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Organizing for Success
Organizing for SuccessRob Parker
• Single Biggest Obstacle to Success
• Maximizes a Finite Resource (non-renewable)
• Develops Personal Confidence
• Builds Credibility with Others
• Promotion Beyond Your Bandwidth
• “No One Ever Taught Me”
• Single Biggest Obstacle to Success
• Maximizes a Finite Resource (non-renewable)
• Develops Personal Confidence
• Builds Credibility with Others
• Promotion Beyond Your Bandwidth
• “No One Ever Taught Me”
Why Personal Organization?
Why Smart People Under Perform
Modern office life, and an increasingly common condition called “attention deficit trait” (ADT) are turning steady executives into frenzied underachievers.
Edward Hallowell Harvard Business Review
Modern office life, and an increasingly common condition called “attention deficit trait” (ADT) are turning steady executives into frenzied underachievers.
Edward Hallowell Harvard Business Review
Self Evaluation
• I am an organizational disaster
• I am the most organized person I know
• I get organized from time to time, but it doesn’t seems to last
• I am cool until a major event happens (huge project, vacation, key staff loss)
• I am an organizational disaster
• I am the most organized person I know
• I get organized from time to time, but it doesn’t seems to last
• I am cool until a major event happens (huge project, vacation, key staff loss)
Time is MoneyTime is Money I Want ControlI Want Control
Everyone Wants it Now
Everyone Wants it Now
Way Too Much Information
Way Too Much Information
I will never get it all done
I will never get it all done
Foundational
Truths
Vilfredo Pareto Pareto Principle 80/20 Rule
Dr. Joseph Juran The Vital Few & the Trivial Many
Jim Collins Good to Great The Critical Few
Rick Goings, CEO Tupperware Worldwide
Less is More
Are Your Habits Suspect?
Old habits die hard
•Personal Bulletin Boards
•Random Post-it Notes
•Slips of Paper
•“While You Were Out”
•Multiple “to do” lists
•Personal Bulletin Boards
•Random Post-it Notes
•Slips of Paper
•“While You Were Out”
•Multiple “to do” lists
How do you stack up?
•Piles on your credenza 书柜 ?
•Piles on your desk?
•Piles on your floor?
•Piles on your piles?
•Obstacle Course?
•Piles on your credenza 书柜 ?
•Piles on your desk?
•Piles on your floor?
•Piles on your piles?
•Obstacle Course?
The Paper Equation4 x D = 1 (touch)
1st Ditch
2nd Delegate
3rd Delay
4th Do
1st Ditch
2nd Delegate
3rd Delay
4th Do
Organizing Your Work
Space
Work Surface Work Surface
In Out
InDelayed
Out
Permission to Pile
Delayed Pile
“To Be Filed” Pile
“Read at Leisure” Pile
“Just Can’t Let Go” Pile
Delayed Pile
“To Be Filed” Pile
“Read at Leisure” Pile
“Just Can’t Let Go” Pile
Out of sight, out of mind
Bulletin Boards
Post-It Notes
Slips of Paper
To-Do Lists
Bulletin Boards
Post-It Notes
Slips of Paper
To-Do Lists
Paper
Electronic
Voice
Paper
Electronic
Voice
In-BoxesIn-Boxes
Meetings
Telephone
Hallway
Basic Organizational Tools
Contacts (Who)
Task List (What)
Calendar (Where & When)
PDA or Notebook (Why)
Contacts (Who)
Task List (What)
Calendar (Where & When)
PDA or Notebook (Why)
Paperless Organization
1.Computer Desktop
2.Command Center
3.Microsoft Outlook
• Calendar
• Contacts
• Task List
1.Computer Desktop
2.Command Center
3.Microsoft Outlook
• Calendar
• Contacts
• Task List
Priority
Urgency
&
The Tyranny of the Urgent
High Priority/High Urgency
Low Priority/High Urgency
Low Priority/Low Urgency
High Priority/Low Urgency
High Priority/High Urgency
Low Priority/High Urgency
Low Priority/Low Urgency
High Priority/Low Urgency
The right order
High Priority/High Urgency
High Priority/Low Urgency
Low Priority/High Urgency
Low Priority/Low Urgency
High Priority/High Urgency
High Priority/Low Urgency
Low Priority/High Urgency
Low Priority/Low Urgency
Determining Priority
1. Is it Mission Critical?
2. What if I never did it?
3. Did I promise it?
4. Who’s Asking?
5. Is it foundational? (critical to future success)
1. Is it Mission Critical?
2. What if I never did it?
3. Did I promise it?
4. Who’s Asking?
5. Is it foundational? (critical to future success)
Determining Urgency
1. Is there a deadline?
2. Is the deadline negotiable?
3. Did I promise it?
4. Who’s Asking?
5. Consequences if it was late?
1. Is there a deadline?
2. Is the deadline negotiable?
3. Did I promise it?
4. Who’s Asking?
5. Consequences if it was late?
Hang a sign that says
Is this the most important thing I could be doing
at this moment?
Is this the most important thing I could be doing
at this moment?
High Priority Big Projects
• If it takes less than 30 minutes to do, someone else can probably do it.
• Break it into manageable pieces.
• Schedule your work time like a meeting. (Time Blocking)
• Spend time thinking first.
• Work on high priority/low urgency
• If it takes less than 30 minutes to do, someone else can probably do it.
• Break it into manageable pieces.
• Schedule your work time like a meeting. (Time Blocking)
• Spend time thinking first.
• Work on high priority/low urgency
Above & Below the Line
Start
Stop
Start
Stop
Do you…
•Have a full-time “open door” policy?
•Work below your pay grade?
•Delegate with enthusiasm or trepidation?
•Have the right people on the bus?
•Have a full-time “open door” policy?
•Work below your pay grade?
•Delegate with enthusiasm or trepidation?
•Have the right people on the bus?
Relationship Review
Inner Circle
Goal Group
Family/Social/Fun
Time Burners
Energy Zappers
Negative Forces
The Power of No
Keeps you on goal
Empowers others
Improves clarity
Increases longevity
Keeps you on goal
Empowers others
Improves clarity
Increases longevity
Family and Personal Time
Plan ahead and calendar it
Private appointments
No one else is going to do it for you
Anyone who does not respect it…
Plan ahead and calendar it
Private appointments
No one else is going to do it for you
Anyone who does not respect it…
1. Make a Commitment
2. Invest Time On Front End
4. Replace bad habit with good ones.
5. Identify and Copy others
6. Embrace technology tools
7. Take Action
1. Make a Commitment
2. Invest Time On Front End
4. Replace bad habit with good ones.
5. Identify and Copy others
6. Embrace technology tools
7. Take Action
Action Steps
Resources
Odette Pollar
The Organized Executive Newsletter
The Complete Idiot’s Guide to Organizing Your Life
The Genesis Principle-Patty Cherico
A Minute of Margin-Richard A. Swenson
Odette Pollar
The Organized Executive Newsletter
The Complete Idiot’s Guide to Organizing Your Life
The Genesis Principle-Patty Cherico
A Minute of Margin-Richard A. Swenson
Q & A
Organizing for Success
Rob Parker
Kiwanis International
