Work Smarter 10 Strategies to Maximize your Time, Attention, and Energy Dr. Mike Doughty
Handouts http://instruction.monroe.edu/productivity Password: productivity
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That’s me… You are currently employed. You work for a school district or a BOCES. You are a little busy this time of year. You are dangerously close to getting fired because of your lack of productivity. “You don’t have to be sick to get better” - Grandma Doughty
What do you wish you could do more of at work?
What’s getting in the way?
Time Productivity Attention Energy
How do you… • Maximize your energy? – Take care of your body. • Increase your time? – Stop doing things you shouldn’t be doing? – Be more efficient with the stuff you have to do. • Improve your attention/focus? – Reduce or eliminate distractions.
Thank you.
Big ideas • “Automate” • Batch • Simplify • Focus • Set yourself up for success It’s all about habits.
Decision fatigue is real. 300 24 – 1-2, 3% 6 – 1-2, 30%
To avoid decision fatigue… automate & habitize
How long does it take to form a habit?
How long What does it take to form a habit? Consistency Repetition No Decision
Time Productivity Attention Energy
How do you… • Maximize your energy? – Take care of your body. • Increase your time? – Stop doing things you shouldn’t be doing? – Be more efficient with the stuff you have to do. • Improve your attention/focus? – Reduce or eliminate distractions.
Energy first
What’s wrong with this person? • Headache • Increased thirst • Difficulty concentrating • Dry mouth and swollen tongue • Impaired short-term • Inability to sweat memory skills • Fatigue • Decreased urine output • Sluggishness • Confusion • Anxiety • Weakness • Dizziness, fainting • Heart palpitations
What’s wrong with this person? • Headache • Increased thirst • Difficulty concentrating • Dry mouth and swollen tongue • Impaired short-term • Inability to sweat memory skills • Fatigue • Decreased urine output • Sluggishness • Confusion • Anxiety • Weakness • Dizziness, fainting • Heart palpitations
What’s wrong with this person? • Headache • Increased thirst • Difficulty concentrating • Dry mouth and swollen tongue • Impaired short-term • Inability to sweat memory skills • Fatigue • Decreased urine output • Sluggishness • Confusion • Anxiety • Weakness • Dizziness, fainting • Heart palpitations
1. Hydrate. Women - 2.7 L (91oz.) Men - 3.7 L (125 oz.) National Institute of Medicine
2. Move.
“ Sitting time is emerging as a strong candidate for being a cancer risk factor in its own right… Emerging evidence suggests that the longer you sit, the higher your risk . It also seems that exercising won't compensate for too much sitting (Neville Owen, Ph.D., Behavioral Epidemiology Laboratory at Australia's Baker IDI Heart and Diabetes Institute)
How do you get yourself to exercise?
Instructional Sorbet What’s one way that your thinking has changed about your time?
Meetings • Stand in the back • Walking and standing • Fidget
Principals’ Meetings cost money Administrators’ unit $95,684 yearly ÷ 260 days ÷ 8 hours ≈ $46.00 per hour x 7 people in a 3 hour principals’ meeting ≈ $966 per meeting x 12 meetings a year ≈ $11,592 per year for principals’ meetings
More productive meetings… • Avoid having them. • ≤ 30 minutes • Make them purposeful. – Know the intended outcome before – Agenda at the meeting ( Patrick Lencioni ) • Reduce small talk. • Meet where the work is happening. • Meet standing up or while walking. • Documentation
3. Eat.
automate and habitize
Time to process…
4. Sleep. • Memory problems • Depression • Weakened immune system • Increase in perception of pain
What improves sleep? • No screens 1 hour before • Schedule it • Sound, light, temperature • Reduce caffeine ( ) and alcohol ( ) • A pre-bed snack (2 T almond butter) • Learn more: https://sleep.org/ • Track it…
Your morning routine… • When does your day start? • Really the only thing you have control over…
My morning routine… >
Time Activity 4:30-5:00 Wake up naturally. • 5:02 [Alarm], Brush teeth • Get dressed • 5:05 Head downstairs • Get water/vitamins • Put shoes on 5:08 Journal 5:18 T’s Coffee 5:20 Begin exercise • Resistance or Cardio • Stretch Inversion • 5:50 Work on inbox/paper • Review podcast/audio for car • Review calendar • Review Big 3 and pocket list • 6:00 Upstairs to shower • Get dressed 6:20 Downstairs for breakfast 6:40 Leave when Emma leaves
When does the morning routine really start? Time Activity 7:25 PM Make lunches 7:45 Start Paige’s transition upstairs 7:50 Bath/shower for Paige Help Paige pick out clothes for next day 8:10 Paige in bed Read books 8:25 Brush my teeth Check my clothes for the next day 8:35 In bed Reading 9:00ish Lights out
Your morning routine… > >
5. Schedule.
It’s your schedule… • And you’re really not that busy. • Control it. • Create rules. • Don’t mindlessly accept invitations – M.A.S. • Leave margins.
Big rocks in first… • Arrival • Go home • Lunch • Daily meetings • Time in classrooms • Recurring meetings • Exercise, etc.
daily meeting
Instructional Sorbet What’s one thing that reinforced your thinking, and what’s one thing you’re skeptical about?
On average, what do office workers spend 3.2 hours per day doing? 40% of the work day (Adobe, 2015)
6. Conquer email.
Adobe August, 2015
What would happen if you didn’t check email for a whole day?
An instructional emergency
Is this you? 7 ish ideas to get to “Inbox Zero”
Limit your emails to five sentences or fewer , and have common responses: Come see me. Yes. . Call me. No. 1
Use the unsubscribe link…or create a “to read” folder rule 2
3
Stop organizing your email into folders. 72.87 seconds vs. 66.07 seconds 4 (IBM Research, 2011)
Schedule and batch. 5
Follow the “ Yesterbox ” technique “ Never do today what you can as well do tomorrow, because something may occur to make you regret your premature action .” - Aaron Burr
Schedule sending emails in the future. 7
Move your seat…
Time to process… 1. What is one thing you think you could implement right now? 2. What, so far, do you think would be the hardest to implement and why? 3. Ask a thoughtful question about something you’ve heard so far.
Time Productivity Attention Energy
March 2013 2,000 employed adults 18 and older What percent said that… email was their biggest 20% distraction during the workday? meetings are the most 19% distracting during the workday? coworkers are their 36% biggest distraction at work?
Our research has shown that attention distraction can lead to higher stress , a bad mood and lower productivity . ” - Gloria Mark, UC Irvine, 2015
7. Single-task.
So you think you can multi-task?
A test… A-G 1-7
Write it down…(get it off your mind) • Notebook • OneNote • Evernote • Index Card – Big 3 – Random Tasks • Put it on the calendar.
Instructional Sorbet What’s one thing that we have talked about that you would like to share with a colleague?
Your Work Environment – Minimizing Distractions Is your workspace Time helping or Productivity hurting you? Attention Energy
8. Declutter
Declutter
What about all my stuff? My binders! • Reference Material – If someone else has it… – If it exists electronically… • New Stuff – The Marshall Memo – Kim Marshall – The Main Idea – Jenn David-Lang – Other resources…
9. Unplug.
10. Disconnect. Turn off all alerts... …and stop checking your phone.
Moment
www.focusatwill.com
What will you try for one month? Accountability matters.
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