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Pace 2009 Time Management

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Presented at PACE 2009 by Linnea Blair, Advisors On Target. Some content is sourced from RAN ONE, Inc. Advisors On Target is a RAN ONE Business Advisor.

Presented at PACE 2009 by Linnea Blair, Advisors On Target. Some content is sourced from RAN ONE, Inc. Advisors On Target is a RAN ONE Business Advisor.

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Pace 2009 Time Management  Pace 2009 Time Management Presentation Transcript

  • Time Is On MY Side! Manage Your Time, Enjoy Your Work and Run a Better Business presented by Advisors On Target PACE 2009
  • Does this sound like you?
    • I am wearing too many hats!
    • I don’t have enough time for myself and my family!
    • The day (week, month) just gets away from me!
    • I have a thousand emails in my inbox and some of them might be important!
    • I have 10 phone calls to return and it’s already 5 PM!
    • My employees call/page/text me a zillion times a day to tell them what to do next!
    • I am so busy working IN my business, I don’t have time to work ON it!
  • Time Management Is About Gaining Control Of Your Life
    • If not managed, time can be a tyrant and effect:
    • Personal stress levels
    • Business efficiency
    • Planning time
    • Level of operational control
  • What We’ll Cover Today
    • The consequences of managing time poorly
    • The effect of stress on people and their work quality
    • Techniques for improving your time management skills
  • Consequences Of Poor Time Management
    • Working nights and weekends
    • Struggling to meet deadlines
    • Not enough time to relax
    • Not enough time to plan
    • Feel perplexed by - or don’t have time to evaluate and implement - new technology tools
    • Meetings finish late and without desired results
    • Face frequent crises
    • Suffer from constant stress and/or physical fatigue
  • Good Time Management Means Prioritizing And Systemizing
    • Can achieve more in less time
    • Suffer less stress
    • Have more physical energy
    • Can give more time to family/ friends/ leisure activities
    • Have clearer personal and professional goals
    • Have more control over your life
    • Have a more skilled and independent workforce
    • Be more confident in setting objectives
  • Stress And Performance Source: www.demon.co.uk
  • Chronic Excessive Stress Source: www.demon.co.uk
  • Time Management Techniques
    • Classify Tasks/Roles
    • Set achievable objectives
    • Beat procrastination
    • Organize space & tasks
    • Prioritize
    • Use Peak Performance Habits
    • Learn to Delegate
    • Brainstorm/Mind Map
    • Work to suit your body rhythms
    • Use your Calendar wisely
  • Classify Tasks
    • Classify tasks and allot time according to importance:
    • Type 1: business development – 60 %
    • Type 2: daily management – 25 %
    • Type 3: daily routine – 15 %
  • Set Achievable Objectives
    • Set objectives that are actually achievable
    • Use the SMART criteria
  • SMART Objectives
    • The SMART criteria for objectives:
    • S – specific
    • M – measurable
    • A – attainable
    • R – realistic
    • T – time bound
  • Monitor Progress Toward Goals
    • Having goals, even SMART goals, is a waste of time if you don’t then actually track your progress towards those goals in some way
    • Find a tool that works for you
      • Outlook Tasks
      • Gantt Charts
      • Action Plans
      • To Do Lists
  • Gantt Charts
  • Overcome Procrastination
    • Procrastination is a major time waster in business
    • Do you need to be driven or can you drive yourself?
  • Causes of procrastination
    • Don’t recognize self-defeating problems such as; fear and anxiety, difficulty in concentrating, poor time management skills, indecisiveness and perfectionism
    • Lack discipline to use time wisely by setting priorities
    • Time isn’t organized around your body rhythm
    • Lack the motivation to apply yourself to a task
    • Don’t set realistic goals
    • Work in a non-conducive environment; noisy, ill lit, too comfortable
    • Don’t have necessary equipment at hand
    • Waste time going back and forth to get things
  • Getting Organized
    • Find out what’s keeping you distracted and unproductive
    • Keep a time log for a few days
    • Keep an interruption log for a few days
    • Set up your work space for easy access to what you need
      • Office, Vehicle, Computer
  • Organize Your Tasks
    • Clear the decks
    • Gather all your incoming items
    • Make a list of all the things you need to do
    • Make a list of all your multi-step projects and add next action to your master list
    • Read David Allen’s book Getting Things Done
  • Prioritize Your Tasks D: Not Important and not Urgent C: Not important but Urgent B: Important but not Urgent A: Important and Urgent
  • Set Timelines For The Tasks
    • Finish A tasks by the end of the day
    • Schedule B tasks
    • Schedule or delegate C tasks
    • Delegate or trash D tasks
  • More Ideas for Peak Performance
    • Create Time Blocks for specific activities
    • 96 minute Concept
    • Implement a Closed Door period
    • Turn off your email!
    • Do focused “sprints” of 33.33 minutes with 5 minute breaks – set a timer!
  • Remember To Include A Break Period
    • Your own health is directly influenced by how well you manage your time
    • Avoid the consequences of stress – build in some time off
  • Deal With It!
    • Take immediate action, or
    • File and schedule for future action
    • File for reference
    • Pass on and delegate action
    • Toss it out
  • Getting Perfectionism Into Perspective
    • Vary your standards
    • Set standards according to the importance of the task
    • Self assess if you are a perfectionist
  • Focus On What’s Most Important
    • For example different documents can be:
    • Read completely and attentively, or
    • Skimmed for main points, or
    • Skimmed, then some parts read closely, or
    • Set aside for future reading
  • Learning To Delegate
    • Assess quality requirements
    • Communicate performance standard expected
    • Seek feedback of understanding from employee
    • Delegate the necessary authority with the responsibility
    • Retain overall responsibility
    • Monitor progress and be constructive in your assessment of performance
  • Brainstorming
    • Don't overlook the obvious - the obvious solution is sometimes the best
    • All ideas are good ideas
    • Make sure each idea is complete - don't use one-word descriptions to avoid misunderstanding
    • Don't fear repetitions – later discussion of the duplicate ideas may trigger different responses
    • Record and display each idea
    • Go for quantity, not quality
    • Be creative - think outside the box
    • Suspend judgment
    • Don't stop and discuss or edit ideas
    • Keep the momentum going
  • Create A MindMap Improve Productivity replace outdated equipment cut down waste introduce bonus for productivity system employ more skilled team improve materials ordering procedure Hold weekly foremen meetings
  • Organizing The Brainstorming Ideas
    • Edit session results
    • Categorize ideas
    • Start to form objectives
  • Planning To Suit Your Body Rhythms
    • Plan preparation time
    • Plan time to refocus
    • Schedule or take breaks
    • Vary your task types
  • Work In Sync With Your Body
    • There are peaks and troughs of concentration:
    • Plan Type 1 tasks for peak times
    • Plan Type 3 tasks for troughs
    • Be flexible on hours
  • Are your Key Activities on the Calendar?
    • Marketing Plan with Target Dates
    • Action Plan with Due Dates
    • Pre-planning for events and meetings
    • Pre-planning upcoming week
    • Block time to work or plan
    • Put everything on your calendar
    • Let’s look at a real life example….
  •  
  • Conclusion
    • Good time management can help you:
    • Achieve more
    • Control stress
    • Reach and enjoy goals
  • Resources
    • Suggested Reading on Time Management:
      • Getting Things Done – David Allen
      • Ready for Anything – David Allen
      • Never Check Email in the Morning – Julie Morgenstern
      • Time Management from the Inside Out – Julie Morgenstern
      • First Things First – Stephen Covey
    • Leave me your business card if you would like a copy of this presentation
    • Sign up for my newsletter @ www.AdvisorsOnTarget.com
  • Thank you for attending! See us at the Trade Show Booth # 924
    • Contact Information
    • Linnea Blair
    • Tel 619.291.3700
    • Email [email_address]
    • www.AdvisorsOnTarget.com