MAKE THE MOSTOF YOUR TIME!Spend your time doing thingsthat take you to the objectivesthat make you happier and moreeffective
WITH THANKS TO…• Many of the principles described  are derived from Dr Stephen R  Covey’s book “The Seven Habits  of Highl...
ARE YOU MOVING FORWARDS?• This will help you if:     You never have enough time     You never have time for you     You...
CONCEPTS:FOCUS ON THETHINGS THATMATTER AND MAKEA DIFFERENCE
DEFINITION• Time management is:    A set of principles, practices, skills,     tools, and systems that work     together ...
ASK YOURSELF…• If you were at your own funeral, what would you want to be remembered  for?     By your partner and family...
TIME MANAGEMENT TRUTHS• Remember    80% of results come from 20% of     effort and time    What you do is more important...
FOUR GENERATIONS OF TIME MANAGEMENT• First generation:     Get things done     Notes, checklists, to-do lists• Second ge...
URGENT OR IMPORTANT?   Urgent tends to be reactive – event driven by somebody else   Important tends to be proactive – r...
URGENT AND IMPORTANT   Significant results that demand urgent attention   Risk of more and more activities until you bur...
URGENT, BUT NOT IMPORTANT   Short term focus, crisis management   Reacting to other people’s agendas   Often feel victi...
NOT URGENT, NOT IMPORTANT   No impacts of any significance   Busy doing things that don’t matter   Dependent on others ...
IMPORTANT, BUT NOT URGENT   You are in control of your time   Characterised by planning, results and relationships   Ti...
SUMMARY• The best way to spend your time  is in the “important but not  urgent” quadrant• You’re doing the things that  ma...
ACTION PLAN:GET RESULTS BYTURNING THEORYINTO ACTION
THE PROCESS• Define personal objectives• Define goals to take you to those  objectives• Schedule time to complete the  goals
PERSONAL OBJECTIVES                                  Major Objectives• What are my major objectives?   Date:    For mysel...
OBJECTIVES INTO GOALS• What goals take me towards my  objectives?                               Major Objectives          ...
PLAN WEEKLY• A weekly plan is better than a  daily plan:     All actions – personal, family and      business – can be sy...
TIMEMANAGEMENTTACTICS:MAKE TIME FORYOU
DELEGATE!• Without delegation, your  achievement is limited to what  you personally do• With delegation, results become  l...
DELEGATE RESULTS NOT TASKS• Delegating tasks means:     Methods focus rather than results      focus     Micro-managemen...
JUST SAY NO• Learn to respectfully say ‘No’ to  urgent activities     If I do this, does it move me closer to      my goa...
GET PARKINSON ON YOUR SIDE• Parkinson’s Law states any task  will expand to fill the time  available• Schedule tasks with ...
INTERRUPTIONS• To minimise interruptions, tell  people how you prefer to  communicate.• In order of preference:     Email...
EMAIL• Email eats time your time  responding to other people’s  priorities     Switch off the audible alarm and auto     ...
SCREEN CALLS• Calls eat time your time  responding to other people’s  priorities     Let calls go to voicemail, unless yo...
MEETINGS• Meetings can eat huge amounts  of time    Meetings should be held to take     decisions, not define problems   ...
SOUNDS HARD?• Think you’ll hurt feelings?     You won’t – it just needs to be done      courteously and consistently    ...
SUMMARY
SUMMARY• Have clear objectives about what you want     For you     For your family     In business• Break those objecti...
HELPFUL?• If you’ve fund this helpful and    • Mike McCormac founded Sales  want to learn more, schedule an      Success a...
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Make the most of your time!

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Tips to help you achieve more by managing your time better

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Make the most of your time!

  1. 1. MAKE THE MOSTOF YOUR TIME!Spend your time doing thingsthat take you to the objectivesthat make you happier and moreeffective
  2. 2. WITH THANKS TO…• Many of the principles described are derived from Dr Stephen R Covey’s book “The Seven Habits of Highly Effective People”• A truly excellent book, the other six principles are well worth exploring too• Also Tim Ferriss whose “The 4- Hour Work Week” is a modern business classic
  3. 3. ARE YOU MOVING FORWARDS?• This will help you if:  You never have enough time  You never have time for you  You want more time with people precious to you  You have endless ‘to-do’ lists  You wonder where time went  You can’t make progress towards what you want
  4. 4. CONCEPTS:FOCUS ON THETHINGS THATMATTER AND MAKEA DIFFERENCE
  5. 5. DEFINITION• Time management is:  A set of principles, practices, skills, tools, and systems that work together to help you get more value out of your time with the aim of improving the quality of your life
  6. 6. ASK YOURSELF…• If you were at your own funeral, what would you want to be remembered for?  By your partner and family?  By your friends?  In business?  What difference would you have made?• And then:  What one thing could you do that if done regularly would make a tremendous positive difference in your personal life?  What one thing in your business or professional life would bring similar results?• And then:  How do you make the time to do this consistently?
  7. 7. TIME MANAGEMENT TRUTHS• Remember  80% of results come from 20% of effort and time  What you do is more important than how do you do it (perfectionists take note)  Don’t use busy as an excuse for avoiding uncomfortable ‘important’ actions  Once time has gone, you can’t get it back  Lack of time is often synonymous with lack of clear objectives
  8. 8. FOUR GENERATIONS OF TIME MANAGEMENT• First generation:  Get things done  Notes, checklists, to-do lists• Second generation  Schedule to get things done  Diaries, calendars, appointments• Third generation:  Prioritise and schedule to get things done  What’s important?• Fourth generation:  Prioritise and schedule to do the things important to you  Managing yourself, building relationships, getting results
  9. 9. URGENT OR IMPORTANT?  Urgent tends to be reactive – event driven by somebody else  Important tends to be proactive – results driven by you  Don’t confuse ‘busy’ with ‘effective’
  10. 10. URGENT AND IMPORTANT  Significant results that demand urgent attention  Risk of more and more activities until you burn out  Reactive or proactive - who is setting the agenda? Urgent Not Urgent Activities: Activities: Important • Crises • Planning • Pressing problems • Recognising new opportunities • Deadline driven projects • Relationship building Not Important Activities: Activities: • Interruptions • Trivia, busy work • Some calls, email, reports • Time wasters • Some meetings • Some mail and calls
  11. 11. URGENT, BUT NOT IMPORTANT  Short term focus, crisis management  Reacting to other people’s agendas  Often feel victimised and out of control Urgent Not Urgent Activities: Activities: Important • Crises • Planning • Pressing problems • Recognising new opportunities • Deadline driven projects • Relationship building Not Important Activities: Activities: • Interruptions • Trivia, busy work • Some calls, email, reports • Time wasters • Some meetings • Some mail and calls
  12. 12. NOT URGENT, NOT IMPORTANT  No impacts of any significance  Busy doing things that don’t matter  Dependent on others Urgent Not Urgent Activities: Activities: Important • Crises • Planning • Pressing problems • Recognising new opportunities • Deadline driven projects • Relationship building Not Important Activities: Activities: • Interruptions • Trivia, busy work • Some calls, email, reports • Time wasters • Some meetings • Some mail and calls
  13. 13. IMPORTANT, BUT NOT URGENT  You are in control of your time  Characterised by planning, results and relationships  Time spent in this quadrant has maximum impact on things that matter Urgent Not Urgent Activities: Activities: Important • Crises • Planning • Pressing problems • Recognising new opportunities • Deadline driven projects • Relationship building Not Important Activities: Activities: • Interruptions • Trivia, busy work • Some calls, email, reports • Time wasters • Some meetings • Some mail and calls
  14. 14. SUMMARY• The best way to spend your time is in the “important but not urgent” quadrant• You’re doing the things that matter and are important to you• Your actions are aligned with your objectives• You achieve better work-life balance
  15. 15. ACTION PLAN:GET RESULTS BYTURNING THEORYINTO ACTION
  16. 16. THE PROCESS• Define personal objectives• Define goals to take you to those objectives• Schedule time to complete the goals
  17. 17. PERSONAL OBJECTIVES Major Objectives• What are my major objectives? Date:  For myself? Personal Objectives  For my partner and family?  In business? Partner and Family Objectives Business Objectives
  18. 18. OBJECTIVES INTO GOALS• What goals take me towards my objectives? Major Objectives Date:  Each objective will have a series of Personal Objectives goals to complete Goal 1  These goals become specific actions Goal 2 Goal 3  Then plan to complete those actions Goal 4 Partner and Family Objectives Goal 1 Goal 2 Goal 3 Goal 4 Business Objectives Goal 1 Goal 2 Goal 3 Goal 4
  19. 19. PLAN WEEKLY• A weekly plan is better than a daily plan:  All actions – personal, family and business – can be systematically planned  Looking at a week rather than a day makes plenty of time to complete important actions  The weekly plan can be adapted daily as required (but don’t lose the important stuff!)
  20. 20. TIMEMANAGEMENTTACTICS:MAKE TIME FORYOU
  21. 21. DELEGATE!• Without delegation, your achievement is limited to what you personally do• With delegation, results become limitless• Step past the traps:  Think this way, and you end up doing everything  “By the time I’ve explained it, I could have done it”  “I could do it better myself”  I don’t have staff (Don’t think org chart, think capability)  Problems often solve themselves if you stop yourself being a bottleneck and empower others
  22. 22. DELEGATE RESULTS NOT TASKS• Delegating tasks means:  Methods focus rather than results focus  Micro-management  Those completing the task aren’t motivated• Delegating results means:  Specifying what needs to be accomplished, not how it should be done  Scope for creativity  Results ownership leads to greater motivation
  23. 23. JUST SAY NO• Learn to respectfully say ‘No’ to urgent activities  If I do this, does it move me closer to my goals?  Who is this urgent for?  Who else could do this?  Are there other ways it could be done?
  24. 24. GET PARKINSON ON YOUR SIDE• Parkinson’s Law states any task will expand to fill the time available• Schedule tasks with very short and clear deadlines
  25. 25. INTERRUPTIONS• To minimise interruptions, tell people how you prefer to communicate.• In order of preference:  Email  Phone  In person
  26. 26. EMAIL• Email eats time your time responding to other people’s priorities  Switch off the audible alarm and auto send/receive (or if that’s too painful, make it every two hours)  Set an autoreply that says you look at email twice a day – lunchtime and end of day. And do that  Do the same with your BlackBerry  You’ll be amazed how people start to take their problems elsewhere
  27. 27. SCREEN CALLS• Calls eat time your time responding to other people’s priorities  Let calls go to voicemail, unless you know who it is and what they want  Like email, schedule two windows a day to batch calls when you’ll get back to people  When you do take or make calls, keep them brisk
  28. 28. MEETINGS• Meetings can eat huge amounts of time  Meetings should be held to take decisions, not define problems  If a meeting doesn’t have clear objectives and an agenda, don’t go  Always define an end time – and leave at that time  Choose less obvious times to meet – e.g. 9.20 not 10.00 (An ‘on the hour’ meeting is assumed to last an hour)
  29. 29. SOUNDS HARD?• Think you’ll hurt feelings?  You won’t – it just needs to be done courteously and consistently  It’s your job to educate those around you to treat your time (and also theirs) with respect
  30. 30. SUMMARY
  31. 31. SUMMARY• Have clear objectives about what you want  For you  For your family  In business• Break those objectives into manageable goals• Schedule the actions that will complete the goals• Delegate to increase your effectiveness• Use time management tactics to minimise interruptions
  32. 32. HELPFUL?• If you’ve fund this helpful and • Mike McCormac founded Sales want to learn more, schedule an Success and More to help hour’s sales coaching with me to professional sales people selling help you apply the principles to high value services achieve more. your situation. He has an MBA and his sales• Go to Sales Coaching at Sales background includes over 15 Success and More! years success selling IT services and outsourcing. Mike works mainly in the UK and Cyprus. • Connect on LinkedIn • Follow me on Twitter • Email me • Phone +357 99 860725

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