Welcome To
description
Transcript of Welcome To
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Welcome ToA Short Program on
Productivity and Time Management
Northeast UtilitiesJanuary 29, 2013
Bill Jawitz
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A Little Help Please?
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Post-Merger Context• Reduced resources• Multiple IT platforms• New people (colleagues &
clients)• Shifting culture• Natural resistance to change
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Response to Change
Shock
Anger
Depression
Reconstruction
Upward Turn
Acceptance & Hope
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So perhaps . . .
• To support each other even more
• To practice even more refined decision making
• To focus even more on best practices
• To grow your skill sets
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Materials• TM Self-Assessment• Top Time Wasters• Daily Planning Checklist• Task Time Estimate Log• Best email practices• Time Management Tips
Handouts
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The 8 Elements1. Plan Effectively2. Capture & Review Tasks3. Prioritize & Schedule Time4. Delegate & Supervise5. Organize Your Info & Space6. Optimize Procedures & Systems (email)7. Manage Expectations & Boundaries8. Know and Grow Self & Others
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Three Truths about TM• It’s a misnomer
Self and others• Always more to do than time
available Choice management
• If you don’t control how you spend your time, events and other people will
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Span of Control
• What can you control?• What can you influence?• What is truly beyond your
control/influence?
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Productivity Defined
1. Rate of output relative to labor and materials
2. The quality of something that causes or assists healthy growth
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The 80/20 Rule
20% Input 80% Output
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Smooth Processes Legal workflow –File opening / closing –Research–Doc creation & mgmt.–Discovery; dockets–Outside counsel mgmt.
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Process Schematic
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Wheels & Checklists
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Daily & Weekly Planning• Self-Assessment – How well
do you plan?• Daily and weekly planning is
THE first and most important discipline
• 15 minutes each morning• 30-45 each Monday
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Daily Planning
Do first thingHandout
Review your scheduleReview your to-do’sScan next few daysAdjust as neededSelect to-do’sDetermine whitespaceEstimate to-do timeBlock in time
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Daily Planning
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Types of Tasks to BlockDaily and/or weekly:• Production (client work)• Communication (initiating or
responding)• Admin (time recording)• Client development
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Time -Task EstimatesHandout
• Check whitespace• Determine scope• Pause to reflect• Add 33%• Track for one week
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Planning Benefits• Makes you proactive, less
reactive• Puts anchors in your day• Reduces interruptions• Minimizes multitasking
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Myth of MultitaskingA B C D E F G . . . . Z1 2 3 4 5 6 7 . . . . 26
A B C2
E GD F1 5 63 4 7
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Cost of Interruptions
151116582541,250
687 hrs
687 / 248
2.7 hrs a dayStress: higher risk of mistake,
increased rework, longer hours, more frustration
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Types of Interruptions
•Good Interruptions (when you do it)•Bad Interruptions (when someone else does it to you)
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Minimize Alerts
• Try it for an hour a day• Search YouTube to learn how
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DND Your PhoneEven for 30 minutes a few times a day
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Prioritizing• Pick 2-3 must-do’s per day
during planning time• Establish precise, incremental
objectives • Build in Buffer blocks • Reassess every 90 minutes
and adjust
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PrioritizingMake criteria explicit• Contributes unique value• Will build capacity• External deadlines• Speed to completion• Removal of impediment
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Urgent &/or Important
Urgent but
Not Important
Importantbut
Not Urgent
Not Important and
Not Urgent
Urgent and
Important
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Managing 360
Across, up & down• Your clients, colleagues, and
outside counsel• Your boss(es)• Your support team
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EducationWhat do you need from people so you can serve them most effectively?• More specificity?• Less micro-managing?• More lead time?• Better prep?
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Education• Everyone’s favorite station: WIIFM• Share how their cooperation will get them more of what they want
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The Effective NO
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The Roots & Fruits of NO
YES?
YES!
NO
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What to Say No to• Coordinating or doubling up
on meetings• Initial or low-level research• Non-legal work• What else?
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How to Say No• Acknowledge request first• “That’s not something we’re
able to accommodate”• “I’ll be able to get to that in
__ days/weeks”• ???
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Enforce Boundaries
“A lack of planning on your part does not constitute an emergency on my part.”
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Control Phone TimeEstablish timeframe at the front end of each interaction
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Personality Styles
• Drive• Influence• Steadiness• Compliance
DISC Style Indicator
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Email Overload
• Multiple inboxes with rules• Batch email response time• Educate others
Handout
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Time Spent on Email
2485012,400224,800
41.3 ten-hour days per year413
hrs
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Get Control of Email
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Categories:•Action Needed• Information•Request•Confirmed•Delivery
ACTION NEEDED: Schedule Jones deposition for next weekDELIVERED: Baker summary judgment motion for your review
Subject Line Prefix
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EOM (End of message)
NRN (No reply/thanks needed)
Subject Line Suffix
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• Change subject line instead of re-using an old email
• Don’t perpetuate bad subject lines
Subject Line As Message
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Concise and focused• 1 subject per message• 1 thought per paragraph• Main points, attachments and action
request at top• Use bullets• Short sentences• No jargon
Effective Content
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Recap• Transition Opportunity• Productivity = making things
healthier• You can control & influence• The planning imperative• Prioritizing consciously• Expectations and boundaries• Use good email practices
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Five Frogs Were Sitting. . .
Wish Want Intend Commit Act Persevere Achieve
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Your Action Plan1. Take the time management
and time wasters assessments
2. Pick 1 or 2 issues to address or techniques to practice starting Monday
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Thanks!
Questions?
Comments?