The Secret to Success Getting it Done HPS University February 14, 2008

Objectives Identify what gets in the way of getting it done Learn how to establish priorities that allow you to accomplish the most important tasks Learn how to increase your efficiency by becoming more organized Explore effective task management Boredom busters Achieve a greater sense of accomplishment and effectiveness

Agenda The Value of Taking Action  What Gets in the Way Four Questions to Establish Priorities Achieving Your Goals  Interruptions and distractions  Value-added meetings  Effective multi-tasking Getting Organized Project and Task management Boredom Busters - projects with a purpose Reminders The secret of getting things done is to act - Dante Alighieri

What Gets in the Way Time Management Induced Stress Preoccupation with tasks Poor task pacing Stimulus overload Lack of skills Psychological obstacles

What Gets in the Way Excuses “I don’t know where to start.” “This isn’t my role, job, responsibility, etc..” “I can’t move forward because someone else isn’t doing what I need them to.” “I feel stupid, don’t want to seem incompetent, etc.. asking someone to help me with this.”

What Gets in the Way Time Wasters Procrastination Interruptions Poor planning Poor communication Lack of self-discipline Inability to say “no” Haste Insufficient delegation Unclear objectives Disorganization “ When you do nothing, you feel overwhelmed and powerless” -Unknown

”Successful people aren’t born that way. They become successful by establishing the habit of doing things unsuccessful people don’t like to do. The successful people don’t always like these things themselves; they just get on and do them.” - Unknown

Establishing Priorities Four Questions to Determine Priorities What can be delegated, combined with others, delayed or deleted? What is my priority for each item? What is someone else’s priority for each item? How long will each task take? ”The whole point of getting things done is knowing what to leave undone” -Lin Yutang

Minimizing Interruptions and Distractions Halt self-induced interruptions first Devote first hour for most critical task Set time for and phone calls Be brief and concise Set time to check and return phone messages Use voic and alerts Arrange desk/close door for privacy when you really need privacy ”There is no substitute for aggression” -Coach Dan Kane, Longmeadow High School Lacrosse

Value-added Meetings Have a clearly stated purpose and agenda Include only essential people Are as concise as possible Agenda couldn’t be successfully discussed by or phone call “ If you don’t know where you are going, you’ll end up somewhere else” - Yogi Berra

Effective Multi-tasking Group similar tasks Differentiate between nonproductive multi- tasking and combining “no-brainer” activities “ Anything worth doing is worth doing well” - Sr. Mary Patricia Carr, St. Mary’s School, Longmeadow

Getting Organized Break the project into pieces Give every item a home Keep your filing system simple Put it back where you found it! Create a working zone

Getting Organized – An Example Split-screen monitors Current task Often referenced material

Getting Organized – An Example Meetings Pending Projects Typically on hold Printed Daily Outlook calendar List of unplanned things to do that day in the “Task Pad” Items to go out To Do List & Working Projects Supplies

Getting Your Act Together Answer – Return Voic Work on Prevention Initiative Meeting Report writing minutes

Project and Task Management Individual Tasks Project Markers End Product Project Markers Individual Tasks Project Management Task Management

Project Management Individual Tasks Project Markers End Product Strategic Administrative Detail “ The ability to convert ideas to things is the secret to success” – Henry Ward Beecher

Task Management End Product Project Markers Individual Tasks Product Deliverables Core Activities “ You cannot plough a field by turning it over in your mind” – Unknown

Boredom Busters Organize your workspace Review your performance eval Develop client materials on a topic of interest Improve a process Read professional publications Explore StaffConnect Volunteer for projects outside of your daily routine “ A wise person will make more opportunities than he finds” - Francis Bacon

Getting it Done Getting it done means taking a risk, making a commitment and not turning back. Sometimes you just have to leap and believe that you will accomplish what you set out to do

Get organized & control your space Make lists Use your calendar Combine & consolidate Find shortcuts Ask for help when you need it! Color code it Know what you want to accomplish! Set the stage to reach your goal Only essential participants Keep meetings short Stay focused! Devote first hour for most critical task Set time for & phone calls Use voic & alerts Tackle each task one at a time – then check it off! Go from easy to hard, due now to due later Print this page and fold inward along dotted lines. Tape the open sides together for a easy reference desk top tool.

Screen Saver Right click on file – Save as Picture. Open Control Panel –Appearance and Themes-Change desktop background- Browse and select saved picture-Apply-OK