation Results
• Identified areas needing improvement (student retention, graduation rates)
• Evaluation subgroup will present overview of results and action plan at dept. meeting
Phillip, Marcus, Chris, Ron
6/19/13
5 min • Ordering Office Supplies
• An order will be placed for supplies for 2013-14
• Email Lizzie any supplies needed
Dept. Staff 5/30/13
10 min • Community Outreach Efforts
• Connection has been made with regional office
• Subgroup will present on collaborative efforts at regional meeting on 7/3/13
• Subgroup will develop presentation for regional meeting and prepare handouts for attendees
Judy, Susan, Sue, Andy
6/15/13
5 min • Undergrad Research Day Update
• Details of Research Day were reviewed for group
• All prep tasks have been completed
• Confirm faculty attendance Lizzie 5/15/13
5 min • Meeting Wrap-up • Reviewed assigned tasks and identified agenda items for next meeting
• Type minutes and email with task list
Lizzie 5/15/13
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Mindstorming – Brainstorming on Steroids
• Step 1: Formulate a question with a SPECIFIC result and time frame
• Step 2: Begin recording your answers
• First 5-10 answers may come easily (you have already thought of them)
• Step 3: Don’t Give Up!
• Record 20 relevant answers to your question
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Wrap Up and Final Thoughts
• To be productive at work…
• Plan Ahead
• Break it Down into Smaller Tasks
• Set Reachable Goals and Reward Yourself
• Track your Progress
• Use Templates and Web-based Programs
• Automate Recurring Tasks
• Enjoy Yourself!