Join Dave Crenshaw for an in-depth discussion in this video Preparing for action, part of Time Management Fundamentals.
- Up to this point in the course we've been discussing principles of productivity. We haven't talked too much about what to do with these principles yet. That's about to change. The next chapters of this course go into hands-on implementation of your time management strategy. There are three things you'll want to do to prepare for the next section. First, insure you're in your workspace. Second, budget time to complete these chapters. And third, check to make sure you have all of the items on my recommended resources checklist.
First, please watch the remaining chapters in your workspace. By workspace I mean the place where you most often handle things like email, paper work and scheduling. Most people have some sort of home base when it comes to doing their work, and that's what I mean. If you have a mobile office that's fine, just have your briefcase, bag and any work-related resources on hand while you go through the next chapters. You'll get the maximum benefit from this training if you complete it in your workspace.
Very important. Next, in terms of time budget, since the next chapters are so hands on, they take a few hours to complete depending on your level of chaos. To get the best results, please check your calendar and your day, and make sure you'll have enough uninterrupted time to complete these chapters in one sitting If not, you may want to schedule some time with a reminder to complete them later. Last, we've provided a simple checklist for you to download, the resource checklist.
This isn't necessarily a shopping list. If you already have these items on hand, you don't need to go buy them. But if you're missing any items, I recommend that you go get them prior to moving into the next chapters. It's very possible you won't need every item on this list. Yet it's much better to have these items on hand and then return anything you don't use, rather than finding this process interrupted because you're missing something.
Just a quick overview of this checklist. First, you'll want to have an inbox. Something like this really deep file box that's legal sized, the bigger the better. Then you'll want to have some large cardboard or plastic boxes, at least eight of them. Really any kind of box where you can put things will work. You'll also want to have an electronic labeler with batteries, similar to this one. The exact make and model doesn't matter. Also, in case you have some straight disks, you may want to have some place to put DVDs or CDs, like this storage wallet.
Next, you'll want to have a set of hanging file folders that match the size of your filing cabinet. Then you'll want to have a set of manila folders that fit your cabinet. Usually around 100 of these will do. Also, pick up two sets of something like these, which are alphabetical guides for your hanging file folders. They're not absolutely necessary, but they can save you a lot of time if you don't want to write out letters by hand. Then you'll want to have a set of stacking trays.
Six will do. These will be used to create homes, or places, to put processed items temporarily. The less expensive plastic ones will work, but you can get higher quality if you're concerned with the aesthetics of your office. I recommend the horizontal loading kind instead of the vertical. This layout makes it easier to put papers in and pull them out. And finally, if you've made a decision to update your technology or calendar in any way, please take care of that before moving forward.
For instance, if you've decided to get a new phone this week, or use a new programme for calendaring, get that taking care of first, since you'll be using your calendar a lot in the next few chapters. If you're undecided though stick to what you've got right now. It will still likely work. Once you've got these items, and you're in your workspace, and you've budgeted the time to complete the final chapters, you're ready to go. So, let's get started.
Learn how to get more done in the shortest time possible and avoid the obstacles and distractions that can get in the way of good time management. Dave gives practical strategies for increasing productivity in three main areas: developing habits to be more organized and reducing clutter in your workspace; staying mentally on task and eliminate the to-dos you have floating in your head; and developing a time budget to get the most done during your workday and focus on your most valuable activities.
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- Finding your productivity style and motivation
- Understanding the principles of time management
- Avoiding the pitfalls of multitasking
- Narrowing your gathering points
- Consolidating email and voicemail accounts
- Practicing mind-clearing techniques
- Choosing and using calendar software
- Saying no with tact
- Mastering the what, when, where processing system
- Processing email vs. checking email
- Maintaining productivity gains