Time management presentationPresentation Transcript
Effective Time Management
Are you Above or Below the Line?
Introducing Neale Lewis
My Mission: To help others succeed in business
Key Focus for 2013
Helping you to move from
running good companies .....
To running great companies
une 19, 12
Was there any value in those
tw o minutes for you?
How you invest your time
is one of the keys to
So … Where Does Our Time Go?
Too many personal calls
Lack of training
List the top 3-5 things that
Our 10 Ways of
2 minutes or less?
Make an appointment?
Send an Email?
More than 2 minutes?
No, He Is!
Am I the Right Person?
What is it?
Is it actionable?
Am I the Right Person?
Will it take less than two minutes?
“ In all fields of human
endeavour, 80 per cent of
results flow from 20 per cent
•Meet deadlines or
that is broken
•Activities that are
important to someone
•Drop in visitors
•Gossiping on phone
“Have you got a minute?” people – people
who drop by – solution is to invite them to go
over their items at the end of the day
Mr. Meeting – people do nothing but attend
meetings – you need to stop and evaluate do
you really need to be in or hold this meeting –
is there a more time effective way to handle
Mr. Trivia – people who cannot differentiate
between the important, unimportant, minor
or major – get them to rate how important it is
and let them know you are only dealing with
9’s & 10’s
Emotional Crisis – some people magnify
everything – usually they do not want
solutions – cut to the core of the problem and
give them a solution
Time vampires only succeed if you allow them
to – it is your fault if you buy into them
• Interruptions destroy office or desk-bound
• To achieve peak productivity you need to stop
• Get lost
• Don’t answer the phone
• Regulate fax and email
• Set the timer on the bomb
• Be busy and be obvious about it
• Get lost – simply be inaccessible
• Don’t answer the phone – have a receptionist,
voice mail or answering machine – create a
steel curtain of defense
• Regulate fax and email – check them after
lunch and only deal with the urgent ones,
check them again at the end of the day –
quickly deal with the urgent ones again,
integrating all the rest into your next day plan
I prefer to use my time to work on my clients' campaigns.
So, I only check emails 4 times a day (in theory!).
Obviously if you are a client or a journalist, feel free to call if it is urgent and I'll be
right with you. Or contact a member of the team and cc me in, as I'm sure they will
be able to help firstname.lastname@example.org or email@example.com
But if you do need me NOW give me a bell on 07791 855 938
Hope your understand my approach.
Greg Simpson | Director Press For Attention PR Ltd 07791 855 938
• Set the timer on the bomb – if you
do take an incoming call set the
exit time up front – i.e. I have 5
minutes until....I have another call
or appointment etc.
• Be busy and be obvious about it –
busy people are less often
interrupted than un-busy people –
when you are visible to others be
How to overcome Procrastination….
1.Set clear goals/write down plan
2.Break goals down to bite size activities
3.Pick 1 task and start immediately
4.Swiss cheese tasks
5.Salami slice task
7.Set time limit
10.Start with most important task
PERSONAL MANAGEMENT TIME/TASK LOG
The purpose of this form is to accurately record what you do with your time each day. Your Coach will review with you what you do and whether you can delegate
some of your tasks to other team members or other specialists that can help you. REMEMBER WE WANT YOU WORKING ‘ON’ YOUR BUSINESS, NOT JUST
‘IN’ IT AND WORKING ON IMPORTANT TASKS NOT MENIAL ONES!
For you to receive the most benefit from the coaching program, it is imperative that you list each activity within each 30 minute block. You must be brutally honest
with yourself and your Coach when listing the tasks on this list. List all tasks – Yes, even the ones you know you shouldn’t be doing but you still did do!
Productivity percentage goal
Productivity percentage result
Total time of tasks you can delegate
1 Year Goals and Plan
90 Day Goals and Plan
Weekly Action Plan
Daily Tasks in Default Diary
1. Must set time aside to do these activities;
2. Know where you, your team and the business are going;
3. Put in place KPI’s for accountability and celebrations;
4. Measure and test the results compared to goals/plans.
Keep them visible
Look at them Daily/Weekly
Develop a plan
Have someone hold you accountable
Participate 100% (At least)…..
09:00 Team Meeting and Planning
09:30 Team Meeting and Planning
10:00 New Client Visit at Smiths
10:30 New Client Visit at Smiths
11:00 New Client Visit at Smiths
• Demand respect of your and your
Review accomplishments of KPI’s and
Goals at the end of every day…
• Eliminate clutter
• Everything from the clothes closet to
• Keep desk tidy
Set up systems for routine tasks
Plan your default diary
Set roles and goals for the week
Schedule your week using default diary and
• Adapt daily – review what has been done and
what needs to be changed
• Do a weekly review
Tuesday, June 19, 12