MAILCOM Las Vegas. October 2-4, Senior Director, Proposal Management BrightKey, Inc.

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1 MAILCOM Las Vegas October 2-4, 2017 CRS#: LD250 Session: Mystery Solved! Cracking the Case on Productivity Day/Date: Tuesday, October 3, 2017 Round/Time: Round 5, 11:30am-12:30pm Presented By: Sally S. Pfabe, CMDSS, EMCM Senior Director, Proposal Management BrightKey, Inc. Please be courteous to others and turn all communication devices to silent mode

2 Foundation of our Discussion First published in 1989, Stephen R. Covey Aligning one's values with so-called "universal and timeless" principles. Covey proclaims that values govern people's behavior, but principles ultimately determine the consequences Notes: Written before the advent of cell phones, , and app environments Today s Menu: Using Covey s notions and outlne, peppered with my own experiences and thoughts!

3 1. Be Proactive Being proactive means that we are recognizing our responsibility to make things happen. When faced with an unpleasant situation, don t sit and become a victim be the victor. Take control, find a work around. Work on your circle of influence the people and things they can reach, focus on this and extend its depth, not necessarily the length. Be a light, not a judge. Be a model, not a critic. Be the solution not the problem.

4 2. Begin with the End in Mind Know where you are going to understand where you are now, take steps in the right direction. Develop a personal mission statement. Character and achievements Doesn t have to be a long epistle. Can be just a short list Be the go-to person for your subject matter Volunteer Eat a plate of veggies everyday Reconnect with past friends Concentrate on How-Tos, not What-Ifs Don t worry about possible speed bumps, focus on the finish line and how you intend to get there.

5 Communication Channel History Really Old School: Rotary Phone, mail, meetings Old School: Phone with buttons, faxes, Fedex, mail, conference calls, meetings New School: Phone, Cell, Text, , fax, mail, FedEx, courier, EDI, conference calls, webinars

6 Master It Before You Disaster It! Set Achievable Goals Don t load up your calendar and then not accomplish everything. You will feel deflated and unmotivated. Reward yourself for completing tasks. Maintain a Master Calendar Color coded Reminders Prepare for the next day Rules Once or twice a day EM has become like Instant Messenger If more than 3 exchanges = you need a meeting Get Up Earlier Check garbage before work clear it out. CEOs start their days before 6:00 AM so do working parents! Less distractions early in the morning no one else is up. Many people think that early birds don t look like they are doing all that much at the office they just did it while the rest of the world was asleep! MailCom Las Vegas October 2 4, 2017

7 Productivity Apps and Tools Outlook Make a List Notes function - number them by days Multiple calendars on smartphone Reminders on BaseCamp Many others you need to find the system that works for you.

8 We don t manage time; we only manage ourselves 3. Put First Things First! The "Eisenhower Method" stems from a quote attributed to Dwight D. Eisenhower: "I have two kinds of problems, the urgent and the important. Urgent things immediate attention, unexpected A contract that needs to be signed Package that has to get delivered or shipped that day Important things contribute the our mission, values or high goals We take care of important things; we react to urgent matters. Include the trash can as quadrant 5 Peter Drucker: Effective people feed opps, starve problems. Say YES to important things, Say NO to other activities.

9 Focus on The Big Rocks Arm Yourself! Have a single, laser-like focus Rifle versus Shotgun Don t spread yourself too thin Block out distractions! Shut down when working on a deadline Find a quiet place to work Starbucks white noise Work outdoors fresh air Ritual Establishment One task to accomplish each day schedule for your strong portion of the day.

10 4. Seek to Understand, then to be Understood Stop Hearing Things: You must learn to listen and keep doing so. Listen to understand, see what the other party sees. Empathy Lets You See: Empathetic thinking lets you fully understand the person, emotionally and intellectually. Emotional Bank Account You need to understand what matters to your employees, clients, partners, vendors when you in order to work productively with them. What drives them, what makes them positive, negative. Get Some New Footwear: Put yourself in the other person s shoes helps with negotiating.

11 5. Think Win-Win Emotional Bank Account Metaphor that describes the amount of trust that s been built up in a personal relationship. Courtesy, kindness, honesty and keeping commitments builds up the reserve! Thinking Win-Win entails making an important deposit in another person s EBA; finding a way that you can both benefit from the relationship. If the deal hurts them, it will hurt you eventually.

12 6. Synergize Agree to Disagree: Two people can disagree but both can be right. = Emotional intelligence Release: the need to be polite and uncreative the threat of egos = The resulting creativity is amazing!

13 Avoid the Meeting Mayhem How many times have you been in a meeting that lasted 2 hours because 90% was chatting and the organizer did nothing to keep the discussion on track? Meetings are time vampires Use the timer on phone Only give ½ the time that a person asks for. They will make it happen. Eliminate business meetings over meal time. Group Interruptions Meet with subordinates once a day Review what needs to be handled Table noncritical things for a second meeting (research etc.)

14 7. Sharpen the Saw Renewing Ourselves Keep Your Mind Fresh Physical exercise, nutrition Mental reading, visualizing, planning, writing Social/Emotional service, emotional Spiritual spiritual reading, meditation

15 Give Yourself a Break! Know when to take a break Set a timer to pause, walk around, reset your clock Don t Multitask Close those unused Windows The brain can only handle 2 things at the same time! When people are thrown into more, that is why they look at you with a blank stare their brain processor is not working!

16 Seek Out Knowledge Conferences Colleague Collaboration LinkedIn Groups Audiobooks Professional and Trade Publications Webinars

17 Questions and Discussion References: 7 Habits of Highly Effec3ve People, Steven Covey 12 Produc3vity Tips From Incredibly Busy People, Bruna Mar3nuzzi 20 Sugges3ons to Boost Your Personal Produc3vity, Aubrielle Billig

18 Thank You! Contact: Sally S. Pfabe, CMDSS, EMCM BrightKey, Inc Junction Drive Annapolis Junction, MD Cell: