Time Management and Organizational Skills

A custom presentation for Virginia Municipal Clerks Association

Transcript

1. TIME MANAGEMENT AND ORG. SKILLS
2. INTRODUCTIONS: THE SPARK MILL
3. MAKE IT AWESOME •  Grab a Post-It Note and a Sharpie •  Write down three expectations or desired outcomes you have for this class – what needs to happen to make this day invaluable and worth your investment?
4. OVERVIEW • Work Style • Set up for Success • Effective Meetings • Project Management • Tips and Tricks
5. Shoot at sight •  Picture consisting of 4 different pairs of footwear •  Picture of 3 women wearing the same color shirt/pant •  Picture of a stick man figure made with objects in the room. •  Picture of 7 hands placed one above the other, left hand above right •  Picture of 2 people wearing wrong pair of footwear •  A picture of 3 people seated in a chair
6. SETTING UP FOR SUCCESS
8. TIME WASTERS •  Late to meetings •  Unprepared for meetings •  Messy desk •  Doing stuff that does not matter •  Tired/Sick
9. STRATEGIES •  Turn off email •  Turn off desktop notifications •  Make your office comfortable •  Get a good chair •  Touch each piece of paper once
11. MATRIX FROM COVEY
12. WORK STYLE
13. WHAT ARE YOUR ISSUES? •  Best Time of Day •  Email Style •  Paper Style •  Planner Style •  How often do you make a to do list?
14. WHAT IS YOUR WORK STYLE? •  Teeter Totter •  Ima Mess •  Nit Picky •  Bouncing Ball
15. EFFECTIVE MEETINGS
16. WHO WILL BE THERE? •  Who is around your table? •  Diversity •  Skills •  Passion •  Business Acumen •  Specialty Needs •  Agendas
17. YOUR ROLE •  Leader •  Set Ground Rules •  Agenda •  Communication •  Confirmation •  Attendee •  Be Prepared
18. LEADER AS FACILITATOR The role of a facilitator LEADER NAVIGATOR DIPLOMAT
19. 12 Activities of Facilitators • Clarify goals • Control proceedings • Steer focus and activity • Facilitate discussion • Assist dynamics • Trigger collaboration • Involve everyone • Confirm progress • Lead decisions • Capture actions • Set the pace • Manage the time
21. PROBLEM SOLVING MEETING •  GOAL: Discuss issue and decide how to solve it 1.  Identify the problem 2.  Determine causes 3.  Generate solutions 4.  Evaluate proposed solution 5.  Make a choice
22. INFORMAL MEETING •  GOAL: To give or receive information about an idea or important matter 1.  Does it need to be a meeting? 2.  Agenda 3.  Follow-up
23. BRAINSTORMING MEETING •  GOAL: To produce new ideas about a topic 1.  Before the meeting, participants should be told objective of the session and their role in the session. 2.  Only ask for ideas if you are willing to consider them 3.  Avoid judging ideas 4.  Don’t rule out wild ideas
24. STRATEGIC VS TACTICAL STRATEGIC TACTICAL Future Present Long-Term Immediate Anticipatory Reactive Growth-Oriented Survival-Oriented
25. AGENDAS • Create it • Send it
26. AGENDAS: KEY PARTS • Title • Attendees • Date, Time, Location • What to Bring • Goal Statement
27. ASSIGN TASKS • Give each participant a job
28. RESPONSIBILITIES OF A FACILITATOR •  Does not evaluate ideas •  Helps the group focus its energies on a task •  Suggests methods and procedures •  Protects all members of the group from attack •  Helps find win/win solutions •  Makes sure that everyone has the opportunity to participate. •  Periodically summarizes the group consensus on issues to validate and clarify the progress of the discussion
29. GROUND RULES • Confidentiality • Respect • Participation • No Distractions • Punctuality
30. PARTICIPATE • Listen • Support • Contribute • Keep things moving • How are we doing on our agenda? • Is there an action we should capture? • Is this something we should discuss offline?
31. ACTION ITEMS • Setting Commitments
32. TIME MANAGMENT •  Send a reminder notice •  Stick to your schedule •  LEADER: Start on time, regardless of when people arrive •  ATTENDEE: Review agenda ahead of time and write notes •  ATTENDEE: Arrive 5 minutes ahead of time or email/call
33. MOTIVATING • Action Plans
34. MEETINGS Give me a job before I leave the room.
35. MINUTES CULTURE Full minutes may not be necessary. People need to know the decision and the action plan.
36. ISSUE ACTION DECISION LOG
37. SAMPLE LANGUAGE •  Do I understand you correctly that •  Are you saying •  What I am hearing you say is •  I feel we have run out of energy •  I feel as if we are facing a brick wall •  You appear upset by the last comment •  I’m noticing that we’ve only heard from a few people •  Can you be more specific •  Could you go on
38. IF YOU BUY A BOOK
39. PROJECT MANAGEMENT
41. Project Management 101 •  Triple constraints •  Scope •  Schedule •  Budget •  If one changes, the other two must change.
42. Six Process Stages Initiate the Project Analyze the problem Model the solution Realize the solution Verify and validate Release
43. What gets measured, gets done. !
44. MEASUREMENT – 7 BASIC STEPS •  Define your goals •  Define your audiences •  Define your benchmarks •  Define your metrics, get buy in. •  Define your time and costs •  Select your data collection tools •  Collect and analyze your data then turn what you have learned into action. •  Beth Kanter, Measuring the Networked Nonprofit
45. Initiate the Project •  Defining stakeholders – the people impacted •  Determining budget •  What is the timeline? •  Who are our decision makers?
46. Analyzing the Problem •  Information gathering •  What are the fleshed out details? •  How and Where
47. Model Solution •  Understanding how you are going to solve the problem •  Layout of the solution •  Specific details
48. VERIFY AND VALIDATE •  Execution, Making it happen •  Thinking back to our success measures defined in initiate, did we complete project? REALIZE SOLUTION
49. •  Handing it over to staff RELEASE
50. Small Project Management in a Box TYPES OF SOFTWARE USED Planning Projects Microsoft Visio, Omnigiraffee, Gliffy, excel Managing Tasks Basecamp, Central Desktop, GoPlan, Zoho Sharing and Collaborating on Documents Google Docs, Dropbox, Zoho Sharing Calendars and Contact Lists Google Calendar Tracking Time Toggl, Harvest, SlimTimer
51. Small Project Management in a Box Tools Name Details Used for Xmind Free, a tiny bit complicated Chart creating, management Microsoft Project Most robust, needs an owner All inclusive Basecam p $24 a month, cloud All inclusive Central Desktop Incorporates email, $3 a user All inclusive Omnifoc us Mac only, for personal use Task based
53. TIPS AND TRICKS
54. TIME STUDY
55. TRELLO •  http://blog.trello.com/how-to-use-trello-like-a-pro/ •  http://blog.trello.com/using-trello-like-a-pro-part-2/ •  http://blog.trello.com/using-trello-like-a-pro-part-3/
56. EMAIL •  Strategies •  Filing •  Sorting •  Tools – Mailbox App
57. EVERNOTE
58. 804-852-6409 Sarah Milston {The Spark Mill} to talk: 804.852.6409# to write: sarah@thesparkmill.com to browse: www.thesparkmill.com# Files from today http://bit.ly/CISSHARE