JUSTIN BAEDER An Essential Question How can I tame the tsunami of - - PowerPoint PPT Presentation

▶
justin baeder
SMART_READER_LITE
LIVE PREVIEW

JUSTIN BAEDER An Essential Question How can I tame the tsunami of - - PowerPoint PPT Presentation

Oct 12, 2022 276 likes •888 views

JUSTIN BAEDER An Essential Question How can I tame the tsunami of work that washes over me each day, without getting overwhelmed? What Well Explore How to deal with requests from staff in a timely manner, without wrecking your plans

slide-1
SLIDE 1

JUSTIN BAEDER

slide-2
SLIDE 2

An Essential Question

How can I tame the tsunami of work that washes over me each day, without getting overwhelmed?

slide-3
SLIDE 3

What We’ll Explore

  • How to deal with requests from staff in a timely manner, without

wrecking your plans for the day

  • Why most people avoid their to-do lists and rely on a mishmash of

systems that make it impossible to prioritize—and why using one app is far superior

  • How to use a single master to-do list to get your priorities in order,

without the usual overwhelm—even if you have hundreds of tasks

  • n your plate
  • The wrong (but extremely common) way to organize your tasks—

and what to do instead to simplify everything

  • How to use "pomodoro" blocks and backlogs to manage your

priorities and your day so you can actually accomplish what you decide matters most

slide-4
SLIDE 4

Got Your Workbook?

principalcenter.com/tsunami-workbook

  • Prioritizing in an Age of

Information Overload

  • Managing List Sprawl
  • Workflow
  • AchieveDaily
  • Parkinson & Pomodoro
  • Recap
slide-5
SLIDE 5

Introductions

Justin Baeder

  • Principal
  • Author
  • Researcher
  • Business owner
slide-6
SLIDE 6

Prioritizing in an Age of Information Overload

slide-7
SLIDE 7

The First Act of Leadership

The first act of leadership is to decide what matters. You have more to do than you can possibly get done, so you must prioritize and constantly re- prioritize as events unfold.

slide-8
SLIDE 8

Apples to Apples

You can't compare options for what to work on when it's all in different places and media.

slide-9
SLIDE 9

Latest & Loudest

As a result, we pay attention to what David Allen calls "latest and loudest"

slide-10
SLIDE 10

One Place

Having everything in one place lets you prioritize.

slide-11
SLIDE 11

Why Use An App?

Much of your information arrives in electronic form. Easily add non-electronic info with mobile apps, email, dictation, etc.

slide-12
SLIDE 12

Why Use An App?

A single, consolidated list quickly becomes

  • verwhelmingly long.
slide-13
SLIDE 13

Recommendation: ToDoist

Using an app like ToDoist, organize your tasks into manageable sub-lists to minimize the number of items you see at once.

slide-14
SLIDE 14

Choosing An App (If Not ToDoist)

Choose an app that offers mobile, web, and email input so you can avoid keeping tasks anywhere else.

slide-15
SLIDE 15

Reflect

Where do you currently keep/track reminders of unfinished tasks?

slide-16
SLIDE 16

Managing List Sprawl

slide-17
SLIDE 17

Do Now vs. Write Down for Later

Prevent list sprawl with The 2-Minute Rule.

slide-18
SLIDE 18

The ToDoist Inbox

Quickly add new tasks to your ToDoist inbox

slide-19
SLIDE 19

Organize By Action

Don't organize by abstract category or area of responsibility; organize by action—e.g. the type of work you will actually do, where, or when.

slide-20
SLIDE 20

Process: Inbox to PEEPs

Drag tasks to specific Projects (PEEPs or backlogs)

slide-21
SLIDE 21

Use Agendas

Agendas are useful for storing items to be handled with a specific person, in a specific recurring meeting, or in a particular newsletter.

slide-22
SLIDE 22

Agendas for People & Meetings

Agendas are useful for storing items to be handled with a specific person, in a specific recurring meeting, or in a particular newsletter.

slide-23
SLIDE 23

Sort In “Do” Order

Sort lists in the order you plan to do them, reordering any time your plans change. Always do the item at the top of the list first.

slide-24
SLIDE 24

PEEP

A Place for Everything, and Everything in its Place.

slide-25
SLIDE 25

Block Out Time

Use your calendar to block out time for especially time-consuming tasks.

slide-26
SLIDE 26

Treat (Some) Lists as Backlogs

Use backlogs to organize your "as soon as I can get to it" work.

slide-27
SLIDE 27

Why Backlogs Help

Backlogs allow you to track work you can’t do yet, but keep it prioritized correctly.

slide-28
SLIDE 28

Your “Work In Progress” (WIP) Limit

Respect your WIP limit—give yourself permission to NOT start work you don't yet have bandwidth for.

slide-29
SLIDE 29

Reflect

What “backlogs” do I need to create, so I can keep my work prioritized?

slide-30
SLIDE 30

Workflow

slide-31
SLIDE 31

Route Everything To ToDoist

Route everything into your ToDoist inbox or a more specific list (PEEP).

slide-32
SLIDE 32

Process: Inbox to PEEPs

Drag tasks to specific Projects (PEEPs or backlogs)

slide-33
SLIDE 33

Have Specific Processing Times

Process your inbox daily at a specific time.

slide-34
SLIDE 34

Touch It Once

Do as much on the spot as you can—the "touch it

  • nce" principle.
slide-35
SLIDE 35

Batch Process

Batch items like newsletters, agendas, and other lists you can work through quickly

slide-36
SLIDE 36

Inbox to Zero

When you sit down to work, process your inbox until it's empty—by doing or sorting.

slide-37
SLIDE 37

Top Item First

When you look at any list, always do the top item first, even if you have to reorder it.

slide-38
SLIDE 38

Draw The Line

Break your lists with a “WIGATI” (ASAP) task.

slide-39
SLIDE 39

Due Dates Aren’t for Motivation

Reserve due date fields for true due dates.

slide-40
SLIDE 40

No 2nd System

Resist developing a "second system." Keep everything in one system.

slide-41
SLIDE 41

Avoid Conceptual Categories

Conceptual categories aren’t the right way to

  • rganize. Organize by action.
slide-42
SLIDE 42

Reflect

What PEEPs/lists can you batch process? Which need to be treated as backlogs?

slide-43
SLIDE 43

AchieveDaily™

slide-44
SLIDE 44

Separate Deciding from Doing

Plan the next day's work the night before—separate deciding from doing to maximize your willpower and focus.

slide-45
SLIDE 45

Prioritize Backlogs

Treat each project or other list as a backlog that needs to be prioritized sequentially.

slide-46
SLIDE 46

Use Due Dates

Add due dates to anything that has a real due date.

slide-47
SLIDE 47

Focus with a Timer

Use "pomodoro" blocks for intense focus.

slide-48
SLIDE 48

Assign Tasks to Blocks

Use odd blocks built into your schedule.

slide-49
SLIDE 49

Reflect

When do you typically plan your day?

slide-50
SLIDE 50

Parkinson & Pomodoro: Getting More Done in Less Time

slide-51
SLIDE 51

Head-Down Work Blocks

Identify the key times of day when you'll do head- down work—as many as you can.

slide-52
SLIDE 52

Head-Down Work Blocks

Put these on a project as blocks, and drag tasks underneath them.

slide-53
SLIDE 53

Minimize Interruptions

Set expectations that you're not to be disturbed, and use headphones if you need to.

slide-54
SLIDE 54

Pick Your Focus Tasks In Advance

Put specific tasks into each block, so you're deciding in advance rather than in the moment.

slide-55
SLIDE 55

Reflect

What odd blocks of time do you need to make better use of? List them in your to-do app, and drag specific tasks under each.

slide-56
SLIDE 56

Recap

slide-57
SLIDE 57

Recap

  • Put all of your to-do tasks in a single app. Recommendation:

ToDoist

  • Organize your tasks into sub-lists, and treat each of them as

a sequential backlog.

  • Get your inbox clear daily, and work through backlogs

sequentially.

  • Set aside 4+ blocks of time to work through specific

projects, and plan these the night before.

  • Reorganize your system whenever necessary, but always

keep it current so it reflects your real priorities.

slide-58
SLIDE 58

Reflect

How could an electronic app help you get all of your tasks prioritized and done? What’s your next step?

slide-59
SLIDE 59

Not A Pro Member? PrincipalCenter.com/upgrade/