Tips to Maximize Your Energy. Kayla Gilman EmpireWorks Reconstruction & Painting. Bite the Bullet and just get to it!

Transcription

1 Tips to Maximize Your Energy Kayla Gilman EmpireWorks Reconstruction & Painting Bite the Bullet and just get to it! Cyndi Koester, PCAM Sunwest Bank In the morning What happens the first thing in the morning determines how your day is going to be 1

2 What else can I do? Portion sizes in America have grown out of control In the 70 s about 47% of people were overweight Now it s 66% Coffee with milk, sugar, whip, was roughly 45 calories 20 years ago Now the same coffee is roughly 330 Average popcorn was 270 calories, now 630 Plain bagel was 3 diameter 140 calories, now Burgers were roughly 330 calories, now average is 590 It is not just food portions that increased but plates, bowls and cups Go on an Adventure Too many people get stuck in the day to day Go on a mini adventure Take a drive Take advantage of 3 day weekends Set vacation goals No fun no energy! 2

3 Bonus Tips Drink water with lemon! Spark body in some way (either morning or night) Walk Stretch Go for a jog/go to gym Powerful Questions: Before eating: Is this food going to cleans or clog my body? What 3 Things Can I Start Doing Today to Increase my Energy? What 3 Things Can I Stop Doing Today That is Decreasing my Energy? 3

4 How am I showing up EVERY Day? Bite the Bullet and just get to it! Is multi-tasking a MYTH.? 4

5 Ask yourself What am I doing now? Identify your biggest time wasters? How are you currently managing your time? What could you be doing better? What Are Our Objectives How to plan and prioritize each day s activities in a more efficient, productive manner How to overcome procrastination quickly and easily Don t let crises take over, be prepared to handle effectively and quickly Do you work well with an organize workspace? How well do I delegate? Do I use rituals to make my life run smoother Can I plan my meetings more appropriately and effectively 5

6 The bad news is that time flies. The good news is that you are the pilot. Michael Altshuler Prioritizing Your Time Time management is about more than just managing our time; it is about managing ourselves in relation to time. It is about setting priorities and taking charge. It means changing habits or activities that cause us to waste time. It means being willing to experiment with different methods and ideas to enable you to find the best way to make maximum use of time. 6

7 Measure the Task Is it Urgent or Important? Is there a difference? Managing time effectively, and achieving the things that you want to achieve, means spending your time on things that are important and not just urgent. IMPORTANT: These are activities that lead to the achieving your goals and have the greatest impact on your life. URGENT: These activities demand immediate attention, but are often associated with someone else s goals rather than our own. Maximizing the Power of Your Time By planning the night before, you will also start fresh and focused on the most important tasks for the day. During the day, keep your log with you to avoid becoming sidetracked. Crossing off completed tasks. This will give your subconscious mind a tremendous amount of satisfaction. If you postpone a task three times, ask yourself does it belong on your action list. 7

8 The Glass Jar. ROCKS PEBBLES SAND WATER Is your Glass ½ Full or ½ Empty? 8

9 ALLOCATING YOUR TIME Chunk, Block, and Tackle CHUNK: Break large projects into specific tasks that can be completed in less than 30 minutes. Your brain is on overload after 30 minutes! BLOCK: Block out set times to complete specific chunks as early in the day as possible. Unless you are an afternoon person! TACKLE: Now tackle the specific task, focusing only on this task rather than the project as a whole. Ready, Fire, Aim or Ready, Aim, Fire 9

10 Why We Procrastinate No clear deadline Inadequate resources available Don t know where to begin Task feels overwhelming No passion for doing the work Fear of failure or success You don t see the need for it Waste of your time Tackling Procrastination Procrastination means delaying a task (or even several tasks) that should be a priority! The ability to overcome procrastination and tackle the important actions that have the biggest positive impact in your life will make you feel successful. 10

11 Procrastination Prioritize Your Tasks * Must do things that need to be done now (meetings) * Should do things that need to be done within a time frame (board packets) * Want to do things that can wait ( ) Know the difference between the different tasks Doing the Right Thing by Reacting Fast or Smart? Reacting to the Person who s demands are the loudest? You do the polite no! Procrastination Get Over It! Make up your own rewards! Peer pressure Have someone check-up on you Know the consequences 11

12 How to Overcome Procrastination Recognize that you are procrastinating Know your priorities To Do Lists Ask yourself, Why am I procrastinating? Overwhelmed by the Task You don t know where to begin Doubt You Have the Skills or Resources You Think You Need Nine Ways to Overcome Procrastination 1. DELETE IT 2. DELEGATE 3. DO IT NOW 4. ASK FOR ADVICE 5. CHOP IT UP 6. OBEY THE 30 MINUTE RULE 7. DEADLINES 8. REWARD YOURSELF 9. REMOVE DISTRACTIONS 12

13 Eat That Frog! When the Storm Hits 13

14 Crisis Management With better planning, improved efficiency, and increased productivity, the number of crises you encounter should decline. However, you can t plan for everything! What to do when a crisis does occur? How to manage those emergencies? After the crisis is over, take a moment to evaluate and what you could have done better or what you did right. The Four D Words Do Delete Defer Delegate 14

15 S.T.I.N.G. Remember, to take the S.T.I.N.G. out of feeling overwhelmed about a task, follow these steps: Select one task to do at a time. Time yourself using a clock for no more than 30 minutes to one hour. Ignore everything else during that time. No breaks or interruptions should be permitted. Give yourself a reward when the time is up. Dealing with can be managed easily and quickly with the four D s. Like other routine tasks, is best handled in batches at regularly scheduled times of the day. Auto reply!!!! Ask your contacts to use specific subject lines, and make sure to use them yourself. This will help you to determine whether your incoming mail is business or personal, urgent or trivial. Once you know the subject of the message, open and read urgent s, and respond accordingly. Nonurgent s can be read later. Delete that you have no interest in. 15

16 Dealing with Create folders Most systems also allow you to create folders and add keywords or categories to messages. Many programs allow you to create rules that automatically move messages to the appropriate folder. This can help you follow your plan. Change subject line when the subject matter is changed!!! Blackberry,Iphone,Droid,Etc! Do not become a slave to ! Recognize that returning an within a few hours is acceptable Preferred method of communication Response time immediate Sound activated reminders TURN IT OFF!!!!! 16

17 Microsoft Outlook Calendaring Use it or lose it! Color Code Using Calendars A calendar (paper or electronic) is the obvious place to record meetings, appointments, and due dates. Association annual calendars For each of these areas, one can list the major responsibilities month by month and thereby see glance what tasks must be completed in a given month of the year. 17

18 Delegating Whenever possible delegate tasks One of the most common ways of overcoming this limitation is to learn how to delegate. At first sight, delegation can feel like more hassle than it s worth. By delegating effectively, you can hugely expand the amount of work that you can deliver. There s a lot to this, but you ll achieve so much more once you re delegating effectively! When to Delegate Keep these criteria in mind when deciding if a task should be delegated: 1. Weigh the effort to properly train another person against how often the task will reoccur. 2. Delegating certain critical tasks may jeopardize the success of your project. 18

19 Keeping Control You will want to make sure that the staff knows that you want to know if any problems occur, and that you are available for any questions or guidance needed as the work progresses. We all know that as managers, we shouldn t micro-manage. Keeping Control However, this doesn t mean we must abdicate control altogether. One way to encourage growth is to ask for recommended solutions when delegates come to you with a problem, and then help them explore those solutions and reach a decision. 19

20 Routines Routines can actually help increase the spontaneity and fun in your life. Because routine tasks are already planned for, you have more energy to spend on the tasks that will bring you closer to your goals and bring more joy to your life. Routine become Natural Habit and Allows You to Maximize Your Time Once you have been doing a normal routine for a while, you may find that you have bits of extra time here and there. This is where the Trigger part of routines can come into play. Instead of setting a specific time of day, you choose a situation or an event that will cause a ritual to come into play. During a break at work or at home, read for ten minutes. Take five minutes to clean off your desk or some other small area. Set aside one lunch hour a week to do personal errands. Or, make a list at the beginning of each week, and do one a day. 20

21 Meetings: MINUTES: Should be done within 3 days of meeting ACTION LIST: At the end of your board meeting set expectations! TIME FRAME: How much time do you really have to complete these items? KEEPING THINGS ON TRACK! Action Lists Tackle the most important tasks first Do not waste time on trivial tasks Do not get stressed out by large numbers of unimportant tasks! 21

22 Making Sure the Meeting was Worthwhile After the meeting, send out a summary of the meeting, including action items, to all board members, and anyone else who requires a copy. Action items should be clearly indicated, with start and end dates, and progress dates if applicable. If follow-up meetings were scheduled, these should also be communicated In closing Look at these next 5 slides and see what you can start today to make your life just a little easier! 22

23 Your Workspace In order to effectively manage your time and to be productive each day, you must create an appropriate environment. Eliminate the clutter, set up an effective filing system, gathering essential tools, and managing workflow, you will be well on your way to creative an effective workspace. De-Clutter To retrieve materials quickly, you ll need an effective filing system that includes three basic kinds of files: WORKING FILES REFERENCE FILES ARCHIVAL FILES Once clutter has been eliminated and other materials have been filed, the effective workspace includes only what is essential: a set of three trays to control the workflow on your desk (see the next topic), standard office supplies, a computer, and a telephone. 23

24 The Demanding person Say no, followed by an honest explanation. Say no and then briefly clarify your reasoning without making excuses. Say no, and then give an alternative. Empathetically repeat the request in your own words, and then say no. Provide an assertive refusal and repeat it no matter what the person says Planning Wisely The hallmark of successful time management is being consistently productive each day. Having a daily plan and committing to it can help you stay focused on the priorities of that particular day. As well, you are more likely to get things accomplished if you write down your plans for the day. 24

25 Work Tips Follow through Don t procrastinate do the most difficult thing first Only give information that you KNOW Accept responsibility if you miss a deadline or make a mistake. Then, fix it! You will gain credibility. Stop the Service Train Giving away your time Unnecessary work Extending yourself Under promise and Over deliver Learn to say NO! 25

26 Thank you! Now your first task is to plan for tomorrow! 26