This site is devoted to fostering practical and creative dialog for promoting excellence in K-12 Christian schools.
Excellence in K-12 Christian Schools / Published by Dr. Barrett Mosbacker
t is hard to get people’s attention. Inboxes overflow with emails. Social media feeds compete for attention. Voice messages wait impatiently for a return call. Schedules are packed.
In all of the noise your emails can get lost or ignored. Here are a few simple things you can do to increase the odds of your emails being opened.
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Too much to do! Too much stress! Not enough time! More expectations! More demands! More information! More interruptions! People, meetings, calls, emails, documents, events to attend, speaking engagements, budgets, training ….. and the list goes on!
Does that sound familiar?
In today’s world, we are constantly bombarded with information, the urgent, and ever increasing expectations.
The weight upon us and the pace of our lives often leave us feeling dissatisfied, stressed,and sometimes burned-out.
There must be a better way! There is!
Over the years I have worked hard at working smarter. My goal is to increase effectiveness and to decrease stress. I make no claim to having arrived—I haven’t. I have learned to juggle the myriad demands paced upon my professional and personal life by developing habits and leveraging technology to help me work smarter.
Below is a brief summary of how I approach my work and responsibilities. If you want more detail or have a question, simply leave a comment and I will respond with more information.
Calendar & Meeting Management
Time of Arrival at the Office
I am usually in my office by 6:00-6:15 AM, sometimes earlier—depending on how often I hit “snooze” on my alarm! This enables me to beat the rush hour traffic, making me less stressed and more efficient. I’m also in a better mood for devotions.
Prayer and Devotions
I start the day with prayer and Bible study. My devotional time is blocked and locked on my calendar. It is not always easy to begin the day with prayer and Bible study. Some days I don’t feel particularly spiritual and don’t feel like praying or reading my Bible. I am tempted to start reading and responding to email.
It doesn’t matter how I feel. I pray and study my Bible anyway. My soul is almost always warmed and enlivened through prayer and Bible study (coffee also helps!) but not always. It does not matter—I pray and study anyway. God never told me to feel like praying or to feel like reading my Bible—he simply commands me to do so.
My prayer is that the “Lord will bless the work of my hands, that he will grant wisdom, that as I plan my way he will direct my steps, and that he will grant me holy rather than selfish ambitions in my work.”
I am currently reading through the Bible using the ESV on the iPad. I leave the computer off and go to another chair in my office to pray and read. This is called “fleeing temptation.” J
Review of Next Action Items and Upcoming Appointments
After devotions, I have 30 minutes set aside to review reports, NEXT ACTION items, the day’s appointments, etc. I am able to do this easily and effectively because I use the Task function in Outlook to manage my To Do list and projects. I am able to see at a glance what is due today and for the week.
Meetings
Time is scheduled before and after every meeting for prep, travel, and follow-up. This allows me time to walk into a meeting well prepared with documents gathered. It also ensures that I setup follow-up meetings, write a memo or email, etc., immediately after the meeting so that “balls are not dropped.”
When someone other than a parent or staff member stops by and asks “do you have a minute,” usually a salesperson, if I’m not in a meeting or leaving for one, I will give him or her a little time in order to give a good testimony of the gospel. However, if this is an unscheduled drop-in, I start by meeting him or her at the door. I remain standing. This significantly shortens the unplanned meeting. I will invite the unscheduled guest to sit IF I believe the issue has the potential to benefit the school and if I have time. Otherwise, the meeting will end as a standup meeting or my assistant will schedule a follow-up meeting. In other words, in so far as possible and polite, I attempt to control my time rather than having someone else control it.
I also use lunch for meetings. I have to eat anyway so I might as well make it productive. Very seldom do I eat without meeting with someone.
I normally leave the office at 4:00. I go home and run four miles on the treadmill while catching up on the news—I accomplish two things at once! I shower and eat and then go to any evening meetings or events that I may have.
I am almost always in bed by 10:00 and up at 5:00 the next morning.
Friday mornings are blocked on my calendar for project work—off campus to minimize interruptions. This is an important time each week. I am able to focus on those BIG rocks that can be crowded out by the urgent.
Phone Calls
I have the blessing of having a wonderful administrative assistant. I have instructed her to log all phone calls into Outlook’s Notes function. This provides a permanent record of every call. After returning the calls I make quick notes on each log. This ensures that I return calls in a timely fashion and I have a record of my response—which can be as easy as “Returned, Left Message, Referred, etc.
I also return calls in the car using hands-free voice activated dialing. NEVER dial when driving. (That sentence will make my attorney happy!)
Managing Email and Information
Email management is a challenge—but not impossible! Rather than outline strategies for managing email in this article, I have created a PowerPoint Presentation that you may find useful. At the end of the presentation are links to short Microsoft training videos.
Click HERE to download the PowerPoint Presentation. You may share the PPT with whomever you wish; I only ask that you refer them to this blog.
Think Week
My Think Week is one of the most important practices that I have developed over the years. As I write this, I am preparing to leave for my Think Week. I will be reading 10 books and a stack of research documents—all on my iPad. For more information on Think Week see my previous post: How To Find Time to Focus, Think, and Work.
I got the idea for Think Week from articles I read about Bill Gates and his Think Week. Here are two articles that may interest you: Article 1: Bill Gates in Secret Hideaway, Article 2: Bill Gates Think Week.
Tools I Use
· I use the iPad for virtually all of my reading and note taking. There is a very effective and powerful note taking application called “Note Taker HD.” Used with a stylus it is as effective as a legal pad but with the advantage that all of your notes are in one location, searchable, and shareable.
Software I Most Frequently Use
Personal Health
Staying fit is critical to reducing stress and being efficient and effective. Although it gets tiresome, I count calories (I use a software program called LoseIt on my iPhone) and I track my exercise using the same program.
I run four miles a day six days a week (Sunday off) unless providentially hindered. I maintain my weight within the “ideal range,” for my height and age.
I do NOT like running and I do not like counting calories—but—doing so makes a big difference in how well I sleep at night and how much energy I have each day.
Because I do not like running, I do not sit down when I get home—not even for a minute!! I walk immediately to the closet and change into my exercise cloths and mount the treadmill.
Life is hectic and our jobs are demanding. Learning to thrive rather than merely survive as a leader is a challenge. It can be done. Attention to one’s spiritual and physical health, establishing good practices and habits, and making appropriate use of technology can all, when used in combination, reduce stress while we strive to accomplish more for God’s glory.
![[EMAIL]](http://s.wsj.net/public/resources/images/TE-AA822A_EMAIL_F_20091008202711.jpg)
From the WSJ: OCTOBER 12, 2009
Email has had a good run as king of communications. But its reign is over.
In its place, a new generation of services is starting to take hold—services like Twitter and Facebook and countless others vying for a piece of the new world. And just as email did more than a decade ago, this shift promises to profoundly rewrite the way we communicate—in ways we can only begin to imagine.
We all still use email, of course. But email was better suited to the way we used to use the Internet—logging off and on, checking our messages in bursts. Now, we are always connected, whether we are sitting at a desk or on a mobile phone. The always-on connection, in turn, has created a host of new ways to communicate that are much faster than email, and more fun.
Why wait for a response to an email when you get a quicker answer over instant messaging? Thanks to Facebook, some questions can be answered without asking them. You don't need to ask a friend whether she has left work, if she has updated her public "status" on the site telling the world so. Email, stuck in the era of attachments, seems boring compared to services like Google Wave, currently in test phase, which allows users to share photos by dragging and dropping them from a desktop into a Wave, and to enter comments in near real time.
Little wonder that while email continues to grow, other types of communication services are growing far faster. In August 2009, 276.9 million people used email across the U.S., several European countries, Australia and Brazil, according to Nielsen Co., up 21% from 229.2 million in August 2008. But the number of users on social-networking and other community sites jumped 31% to 301.5 million people.
"The whole idea of this email service isn't really quite as significant anymore when you can have many, many different types of messages and files and when you have this all on the same type of networks," says Alex Bochannek, curator at the Computer History Museum in Mountain View, Calif. So, how will these new tools change the way we communicate? Let's start with the most obvious: They make our interactions that much faster.
Years ago, we were frustrated if it took a few days for a letter to arrive. A couple of years ago, we'd complain about a half-hour delay in getting an email. Today, we gripe about it taking an extra few seconds for a text message to go through. In a few months, we may be complaining that our cellphones aren't automatically able to send messages to friends within a certain distance, letting them know we're nearby. (A number of services already do this.)
These new services also make communicating more frequent and informal—more like a blog comment or a throwaway aside, rather than a crafted email sent to one person. No need to spend time writing a long email to your half-dozen closest friends about how your vacation went. Now those friends, if they're interested, can watch it unfold in real time online. Instead of sending a few emails a week to a handful of friends, you can send dozens of messages a day to hundreds of people who know you, or just barely do.
Consider Twitter. The service allows users to send 140-character messages to people who have subscribed to see them, called followers. So instead of sending an email to friends announcing that you just got a new job, you can just tweet it for all the people who have chosen to "follow" you to see. You can create links to particular users in messages by entering @ followed by their user name or send private "direct messages" through the system by typing d and the user name.
Facebook is part of the trend, too. Users post status updates that show up in their friends' "streams." They can also post links to content and comment on it. No in-box required.
Dozens of other companies, from AOL and Yahoo Inc. to start-ups like Yammer Inc., are building products based on the same theme.
David Liu, an executive at AOL, calls it replacing the in-box with "a river that continues to flow as you dip into it."
But the speed and ease of communication cut both ways. While making communication more frequent, they can also make it less personal and intimate. Communicating is becoming so easy that the recipient knows how little time and thought was required of the sender. Yes, your half-dozen closest friends can read your vacation updates. But so can your 500 other "friends." And if you know all these people are reading your updates, you might say a lot less than you would otherwise.
Another obvious downside to the constant stream: It's a constant stream.
That can make it harder to determine the importance of various messages. When people can more easily fire off all sorts of messages—from updates about their breakfast to questions about the evening's plans—being able to figure out which messages are truly important, or even which warrant a response, can be difficult. Information overload can lead some people to tune out messages altogether.
Such noise makes us even more dependent on technology to help us communicate. Without software to help filter and organize based on factors we deem relevant, we'd drown in the deluge.
Enter filtering. In email land, consumers can often get by with a few folders, if that. But in the land of the stream, some sort of more sophisticated filtering is a must.
On Facebook, you can choose to see updates only from certain people you add to certain lists. Twitter users have adopted the trend of "tagging" their tweets by topic. So people tweeting about a company may follow their tweet with the # symbol and the company name. A number of software programs filter Tweets by these tags, making it easier to follow a topic.
The combination of more public messages and tagging has cool search and discovery implications. In the old days, people shared photos over email. Now, they post them to Flickr and tag them with their location. That means users can, with little effort, search for an area, down to a street corner, and see photos of the place.
Tagging also is creating the potential for new social movements. Instead of trying to organize people over email, protesters can tweet their messages, tag them with the topic and have them discovered by others interested in the cause. Iranians used that technique to galvanize public opinion during their election protests earlier this year. It was a powerful example of what can happen when messages get unleashed.
Perhaps the biggest change that these email successors bring is more of a public profile for users. In the email world, you are your name followed by a "dot-com." That's it. In the new messaging world, you have a higher profile, packed with data you want to share and possibly some you don't.
Such a public profile has its pluses and minuses. It can draw the people communicating closer, allowing them to exchange not only text but also all sorts of personal information, even facial cues. You know a lot about the person you are talking to, even before you've ever exchanged a single word.
Take, for example, Facebook. Message someone over the site and, depending on your privacy settings, he may be a click away from your photos and your entire profile, including news articles you have shared and pictures of that party you were at last night. The extra details can help you cut to the chase. If you see that I am in London, you don't need to ask me where I am. They can also make communication feel more personal, restoring some of the intimacy that social-network sites—and email, for that matter—have stripped away. If I have posted to the world that I am in a bad mood, you might try to cheer me up, or at least think twice about bothering me.
Email is trying to compete by helping users roll in more signals about themselves. Yahoo and Google Inc. have launched new profile services that connect to mail accounts. That means just by clicking on a contact, one can see whatever information she has chosen to share through her profile, from her hobbies to her high school.
But a dump of personal data can also turn off the people you are trying to communicate with. If I really just want to know what time the meeting is, I may not care that you have updated your status message to point people to photos of your kids.
Having your identity pegged to communication creates more data to manage and some blurry lines. What's fine for one sort of recipient to know about you may not be acceptable for another. While our growing digital footprints have made it easier for anyone to find personal information about anyone online if they go search for it, new communications tools are marrying that trail of information with the message, making it easier than ever for the recipient to uncover more details.
Meanwhile, one more big question remains: Will the new services save time, or eat up even more of it?
Many of the companies pitching the services insist they will free up people.
Jeff Teper, vice president of Microsoft Corp.'s SharePoint division, which makes software that businesses use to collaborate, says in the past, employees received an email every time the status changed on a project they were working on, which led to hundreds of unnecessary emails a day. Now, thanks to SharePoint and other software that allows companies to direct those updates to flow through centralized sites that employees can check when they need to, those unnecessary emails are out of users' in-boxes.
People were very dependent on email. They overused it," he says. "Now, people can use the right tool for the right task.
Perhaps. But there's another way to think about all this. You can argue that because we have more ways to send more messages, we spend more time doing it. That may make us more productive, but it may not. We get lured into wasting time, telling our bosses we are looking into something, instead of just doing it, for example. And we will no doubt waste time communicating stuff that isn't meaningful, maybe at the expense of more meaningful communication. Such as, say, talking to somebody in person.
Anyone who has been reading this blog knows that I am an advocate for the appropriate and effective use of technology in our personal lives and in our schools. I am not a Luddite.
Nevertheless, I also share the conviction that technology, like many good things in our lives, can become an obsession and a cruel master. Any addiction, even to good things, is harmful and unbiblical whether it is sex, food, work, or technology.
I recently came across a beautifully written article by John Freeman in the Wall Street Journal. You can read the entire article here. If the link is broken, you can access the article in PDF format here.
Because the article is copyrighted I will not post it here but I am providing a short excerpt with the hope that you will read the entire article.
… We will die, that much is certain; and everyone we have ever loved and cared about will die, too, sometimes—heartbreakingly—before us. Being someone else, traveling the world, making new friends gives us a temporary reprieve from this knowledge, which is spared most of the animal kingdom. Busyness—or the simulated busyness of email addiction—numbs the pain of this awareness, but it can never totally submerge it. Given that our days are limited, our hours precious, we have to decide what we want to do, what we want to say, what and who we care about, and how we want to allocate our time to these things within the limits that do not and cannot change. In short, we need to slow down.
Our society does not often tell us this. Progress, since the dawn of the Industrial Age, is supposed to be a linear upward progression; graphs with upward slopes are a good sign. Processing speeds are always getting faster; broadband now makes dial-up seem like traveling by horse and buggy. Growth is eternal. But only two things grow indefinitely or have indefinite growth firmly ensconced at the heart of their being: cancer and the corporation. For everything else, especially in nature, the consuming fires eventually come and force a starting over.
The ultimate form of progress, however, is learning to decide what is working and what is not; and working at this pace, emailing at this frantic rate, is pleasing very few of us. It is encroaching on parts of our lives that should be separate or sacred, altering our minds and our ![[SLOWSIDE4]](http://s.wsj.net/public/resources/images/PT-AM329_SLOWSI_D_20090821171915.jpg)
ability to know our world, encouraging a further distancing from our bodies and our natures and our communities. We can change this; we have to change it. Of course email is good for many things; that has never been in dispute. But we need to learn to use it far more sparingly, with far less dependency, if we are to gain control of our lives.
In the past two decades, we have witnessed one of the greatest breakdowns of the barrier between our work and personal lives since the notion of leisure time emerged in Victorian Britain as a result of the Industrial Age. It has put us under great physical and mental strain, altering our brain chemistry and daily needs. It has isolated us from the people with whom we live, siphoning us away from real-world places where we gather. It has encouraged flotillas of unnecessary jabbering, making it difficult to tell signal from noise. It has made it more difficult to read slowly and enjoy it, hastening the already declining rates of literacy. It has made it harder to listen and mean it, to be idle and not fidget. This is not a sustainable way to live. This lifestyle of being constantly on causes emotional and physical burnout, workplace meltdowns, and unhappiness. How many of our most joyful memories have been created in front of a screen?
If we are to step off this hurtling machine, we must reassert principles that have been lost in the blur. It is time to launch a manifesto for a slow communication movement, a push back against the machines and the forces that encourage us to remain connected to them. Many of the values of the Internet are social improvements—it can be a great platform for solidarity, it rewards curiosity, it enables convenience. This is not the manifesto of a Luddite, this is a human manifesto. If the technology is to be used for the betterment of human life, we must reassert that the Internet and its virtual information space is not a world unto itself but a supplement to our existing world, where the following three statements are self-evident …
Remember, click here to read the full article or if the link is broken, you can access the article in PDF format here.
Cafés evoke feelings of warmth, conversation, community and connection. Conversations in a cafe often give birth to great ideas. This is the idea behind this site.
The Christian Education Leadership Cafe is a comfortable and informative place for connecting and sharing best practices in Christian School Leadership. This site is devoted to fostering practical and creative dialog for promoting excellence in K-12 Christian schools. Discussion focuses on leadership, productivity, professional development, technology integration, personnel, dealing with stress and conflict, enrollment and marketing, and best practices for promoting and sustaining world-class quality in Christian schools.
Come on in and join the conversation.
DISCLAIMER
This is a personal weblog. The opinions expressed here represent those of the authors and not those of my employer or any other organization. My thoughts and opinions may change from time to time as a necessary consequence of being a life-long learner. The information on this blog is authentic to the best of my knowledge, and as such, it is prone to errors and the absence of information. The content on this blog is provided for entertainment and informative purposes only and should not, therefore, be perceived as professional advice in regards to health, finances, or any other field. This disclaimer is subject to change at anytime without notification.
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