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Transcript of PEP Workshop
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Be Professional,Be Professional,
Be EffectiveBe EffectiveSam BernerSam Berner
Arabic Communication ExpertsArabic Communication Experts
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LOOKS FAMILIAR?LOOKS FAMILIAR?
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SOUNDS FAMILIAR?SOUNDS FAMILIAR?
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SOLUTION?SOLUTION?
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PHILOSOPHYPHILOSOPHY
Defective workflow = defectiveDefective workflow = defective
tasktask
Not correcting a bad habit is anNot correcting a bad habit is aneven worse habiteven worse habit
Be deft, not rigidBe deft, not rigid
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Do it NOW
Do it Now RIGHT
Do it Now RightROUTINELY
ORGANISE it
NOW
PLAN it NOW
FOLLOWUP
MAINTAINThis
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STEP I: DECLUTTERSTEP I: DECLUTTER
1.1. Clean current clutterClean current clutter objects,objects,
paperwork, electronicpaperwork, electronic
2.2. Create three piles:Create three piles:1.1. To Do (working file)To Do (working file)
2.2. To Archive (archive file)To Archive (archive file)
3.3. To Dump (recycling/donationsTo Dump (recycling/donations
bin)bin)
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STEPSSTEPS
If possible, do it now
If you will need it often,put into reference file
If you wont need
but must keep it,
put into archive file
If you dont need itat all,
recycle it.
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STEPSSTEPS
If not possible to do it now
If you can do it yourself,
schedule it NOWIf you cant do it
yourself, delegate it
NOW
Follow up
When the time comes
DO ITNOW
Put into Work File
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STEPS IISTEPS II
1.1. If it exists somewhere else,If it exists somewhere else,
dump itdump it
2.2. Clean Archive files once a yearClean Archive files once a year3.3. Dump what you dont needDump what you dont need
from archivefrom archive
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YOUR ENEMY No. 1YOUR ENEMY No. 1
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BEATTHE ENEMYBEATTHE ENEMY
Act on any item once, the firstAct on any item once, the first
time you touch/see ittime you touch/see it
Dont prioritiseDont prioritise just dojust do Dont make a TODO listDont make a TODO list
Do it only if it is important to doDo it only if it is important to do
Eliminate overload, regainEliminate overload, regainconcentrationconcentration
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Past Backlog Now Future
XXXX
Past Now current & future tasks
XXXX XXXX
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BEATTHE ENEMYBEATTHE ENEMY
Clear backlogClear backlog
Solve problems when they areSolve problems when they are
smallsmall Minimise interruptionsMinimise interruptions
Stop worrying, start doingStop worrying, start doing
Perfectionist = procrastinatorPerfectionist = procrastinator Decide what is RIGHTDecide what is RIGHT
beforehand, then DO ITNOW.beforehand, then DO ITNOW.
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NOT EVERYTHING MUST BENOT EVERYTHING MUST BE
COMPLETEDNOW. DOCOMPLETEDNOW. DOSOMETHING ABOUT ITNOW,SOMETHING ABOUT ITNOW,
BUTDO IT RIGHT.BUTDO IT RIGHT.
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ORGANISEORGANISE
3 trays: in, out, pending3 trays: in, out, pending
All office supplies within reachAll office supplies within reach
Reading boxReading box Filing system:Filing system:
WorkingWorking
ReferenceReferenceArchivesArchives
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FILINGFILING
AIM: to be able to find thingsAIM: to be able to find things
easily, soeasily, so
Label carefully and clearlyLabel carefully and clearly
Create useful categoriesCreate useful categories
Create an indexCreate an index
Go through regularly and cullGo through regularly and cull
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WORKING FILESWORKING FILES
MAP YOUR RESPONSIBILITIESMAP YOUR RESPONSIBILITIES
Eg. Sams:Eg. Sams:
TranslationTranslation by clientby client by projectby project
BusinessBusiness by importanceby importance by projectby project
AUSITAUSIT by projectby project
PersonalPersonal by projectby project
Each responsibilityEach responsibilityMUST have itsMUST have its
own folderown folder
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WORKING FILESWORKING FILES
InformationInformation
To be discussedTo be discussed
Routine workRoutine work Current projectsCurrent projects
Tickler fileTickler file
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TICKLER FILETICKLER FILE
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REFERENCE FILESREFERENCE FILES
THINK!THINK!
What do I need to keep?What do I need to keep?
How to best organise it forHow to best organise it forretrieval?retrieval?
Cull. Dont hoardCull. Dont hoard
Use box files or hanging filesUse box files or hanging files
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REFERENCE FILESREFERENCE FILES
Research for future workResearch for future work
Past projects for referralPast projects for referral
ResourcesResources Personal infoPersonal info
Administrative dataAdministrative data
Client infoClient info InvoicesInvoices
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Save,
dont
PRINT
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EDOCSEDOCS
1.Naming should reflect paperresources
2.Use software to organise access
3.File system to be similar to papersystem:
1.01WORK
2.02REFERENCE
3.03ARCHIVE
4.04PERSONAL
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EDOCSEDOCS
4.Purge unnecessary files
5.Rename any documents you keep
6.Place file as appropriate
7.Clean desktop. Use Organiser for
software you access often
8.Learn to use the Search function
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EMAILEMAIL
Repeat edocs process withRepeat edocs process with
emailsemails
Create Groups for contacts onCreate Groups for contacts onOutlookOutlook
Archive anything more than 6Archive anything more than 6
months oldmonths old
Use software to remove andUse software to remove and
store attachmentsstore attachments
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eMAINTAINeMAINTAIN
PasswordsPasswords
Clean logs, temp filesClean logs, temp files
DefragmentDefragment Empty recyclingEmpty recycling
Be proactive, be a utiliserBe proactive, be a utiliser
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ROUTINEROUTINE
21 days before it becomes a habit21 days before it becomes a habit
Assess how you spend your timeAssess how you spend your time
Ask:Ask:
Would it be better if I spent less time onWould it be better if I spent less time on
THAT?THAT?
How can I spend more time on THIS?How can I spend more time on THIS?
How can I improve this?How can I improve this?
How can I do it more easily?How can I do it more easily?
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ROUTINEROUTINE
Assess how you spend your time:Assess how you spend your time:
Keep a time logKeep a time log
Batch routine stuff: email, phonecalls,Batch routine stuff: email, phonecalls,
filing, invoicing, etcfiling, invoicing, etc Set aside time each day for readingSet aside time each day for reading
(CPD)(CPD)
Send all work out togetherSend all work out together
Schedule each itemSchedule each item Choose the right time to do thingsChoose the right time to do things
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Do it NOW
Do it Now RIGHT
Do it Now RightROUTINELY
ORGANISE it
NOW
PLAN it NOW
FOLLOWUP
MAINTAINThis
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STEP II: PLAN ITNOWSTEP II: PLAN ITNOW
TODO Problems?TODO Problems?
Unfinished (multiple) lists?Unfinished (multiple) lists?
No time for the unexpected?No time for the unexpected?
Too little time planned for things?Too little time planned for things?
No specific goals/objectives?No specific goals/objectives?
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STEP II: PLAN ITNOWSTEP II: PLAN ITNOW
Plan ahead (one weekPlan ahead (one weekminimum, best a month ahead)minimum, best a month ahead)
DailyDaily
WeeklyWeekly
Project implementationProject implementation
StrategicStrategic
Goal settingGoal setting PlanningPlanning
Connect planning to realityConnect planning to reality
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STEP II: PLAN ITNOWSTEP II: PLAN ITNOW
BiorhythmsBiorhythms
Establish routinesEstablish routines --> schedule> schedule
Uninterrupted timeUninterrupted time --> schedule> schedule Planning timePlanning time --> schedule> schedule
Use accessible calendarUse accessible calendar weekweek
at a glance viewat a glance view
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STEP II: PLAN ITNOWSTEP II: PLAN ITNOW
Method:Method:
WeeklyWeekly examine all working filesexamine all working files
Check time used on unexpectedCheck time used on unexpected
issuesissues
Plan week based on average timePlan week based on average time
leftleft
Break large projects into bitsBreak large projects into bits Set deadlines for each bitSet deadlines for each bit --
scheduleschedule
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SHAPING YOUR DIARYSHAPING YOUR DIARY
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NOWNOW
8 broad actions8 broad actions
= 100% of your= 100% of your
timetime Estimate timeEstimate time
spent on eachspent on each
Is anything elseIs anything else
missing? Add tomissing? Add to
future.future.
FUTUREFUTURE
How would youHow would you
ideally like toideally like to
spend yourspend yourtime?time?
Schedule themSchedule them
NOW for theNOW for the
next month(s)next month(s)
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EFFECTIVE DIARYEFFECTIVE DIARY
TasksTasks
AppointmentsAppointments
Schedules (permits recurring)Schedules (permits recurring) PlansPlans
DataData
NotesNotes JournalJournal
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PROJECT PLANPROJECT PLAN
ActionAction Est.Est.
TimeTime
PeoplePeople DeadlineDeadline CompletedCompleted
Create clean TMCreate clean TM 2 hrs2 hrs SamSam 24/0524/05
Divide project into 2KDivide project into 2K
chunkschunks
30 min30 min DimaDima 24/0524/05
Read through andRead through and
agree on terminologyagree on terminology
4 hrs4 hrs Sam &Sam &
DimaDima
25/0525/05
Add any missing termsAdd any missing terms
to Glossto Gloss
4 hrs4 hrs SamSam 26/0526/05
Start translation properStart translation proper 6*8 hrs6*8 hrs SamSam 01/0601/06
ProofreadProofread 3*8 hrs3*8 hrs DimaDima 02/0602/06
Clean TM and SourceClean TM and Source
TextText
1 hr1 hr SamSam 03/0603/06
Check FormattingCheck Formatting 2 hrs2 hrs DimaDima 03/0603/06
Submit and InvoiceSubmit and Invoice 30 min30 min DimaDima 03/0603/06
Merge new TM with oldMerge new TM with old 30 min30 min SamSam 04/0604/06
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FACTFACT
As a knowledge workerAs a knowledge worker
you can expectyou can expect
3 mins of uninterrupted time3 mins of uninterrupted time
BUTBUT
it takes 8 mins to refocusit takes 8 mins to refocus
(some say 20 mins)(some say 20 mins)
SO CUT DOWN ON JUNK BEFORESO CUT DOWN ON JUNK BEFOREIT DRIVES YOU INSANEIT DRIVES YOU INSANE
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FACTFACT
RESEARCH SHOWS THATRESEARCH SHOWS THAT
WHEN YOU ARE EXPOSEDWHEN YOU ARE EXPOSED
TO CONTINUALTO CONTINUAL
DISTRACTION, YOUR IQDISTRACTION, YOUR IQ
DROPS BY 10 POINTSDROPS BY 10 POINTS
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COMMUNICATIONCOMMUNICATION
Email:Email:
Dont send it if it doesnt have toDont send it if it doesnt have tobe sentbe sent
Push instead of pullingPush instead of pulling Unsubscribe/limit stuffUnsubscribe/limit stuff
Use filters on OutlookUse filters on Outlook
Dont CC/Reply all unlessDont CC/Reply all unlessnecessarynecessary
Check email only when scheduledCheck email only when scheduled
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COMMUNICATIONCOMMUNICATION
Email:Email:
Turn off notificationsTurn off notifications
Create a Pending folderCreate a Pending folder
Set reminders ahead of timeSet reminders ahead of time
www.rapidreader.comwww.rapidreader.com
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COMMUNICATIONCOMMUNICATION
Email:Email:
Set standards:Set standards:
Clear subjectClear subject
Response in 24 hrsResponse in 24 hrs
One subject/emailOne subject/email
FYI, FYR (etc)FYI, FYR (etc)
Clean the bottom junkClean the bottom junk
When checking, use 4D: do it now,When checking, use 4D: do it now,
delegate it, designate time for it,delegate it, designate time for it,
discard it.discard it.
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COMMUNICATIONCOMMUNICATION
Email:Email: Write better:Write better:
Point formPoint form
Underline for emphasisUnderline for emphasis
Dont reply when upsetDont reply when upset
If action required, address in TOIf action required, address in TO
Link instead of attachingLink instead of attaching
Show full signature automaticallyShow full signature automatically
Have templatesHave templates
Set up distribution listsSet up distribution lists
Use colour when revisingUse colour when revising
Dont send bad news in emailsDont send bad news in emails
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Do it NOW
Do it Now RIGHT
Do it
Now RightROUTINELY
ORGANISE it
NOW
PLAN it NOW
FOLLOWUP
MAINTAINThis
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FOLLOWUPFOLLOWUP
Persevere! 21 days to make it aPersevere! 21 days to make it a
habithabit
Know what you want => how toK
now what you want => how toget it => follow the plan => stayget it => follow the plan => stay
organisedorganised
Let the calendar rememberLet the calendar remember
Have a good planning processHave a good planning process
Use the tickler fileUse the tickler file
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66
SeiriSeiri Organise (sort)Organise (sort)
SeitonSeiton Be Neat (tools)Be Neat (tools)
SeisoSeiso Be Clean (unclutter)Be Clean (unclutter) SeiketsuSeiketsu StandardizeStandardize
(process)(process)
ShitsukeShitsuke Be
DisciplinedBe
Disciplined
SukamSukam Make it a habitMake it a habit
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Do it NOW
Do it Now RIGHT
Do it
Now RightROUTINELY
ORGANISE it
NOW
PLAN it NOW
FOLLOWUP
MAINTAINThis
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MAINTAIN ITNOWMAINTAIN ITNOW
Better than beforeBetter than before
Keep less, maintain lessKeep less, maintain less
Purpose: make it easier nextPurpose: make it easier nexttimetime
Schedule improvement tasksSchedule improvement tasks
Entropy is your EnemyN
o. 2Entropy is your EnemyN
o. 2 Incorporate maintenance tasksIncorporate maintenance tasks
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2121--DAY CHALLENGEDAY CHALLENGE
Select taskSelect task
Work on it everyday for 21 daysWork on it everyday for 21 days
If you break the pattern => startIf you break the pattern => startfrom DDay againfrom DDay again
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IF IT FAILS?IF IT FAILS?
It will. Pick things up.It will. Pick things up.
Have a DO ITNOW day, notHave a DO ITNOW day, not
DESPAIR NOW dayDESPAIR NOW day
Keep with it as much as you canKeep with it as much as you can
Learn to say NOLearn to say NO
Stick to your guns andStick to your guns andproceduresprocedures
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