PEP Workshop

8/6/2019 PEP Workshop

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Be Professional,Be Professional,

Be EffectiveBe EffectiveSam BernerSam Berner

Arabic Communication ExpertsArabic Communication Experts


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LOOKS FAMILIAR?LOOKS FAMILIAR?


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SOUNDS FAMILIAR?SOUNDS FAMILIAR?


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SOLUTION?SOLUTION?


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PHILOSOPHYPHILOSOPHY

Defective workflow = defectiveDefective workflow = defective

tasktask

Not correcting a bad habit is anNot correcting a bad habit is aneven worse habiteven worse habit

Be deft, not rigidBe deft, not rigid


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Do it NOW

Do it Now RIGHT

Do it Now RightROUTINELY

ORGANISE it

NOW

PLAN it NOW

FOLLOWUP

MAINTAINThis


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STEP I: DECLUTTERSTEP I: DECLUTTER

1.1. Clean current clutterClean current clutter objects,objects,

paperwork, electronicpaperwork, electronic

2.2. Create three piles:Create three piles:1.1. To Do (working file)To Do (working file)

2.2. To Archive (archive file)To Archive (archive file)

3.3. To Dump (recycling/donationsTo Dump (recycling/donations

bin)bin)


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STEPSSTEPS

If possible, do it now

If you will need it often,put into reference file

If you wont need

but must keep it,

put into archive file

If you dont need itat all,

recycle it.


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STEPSSTEPS

If not possible to do it now

If you can do it yourself,

schedule it NOWIf you cant do it

yourself, delegate it

NOW

Follow up

When the time comes

DO ITNOW

Put into Work File


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STEPS IISTEPS II

1.1. If it exists somewhere else,If it exists somewhere else,

dump itdump it

2.2. Clean Archive files once a yearClean Archive files once a year3.3. Dump what you dont needDump what you dont need

from archivefrom archive


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YOUR ENEMY No. 1YOUR ENEMY No. 1


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BEATTHE ENEMYBEATTHE ENEMY

Act on any item once, the firstAct on any item once, the first

time you touch/see ittime you touch/see it

Dont prioritiseDont prioritise just dojust do Dont make a TODO listDont make a TODO list

Do it only if it is important to doDo it only if it is important to do

Eliminate overload, regainEliminate overload, regainconcentrationconcentration


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Past Backlog Now Future

XXXX

Past Now current & future tasks

XXXX XXXX


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BEATTHE ENEMYBEATTHE ENEMY

Clear backlogClear backlog

Solve problems when they areSolve problems when they are

smallsmall Minimise interruptionsMinimise interruptions

Stop worrying, start doingStop worrying, start doing

Perfectionist = procrastinatorPerfectionist = procrastinator Decide what is RIGHTDecide what is RIGHT

beforehand, then DO ITNOW.beforehand, then DO ITNOW.


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NOT EVERYTHING MUST BENOT EVERYTHING MUST BE

COMPLETEDNOW. DOCOMPLETEDNOW. DOSOMETHING ABOUT ITNOW,SOMETHING ABOUT ITNOW,

BUTDO IT RIGHT.BUTDO IT RIGHT.


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ORGANISEORGANISE

3 trays: in, out, pending3 trays: in, out, pending

All office supplies within reachAll office supplies within reach

Reading boxReading box Filing system:Filing system:

WorkingWorking

ReferenceReferenceArchivesArchives


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FILINGFILING

AIM: to be able to find thingsAIM: to be able to find things

easily, soeasily, so

Label carefully and clearlyLabel carefully and clearly

Create useful categoriesCreate useful categories

Create an indexCreate an index

Go through regularly and cullGo through regularly and cull


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WORKING FILESWORKING FILES

MAP YOUR RESPONSIBILITIESMAP YOUR RESPONSIBILITIES

Eg. Sams:Eg. Sams:

TranslationTranslation by clientby client by projectby project

BusinessBusiness by importanceby importance by projectby project

AUSITAUSIT by projectby project

PersonalPersonal by projectby project

Each responsibilityEach responsibilityMUST have itsMUST have its

own folderown folder


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WORKING FILESWORKING FILES

InformationInformation

To be discussedTo be discussed

Routine workRoutine work Current projectsCurrent projects

Tickler fileTickler file


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TICKLER FILETICKLER FILE


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REFERENCE FILESREFERENCE FILES

THINK!THINK!

What do I need to keep?What do I need to keep?

How to best organise it forHow to best organise it forretrieval?retrieval?

Cull. Dont hoardCull. Dont hoard

Use box files or hanging filesUse box files or hanging files


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REFERENCE FILESREFERENCE FILES

Research for future workResearch for future work

Past projects for referralPast projects for referral

ResourcesResources Personal infoPersonal info

Administrative dataAdministrative data

Client infoClient info InvoicesInvoices


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Save,

dont

PRINT


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EDOCSEDOCS

1.Naming should reflect paperresources

2.Use software to organise access

3.File system to be similar to papersystem:

1.01WORK

2.02REFERENCE

3.03ARCHIVE

4.04PERSONAL


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EDOCSEDOCS

4.Purge unnecessary files

5.Rename any documents you keep

6.Place file as appropriate

7.Clean desktop. Use Organiser for

software you access often

8.Learn to use the Search function


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EMAILEMAIL

Repeat edocs process withRepeat edocs process with

emailsemails

Create Groups for contacts onCreate Groups for contacts onOutlookOutlook

Archive anything more than 6Archive anything more than 6

months oldmonths old

Use software to remove andUse software to remove and

store attachmentsstore attachments


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eMAINTAINeMAINTAIN

PasswordsPasswords

Clean logs, temp filesClean logs, temp files

DefragmentDefragment Empty recyclingEmpty recycling

Be proactive, be a utiliserBe proactive, be a utiliser


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ROUTINEROUTINE

21 days before it becomes a habit21 days before it becomes a habit

Assess how you spend your timeAssess how you spend your time

Ask:Ask:

Would it be better if I spent less time onWould it be better if I spent less time on

THAT?THAT?

How can I spend more time on THIS?How can I spend more time on THIS?

How can I improve this?How can I improve this?

How can I do it more easily?How can I do it more easily?


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ROUTINEROUTINE

Assess how you spend your time:Assess how you spend your time:

Keep a time logKeep a time log

Batch routine stuff: email, phonecalls,Batch routine stuff: email, phonecalls,

filing, invoicing, etcfiling, invoicing, etc Set aside time each day for readingSet aside time each day for reading

(CPD)(CPD)

Send all work out togetherSend all work out together

Schedule each itemSchedule each item Choose the right time to do thingsChoose the right time to do things


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Do it NOW

Do it Now RIGHT

Do it Now RightROUTINELY

ORGANISE it

NOW

PLAN it NOW

FOLLOWUP

MAINTAINThis


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STEP II: PLAN ITNOWSTEP II: PLAN ITNOW

TODO Problems?TODO Problems?

Unfinished (multiple) lists?Unfinished (multiple) lists?

No time for the unexpected?No time for the unexpected?

Too little time planned for things?Too little time planned for things?

No specific goals/objectives?No specific goals/objectives?


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Plan ahead (one weekPlan ahead (one weekminimum, best a month ahead)minimum, best a month ahead)

DailyDaily

WeeklyWeekly

Project implementationProject implementation

StrategicStrategic

Goal settingGoal setting PlanningPlanning

Connect planning to realityConnect planning to reality


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BiorhythmsBiorhythms

Establish routinesEstablish routines --> schedule> schedule

Uninterrupted timeUninterrupted time --> schedule> schedule Planning timePlanning time --> schedule> schedule

Use accessible calendarUse accessible calendar weekweek

at a glance viewat a glance view


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Method:Method:

WeeklyWeekly examine all working filesexamine all working files

Check time used on unexpectedCheck time used on unexpected

issuesissues

Plan week based on average timePlan week based on average time

leftleft

Break large projects into bitsBreak large projects into bits Set deadlines for each bitSet deadlines for each bit --

scheduleschedule


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SHAPING YOUR DIARYSHAPING YOUR DIARY


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NOWNOW

8 broad actions8 broad actions

= 100% of your= 100% of your

timetime Estimate timeEstimate time

spent on eachspent on each

Is anything elseIs anything else

missing? Add tomissing? Add to

future.future.

FUTUREFUTURE

How would youHow would you

ideally like toideally like to

spend yourspend yourtime?time?

Schedule themSchedule them

NOW for theNOW for the

next month(s)next month(s)


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EFFECTIVE DIARYEFFECTIVE DIARY

TasksTasks

AppointmentsAppointments

Schedules (permits recurring)Schedules (permits recurring) PlansPlans

DataData

NotesNotes JournalJournal


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PROJECT PLANPROJECT PLAN

ActionAction Est.Est.

TimeTime

PeoplePeople DeadlineDeadline CompletedCompleted

Create clean TMCreate clean TM 2 hrs2 hrs SamSam 24/0524/05

Divide project into 2KDivide project into 2K

chunkschunks

30 min30 min DimaDima 24/0524/05

Read through andRead through and

agree on terminologyagree on terminology

4 hrs4 hrs Sam &Sam &

DimaDima

25/0525/05

Add any missing termsAdd any missing terms

to Glossto Gloss

4 hrs4 hrs SamSam 26/0526/05

Start translation properStart translation proper 6*8 hrs6*8 hrs SamSam 01/0601/06

ProofreadProofread 3*8 hrs3*8 hrs DimaDima 02/0602/06

Clean TM and SourceClean TM and Source

TextText

1 hr1 hr SamSam 03/0603/06

Check FormattingCheck Formatting 2 hrs2 hrs DimaDima 03/0603/06

Submit and InvoiceSubmit and Invoice 30 min30 min DimaDima 03/0603/06

Merge new TM with oldMerge new TM with old 30 min30 min SamSam 04/0604/06


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FACTFACT

As a knowledge workerAs a knowledge worker

you can expectyou can expect

3 mins of uninterrupted time3 mins of uninterrupted time

BUTBUT

it takes 8 mins to refocusit takes 8 mins to refocus

(some say 20 mins)(some say 20 mins)

SO CUT DOWN ON JUNK BEFORESO CUT DOWN ON JUNK BEFOREIT DRIVES YOU INSANEIT DRIVES YOU INSANE


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FACTFACT

RESEARCH SHOWS THATRESEARCH SHOWS THAT

WHEN YOU ARE EXPOSEDWHEN YOU ARE EXPOSED

TO CONTINUALTO CONTINUAL

DISTRACTION, YOUR IQDISTRACTION, YOUR IQ

DROPS BY 10 POINTSDROPS BY 10 POINTS


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COMMUNICATIONCOMMUNICATION

Email:Email:

Dont send it if it doesnt have toDont send it if it doesnt have tobe sentbe sent

Push instead of pullingPush instead of pulling Unsubscribe/limit stuffUnsubscribe/limit stuff

Use filters on OutlookUse filters on Outlook

Dont CC/Reply all unlessDont CC/Reply all unlessnecessarynecessary

Check email only when scheduledCheck email only when scheduled


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Email:Email:

Turn off notificationsTurn off notifications

Create a Pending folderCreate a Pending folder

Set reminders ahead of timeSet reminders ahead of time

www.rapidreader.comwww.rapidreader.com


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Email:Email:

Set standards:Set standards:

Clear subjectClear subject

Response in 24 hrsResponse in 24 hrs

One subject/emailOne subject/email

FYI, FYR (etc)FYI, FYR (etc)

Clean the bottom junkClean the bottom junk

When checking, use 4D: do it now,When checking, use 4D: do it now,

delegate it, designate time for it,delegate it, designate time for it,

discard it.discard it.


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Email:Email: Write better:Write better:

Point formPoint form

Underline for emphasisUnderline for emphasis

Dont reply when upsetDont reply when upset

If action required, address in TOIf action required, address in TO

Link instead of attachingLink instead of attaching

Show full signature automaticallyShow full signature automatically

Have templatesHave templates

Set up distribution listsSet up distribution lists

Use colour when revisingUse colour when revising

Dont send bad news in emailsDont send bad news in emails


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Do it NOW

Do it Now RIGHT

Do it

Now RightROUTINELY

ORGANISE it

NOW

PLAN it NOW

FOLLOWUP

MAINTAINThis


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FOLLOWUPFOLLOWUP

Persevere! 21 days to make it aPersevere! 21 days to make it a

habithabit

Know what you want => how toK

now what you want => how toget it => follow the plan => stayget it => follow the plan => stay

organisedorganised

Let the calendar rememberLet the calendar remember

Have a good planning processHave a good planning process

Use the tickler fileUse the tickler file


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SeiriSeiri Organise (sort)Organise (sort)

SeitonSeiton Be Neat (tools)Be Neat (tools)

SeisoSeiso Be Clean (unclutter)Be Clean (unclutter) SeiketsuSeiketsu StandardizeStandardize

(process)(process)

ShitsukeShitsuke Be

DisciplinedBe

Disciplined

SukamSukam Make it a habitMake it a habit


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Do it NOW

Do it Now RIGHT

Do it

Now RightROUTINELY

ORGANISE it

NOW

PLAN it NOW

FOLLOWUP

MAINTAINThis


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MAINTAIN ITNOWMAINTAIN ITNOW

Better than beforeBetter than before

Keep less, maintain lessKeep less, maintain less

Purpose: make it easier nextPurpose: make it easier nexttimetime

Schedule improvement tasksSchedule improvement tasks

Entropy is your EnemyN

o. 2Entropy is your EnemyN

o. 2 Incorporate maintenance tasksIncorporate maintenance tasks


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2121--DAY CHALLENGEDAY CHALLENGE

Select taskSelect task

Work on it everyday for 21 daysWork on it everyday for 21 days

If you break the pattern => startIf you break the pattern => startfrom DDay againfrom DDay again


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IF IT FAILS?IF IT FAILS?

It will. Pick things up.It will. Pick things up.

Have a DO ITNOW day, notHave a DO ITNOW day, not

DESPAIR NOW dayDESPAIR NOW day

Keep with it as much as you canKeep with it as much as you can

Learn to say NOLearn to say NO

Stick to your guns andStick to your guns andproceduresprocedures


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