Productivity Class: Getting It All Done Masterclass | Katie Hall | Skillshare

Productivity Class: Getting It All Done Masterclass

Katie Hall, Talent Zoom Training

Productivity Class: Getting It All Done Masterclass

Katie Hall, Talent Zoom Training

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8 Lessons (30m)
    • 1. Welcome on Board!

      1:46
    • 2. Getting started: Getting It All Done

      4:39
    • 3. Good Organizational System

      3:56
    • 4. Setting Up a Filing System and Virtual Environment

      4:38
    • 5. Setting and Managing Information

      3:49
    • 6. Eisenhower Principle

      4:20
    • 7. Saying No

      3:17
    • 8. Creating Routines and Stopping Procrastination

      3:49
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About This Class

Sometimes it feels like our list of things we need to get done is never-ending. Learn today how to get them done.

Life feels chaotic most of the time. If you have an insane life of too much to do, and not enough time to do it in, then you it is time for you to get organized. Afterall ...

  • “You can’t build a reputation on what you are going to do.” —Henry Ford

  • “It always seems impossible until it’s done.” —Nelson Mandela

  • “While others were dreaming about it - I was getting it done.”  - Nathan Morris

So, it doesn’t matter whether it’s in a company or for personal productivity. The most important thing for getting it all done is to get everything out of your head and into a trusted system that operates efficiently and smoothly.

Therefore in this course we will learn together how to:

  • Identify skill sets that can improve your personal productivity

  • Identify the characteristics of a good organizational system

  • Learn about a system that will allow you to process any type of information

  • Explore why you procrastinate and develop methods for tackling tasks

And ... at the end of the course, you will emerge with a plan that works for you, so that you can start regaining control of your life!

So what are you waiting for? Let's get started ...

Meet Your Teacher

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Katie Hall

Talent Zoom Training

Teacher

Katie Hall, representative of Talent Zoom. TZ helps companies identify their workplace talents.

@ Talent Zoom we believe that every employee is talented, they only need a quality training in order to achieve their best potential.

With our courses your team's productivity and confidence will increase which in turn will help your organisation to achieve the optimal results.

See full profile

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Transcripts

1. Welcome on Board!: hello and welcome to to get stuff done. My name is Katie, and I am happy to see you on board. I worked in different backgrounds, from teaching business ethics to teaching critical thinking. So any time during the course, if there is something you are not sure of, please reach back to us in the discussion board. In today's world, Yesterday's methods just don't work. In this course. We will share the breakthrough methods for stress free performance that helped many people across the world. The premise is simple. Our productivity is directly proportional to our ability to relax on Lee. When our minds are clear and our thoughts are organized, we can achieve effective productivity and unleash our creative potential. And this course will teach you how to identify what personal efficiency is. What skill sets can improve your personal productivity and what attitudes we should cultivate. Explore what role long term goals play in short term efficiency. Identified the characteristics of a good organizational system. Learn about a system that will allow you to process any type of information that crosses your desk, including email, Elektronik files, paper files, voicemail, text messages and drop in visitors. Explore why you procrastinate and develop methods for tackling tasks. At the end of the course, you'll emerged with a plan that works for you so that you can start regaining control of your life. So are you ready to get started? I wish you a happy learning. 2. Getting started: Getting It All Done: Hi, everyone, welcome to our very first lesson in today's lesson. We will learn how to get stuff done. That's why you are here, right? Do you know why there are so many different organizational systems and time management methods out there? The answer is simple. It's like any other personal challenge, like weight loss or money management. There is no simple one size fits all answer. You must build a solution that works for you. So over this course we will explore various time management and organizational tools and techniques so that you can build a customized productivity plan for your personal and professional lives. Therefore, by the end of this course, you will be able to learn why multitasking is a myth. Set a personal vision and develop dreams and goals from it. Study the 80 20 rule. Develop a plan for an efficient workspace. Identify how to use the ice in our principle to prioritize work. Practice ways of saying no. Learn how routines can simplify your life. Now let's start with our first logical question. Do you understand your efficiency? Working at your most efficient means different things for different people. To us, personal efficiency means having a system to handle all the things that life throws at you , so that you can stop worrying and start enjoying life, Being able to have a good life work balance so that you don't have to take work home with you. Consider your laptop a family member being able to achieve long term goals rather than just completing the necessary day in day out tasks in life living rather than just being. And now, let's compare time management versus personal productivity. Too many people. Personal productivity is just a new buzzword for time management. We can assure you that this is not the case. Time management focus was on schedules, day timers and to do lists. These tools are still valuable, but we need additional tools for today's dynamic workforce. Work isn't as clear cut as it. Once waas, for example, farmers didn't need to do lists. The work that they needed to do was pretty obvious. Besides, who needs an alarm clock when the horses air hungry? Or the cow needs to be milked because they'll sure let us know. For most of us today, that isn't the case. If you're again the project to improve customer service. What does that mean? How do you know when you have reached your goal? How do you know what to do to achieve that task? Personal productivity stretches beyond the traditional time management. It includes long term goals, project management skills, problem solving tools and more to help us define and accomplish tasks efficiently and effectively. And the most important thing in personal productivity is developing the right attitude. How do you do that? I don't think multitasking here. Did you know that multitasking is actually a myth? Most of your current habits and attitudes will find a place in your new, efficient outlook on life. However, there is one happen that we want you to stop. Right now that is multitasking, Henry Ford said. A weakness of all human beings is trying to do too many things at once when you were doing two or three things at once. You're not focused 100% on each task. You're only giving 50% or 33% to each task. However, with a good information management system, you will be able to decide which task is most important. Focus on it 100% and completed and then move on to the next project. Now we will create a personal vision statement. We recommend you set a personal vision statement that will help you to set short and long term goals which should influence your daily plan. Think of it like a pyramid. And here it is. Please look at this slide. We've prepared nice worksheet for you. You will find it in downloads file. There you will find three steps on how to identify your values. Please go through. 3. Good Organizational System: Hi, everyone. Today is the second lesson, and we will learn how to build blocks of a good organizational system. Let's start with the parade toes principle. Have you heard of Parade Toes principle? One of his most famous theories is the 80 20 rule. The idea that 20% of situations dominate 80% of events, which means that 20% of your actions produce 80% of your results. Think about it. Are you focusing on the right tasks? Earlier, we learned how to get our minds in the right place. Now it's time to set up your physical space. Your first task is to clear your space of junk, then prepared three boxes labeled them. Keep store. Throw away. Put each item in the appropriate box. Do not read papers as you go. Simply place the item in the correct box. If you think of another task to be done, write it on your note pad. At the end. All areas should be empty of everything. Then put store box in your storage space. Shred sensitive materials. Take out the throwaway box. Now we just have our keep box, which we will leave for now until our next lesson on filing system. Congratulations on completing this step. Now that you have a clean slate, this is a good time to arrange your workspace. We'll give some ideas what we consider the most important features of a workspace, but please welcome to implement whatever works for you to create a more efficient working layout. Best shape for desk is you keep surface clean at all times and keep tools in a drawer. Place filing cabinet against a wall. Make sure you can open drawers without hitting anything. Place greenery in a corner on window sill that will give a bit of life to your workspace. Next, let's set up a daily system. We need something that will remind us when a task is due. Save us from hunting for documents when we need them. Allow us to focus on daily tasks. The first element to this system is the priority trade a shallow tray in a corner of your work area. It will contain whatever you are currently working on at the moment, plus any emergency items. Typically, you will work on one item at a time. If someone rushes in with something that must be done right, away you comm. Place your current project in the priority box, switch to the emergency task and then go back to your project right away. The priority trey must be empty at the beginning and end of every day. Don't let it become a black hole. The incubator, also known as a pending file system, will keep all of documents that require follow up in one place. Place file within easy reach. You will need for that. 12 hanging folders. 31 Manila folders first label the hanging folders with months then labelled the Manila folders from 1 to 31 now file any items according to when you need to excess it in order to complete it on time. So an invoice that needs to be paid by July 10 would be placed in the July 1 folder. A ticket for a concert on December 14 would be placed in the December 14 folder at the beginning of each day. Take the folder for that day, review its contents, handle anything that you can right away and place remaining items in your priority trade. Place the Date folder in the next month. At the end of the day, if there is anything left in your priority, Trey re violet in the incubator 4. Setting Up a Filing System and Virtual Environment: Hello, everyone setting up a filing system and virtual environment. This is our topic for today. Now let's start to set up your filing system. We recommend setting up four types of files. Active working reference and archived files. Here are some filling tips for you. First decide where Ubell store files named folders according to a client project or task. Keep naming consistent and standard. If you are a teacher, create folders for each grade. If you are a lawyer, have a folder for each client color code, your files or file in alphabetical order. File information from front to back chronologically. Now let us start with active files. These are items you access daily. Store electronic files in your main storage point with a shortcut on the desktop. Keep paper files in the filing drawer that is closest to you. For example, directory of phone numbers or email address is standard operating procedures and checklists . Next is working vials. These are items you access weekly or monthly. Keep electronic files in your main storage point organized by Project Client or Task Place paper files in a filing drawer within easy reach. For example, information for weekly reports or notes for monthly meetings. And now let's look at reference files. These are items you access yearly store Elektronik files in a sub folder of your main storage point named Archive or Reference. Organized them into sub folders according to client project or task. Keep paper files in a filing cabinet in your office, for example, previous annual reports or active personnel records and finally, archive files. These are items you do not access on a regular basis but need to keep for legal or tax reasons. Save electronic files on us be or CD DVD store paper files in a storage point outside your office. Examples. Previous tax records or old personnel files. Do you remember about the keep box? From our previous lesson? You can file all of these items in your brand new organized system. Please have a look at next slide. We suggest a structure like the following does your email program work for you. Your email inbox should be like the priority tray on your desk empty at the beginning and end of each day. We're not joking. Here's a simple six step plan to making your email program work for you. Number one. Take a long, hard look at your relationship with your email program. Are you happy with it? Does it serve your needs? Is it up to date? This is great time to upgrade or change your program. Number two. Learn about your email program. Go on a special course, pick up a book, take a quick online training session. Browse the programs help file. You'll be surprised at what your email program can do for you. Number three. Now set up clearly named folders, just as we did on your hard drive. Look at sample on slide number four. Back up your email through the operating system or with a separate application. Store backups on a USB drive outside of your office. Number five. Set up automation wherever possible. Set up rules to move messages from particular people or organizations. Configure your junk email spam to move suspicious messages out of your inbox. Empty the recycle bin once a week. Number six Other email time saving tools that we like include dynamic search folders assigning reminders and flags to emails, creating calendar appointments and tasks from emails. Color coded categories. Message grouping by conversation sender or date quick access to folders via a favorites, pain address lists and contact groups 5. Setting and Managing Information: Hello, everyone. At today's lesson, you will learn how to set up and manage your information management center, and we will start from identifying key components of a system which are calendar used to keep all appointments and follow up reminders. Notebook. Keep track of project ideas someday items and other miscellaneous information communication log. Keep track of incoming and outgoing messages. It can be all type of messages. Email, voicemail, hard letters, text messages. Be sure to include the date and time person calling their organization essence of the message callback number and due date task list. Keep track of things that need to be completed. Your incubator priority, trade and counter are good tools to keep you up to date. Remember, most email programs feature the ability to track tasks, monitor completion and assign reminders when you receive a piece of information, what do you do with it? Go for it so G stands for gather to start. Gather all the information together. Some examples. Download your email record your voice mails pile all of those meeting minutes together. Handle only one type of information at a time. Oh, stands for organize, Then sort the information in a way that makes sense. Examples. Sort your email by date. Prioritized voicemails. Organized minutes chronologically. P stands for process it. Use our three D system to identify how to handle the task. Discard. Throw out anything that you don't need. Delegate pass on any tasks that can or should be done by others Do. If the task can be completed in three minutes. Do it otherwise, set it aside for the next step. For example, deal with emails that can be handled quickly, differ or delegate. Others return phone calls, file or discard minutes as appropriate. H stands for handle future tasks. Record future tasks in your to do list, incubator or calendar as appropriate. This is also the time to share the information with others and create reminders for preparation tasks. E r. Evaluate and review. When you're all done with the items, ask yourself what else needs to be done with this information? If there's nothing else, congratulations, start back at the beginning and gather the next type of information. If there are other things to do, go back to processing the remaining information. Finally, book an appointment with yourself once a week, preferably on Friday afternoon for a weekly review and complete the following tasks. Clear out any items that have been stuck in your priority box. Identify what needs to be done with them and make a plan to do it. Gather and process all information. Outstanding files that pile of meeting minutes. You've been avoiding etcetera. Identify where you did well and where you could have done better. What changes do you want to make to your system? Make a plan for implementing them. Write down one thing that you will do next week to be even more organized and productive. Review your upcoming week record any tasks, thoughts, reminders, etcetera that will help you stay on top of things and now congratulate yourself on a week well done. 6. Eisenhower Principle: Hi everyone. This lesson will acquaint you with Eisenhower principle, former US President Dwight Eisenhower said. What is important is seldom urgent and what is urgent is seldom important. Please have a look at next slide. We prepared an Eisenhower's matrix. It can help us determine what's urgent, what's important and most importantly, how we should be spending our time. As you know, important is defined as an activity that will help you complete your goals and urgent is defined as something that has a deadline attached to it. The Matrix consists of four quadrants and let us start with the first quadrant, which is urgent and important. These are the things that need to get done now. This is the payroll deadline and tax payments. Ignoring these items will result in major disasters. This is where many people find that their time gets eaten up. I can't control when clients get upset. You might say dealing with an interruption like that always throws my day off kilter. You're certainly right about one thing. These situations can be controlled, however, their frequency and impact can often be reduced with some good quadrant two activities. And here comes Quadrant two important but not urgent. These are the big picture items, the things that may not have a deadline but are crucial to your long term success. This is where our weekly review, our goal setting and information management fits in time spent here is invested in yourself in others and in the future. Activities here should diminish the number of quadrant one items. Reducing stress minimizing crisis is and making you feel more in control and the next quadrant. Three. Urgent but not important. These air the time wasters that's construct the life out of anyone's day. Unnecessary meetings, drop in visitors, improperly delegated projects and pointless reports all fall into this category. There are a few ways to manage interruptions. We don't recommend an open door policy. It's just too disruptive. But locking yourself in your office can result in small problems spiraling out of control as an alternative. Think about using one of these techniques in your office Set office hours. Set aside specific hours in the day when your door will be open like professors do. Make exceptions for Emergencies Institute A quiet time policy. Some organizations have successfully instituted a timeframe where employees cannot interrupt each other or schedule meetings. The best time is typically first thing in the morning or during a period of time when customers are not coming in, set up a signal system, meet with your department and agree on a signal that will indicate not to interrupt them unless it's an emergency. Some popular ideas Wearing an armband or hat. Installing curtains across cubicle doors, turning your name played around. Hang a sign on the door. This system will only work if employees use it properly and don't abuse it. Create at information center. If people are constantly visiting your office looking for forms, brochures or other standard information, try hanging a file system outside your office door, clearly labeling each section and filling it with those items. Be sure to include your contact information in case they have questions. Quadrant four. Not urgent and not important. These are the activities that produce the most waste lingering over coffee, surfing the Internet for hours, mindless TV watching and gossiping around the lunch table are all activities that eat up our time but don't have any tangible results. Watch out for these black holes in your day. True recreation should energize you, not turn you into a mindless zombie 7. Saying No: In order to make the most of your time, you need to find ways to decline tasks that don't move you towards your goals, those quatre and three tasks that can be time wasters. However many people find saying no, very stressful. What about you? So just how do you say no in a way that won't make you feel bad? Once you understand the request and decide you want to say no, choose the kind of know that best suits the person and situation. Here are some general rules to follow. The simplest option is to say no firmly and calmly, without saying I'm sorry. Which weakens your stand or follow no, with a straightforward explanation of what you are feeling or what you are willing to do. For example, I'm uncomfortable doing that. I'm not willing to tell the customer No, but I will process the refund for you. I don't want to do that. You can also offer a choice or alternative with your No. Such as Not now, However, I will when I get this done, which could be in an hour. I don't have time today, but I could help out first thing tomorrow morning Another option is to say no and offer a compromise. This works when you already have a lot on your plate and someone gives you an urgent project. Here is an example. I'm about halfway through that report that you asked me to complete by Thursday. I can pause my work on that task and start this new project instead. If you like. What would be the new deadline for the current project? Similar to this is the approach where you say yes and then give your reasons for not doing it or your alternative solution. This approach is very interesting. You may want to use it in situations when you are willing to meet the request, but not at the time or in the way the other person wants it. For example. Yes, I would be willing to help you out, but I won't have time until tomorrow afternoon. Yes, I could have part of your report typed, but not all 20 pages. Yes, I'd be willing to go along with your second alternative, but not the 3rd 1 you suggested. Just make sure that you are ready to follow through on your promises. You can also simply clarify your reasons. This does not include long winded statements filled with excuses, justifications and rationalizations. It's enough that you do not want to say yes, your clarification is given to provide the receiver more information so that he or she can better understand your position. If your message isn't getting through, try making an empathetic listening statement and then saying no. For example, I can see that this is important to you that one of my secretaries gets your report done. I'd like to have someone do it, but my staff is already overburdened with high priority tasks to be completed by the end of the day. In summary, I would say you may have developed your own style of saying no based on your past, experience and personality. If so, use it. 8. Creating Routines and Stopping Procrastination: Today we are finalizing our course on getting stuff done, and our final lesson is about creating routines and stopping procrastination. Why routines? Routines simplify, clarify and create order. Cemetery and familiarity in chaos and high stress routines are the foundation of success. Be dull in your everyday routine so you could be wildly creative where it counts during high stress routines. Air like landing pads in a storm. Top performers in every area of every industry have lives full of ritual routines allow you to concentrate on what's really important once you set them. They save you time and energy because you won't have to plan or think about them. Routines include setting time with family for eating, for sleeping and for exercising. And please remember, have a quality night's sleep. Plan in advance and you'll become vastly more efficient. Make exercise during a day. It has a powerful effect on brain energy and alertness. Here is what we suggest for a morning routines at the office. Take off your coat, deposit your belongings and grab a cup of your favorite hot beverage. Take 10 minutes to get your head in the game and catch up on chatter. Then you won't be wondering how Paul's party went last night. Sit at your desk, clear the surface and the priority. Trey. Review your incubator tasks and calendar for the day. Process your email. Prioritize your tasks. Place materials for the first task in your priority. Trey. Get started. You should try to focus on one thing at a time when you returned from meeting or lunch. Use ritual at Step three to get your head back in the game. The end of the day routine looks similar. Processor email review Your calendar tasks, Incubator items and priority trey Items What did you accomplish? What didn't get done? Why set up your to do list calendar and incubator for tomorrow? Clear the surface of your desk and your priority trade. Leave work. If you remember something that you forgot to log, make a note. Go home and enjoy your evening. Then set your email program to check your email at convenient intervals. Some time management experts even suggests dealing with email Onley once or twice a day, and finally, do you know why do we progress to date? Sometimes it's easier to put things off than the tackle them right now. especially if the task is unpleasant. You tell yourself you'll start that diet in the morning after this big turkey dinner. You'll call that angry client right after this meeting. How do you motivate yourself to get started on these kinds of projects? How do you stop making promises and start doing? We suggest to you a few ideas. Identify the cost of the unpleasant task half an hour of time. Some patients then think about the benefits regardless of the cost. You will feel a sense of satisfaction at getting an unpleasant task off your to do list, split big projects into small parts and make them more enjoyable. Perhaps playing lively music will help motivate you to clean or promise yourself a treat after each small part of the task is complete.