Keeping the Plates Spinning: Time Management & Goal Setting in a Small Office How do you balance interruptions and planning? How do you meet your departmental goals when the priorities change daily or hourly? How do you keep all the plates spinning and determine which plates are truly important? When schedules are tight, every unexpected occurrence impacts your entire day. No matter how small the interruption, the ripple effects may be felt throughout your organization! You’ll walk away from this session with incredibly practical tools you can use immediately to help you regain a measure of sanity in your work day. Big offices find this helpful too! You’ll learn: * 6 powerful tools to help tame the task-list tiger * how minding your P’s and Q’s can be crucial to getting your important things done * 4 steps to identifying which goals give you the most return on your investment of time * and practical ways to “manage up” so that your supervisor or board understands what you do

1. Time Management and
Goal Setting
Keeping the Plates Spinning
without losing your sanity
Marc A. Pitman, The Fundraising Coach,
www.fundraisingcoach.com

2. Who am I?
• Certified FranklinCovey Coach
• Chosen for Seth Godin’s
BullMarket Guide as a person
“will shake things up”
• Creator of the Extreme
Fundraising Ezine
(http://fundraisingcoach.com)
• Author of Ask Without Fear! and
Creating Donor Evangelists

7. Your Goals?

8. Tools for Today
• The 4Q's
• Your Report Card
• Managing Up
• Pareto Principle
• MagnetGoals
• Forest & Trees
Perspectives

9. I want to
overwhelm
you with
practical
tools.

10. TOOL #1 :: Q2 Planning
Urgent Not Urgent
Important
Not Important
7 Habits of Highly Effective People

11. Q2 Planning
Urgent Not Urgent
Important
Crises
Deadlines
Problems
Not Important
7 Habits of Highly Effective People

12. Q2 Planning
Urgent Not Urgent
Important
Crises
Deadlines
Problems
Not Important
Proximate
Pressing
Popular
7 Habits of Highly Effective People

13. Q2 Planning
Urgent Not Urgent
Important
Crises
Deadlines
Problems
Not Important
Proximate Pleasant
Pressing Water Cooler
Popular Solitaire
7 Habits of Highly Effective People

14. Q2 Planning
Urgent Not Urgent
Important
Crises
Prevention
Deadlines
Opportunities
Problems
Not Important
Proximate Pleasant
Pressing Water Cooler
Popular Solitaire
7 Habits of Highly Effective People

15. Q2 Planning
Urgent Not Urgent
Important
Crises
Prevention
Deadlines
Opportunities
Problems
Not Important
Proximate Pleasant
Pressing Water Cooler
Popular Solitaire
7 Habits of Highly Effective People

16. How Do You Move Into Q2?
Interactive

17. Do You Ever Feel Like This?
Insert
Video

18. TOOL #2 :: Pareto – The 80/20 Rule
• Italian economy
Column1

19. Pareto – The 80/20 Rule
• Italian economy
Column1
• You’re clothes

20. Pareto – The 80/20 Rule
• Italian economy
Column1
• You’re clothes
• Your donors

21. Pareto – The 80/20 Rule
• Italian economy
Column1
• You’re clothes
• Your donors
• Your time

22. Pareto Principle Exercise
Interactive
• What’s in your
Column1
20% piece of the
pie?
–Lunch with
media
–Getting out from
behind the desk?

23. The Myth of Time Management
• Time management
–Task lists
–Usually urgencies
only
TIME KEEPS
MARCHING ON

24. The Myth of Time Management

25. The Myth of Time Management

26. The Myth of Time Management

27. TOOL #3 :: Managing Up
• List tasks
• Rank A, B, C
• Refine rank 1, 2, 3
• BUT when all
priorities are top
priorities…what do
you do?

28. TOOL #3 :: Managing Up
When all priorities are
“top” priorities…
what do you do? List
tasks all “top” task

29. TOOL #3 :: Managing Up
When all priorities are
“top” priorities…
what do you do? List
tasks all “top” task
• List everything

30. TOOL #3 :: Managing Up
When all priorities are
“top” priorities…
what do you do? List
tasks all “top” task
• List everything
• Ask for guidance

31. TOOL #3 :: Managing Up
When all priorities are
“top” priorities…
Don’t let what do you do? List
the tasks all “top” task
• List everything
simplicity
• Ask for guidance
fool you!

32. TOOL #4 :: Report Card
• List tasks
• Rank A, B, C
• Refine rank 1, 2, 3
• BUT when all
priorities are top
priorities…what do
you do?

33. Exercise: Personal
1. Choose “Managing
Up” or “Report
Card”
2. List out “top”
priorities
3. Prepare for your
boss or circle what
you’re “graded” on

34. Tool #5 :: MagnetGoals
• List 100 things to do
–Goals
–Dreams
–Wishes
• History of the
Future
• IDENTIFY
MagnetGoals

35. MagnetGoals
• List 100 things to do
–Health
–Money
–Relationships
–Travel
–Life-long Learning
• History of Future

36. MagnetGoals
• Let rest for 2-3 days
• Re-read and identify
for “MagnetGoals”
These are your 20%!

37. MagnetGoals
• Road Map
– Goal
– What?
– When?
– Allies & Resources
– Obstacles?
– Who can help?
– Coach or
Accountability

38. Tool #6 :: Get Above the Trees
• Easy to neglect
• Easy to miss the
forest for all the
trees

39. Get Above the Trees
• Block out time
–Monthly check in
• (like at Starbucks)
–Block out WEEKLY
time
• Particularly Sunday
& late Friday
COMMIT TO IT!

40. FREEBIE Tool #7 :: Scotty Technique
Under promise
over deliver

41. FREEBIE Tool #8 :: Unplug Your PC
Incredibly
increases
focus

44. Marc A. Pitman, CFCC
www.FundraisingCoach.com
Give me your cards for a free
copy of my “Guide to Email
Solicitation” and bi-weekly ezine!