Finding More Time for PR and Project Mgmt, Lori Miller, Nov 2 2011
4 likes461 views
This document provides tips for finding more time for PR and project management by addressing four "productivity killers": poor planning, personal disorganization, procrastination, and failing to manage distractions. It recommends conducting a time audit, setting priorities using tools like a priority matrix, organizing tasks into to-do lists by day and project, using productivity tools and templates, learning to say no to reactive requests, filtering information sources, and delegating tasks. The goal is to plan better, get organized, stay on track by managing distractions from email, meetings and information overload.
Finding More Time for PR and Project Mgmt, Lori Miller, Nov 2 2011
- 1. Finding MORE TIME for PR and Project Management A Wildly Assorted Tip List to Help Busy People Lori Miller | WHNT News 19 for Birmingham Chapter PRCA November 2, 2011
- 2. Seriously?
- 3. You’re not going to learn anything new today. (sorry)
- 4. The Big Four Productivity Killers 1. Poor Planning 2. Personal Disorganization 3. Procrastination 4. Failing to Manage Distractions
- 5. no planning = chaos http://www.flickr.com/photos/nicora/2125624321/
- 6. FIGHT POOR PLANNING Time Audit Priority Setting Tools
- 7. What have you been doing? Time Audit 1. Record all your daily activities for 3 days -- where do you spend your time? 2. Record your personal stuff, too 3. OPTIONAL: Color code your categories of time 4. Things to look for: PUTTING OUT FIRES DEALING WITH INTERRUPTIONS DOING PLANNED TASKS WORKING UNINTERRUPTED UNINTERRUPTED DOWNTIME
- 10. Stop Thriving on “Being Really Busy” Setting Priorities 1. Choose three important tasks to complete each day and focus relentlessly (take MASSIVE steps toward your goals daily) 2. Do the most important thing first -- which is easier if you’ve organized the day before so you already know what that is 3. How do you decide? • Priority Matrix • Urgent / Important Matrix
- 11. Finish time mgmt presso 1 4 Draft offsite agenda 3 Point Mallard ROI 5 Submit catering order 0 Intern to-dos while out 2 Finalize Facebook policy
- 12. URGENT / IMPORTANT MATRIX urgent not urgent important not important
- 13. FIGHT DISORGANIZATION Does your brain go in 27 directions at once? Then you may be susceptible to being overwhelmed in response to a mess
- 15. Organize Your Day & Desk 1. Get everything else off your desk 2. Keep a to-do list - COMPREHENSIVE 3. Keep a to-do list - BY PROJECT 4. Keep a to-do list - FOR TODAY
- 17. PROJECT ACTION PLAN: Updates status References where info can be found
- 18. COMPREHENSIVE TO DO: Keeps track of the big picture without duplicating
- 19. Organize Your Day & Desk (continued) 1. Get everything else off your desk 2. Keep a to-do list - COMPREHENSIVE 3. Keep a to-do list - BY PROJECT 4. Keep a to-do list - FOR TODAY 5. Share documents with others - Google Docs / shared server (everyone knows and they can help keep it updated) 6. Set up an effective reference filing system for inbox and personal files
- 20. Nested folders will help you find information when you’re ready for it
- 21. (Yeah, that’s too many unprocessed emails!)
- 22. to do lists note taking info/news gathering file sharing more There are lots of productivity tools out there
- 23. Organize web articles with keyword tags
- 24. Easily choose a meeting date
- 25. Get an email digest of Facebook activity -- even if it’s not your page
- 27. More tools just for PR pros - some free, some purchased
- 28. An often-asked tip: how to schedule Facebook posts
- 29. HERE’S ONE: If it’s a business page - go to your page and click “Edit Page”
- 30. Then click on “Mobile”
- 31. and “voila” – there it is
- 32. Now use Outlook’s deferred delivery option (1) Open a new blank email (2) Type your post into the SUBJECT line (not the body) (3) Click OPTIONS tab (4) Click on DELAY DELIVERY
- 33. Choose your date and time, close and send – DONE!
- 35. TIPS for Procrastinators 1. Set time limits and be accountable for them (if we have lots of free time we do the easier stuff first) 2. Book time for lagging projects -- and stick to them 3. Clean your desk at the end of every day 4. Calendar your tasks - especially the small, repetitive stuff
- 38. Three Big Disruptors 1. Email 2. Reactive Personalities 3. Information Overload
- 39. DISRUPTOR #1: EMAIL Organize Your Email • Not all message are created equal - “not every virtual hug needs to be reciprocated” • Stop scrolling up and down your inbox and calling it work - organize with nested folders and don’t use the inbox as a to-do list • Go through your inbox and deal with them. The goal isn’t to respond to each of those emails but to ruthlessly process them • Stop “scanning the horizon” to see if something shiny just popped in - check emails on a schedule On a schedule, you say?!?
- 40. TIPS for Email 1. Turn off notifications - audible and visual 2. Give it 3 days! 3. Use templates for repetitive emails 4. Use folders to route emails (Facebook notifications, newsletters) 5. Check emails at set times (if you can stand it, set your email software to only receive messages at certain increments)
- 42. DISRUPTOR #2: REACTIVES Learn to Say No - Or At Least Not Now 1. Block time in advance for big projects 2. Close your door. Turn off your phone. Don’t check email. 3. Announce time limits for meetings
- 43. TIPS for Filtering Info 1. Pick your two or three social sites and, unless your JOB is to spot the next big things, stick with them. 2. Subscribe only to the blogs you read - be honest - and unsubscribe from the ones you don’t, without apology. 3. Remember the email filtering!
- 45. DISRUPTOR #3: INFORMATION OVERLOAD Keep It Simple, Stupid • Never call a meeting to make a decision. Work with people one on one, and then call the meeting to let the group share and own the decision that's been made. • Stop volunteering - “What SPECIFICALLY do you need from me? • Say no to nonessential tasks and meetings • Set up a weekly 20-minute meeting with yourself to assess • Delegate - and allow things to happen. • Type instructions for repetitive tasks you can delegate (no excuses!)
- 46. Finding More Time! 1. Plan Better! 2. Get Organized! 3. Get Moving! 4. Manage Distractions!