Lanc chamber sep 2013 2 time management

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Lanc chamber sep 2013 2 time management

  1. 1. Time Management: The Art of Getting Things Done Coach Thom Finn Friday September 13th, 2013
  2. 2. Time Management: The Art of Getting Things Done Coach Thom Finn
  3. 3. To Make Sure You Get the Most Out of Your Learning ... I KNOW
  4. 4. Take What You Need…. •Leave the rest behind…
  5. 5. Who is here….. • How many supervise others? • How many in full time/near full time sales? • How many are in full time near full time customer service/customer support • How many are self employed (S-E) • How many have a very clear specific goal in their organization like this:
  6. 6. Who is here… • how many of you have been or read or attempted to improve your TM before… • how many keep many details up in your head? • How many have a job where they have to REACT to phones, customers. the boss, other team members, where there job is to react to the whirlwind around them 75% or more of the time….
  7. 7. Expert by necessity • Planning is easy. Executing is hard • How it usually starts out for me… – Sales Client • No sales steps/Need Sales steps • Not Direct enough for 2013/need to learn how • No Selection/Start De Selection – Plan GoalTasksExecute • Understand, Buy In, Whirlwind
  8. 8. Expert by necessity • 90% of time • Time Management • My Choices – A) Beat them – B) Scream at them – C) Start Coaching on TM – THEN results
  9. 9. Why didn’t you get it done? • http://www.youtube.com/watch?v=4P785j1 5Tzk
  10. 10. Expert by necessity • No Blame, No fault, Nothing “Bad“ • Bigger Whirlwinds in 2013
  11. 11. You • Are Not: • Stupid, lazy, unorganized • Hopeless • Incapable of getting it • Are: • Facing a whirlwind • Too many demands • Not suited for traditional TM • maybe a little ADHD
  12. 12. Tools not Short Cuts • Tools • Principles/Disciplines • Rules • Address the ROOT problem • Tricks • Promise fast results • Band Aids • Treat symptoms not root cause
  13. 13. 4 Tools Help Leverage • Inter-dependent • Master them one tool at time • 17-30 days…. • Try, Try Try again • At end, decide which tool you want to start with Execute stuff
  14. 14. Paper vs. Technology • Best for communication with yourself • In 15 seconds, I can write……but • Faster, easier, more creative • Defeats the purpose if technically challenged • Loose the BIG idea
  15. 15. Loops Cause Stress • Looping, repeating, round and round • 5 loops and you are “stressed”
  16. 16. The 4 Tools Of Execution 1. The Coach Thom style TASK LIST 2. The Default Schedule 3. Office Hours 4. Simplified Project Management
  17. 17. Multi-Tasking is Evil • Prove I can save you half the time • Exercise part 1: write down the sentence I gave you AND the numbers I give you. Note your time • “Multi-Tasking is the Biggest Lie you have ever been taught.” • 1 2 3 4 5…..27 • What was your time?
  18. 18. Multi-Tasking is Evil • Exercise part 2: write down the sentence I gave you ONE LETTER AT A TIME Immediately Followed by ONE NUMBER at a time. • “M • 1 • U • 2 • What was your time?
  19. 19. The Coach Thom Style Task List • Loops stink • Priority systems don’t work in 2013 • Ignore your CAPACITY • Capture the details right away • How long will this take • WHEN will you do it • More than a to do list…or multi-tasking…..
  20. 20. The Coach Thom Style Task List • CAPACITY or INVENTORY management • Use your inventory/resources wisely • Forced quick prioritization • Saying NO • Saying NOT NOW • Focus on only a few smart things
  21. 21. The Coach Thom Style Task List • 3 columns • #1 SPECIFIC Task –Grab those ideas ASAP and record them –Underestimate how fast brain processes –Ancillary thoughts wont be lost –Natural sequential nature of your brain
  22. 22. The Coach Thom Style Task List • 3 columns • #2 HOW LONG in minutes – FORCES you to address capacity and consider inventory • #3 WHEN will you do it – FORCES you to address capacity and consider inventory – Prevents biting off too much
  23. 23. The Coach Thom Style Task List • Warehouse or Parking Lot • As big as you want • Good idea but not now • Store in your warehouse • Next 4th of July… • Next time I hire a receptionist….
  24. 24. The Coach Thom Style Task List Any time you have a Task -a to do- it goes here It DOES not go anywhere else It does NOT go on a PDA, IPHONE, Blackberry…. Loss of control of your time and tasks causes stress
  25. 25. Exercise to Lock in the Learning • Brain Dump as much as you can • Even if recorded somewhere else • SPECIFICS of the task • HOW LONG in minutes • WHEN will you do it • The winner is she/he who get the biggest dump
  26. 26. The Coach Thom Style Task List Never Ever Ever Lose When you are done with a page or even a page of TO DO's…get a great big giant magic marker and CROSS IT OFF! This is NOT a calendar nor does it replace one…..keep using your paper calendar, your Franklin Planner, your PDA…..for appointments only.
  27. 27. Before we move on…. • Learnings? • Is this clear? • Can I clarify? • Tell me how I can help increase buy in? • What will keep you from using it?
  28. 28. Optional Tool: A Journal ANYTHING in your life where you want to record notes should go in the front with the date and a title For faster reference, you can add these items to your table of contents Ideas for staff meeting Stuff you want to torture your assistant with
  29. 29. Use it for anything and everything Me? Coaching clients-listening and note taking in addition to their plan So I'll put my notes in the front part of the book Label the top of the page with the details- like client, date Optional Tool: A Journal
  30. 30. Optional Tool: A Journal Or maybe I'm in a workshop and want to take notes…..date and seminar name at top Or maybe I'm packing for a Conference and I want to make a note of what I need…. Or maybe I'm writing out my menu plan to keep under 1000 calories a day…..
  31. 31. Tool: Default Schedule • Default - “fall back on” • Done in advance • The Story of Wise Thom and Simple Thom • Wise Thom leaves notes for simple Thom
  32. 32. Default Schedule.. more.. • The Wise you: un- rushed, calm, thinking PRO Actively, working Smart, quiet… • Leaves instructions so the Simple you can just show up and see what needs to be done.. • Default- typical, regular, but not carved in stone- flexible, starting point
  33. 33. Tool: Default Schedule Interruptions in your professional life…. BIG High Schools… Did you sit in Math Class all day or all week? Then move onto Gym? Try to set up your week like a High School Class Schedule. Flip chart- what are some examples of the classes you SHOULD be taking? ….gym class/planning class/Prospecting class/Meetings class…
  34. 34. What Changed from School?
  35. 35. Tool: Default Schedule Reactive How you spend it is up to OTHERS BIG whirlwind Catching balls Hotel Owner/Manager Only a few classes on the schedule • Proactive • How you spend it is up to YOU • Small whirlwind • Throwing Balls • Business Coach • Lots of classes on the schedule
  36. 36. Tool: Default Schedule The MOST IMPORTANT CLASS YOU CAN TAKE: PLANNING Even if you work the Complaint Department at US AIRWAYS, you must find time for Planning Every day - 10 minutes Ideally the last class of the day Or first thing in the morning Review your appointments, go through your notes, update your Task List
  37. 37. Creating YOUR Default Schedule • Step 1: Start with a blank week Fill in the days you work, the times you work Monday Tuesday Wednesday Thursday Friday Saturday 700 900 1100 100 300 500
  38. 38. Creating YOUR Default Schedule • Step 2: Going back, and using “blocks of time”, put in when you must react (MUST) …. Monday Tuesday Wednesday Thursday Friday Saturday 700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting Departures 900 Answer Phones Answer Phones Departures Answer Phones Answer Phones Departures 1100 100 300 Check ins Check ins Check ins Check ins Check ins Check ins 500 Check ins Check ins Check ins
  39. 39. Tool: Default Schedule • Because – in reality - we have these “musts” • You saw some of mine, what are yours? • Rule - The Musts Cannot take up your whole schedule • For our goals and our exercise shoot for no more than 50% of your total Default Schedule • Need time to EXECUTE
  40. 40. Creating YOUR Default Schedule • Step 3: Using only 25% of what is left over, fill in your Important Reaction Items …. Monday Tuesday Wednesday Thursday Friday Saturday 700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting FUP/Admin FUP/Admin FUP/Admin FUP/ADMIN Departures FUP/ADMIN 900 Answer Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll SalesCalls FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins Check ins Check ins SalesCalls Check ins Check ins 500 Check ins Check ins Check ins
  41. 41. Creating YOUR Default Schedule • Step 4: Take what is left and create your PLANNING time, or your OFFICE HOURS (OH) …. Monday Tuesday Wednesday Thursday Friday Saturday 700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting FUP/Admin FUP/Admin FUP/Admin FUP/ADMIN Departures FUP/ADMIN 900 Answer Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll SalesCalls FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins Check ins Check ins SalesCalls Check ins Check ins 500 Check ins Check ins Check ins
  42. 42. Tool: Default Schedule The Importance of the Buzzer….Class Dismissed… From Lunch to Home Ec. The CLOCK!
  43. 43. Tool: Default Schedule I Guarantee you'll find minutes in a day, hours in a week and DAYS IN A MONTH by running by the clock. "I don't want to be a slave to the clock". You won't…you'll have more time to do the things you REALLY want to do. Students-What are some things you want to do but don't seem to have time for?
  44. 44. Tool: Default Schedule These tools will keep you focused! ADHD expert Bright shiny objects You will be more plan-full and get the important stuff done. AND…you'll save a lot of emotional energy AND…you'll get the wonderful feeling of accomplishment by looking at the stuff crossed off.
  45. 45. Default Schedule • Use it over and over.. • Starting point, a pattern, a jig, • Some can use the same pattern EXACTLY from one week to the next…. • Others (Sales?) will have to alter it slightly… • Minority may have to adjust it more..
  46. 46. Calendar vs. Default Schedule • Calendar • Appointments - meetings, sales calls • Personal dates • Vacations, etc • Default Schedule • INCLUDES the items from your calendar • But also includes the Reaction, the Important and the Office Hours • To start with - use both, ideally - you are just going off your D.S.
  47. 47. Into Electronic form
  48. 48. Quick Check • Color codes for % • 65% for billable • 15% for admin • 10% for ______
  49. 49. Exercise to Lock in the Learning • 7 minutes • Create Draft #1 of your Default Schedule • Start with MUSTS • Add Reaction Times • Include PLANNING classes • Only 75% filled
  50. 50. Before we move on…. • Is this clear? • Can I clarify? • Tell me how I can help increase buy in? • What will keep you from using it?
  51. 51. Tool: Office Hours The SECOND MOST IMPORTANT CLASS YOU CAN TAKE: OFFICE HOURS An appointment with yourself 60-120 minutes Once or twice a week This is when you work on your Task TO-DO list…
  52. 52. Tool: Office Hours This is where you can get stuff done! When you have Office Hours, use your Task TO-DO list like a menu… What is a priority…. What is due…. What can I get done in the time allowed…. What do I feel like doing….
  53. 53. Tool: Office Hours 3 Mojo Traps 1. Burned out or Lazy 2. Multi-tasking 3. Interruptions CLOSE YOUR DOOR and Unplug Sprint-rest, Sprint-rest, its not a marathon yet Start small
  54. 54. Creating YOUR Default Schedule • Step 4: Take what is left and create your PLANNING time, or your OFFICE HOURS (OH) …. Monday Tuesday Wednesday Thursday Friday Saturday 700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting FUP/Admin FUP/Admin FUP/Admin FUP/ADMIN Departures FUP/ADMIN 900 Answer Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll SalesCalls FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins Check ins Check ins SalesCalls Check ins Check ins 500 Check ins Check ins Check ins
  55. 55. Tool: Office Hours A) For Projects-tasks with multi steps B) Banging out smaller tasks Use this rare uninterrupted time wisely
  56. 56. Before we move on…. • Is this clear? • Can I clarify? • Tell me how I can help increase buy in? • What will keep you from using it?
  57. 57. Tool : Simple Project Planning Many connected tasks make up a project >30 Minutes >3 steps There are more projects in your life than you realize To get a project accomplished, break it into bite size pieces
  58. 58. Tool : Simple Project Planning Master the other tools first GANTT Charts, MS Project, Spreadsheets Not Paper- easiest is Excel
  59. 59. Project Plan Example
  60. 60. Project Plan Example
  61. 61. Tool: Simple Project Management • 100’s : Details about setting it up – Size of the room – The time – Coordinating with Melissa and Will • 200’s: Introduction, Welcome • 300’s: Overview • 400’s: Default Schedule
  62. 62. Tool: Simple Project Management • 500’s: Task List • 600’s Office Hours • 700’s Project Planning • 800’s Wrap Up • 900’s My Admin
  63. 63. Tool: Simple Project Management
  64. 64. Before we move on…. • Is this clear? • Can I clarify? • Tell me how I can help increase buy in? • What will keep you from using it?
  65. 65. This Stuff Works! • Bob was able to launch his 2nd business • Henry was finally able to roll out his new product line • Teresa had much more effective staff meetings • Gary was able to be at home by dinner
  66. 66. Time Management: The Art of Getting Things Done Coach Thom Finn
  67. 67. Now what…. • Pick one tool to focus on for 30 days • Master that then add to it • Try, try, try again • Down and out homeless alcoholic who tried getting sober 71 times……
  68. 68. Time Management: The Art of Getting Things Done Coach Thom Finn Friday September 13th, 2013

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