Download - Sunraysia Productivity Workshop
Sunraysia InstituteImproving personal
productivity
Presented by: Russell Cummings Strategic Business Development
The Productivity ChallengeFind an Extra 8 Hours in Every Week
“If you can’t do your job in a 10-hour day during the week, you’re either overworked or incompetent.”
Mike Abel Chief Exec – M&C Saatchi Australia
BRW – April 23, 2009
Our Infographic Map to improving your
productivity
Time Management Pyramid
Beliefs – Why?
Why are you poor at time management?
1. Attitude – focus, work ethic, motivation
2. Health - diet and exercise
3. Sleep – need 8 hours per
Sleep Cycle App
What should you be doing with your time?
Waste & Inefficiency
Waste What?
What are you doing with your time?
Time Management Audit
My Time Audit
MUST Do’s: • Reduce wasted time on emails, web and social media • Reduce amount of time with Team without reducing quality • Increase time for strategy, marketing, sales and training • Reduce hours worked
Travel not included 5 hrs per week
Productivity 45% chargeable
Personal days (excl weekends)
3 days
Setting Priorities
Use model over different
timeframes – annual, quarterly,
monthly, weely
Exercise: Your Quadrants
Exercise:
1. Brainstorm 3 activities that you currently do in each quadrant
2. What Q2 activities should you be doing but never get time for?
Getting the Structure Right
How will you manage the day-to-day?
Setup a “4 Things” Framework
What are the 4 key areas of activity that you must focus on in your business to be successful?
My daily roster:
• Client work – 4 hours • Marketing & Sales – 2 hours • Strategy & Development – 1 hour • Team Management – 1 hour
Exercise: Be Strategic
Exercise:What are the Top 4 things you MUST focus on in order to achieve success?
Stop Doing Matrix
Exercise: Stop Doing Matrix
Exercise:Work through the Matrix and add tasks to each section
• Work in 25 minute bursts – 5 min break • Every 4 cycles take a 15 min break • This will: increase focus, concentration,
reduce interruptions and maximise your output.
• Use an app like www.focusboosterapp.com or Pomodoro Time
Pomodoro Technique
Tips to leverage your time
Check max. 3 times per day
Check once every day or so
Set up Rules
Turn off notifications
Don’t check it first thing in the
morning
Chain > 2 Use phone
Meetings
• Senior and middle managers said only 56% of meetings were productive.
• They added that a phone call or a memo could have replaced over 25% of the meetings they attend.
Source: Wharton Centre for Applied Research – published in Wall Street Journal
Time in meetings per week
Key Team Meetings
• Team Huddle – weekly, 5 to 15 minutes • Transactional Catch up – daily or weekly, 5 to 10 minutes • Circuit Breaker – monthly, 15 to 20 minutes • Performance Review – quarterly, 30 minutes
Meeting Structure
Effective Meetings & Internal CommunicationEffective meetings are driven
by :
• Purpose • Process • Payoff
Energy Patterns
Interruptions
Impromptu Meetings
Disorganised office
Phone calls
Surfing the web
• Online Employee with a specific skill set • Engage them by Contract, Part-Time, Full-Time • Contractors for projects: freelancer.com,
elance.com, fiverr.com • Employees: usually from Philippines, India or
Eastern Europe • See our website for a blog article on “How to
recruit a VA”
A Virtual Assistant
• Use technology at your fingertips and create audio and video messages and instructions for your Team
• Benefits: quick, effective and easy to do. Better quality of communication – especially for complex issues.
• Integrate with tools like Trello, Evernote, etc.
Use Video and Audio instead of Email
Productivity tools that work
Core Technology
• Must operate on multiple devices and synchronise • “fit for purpose” – must do its job really well • Interoperability – best if it works with other tools • Must improve communication with my Team • Must lift my productivity by helping me with Waste
& Structure
Basic Principles
My Top ToolsTeam
Communication “Chat”
Information Storage
Data Storage
• Powerful task management tool that enables collaboration and planning
• Simple layout – easy drag and drop navigation • Can add files from OneDrive, Dropbox, etc • Base version is free – Premium is modest
• Other options: • kanbanflow.com • Basecamphq.com
Trello.com
• A very powerful tool for information storage and retrieval – free or cheap option
• A collection of online “Notebooks” that you can add information to in a variety of formats: text, audio, images, websites, documents, files.
• Synchronises across any device: desktop (Mac & PC), IOS, Android, Windows Mobile
• Makes it really easy to capture & share information • Audio messages – fast and better communication • Chat function for better Team Comms • Microsoft OneNote is another option
Evernote.com
Online File Storage - Onedrive
• Cloud based storage is easy to access and has come of age. • Store files on your desktop – access them on any device – share
easily – auto-back up
• Other popular options: • Dropbox.com • Box.net
Microsoft Office 365
• Software rental – updated and cost effective • $10 per month - 5 Users – Home Package • Acccess to latest Office Software: Word, Excel, PowerPoint,
Outlook, OneNote and Publisher • 1TB of free storage on OneDrive (per User) • 60 minutes of free skype to phone calls • With MS Exchange - Shared Calendars, Contacts, emails, etc • Available for Mac, PC, tablets and smartphones
Video Conferencing
• Cheap effective communication using video conferencing • Visual element improves engagement and increase productivity – reduce
travel • All Devices: desktop, tablet, smartphone Lots of options: • Video Conference Calls – skype, Vsee • Online Meetings – GotoMeeting • Webinars and Seminars - GotoWebinar
Tripit.com
• If you travel by air – this is the app for you • Scans your email for confirmations and builds an itinerary
using airline, hotel, hire car, etc bookings. • Tracks flights and updates on delays • Finds maps of hotels, etc. • Loads it automatically into your electronic diary • Premium version is $50 pa – also free • On all devices – desktop, tablet and smartphone
Livescribe Pen
• An electronic pen that records your writing (and audio) and stores it electronically - syncs to Evernote
• Handwritten electronic notes are searchable in Evernote
• Uses custom stationery – variety of formats
30-minute reports
Trello image
Other Tools - Horticulture• There are really good programs around for helping you
manage the various activities and collect great data in your business.
• Some are stand-alone programs and others are integrated as part of your grader systems.
• AgWorld - www.agworld.com.au • Grownote – www.grownote.co.nz
Time Management
Exercise:
1. What are 3 actions that you can take away from this session to save yourself 8 hours in the next week?
2. Share this with your neighbor 3. Homework: Develop a 1PP for
how you are going to improve your time management
Summary
Time Management Pyramid
We will send you a link to copies of today’s PPT plus any resource materials in the next few days.
You can visit www.horticulture-nextgeneration.com.au and complete our free online Business Diagnostic, webinars,
blogs and videos.
We are about to launch a range of on-line training and business leadership development programs.
More Resources
How do we work with businesses?
We develop a tailored solution to meet your specific needs:
All services are at agreed fixed price
Take the 30-minute Challenge
• Book a free 30 minute call and we will discuss your Top Issues and create a plan to address them.
• Go to www.takethe30minute challenge.com
Russell Cummings Business Consultant M: +61 414 929 585
W: www.sbdbusiness.com.au E: [email protected]
Thank You