Efficient Librarian: Productivity Strategies for Workplace Success Tips and Tools to Save Time and Reduce Stress Presented by Doug Crane Director, Palm Beach County Library System
Purpose of Workshop
Intentions for Today
Quick Survey
Questions • On a scale of 1 to 5, with one being very disorganized to 5 being organized, where do you rate yourself at work? • How many emails do you current have in your inbox, read or unread? Please place yourself in one of the five ranges. • How many projects do you have at work right now? Please place yourself in one of the five ranges. • What is your biggest productivity challenge? Please type your response into the text box.
Who Am I?
Definition of Efficient 1 : productive of desired effects; especially : capable of producing desired results with little or no waste (as of time or materials); i.e. - an efficient worker; efficient machinery 2 : being or involving the immediate agent in producing an effect; i.e. - the efficient action of heat in changing water to steam
The Traditional Role of Libraries
Changing Environment
Efficient Librarian An Efficient Librarian is an elite knowledge worker navigating the complexity of the post Internet information world.
Updating Your Operating System
Types of Engagement
Task Job vs. Knowledge Job
Three Reasons For Stress
Who Has Heard of GTD What how familiar are you with Getting Things Done (GTD)? • Never Heard of It • Glanced at the Back Cover • Read Some or All of It • Read It and Applied a Few Pieces • Full Fledged GTDer
David Allen – The GTD Guy
Crisis - Default Path to Focus
Time Management is a Myth “The truth is you can’t manage time. You need to manage yourself and your focus.” - David Allen
Stress of Commitments
Stress: It’s All In Your Head
Get It Out of Your Head “You can only feel good about what you are not doing when you know what you are not doing.” - David Allen
Successful Workflow Strategy
The Knowledge Worker Widget
GTD Five Stages of Workflow Capture Clarify Organize Reflect Engage
Use Your Inbox
Ineffective Inboxes
Mind Sweep • Projects • Commitments • Upcoming Meetings • Staffing Challenges • Noteworthy Events • Waiting For Items • Professional Development • Books to Read • Financial Concerns • Maintenance Issues
Workflow Diagram
The Inbox Oath My inbox is NOT a storage location. It is a PROCESSING STATION.
Inbox Best Practices Start Here
Two Big Questions What is It? Is it Actionable?
No Actions
What is the Next Action?
Two More Questions
Organize – Three Choices Do It Delegate It Defer It
Important Paper and Email Folders Action Waiting For Someday / Maybe Read / Review
This Works for Email
The Standard for an Empty Inbox Final Poll How often should you completely empty your inbox?
Test the Model • Run an item from your mind sweep through the workflow diagram • Determine which folder it should end up in
Take Time to Tidy Up
Weekly Review
Engage with Your List “I didn’t need one ounce more of creativity and intelligence than I already was born with – the issue was where I was pointing it.” David Allen
Did You Pay Attention?
What Are The Five Stages of Workflow? Capture Clarify Organize Reflect Engage
Name the Functional Folders Action Waiting For Someday / Maybe Read / Review
What is the Standard for an Empty Inbox
Total Commitment Method
Collect Everything - Except
Go Through Everything!
Take a Picture
Small Wins Method
The Single Drawer Challenge
The Strategic Value of Clear Space
Efficient Librarian www.efficientlibrarian.com
Getting Things Done - David Allen www.gettingthingsdone.com
Conclusion Doug Crane – Director, Palm Beach County Library System www.efficientlibrarian.com Phone: 561-233-2600 Email: craned@pbclibrary.org
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