Taking Control of Your Workday by Dustin Oslick - April 15, 2015
-
Upload
burleson-llp -
Category
Self Improvement
-
view
22 -
download
0
Transcript of Taking Control of Your Workday by Dustin Oslick - April 15, 2015
![Page 1: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/1.jpg)
Taking Control of your Workday
Dustin B. Oslick, Associatewith special thanks to Miriam P. McHenry
Permian Basin Paralegal’s AssociationApril 15, 2015
![Page 2: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/2.jpg)
2
Today’s Agenda
• Prioritizing Tasks• Achieving Excellence• Allotting Time• Other Time Gremlins
![Page 3: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/3.jpg)
Central to Good Time Management…
• Doing the Right Task • At the Right Time • In the Right Way • For the Right Amount of Time
![Page 4: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/4.jpg)
What to do first?
• Structure Your Day – Before you check any
e-mails or voicemails, make a “To Do” list
– Lay out everything you need to get done today
– Approximate how much time each task will take
![Page 5: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/5.jpg)
Wild Cards
• Check your voicemails • Check your e-mail
(bet that “to do” list just got a little bit longer)
![Page 6: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/6.jpg)
Adjust & Prioritize
• Number your “To Do” list
![Page 7: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/7.jpg)
Time Matrix: What is the Right Task?
• I: Urgent and Important
• II: Important, but not Urgent
• III: Urgent, but not Important
• IV: Not Urgent, and Not Important
![Page 8: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/8.jpg)
Level One Priorities
• Important AND Urgent – Hard deadlines – Immediate crises and emergencies– Last minute preparations – Coffee
![Page 9: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/9.jpg)
Level Two Priorities
• Important…but Not Urgent– Soft deadlines– General day-to-day tasks– Future crises and emergencies – That second cup of coffee
![Page 10: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/10.jpg)
Level Three Priorities
• Urgent…but Not Important– Emails and phone calls
requiring a reply – Incoming calls– Meetings– Those pesky clients dropping
in unannounced
![Page 11: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/11.jpg)
Level Four Priorities
• Not Urgent and Not Important– Surfing the Internet – Office gossip– Facebook updates – Your Trivia Crack game– Decaf Coffee
![Page 12: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/12.jpg)
We have the right task, we are doing it at the right time….now what?
![Page 13: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/13.jpg)
The Right Way
• Time management is all about maximizing your results
![Page 14: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/14.jpg)
Excellence vs. Perfection
• Excellence– When you aim for
excellence you will achieve an excellent result
• Perfection– When you aim for
perfection you may never quite get there
![Page 15: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/15.jpg)
But Doesn’t It Need To Be Perfect?
• Perfection is not:– Proofreading – Spell checking – Providing an excellent work product
![Page 16: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/16.jpg)
Define Perfection
• Perfection is: – The inability to stay within the time you budgeted because
of: • Over-editing• Over-analyzing every word choice• Inability to ever finalize your work product
![Page 17: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/17.jpg)
Perfection is the Enemy of Good
![Page 18: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/18.jpg)
Which Leads Us To…
![Page 19: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/19.jpg)
The Right Length of Time
• We have our “To Do” list, now we have to apportion our day
![Page 20: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/20.jpg)
Organize & Prioritize
• Assign every task on your “To Do” list a time – Be realistic– Be flexible– Be positive
![Page 21: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/21.jpg)
Be Realistic
• Do not randomly assign an amount of time • Use past projects as guidelines• If it’s completely new to you, it will take longer• Factor in time to ask questions or review templates
![Page 22: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/22.jpg)
Be Flexible
Set Boundaries….
• Stuff will pop up– Phone calls– E-mails– Drop-in clients– New crises
but Remain Flexible
![Page 23: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/23.jpg)
Be Positive
• As your day progresses, it will be easy to get anxious and feel overwhelmed if you get off schedule
• Take a deep breath• Remember the “To Do” list is our roadmap to where
we are going • Re-assess priorities, re-apportion time, and relax• You’ve got this
![Page 24: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/24.jpg)
• Doing the Right Task • At the Right Time • In the Right Way • For the Right Amount of Time
How Else Can We Improve Our Time Management?
So Now That We Are
![Page 25: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/25.jpg)
Define the Task At Hand
• Clarify instructions and standards so you know exactly what your task is
• Do not be afraid to ask questions if something is unclear
• Alternatively, if you are assigning or delegating a task, do not assume people can read your mind. Be clear on what you want and how you want it
![Page 26: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/26.jpg)
Do Not Re-Invent the Wheel
• Ask if there are form templates you can use so you do not have to waste time with trial and error
![Page 27: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/27.jpg)
Eliminate Procrastination, Distractions, and Interruptions
• The 3 most common barriers to managing time well– Procrastination– Distractions– Interruptions
![Page 28: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/28.jpg)
Procrastination
• If procrastination is your problem, then find the source. Find out what triggers you to procrastinate.
• What is your trigger?– Confused?
• Do you not fully understand the task?
– Overwhelmed? • Do you not know where to begin?
– Fear of Failure? • Are you afraid you will not succeed?
– Attitude? • Do you just not feel like doing it?
![Page 29: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/29.jpg)
Eliminate Distractions
![Page 30: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/30.jpg)
Distractions Clyde Dog Squirrel
![Page 31: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/31.jpg)
What Are Your Squirrels?
Distractions:• Phone calls?• E-mails?• Chatty co-workers?• Text Messaging • Social Media/Internet?
Solutions:• Utilize Caller ID• Turn off alerts• Be assertive with drop-in
visitors • Put your phone on silent• Keep the browser closed
![Page 32: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/32.jpg)
Interruptions
• Interruptions happen all day, they are tough to control
• Take time to consider how you are controlling this time zapper
![Page 33: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/33.jpg)
Eliminating Interruptions
• Practice not answering the phone and e-mail just because it is ringing (Tough, I know!)
• Schedule a block of time to return e-mails and phone calls
• Disconnect instant messaging • Put the iPhone on silent
– Tell the kids and/or spouse to call the office ONLY if it is an emergency
![Page 34: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/34.jpg)
Delegate
• Do not be afraid to assign tasks or ask others for help when necessary
• Remember your time is valuable, are you REALLY the only person qualified for this task?
• Avoid the “it will take too long to explain” mentality – Think long-term and invest in the development of your
team members.
![Page 35: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/35.jpg)
ALMOST OVER
![Page 36: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/36.jpg)
Meetings
• Establish an agenda with time frames
• Invite the smallest number of people required
• Keep presentations to a minimum
![Page 37: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/37.jpg)
Clear the Clutter
• Organize your workspace, especially your desk
• Clutter breeds confusion, so give yourself room to work
• Items in your peripheral vision compete for you attention
![Page 38: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/38.jpg)
Lifestyle
• Be well-rested• Exercise regularly • Stay positive• Know your body
– 8 a.m. - 64% are most productive– 12 p.m. - 13.4% are most productive– 4 p.m. - 10.9% are most productive – 8 p.m. - 6.2% are most productive– 12 a.m. to 8 a.m – 5.5% are most
productive – Lesson: DO NOT PROCRASTINATE
![Page 39: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/39.jpg)
Most importantly, remember…
![Page 40: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/40.jpg)
Structure Your Day - Without Structure, There is Chaos
![Page 41: Taking Control of Your Workday by Dustin Oslick - April 15, 2015](https://reader033.fdocuments.net/reader033/viewer/2022052700/55cf07cabb61eb993c8b4763/html5/thumbnails/41.jpg)
San AntonioWeston Centre112 East PecanSuite 700San Antonio, TX 78205T: 210.820.2625F: 210.820.2609
PittsburghSouthpointe Town Center1900 Main StreetSuite 201Canonsburg, PA 15317T: 724.746.6644F: 724.746.6645
MidlandMidland Tower223 W. Wall StreetSuite 400Midland, TX 79701T: 432.253.8600F: 432.253.8601
HoustonPennzoil Place700 Milam StreetSuite 1100Houston, TX 77002T: 713.358.1700 F: 713.358.1717
DenverWells Fargo Center1700 Lincoln StreetSuite 1300Denver, CO 80203T: 303.801.3200F: 303.801.3201
New OrleansPoydras Center650 PoydrasSuite 1400New Orleans, LA 70130T: 504.299.3427F: 504.299.3411
Dustin B. Oslick223 West Wall Street, Suite 400Midland, TX 79701 Phone: 432-253-8607Email: [email protected]