Do you find that most days you feel as though time is slipping away and you aren't getting done the projects you know are priorities? I am not talking about the emergencies that pop up. I'm talking about the things you really know you need to get at!
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What often gets in the way of those priority but not crisis projects is when we try to do it all. 

In this training session, you’ll learn 3 shifts that you can make to stop trying to do it all and start focusing on priorities.

A) Review annual goals

• What is your program or company working on for the year?
• What personal goals have you set for yourself as a leader?

Identify which tasks you might have to tackle this week that will move those goals forward.
Example:

1. Your company is looking at reducing short-term disability, Perhaps you need to schedule a meeting with the working group for the short term disability strategy
2. You are working on your conflict resolution skills. You may also have a chapter to read in a book you purchased on conflict.

Write those down as action items.

B) Review quarterly projects
Next look at the quarterly projects you have on the go where are you at with each of those? What needs to be done to move the project forward? Again add items to your to-do list.

• If you are in the middle of planning your annual staff retreat you might have to research venues.

C) ​Review last week’s agenda
Look at the previous week’s agenda and identify items needing to be carried forward into this week.

• Maybe you had a meeting with someone and were going to connect them to another person. Note the need to send a connecting email to the two on your to-do list. 

​D) Review your upcoming appointments
Finally look at the upcoming week. Review your agenda meetings that are coming up and conversations that need to happen. Once again continue adding to your to-do list.

• If you have a staff meeting on Thursday, you may need to compile the agenda to send out to the attendees. 

​1)    Set aside large chunks of time
Minimally you need to set aside one-hour blocks of time to work on projects. Preferably it should be 2 - 3 hours at a time. It is even better if you can set aside the whole day or two.  Block off the blocks of time in your agenda 

Schedule in the blocks as if they were an appointment. Commit to it just like you would commit to a meeting with a person.

Your brain needs time connect to the work and to sink into it. That takes longer periods of time than we usually give our minds. Deep work requires you to let go of everything else that you’ve been working on and shift your focus solely onto this task. 

When you want to do deep work, you are looking to get into the flow state.  Some people call “in the zone.” When you are in that place, you don’t notice time passing. When you shift to this state, you can be more creative. You have time to let thoughts flow, wander and generate.

2)    Eliminate distractions
Communicate clearly to everyone what you are doing. "I am shutting my door and going to work for 2 hours on this project." Emphasize, “Do not interrupt me!” Repeat your message again and again. Set the boundaries. When someone knocks on your door and asks if they can just ask you a quick question, stick to your guns. “I’ll be done at 11:30 and will be able to answer your question then. If you need assistance before then, please check with Jen.” Be firm. 

The truth is, it is easier to be firm with other people. It’s you that is your biggest enemy. You’re the one who’s the people pleaser. You’re the one who feels guilty if you don’t respond to someone’s request. You will have to work hard to strengthen your willpower and stay focused.  

Your biggest distraction will be your cell phone. Shut it off. Leave it on the other side of the room, or put it outside of your office. Do not having your phone sitting beside you. When your phone is within hands reach, you will automatically check it and get derailed. Commit instead, to checking it at regular intervals such as at the top of every hour or only mid-day and towards the end of the day. 

3)    Master the fundamentals 
There are three basics needs you must take into account when you’re trying to be extremely productive: Eat healthy, move often, sleep well.  

Eat healthy
I don’t need to tell you what eating healthy mean. I will inform you, however, that you should increase your intake of protein. Few people are eating enough protein daily. Protein is brainpower. It fuels your brain and strengthens your willpower. You will need it to get through the big projects.

Move often
Do not sit at your desk for 8 hours straight.  Get up and move your body every 20 minutes. Stretch often. Go for short walks.  Regular movement keeps your body from tightening up. The action also helps to keep the creative juices flowing.

Sleep well
It is critical that you get 7 to 8 hours of sleep a night at of the best of times. Sleep is even more important when you’re trying to be productive. During the last hour of your day wind down without screens.  That means no computer, phone or TV. Go to bed early. Waking after a solid sleep gives you a fresh start to being productive.

1)     First, break the project down between group and individual tasks 

A meeting between two people can be more effective than a large group meeting. A duo can get ideas rolling, outline some options and create a starting point for the larger group to work from. 

Individually, you can take the time to review the material instead of waiting until the meeting and asking someone to explain it to you.  You can identify questions and email them to people so they can prepare their answer. Summer is a more relaxed time for you to complete research, prepare statistic and develop specific written work that is required in the project.

2)     Block off time to work on the project

Show the way as the Leader
Typically our calendars are less scheduled in the summer. It’s easy to almost get almost lazy as we go through days not sure what to do with white time. Instead, when you block off a set time to work on a project in your agenda, it gives you the ability to focus in for that 2-hour period.  

Tell those around you that you are unavailable and not to disrupt you. Treat the time you have identified as if it were a meeting with another person. This not only keeps others from chatting with you but ads in the layer of the accountability. By clearly identifying to others that we are working on a project, you tend to feel more motivated to stay on task. After all, if you say you are working on it, you should have something to show for it after. Try to set aside time in the morning when you are better able to stay focused on a task.

Get participation
Ask participants on the team to also identify a block of time or times when they are working alone on the project. Have them identify what specifically they will be doing during that time. Ensure they commit to their part by a certain date. 

Keep everyone accountable
Hold each other accountable for what you say you will be working on. Set conversation times with others for the afternoon when it is easier to get derailed. Perhaps meet out at the picnic table or do a walking meeting. This will increase creativity and innovation into your conversation as well as the ability to enjoy all that summer has to offer.

3)     Set realistic goals for summer

Look at a calendar and at people’s schedules to determine how much time you actually have to work on the project over the summer period.  Once you identify how many hours you truly have work on the project, then, you can consider realistically what can accomplish.

It is then extremely important to write down your goals. According to one study, written goals have a 42% greater likelihood of being achieved. Put them in a place that everyone has access to and be specific about the part of the project that you all will completed by the end of August. Having a clearly identified target to work on keeps people motivate and on board.

4)     Build in frequent review systems

Review is a critical component of goal achievement. It keeps people aware, engaged and interested. Listed below are some ways to develop a review system for your team.

• Use online project management software such as Trello, Basecamp or Asana to keep track of the parts of the project, persons responsible and deadlines. 
  
• Use a Google document that all team members have access to allowing you all to keep track of what parts have been completed and what is needing reviewed. 
  
• Have weekly 10-minute conference calls for whoever is in attendance to update what is happening. Have them recorded so others can listen to them when they return from holidays to keep up to date.  The key is this have to be very short and completely on task.