Working Smarter Not Harder

Dr. Kate Nichols, BCBA-D

Director, McDowell Institute for Teacher Excellence in Positive Behavior Support

EDUTAINMENT

Avoid Procrastination

Enhance Productivity

Plan

Prioritize

Do it Now

Automate

Eliminate

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

Set Small Goals and Celebrate Successes!

Automate Recurring Tasks• Document process for

completing the task

• Develop a template to utilize repeatedly

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

Padlet.com

Free web-based program that encourages brainstorming and collaboration

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

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

How to Prepare for and Participate in Efficient Meetings

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

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

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

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

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!

Materials available at: http://www.bloomu.edu/

mcdowell-resourcesckemper@bloomu.edu