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Nonprofit Management > Mise en place > Flashcards

Mise en place Flashcards

1
Q

What are the 3 values of Mise en Place

A

Planning, Preparation and Presence

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2
Q

What is the David Lapuma maxim starting GTD and what does it mean?

A

“Greet the day” - get on top of things beforehand so you can perform well

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3
Q

What does working clean with time mean? (2)

A
  1. Determining our daily actions

2. Ordering those actions in sequence

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4
Q

What is an honesty log?

A

Logging how much time your regular activities actually take. (e.g. how many small tasks like returning emails can you complete in an hour, on average?)

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5
Q

How do you discover you mise point?

A

Choose a day of each week to schedule 3 activities. If you get them done add another next week, until you arrive at the number where you fail for 3 weeks running (Friday is best day, apparently). This number minus 1 is your mise point, the maximum number of activities you should schedule for a given day.

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6
Q

What is the CIA timeline

A
  1. Write ingredients in first column.
  2. Turn missing ingredients into shopping list.
  3. Write steps
  4. Write timeline for each
  5. Write tools for each step and service
  6. Make diagram of cooking setup (optional)
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7
Q

What is a daily mise?
What are the three aspects?
How long does it take?
When should you do it?

A

A personal mise en place for your workday. Time to:

A. Clear your physical and virtual spaces
B. Clear your mind
C. Plot your day

30 mins
In kitchens since the time of the tenzo, tomorrow begins today (end of previous work day, but also can be first thing….)

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8
Q

How early should we arrive to appointments?

A

15 minutes

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9
Q

What is the second ingredient?

A

Arranging spaces, perfecting movement

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10
Q

What are the two types of checklist?

A

Read/do and do/confirm

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11
Q

What are the two types of checklist?

A

Read/do (preflight) and do/confirm (postflight)

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12
Q

What is the third ingredient?

A

Cleaning as you go

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13
Q

What is the zero point exercise?

A

For one work day, every hour on the hour, take a minute to reset both your physical and digital workspace no matter what you are doing. (integrate with pomadoro?)

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14
Q

What is Kitchiri?

A

Straightening items on your desk

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15
Q

What is the fourth ingredient?

A

Make first moves

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16
Q

What should you do in the first 30 minutes of each day?

A

Process time: starting, unlocking and unblocking the work of others.

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17
Q

How should process and immersive blocks be organized?

A

Alternated through the day

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18
Q

Given the nature of your work, try to maintain a perfect ratio of process/immersive work

A

Start with 1:1 and adjust from there

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19
Q

When is another good moment to schedule process time?

A

After meetings

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20
Q

What are the habits for moving and marking?

A
  1. Carry a notebook and pen with you everywhere.
  2. Get in the habit of marking down every action
  3. Move immediately on small process tasks
  4. Mark actions directly on to schedule or on to your action list
  5. Develop a flagging system for action on emails.
  6. Remember that any action item marked will be processed during daily mise
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21
Q

What is the fifth ingredient?

A

Finishing actions

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22
Q

What are the two parameters on which we judge the finishable?

A

Ease and expectation

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23
Q

What are the 4 task types in terms of ease/expectation?

A

Finishable
Complex
Distracting
Delayable

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24
Q

What are the steps to breaking down large projects into smaller chunks that are finishable in the time you allot for them?

A
  1. Figure out the discreet parts of each project
  2. Build your pause points with intentionality
  3. Work intently towards those points
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25
Q

What are the rules of taking intentional creative breaks?

A
  1. Any time you enter a creative session, take as many breaks as you like within it
  2. On a piece of paper or a spreadsheet, begin an intentional break log.
  3. At the top, write your start time.
  4. For each break, log your in and out times on a new line.
  5. Beside each break, put the reason for that break - mental/physical/social/work.
  6. When you are finished with your creative session, log your end time.
  7. Calculate the difference between your start and end time and subtract the amount of time you took for breaks. Work out percentage.
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26
Q

What is the sixth ingredient?

A

Slowing down to speed up

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27
Q

Chefs never…

A

Chefs never run, because they are always in the right place at the right time.

28
Q

Pretend…

A

Pretend that you are calm

29
Q

Chefs put ? before ?

A

Chefs put precision before speed

30
Q

What should you do when you feel the urge to physically rush?

A

Elongate your movements instead of quickening your pace

31
Q

How do you practice interval breaths?

A

Whilst on a difficult task, set a timer to stop every 5 minutes and take one deep, full breath.

32
Q

When you hear yourself over-talking or interrupting…

A

Just begin to talk slower

33
Q

The next time your feel your mind spinning…

A

Take a piece of paper and start writing down thoughts as they occur.

34
Q

What are the steps of task breakdown?

A
  1. Perform the action once, time it
  2. Note the time you took to complete it, and the resistance encountered
  3. List out steps for action (5-10)
  4. Where your breakdown tells you to create a process, fix a problem or train yourself, pause or slow down by scheduling some time for that work.
35
Q

What is the Jeff Parrots quote?

A

“For a particularly difficult piece, I tell my students to break the big task into micro-tasks, to repeat those smaller passages very slowly. Then, when they get those micro tasks down, they can move their fingers faster. Then you link all those micro-tasks together and work on the transitions. But you could never have done that long piece so well without breaking it down first.”

36
Q

Slow, but…

A

Slow, but don’t stop

37
Q

Whenever you find yourself in the throws of a crisis that tends to reoccur…

A

Make a crisis checklist for getting through it and use it next time “black box thinking”

38
Q

What is the cleaning reflex?

A

In times of stress or panic, clean your workstation, your desk and/or your computer so that your visual field is clear. Put things where they belong, close apps, keep your hands moving slow, slower. Then plan things out and get back to it, slowly.

39
Q

What is the recipe for (slow) success?

A
  1. Commit to working smoothly and steadily
  2. Use physical order to restore mental order.
  3. Don’t rush
40
Q

What is the seventh ingredient?

A

Open eyes and ears.

41
Q

What are the communications you tend to miss regularly?

A
  1. E-mails to producao@

2. Details of WhatsApp messages

42
Q

What is the up periscope, down periscope habit?

A
  1. Set an hourly chime on computer or phone
  2. Create a list of channels that you must check when that chime rings to be in proper communication
  3. Switch off all possible notifications including phone ringer
  4. When chime rings check in quickly on all your channels. Give yourself 5-10 minutes to process that communication unless something urgent has come up.
43
Q

What is the 8th ingredient?

A

Call and call-back

44
Q

Chefs demand…

A

Chefs demand specifics

45
Q

What is the thought form behind call and call back?

A
  1. Kitchens maintain one stream of information.
  2. Communication should be clear, concise and respectful.
  3. Co-workers should have a common language.
  4. Communication should be confirmed with specificity and reconfirmed when needed.
46
Q

What are the ways of containing communication:

A
  1. Consolidating email browsers and addresses. Or put in one account.
  2. Reduce number of social media and communications services you use.
  3. Turn voicemail off
  4. Discourage communication on particular channels - auto responders, not replying.
  5. Establish forwarding and alerts.
47
Q

What are the 4 levels of callback?

A
  1. Confirmation
  2. Routing
  3. Simple answer
  4. Detailed answer
48
Q

What is a suggested the hierarchy of relationships in your communications triage:

A
  1. Managers, partners, clients, teachers and family.
  2. Employees, colleagues, friends.
  3. Vendors, solicitors acquaintances
49
Q

What is a suggested hierarchy of issues:

A
  1. Health-related
  2. Financial
  3. Managerial / Administrative
  4. Creative
  5. Social
50
Q

Your job…

A

Is to make their job easier

51
Q

What is the ninth ingredient?

A

Inspect, and correct

52
Q

Chefs submit to…

A

Chefs submit to critique

53
Q

Who is your model or mentor for the work you do? What is it about their work, process or demeanor that compels you?

A

Quincy Jones. The quality of his arrangements - his sheer musical chops. The way he went after goosebumps as a standard. His posture as the consummate pro and a cool dude. His ability to consistently deliver great projects at a high rate.

54
Q

What is an example of an ideal product or service for the kind of work you do? What are the qualities that make it so?

A

The ideal product would be a show by our top group, with the kids nailing a dynamic, eclectic set of innovative arrangements with their own inimitable swing - raising the bar for brass band music worldwide. Great improvised solos, maybe even student arrangements and compositions and the whole group exuding esprit de corps and a sense of camaraderie.

55
Q

What are the habits that help you achieve your standards?

A

Keeping organized. Writing and testing arrangements. Researching new repertoire. Getting kids good individual tuition. Playing fair with the kids. Retaining a high quality teaching staff. Maintaining a large grass-roots feeder program.

56
Q

What are the habits that hinder your progress towards those standards?

A

Not spending enough time on process items. Not prioritizing tasks properly. Allowing sloppiness on the part of the kids. Not executing on / finishing projects that could make the project “fizz”.

57
Q

What are the environments that assist you? What are the environments that impede you?

A

A tidy house is a very good start. Quiet environments help me to do the creative work.

58
Q

What are the external rewards or consequences you desire or expect from the impact of your work?

A

The pride of watching the kids learn and perform, the satisfaction of having done my bit for the city I love, and for live music. The respect of the local and my professional community, and the feeling of being part of a close-knit group working together for a higher cause.

A salary that allows me to live and raise a family comfortably in Rio de Janeiro, and a professional profile that opens the door to exciting future projects.

59
Q

In what aspects and under what circumstances are you willing to compromise your standards. What aspects are you not willing to compromise under any circumstances? What trade offs are you willing to make?

A

At the start I can accept less than 100% commitment from the kids, while we get the point that the project has the momentum for them to want to strive to progress within it.

We will never leave kids behind. We will always have a well structured syllabus that the teachers are in on. I will never let the repertoire get stale. We will never tolerate disrespect from kids or parents or vice versa from teachers.

I’m willing to play pop tunes that the kids like to keep them engaged.

60
Q

What is a quality control checklist? What do you need them for?

A

Lessons, shows, events.

Items should be actionable, measure quantity/ quality and fit on one page?

I.e. Was this event meticulously planned?
How many shows did we do this term?

61
Q

What is the counting mistakes exercise?

A

For one day, keep a tally of all the errors you make, whether great or small, whether personal or work-related. For each of the errors write the consequence or result beside it. At the end of the day write one action beside each item that you could have taken beforehand to avoid the mistake or make the error less likely.

62
Q

What is the most powerful way to respond to error in your work?

A

Create and fix checklists (during mise)

63
Q

How can you gain perspective on your own work?

A
  1. Change your environment
  2. Bring different senses into the mix
  3. Create an inner dialogue
64
Q

What is the recipe for success on ingredient 9?

A

Commit to coaching yourself, to being coached and to coaching others. Evaluate yourself.

65
Q

What is the tenth ingredient?

A

Total utilization

Nonprofit Management (16 decks)

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