Effective Work Habits: Welcome

Effective Work Habits
MainTitle
Presented by Sub Title Text
Patty Ehrhardt and Karen Riba

May 14, 2013
.
This presentation is not to be copied or distributed

without the specific permission of PAML LLC
WELCOME
Your Host: Judy Nerud
 Handout is available by clicking on the “handout” icon,

located in the upper right hand corner of your screen
 For technical difficulties, please e-mail kchandler@paml.com
 For questions you have during the presentation use the

“Q & A” link at the top of your screen
 Questions will be answered at the end of the presentation

WELCOME
 P.A.C.E. credit may be obtained by submitting your

completed evaluation form at the end of the webinar.
 CE credit may be obtained by downloading the

“Certificate of Completion.”
 PAML employees will be able to receive one (1) hour of

continuing education.

1
SPEAKERS
Patty Ehrhardt Karen Riba

LEARNING OBJECTIVES
At the end of this presentation, participants will be able to:
• Achieve better results through effective analysis

of tasks
• Handle paperwork more effectively
• Become effective at delegating lower priority

items
• Identify time wasters and how to handle them

Aristotle had this to share about habits:
“We are what we repeatedly do.

Excellence, then, is not an act,
but a habit.”
2
INEFFECTIVE WORK HABITS
The key to change

is determining what our bad habits are
and then changing them.

INEFFECTIVE WORK HABITS
 Crisis management  No time to yourself

 Personal disorganization  Lack of focus
 Too many interruptions  Don’t delegate
 Poor communication  Lack of goal setting
 Inability to say no  Not setting priorities
 Procrastination  Always running late

EFFECTIVE WORK HABITS
 Organization  Take time for yourself

 Setting Priorities  Just Do It!
 Goal setting and  Taking breaks, lunches
reviewing and vacations
 Planning  Schedule your day
 Learn to say ‘NO’  Manage interruptions
 Learn to delegate  Adjust communication
styles as needed

3
ORGANIZE YOURSELF
Clutter is emotionally draining

 Causes work delays
 Frustration
 Stress
 Loss of time
Begin by removing everything

from your desk or office
ORGANIZE YOURSELF
 Set things up so functional
 Create file and put away all file folders
 Put things in the same place after every use
 Box unnecessary, yet “Must-keep” items

 Take10 minutes at the end of each day to put
everything in its place

4
ORGANIZE YOURSELF
REWARD YOURSELF IMMEDIATELY!

SETTING AND REVIEWING GOALS
 Write down your goals

 Determine which goals are for the day
 Prioritize goals
 Schedule time to ensure goals are completed
 At end of each day review goals and plan for
next day

PROCRASTINATION
The leading cause of

poor productivity and career self-sabotage.
WHY?
 Task is unpleasant
 Overwhelming
 Difficulty/time requirement
 Unclear goals/expectations
5
JUST DO IT
 Break it down
 Start with something you enjoy
 Set a series of small, realistic deadlines
 Motivate yourself again and again
 Remember, it won’t be perfect
 Get started now
 Promise yourself a reward
INTERRUPTIONS
Unplanned activity that takes you to a

lower-level priority…
 Office Visits
 Phone
 Email
 Texting

MANAGE INTERRUPTIONS
 Put phone on “Do Not Disturb”

 Turn off notice that you have just received a new
email, IM or text
 Post quiet and/or available hours and stick to
them
 Close door when appropriate
 Set time limit for unscheduled visits
 “I’m committed to this until 3 p.m. . . .”
 Stand up when someone enters the room

6
PLANNING AND FOCUS
 Keep regular office hours

 Schedule your day
 Schedule regular meetings with staff

LEARN TO SAY ‘NO’
Ask yourself:
 Does it contribute to my goals?
 Does it affect my priorities?

LEARN TO SAY ‘NO’
 Decline
 Use a cushion statement
 State the reason (optional)
 Refer to someone else (optional)
 Say “yes” more slowly

 Acknowledge
 Ask questions
 Work with requestor to help prioritize
7
TAKE TIME FOR YOURSELF
 Good work habits are not just about working.

 Our body and mind also need a breather from all
the office tasks we are doing.
 Taking breaks and lunch is relaxing and allows us to
rejuvenate, think more clearly, and allows our
bodies to function properly.
 We come back our desk ready to focus.
 Can go for a walk, meditate, socialize.

8
COMMUNICATION TOOLS & STYLES
 Pager
 Phone
 Cell Phone
 Email
 Instant Messaging
 Texting
 Conference Calls
 Video Conferencing
 Face to Face Meetings
MAKING IT HAPPEN
 Developing good habits will take time

 Be consistent, habits form when they are done
consistently for about 3 weeks
 To have long-lasting good habits, you have to
commit to the change every day
 Productive work habits keep your bosses happy
and your stress levels down

FAST System for Priority Management
 FOCUS – determine tasks you need to accomplish

in the course of the week
 AGREE – which tasks are highest priority
 SCHEDULE – take the rest of your list, break it
down based on the due date and then prioritize
each day’s list
 TRACK – at the end of each day, review what you
accomplished and what you have left
9
FOCUS
Identify and List Tasks
Work Objectives Due Date Priority
Analyzing Work Week
1 Complete project A 5/17/2013
2 Meet with my manager Weekly
3 Staff Meeting 5/16/2013
4 Work on project B 6/13/2013
5 Return e-mails Twice/day
6 Task A Today
7
FOCUS
FOCUS
Identify and List Tasks
10
AGREE ON THE PRIORITY
A = Important/Urgent B = Important / Not Urgent
• Lost sample • Hiring/Evaluations
• Upset client • Projects
• STAT test • Audits
• Meetings • E-mails
• Checking e-mails • Returning phone
• Answering phone calls
C = Urgent / Not Important D = Not Important/ Not Urgent
PRIORITIZING

1 Complete project A 5/17/2013 A

2 Meet with my manager Weekly A
3 Staff Meeting 5/16/2013 C
4 Work on project B 6/13/2013 B
5 Return e-mails Twice/day C
6 Task A Today B
7
11
SPEND YOUR TIME WISELY
• Perfect World – Spend all of your time in

Quadrant B
• Two Strategies
 Do Quadrant A tasks first – then spend rest of
time in Quadrant B
 Frog Eating Method – start day with Quadrant B
task, then do all of Quadrant A tasks
SCHEDULE
Deal Delegate
File It Trash It
With It It
“You must schedule your priorities, not prioritize your

schedule.” – Stephen Covey
DEAL WITH IT
 If you can take care of it in three minutes or

less, take care of it, otherwise schedule it
 Batching - do like tasks together and at
regularly scheduled intervals
 Returning e-mails
 Returning phone calls
 Determine the frequency necessary for your
position
Delegate
Deal With It It
File It Trash It
12
DEAL WITH IT
Schedule Tasks on Your Calendar
DELEGATION BENEFITS
 Develops your employees

 Allows you to focus on Quadrant A and
B activities
 Develop Expands your skills
 Decreases stress
 Prompts new ways of doing things
Deal Delegate Trash

With File It
It It
It
KEY PRINCIPLES FOR EFFECTIVE DELEGATION
Delegate authority Establish deadlines and Tolerate things not

Be clear and concise. along with plans for being done exactly the
responsibility. monitoring/follow up. way you would do them
• Teach them • Give autonomy and • Let go of the control • Tell them when you
• show them empowerment • Express appreciation expect the
• have them show you • Allow decision making and acknowledge the task/responsibility to
positive results be completed
• Set up checkpoints to
review progress
13
FILE IT
Paperwork
 Discard it
 Schedule time
 Only handle it once
 Do it if it will take 3 minutes or less
 File it in your tickler system
 Ensure paper is really necessary
 Scan it and use electronic system
 Above steps also apply to e-mails
Dea l Wi th
It
Del egate
It File It Tra s h It
TRASH IT
Dea l
Wi th It
Del egate
It
Fi l e It
Trash It
TRACK
 Mark task complete
 Change date of items not complete
Complete project A 5/17/2013 AB

1
Meet with my manager Weekly A
2
Staff Meeting 5/16/2013 C
3
14
FAST
F Focus – identify and list tasks

A Agree on the priorities
S Schedule – deal with it, delegate it,
file it or trash it
T Track at the end of each day
SUMMARY
Plan, Organize, Delegate and Appraise!
 Plan your day, plan your week

 Organize yourself, your office, your workspace
and your tasks
 Delegate, Delegate, Delegate – Learn to
empower and let go
 Appraise weekly how you do
IMPLEMENTATION TIPS
 Clarity - I am going to start using Outlook to manage my tasks
 Visualization
 See yourself going to straight to office/desk and closing
your door for five minutes to prepare for the week/day
 Do it from home with a cup of coffee
 Repetition – track for the first month
 Start out Small – add additional effective habits slowly
 Shout it Out – let others know what you’re doing
15
QUESTIONS
Resources
 Handouts
 Analyzing Work Tasks
 Prioritizing Matrix
 Eat that Frog! 21 Ways to Stop
Procrastinating and Get More Done in
Less Time by Brian Tracy
 The Five S’s – DVD available through
PAML’s Education Department
Thank You for Attending

 P.A.C.E. credit may be obtained by submitting your
completed evaluation form. You will find the form by
clicking on the “handouts” icon in the upper right hand
corner of your screen
 CE credit may be obtained by downloading the
“Certificate of Completion” under the “handouts” icon
 PAML employees will be able to receive one hour of
continuing education credit by submitting your
attendance through CE Manager.
16
Thank You for Attending
 We will be leaving the webinar open for 15

minutes to allow you to download the handouts
 This webinar has been recorded and will be
available by Monday, May 20th, at www.paml.com
 PAML’s next webinar, Taking Time to Manage Your
Time is scheduled for June 18th, 12:30 p.m. – 1:30
p.m. (PT)
17

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Effective Work Habits

Patty Ehrhardt and Karen Riba

This presentation is not to be copied or distributed

Your Host: Judy Nerud

 Handout is available by clicking on the “handout” icon,

 For technical difficulties, please e-mail kchandler@paml.com

 For questions you have during the presentation use the

 Questions will be answered at the end of the presentation

This presentation is not to be copied or distributed

 P.A.C.E. credit may be obtained by submitting your

 CE credit may be obtained by downloading the

 PAML employees will be able to receive one (1) hour of

This presentation is not to be copied or distributed

Patty Ehrhardt Karen Riba

This presentation is not to be copied or distributed

At the end of this presentation, participants will be able to:

• Achieve better results through effective analysis

• Handle paperwork more effectively

• Become effective at delegating lower priority

• Identify time wasters and how to handle them

This presentation is not to be copied or distributed

Aristotle had this to share about habits:

“We are what we repeatedly do.

The key to change

This presentation is not to be copied or distributed

INEFFECTIVE WORK HABITS

 Crisis management  No time to yourself

This presentation is not to be copied or distributed