MBA, Aug 20, 2009 - Pam Vaccaro

Managing Your Time and Managing Your Time and Attention @ the speed of Attention @ the speed of thought!thought!

Pam Vaccaro, MA, CSP

““By the early 1990’s most By the early 1990’s most post-industrialized nations post-industrialized nations will have a four-day work will have a four-day work week, increased leisure week, increased leisure time, and a paperless time, and a paperless environment.”environment.”

19791979 Pam VaccaroPam Vaccaro

It’s all about you!It’s all about you!

Thanks to my Interviewees!

Nancee Mueller Neil Volkmann Judy Schmersahl

??

How is a mortgage banker like a GPS?

Call to Call to Action!Action!

Gold CardGold Card

QUICK FIXQUICK FIX

OROR

REALREAL

CHANGECHANGE????

It’s “not” all about you!It’s “not” all about you!

16841684January 2009January 2009

www.bestpriceofficefurniture.com

Slack!Slack! RealChange

RealChange

““A D D”A D D”

F D DF D DSM

FFocus ocus DDeficit eficit DDisorder isorder SM

The word “The word “focus focus ” ” appears frequently in appears frequently in commentaries commentaries about__________! about__________!

We do not manage time. We do not manage time. We can only manage our We can only manage our attention. At any given attention. At any given moment, we choose how moment, we choose how to focus our attention.to focus our attention.

Choose to FocusChoose to Focus

RealChange

IntentionIntentionAttentionAttentionRetentionRetention

IntentionIntentionWhy?

AttentionAttentionRemove distractions

RetentionRetentionRepetition replaces

association

The important time-attention-The important time-attention-focusfocusperspective. perspective.

Time

Attention

Focus

Return to “Nice!”Return to “Nice!”

RealChange

People will cut you People will cut you some slack!some slack!

www.gethuman.cwww.gethuman.comom

TipTip

5 best practices 5 best practices for managing for managing your your focus of focus of attention!attention!

““I’m waiting forI’m waiting for

Block of TimeBlock of Time..””

MythMyth

TipTip

Snippets of Snippets of Time!Time!

1

The time-attention-focusThe time-attention-focusperspective. perspective.

Time

Attention

Focus

Pam Vaccaro quick-tip favoritesPam Vaccaro quick-tip favorites—voicemail to text services—voicemail to text services

www.Jott.com$9.95 month

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Pam Vaccaro quick-tip Pam Vaccaro quick-tip favorites…voicemail to text favorites…voicemail to text servicesservices

www.copytalk.com$79.95 month

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Reconsider Reconsider multi-tasking.multi-tasking.2

MIT Department of MIT Department of Media TechnologiesMedia Technologies

Jerk-O-Meter

Check for AccuracyCheck for Accuracy

Who? What? When?

Two ways to encourage yourself to Two ways to encourage yourself to focus on single-taskingfocus on single-tasking

• Observe February 21 next year. “Single Tasking Day”• Use www:nowdothis.com

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Return to the Return to the wisdom of wisdom of 5th grade!5th grade!

3

Take RecessTake Recess

RealChange

The important time-attention-The important time-attention-focusfocusperspective. perspective.

Time

Attention

Focus

Can I get it all done?

Mastering the art of Mastering the art of selectivity….selectivity….

RealChange

Vilfredo Pareto Vilfredo Pareto wisdom!wisdom!

80/2080/204

of our tasks of our tasks produce produce

of the desired of the desired outcomes.outcomes.

20%20%

80%80%

Busy vs. EffectiveBusy vs. Effective

Important vs. Important vs. UrgentUrgent“What’s the Difference?”“What’s the Difference?”

20%20%

80%80%

•Don’t do it.Don’t do it.

•Do it and don’t Do it and don’t whine.whine.

Two Kinds of WhineTwo Kinds of Whine

• Cheap whineCheap whine

• Fine whineFine whine

•Don’t do it.Don’t do it.

•Do it and don’t whine.Do it and don’t whine.

•Question/Negotiate/Question/Negotiate/Think.Think.

RealChange

80%80%

20%20%

Leaders focus less on keeping Leaders focus less on keeping their “heads above water” and their “heads above water” and more on positioning more on positioning themselves in the strongest themselves in the strongest current…20%.current…20%.

15=815=85

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Managing Your Time and Managing Your Time and Attention is No Longer a Solo Attention is No Longer a Solo Event! Event!

7 best practices 7 best practices for keeping your for keeping your focus of attention focus of attention when you are not when you are not the only one on the only one on the planet!the planet!

Interruption?Interruption?

An opportunity to An opportunity to question your current question your current set of priorities…set of priorities…

1

RealChange

1 = 4 ½ 1 = 4 ½

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2

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Two things everyone wants Two things everyone wants to know plus 1to know plus 1

1.1. What are you going to do What are you going to do for me?for me?

2.2. When are you going to do When are you going to do it?it?

3

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Two things everyone wants Two things everyone wants to know plus 1to know plus 1

1.1. What are you going to do What are you going to do for me?for me?

2.2. When are you going to do When are you going to do it?it?

3.3. Give an update if possible.Give an update if possible.3

Value-add for using updates!Value-add for using updates!

Relieve stress and worry. Save “time.” Reduce conflict. No one left

wondering! Multiple venues….not a matter of

“how” you update, but “that” you update.

ASAPASAP

TipTip4

Diplomatic Strategies for Diplomatic Strategies for Saying Saying

“NO”“NO”• Flat “NO”• Nice “NO”• Conditional “NO”• Considered “NO”• (No Guts “NO”)• Assisted “NO”• Negotiated “NO”

5

#7 Know what you want #7 Know what you want to say a resounding YES to say a resounding YES to in your life.to in your life.

Getting more attention to your e-mails.

Spending less attention on your e-mails.

6 TipTip

About those E-mails

Email considered the #1 loss Email considered the #1 loss of productivity in the of productivity in the workplace.workplace.

Basex survey 2006 identified Basex survey 2006 identified the average worker loses 2.1 the average worker loses 2.1 hours of productivity each hours of productivity each day from email and text day from email and text messaging.messaging.

E-mail tips for better E-mail tips for better communication:communication:

People respond to individual People respond to individual communication better than cc.communication better than cc.

Use signature to describe your Use signature to describe your e-mail behavior.e-mail behavior.

Your tone of voice is never Your tone of voice is never guaranteed in an e-guaranteed in an e-mail….never!mail….never!

TipTip

Get a good reputation as an e-mailer.Get a good reputation as an e-mailer. Use a verb on the subject line.Use a verb on the subject line. Be concise: don’t go under the line.Be concise: don’t go under the line. Review and consider your cc’s.Review and consider your cc’s. Use paragraphs and bullet points.Use paragraphs and bullet points. Use the what and when rule.Use the what and when rule. Updates are great for e-mails.Updates are great for e-mails. Use salutation and closing.Use salutation and closing. Use your signature on all e-mails.Use your signature on all e-mails.

E-mail tips for better E-mail tips for better communication and to get communication and to get people’s attention:people’s attention:

TipTip

emailemail

voice mailvoice mail

phonephone

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E-mail tips for more E-mail tips for more efficiency and to keep your efficiency and to keep your focus:focus: Set pattern for e-mail reviews.Set pattern for e-mail reviews. Avoid e-mails for 1 hour in a.m.Avoid e-mails for 1 hour in a.m. Do most important e-mails Do most important e-mails

during your best time of day, during your best time of day, and 80% in less productive and 80% in less productive time of day.time of day.

Control e-mail alerts.Control e-mail alerts.

Bonus tip: Consider “lying”Bonus tip: Consider “lying”

TipTip

Make good use of Make good use of the subject line. the subject line.

Use (EOM)Use (EOM)

TipTip

subject line:subject line:

Thanks, Marc, see you Thanks, Marc, see you Tuesday…pam v (EOM)Tuesday…pam v (EOM)

Got your e-mail. Will Got your e-mail. Will respond by 3:00pm .. Pam respond by 3:00pm .. Pam v (EOM)v (EOM)

ALL written on the subject ALL written on the subject line.line.

The single best tip that is The single best tip that is rarely acted on by rarely acted on by seminar participants…..seminar participants…..

Take one or two or more of these ideas back to your colleagues and intentionally implement them. Creating a more focused work place.

The important time-attention-The important time-attention-focusfocusperspective. perspective.

Time

Attention

Focus

To color-code e-mails…. To color-code e-mails….

(Outlook 2003) Go to Tools, Organize, Using Colors

Complete form Click “Apply”

Advanced sorting using Advanced sorting using Outlook tools……Outlook tools……

Go to:1.“Tools”2.“Rules and Alerts”3.“New Rules”

“ “It does not matter if you have It does not matter if you have the latest technology. the latest technology.

If you don’t practice good If you don’t practice good planning, you remain planning, you remain ineffective at a faster speed.”ineffective at a faster speed.”

Pam VaccaroPam Vaccaro

20052005

How to Have the Time How to Have the Time of Your Life: Practicing of Your Life: Practicing Work-Life Balance!Work-Life Balance!

Work-Life Balance

Work-Life Balance

What assumptions create What assumptions create the myth?the myth? There needs to be equal time for

work and life. Work is not “life.” We wait for “life” while we work. “I just need to know the right time

management tools.”

Dr. Michael FosselDr. Michael Fossel

Key elements for having Key elements for having the time of your lifethe time of your life

Being themselves Being in sync Connecting with others Being in the moment

Key elements for having Key elements for having the time of your lifethe time of your life

Connecting with others.

Disappearance of the Disappearance of the dining room table.dining room table.

September 22, 2008September 22, 2008(Last Monday in September)(Last Monday in September)

““Family Day--A day to Family Day--A day to eat dinner with your eat dinner with your children.”children.”

Nat. Center on Alcohol and Nat. Center on Alcohol and Substance AbuseSubstance Abuse

October: October:

National “Communicate National “Communicate

with your Children” Monthwith your Children” Month

Never underestimate the power Never underestimate the power of the “dining room table.”of the “dining room table.” Real

Change

Four ways of “being in Four ways of “being in sync”sync” Know what drives you. Know your 20% at all times. Simplify your life. Saying “yes” by saying “no.”

Operating PrinciplesOperating Principles

*Simplify!Simplify!

. …might need this!. …might need this!

. …kids will want this!. …kids will want this!

…….might fit again!.might fit again!

. …might be sued!. …might be sued!

……fit?fit?

……use?use?

……place?place?

……love you back?love you back?

Don AslettDon Aslett..Lose 200 lbs. This ..Lose 200 lbs. This WeekendWeekend