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Time Tools Presentation Aug 22 08
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Time Tools Presentation Aug 22 08

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  • Transcript

    • 1. Time Tools …more hours in your day ©2008 Ready2Grow Associates www.ready2grow.com
    • 2. Today’s Aim
      • Explore some best practices that will help us use TIME…
      • to fulfill our life purpose
      • to better manage our workplace
      • to grow our business
    • 3. AGENDA
      • 8:30 – 9 Registration & Networking
      • 9 – 10:30 Rocks, Pebbles, Sand, Water
      • 10:30 – 10:45 BREAK
      • 10:45 – 12:15 Rocks
      • 12:15 – 1:15 LUNCH
      • 1:15 – 2:45 Pebbles
      • 2:45 – 3 BREAK
      • 3 – 4:00 Sand & Water
      • 4 – 4:30 Wrap-Up
    • 4. ©2008 Ready2Grow Associates www.ready2grow.com
    • 5. What’s the Problem?
      • Problem:
      • Too little time
      • Too little energy
      • Too many tasks competing for our
      • attention
      • 4. A non-linear brain in a linear world
      • Result:
      • Stress & overwhelm
      • Relationship difficulties
      • Health concerns
      • Low productivity and goal
      • attainment
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 6. Bottom Line
      • We are not able to get what we want out of life. (“soul” or “self” perspective)
      • Life is not able to get what it wants to out of us. (“spirit” perspective)
    • 7. TIME “TERMITES”
    • 8. Time Termites ©2008 Ready2Grow Associates www.ready2grow.com 1. Time Use “ IN” vs. “ON” biz, due to: Unclear priorities Micromanage vs. delegate Inefficient meetings Procrastination 2. Tolerations Poor boundaries due to low energy -allow too many interruptions -procrastination -lack of focus Space poorly organized -can’t find things -energy drained by environment 3. “Toddlers” Attract immature people
    • 9. Energy Sapsuckers ©2008 Ready2Grow Associates www.ready2grow.com
    • 10. Attention Distractors ©2008 Ready2Grow Associates www.ready2grow.com
    • 11. DIFFERENT STROKES - Personality
      • Myers-Briggs Type Indicator www.humanmetrics.com
      • I ntrovert Extrovert
      • I N tuitive Sensing
      • F eeling Thinking
      • P erceiving Judging
      • I ’s may require extra processing time to decide
      • N ’s often better with possibilities than limits
      • F ’s decide based on feelings & internal states
      • P ’s love spontaneity & avoid planning
    • 12. DIFFERENT STROKES – Behaviour Style Direct Faster-paced Indirect Slower-paced Open / People-oriented Guarded / Task-oriented Platinum Rule Behavioural Styles Inventory RELATER DIRECTOR THINKER SOCIALIZER
    • 13. LINEAR vs. Non-Linear / Creative
    • 14. What’s Required?
      • A decision to change.
      • A process to follow.
      • Ongoing accountability
      • and support.
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 15. A Process to Follow
      • Work with your boss, friend, spouse, or a coach to develop:
      • Inner clarity & focus
      • A strategy and a plan for change
      • Support and encouragement of peers
      • A supportive physical environment
      • New ways of thinking
      • New habits
      • New skills
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 16. Time Management
      • Not just doing “ MORE stuff …”
      • … but doing the “ RIGHT stuff.”
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 17. What is “The Right Stuff” ?
      • Minimal energy – not working against yourself
      • Leverages your unique strengths & skills
      • Builds competence & self-esteem
      • Fulfills your life purpose
      • Is moving you closer toward your goals
      ©2008 Ready2Grow Associates www.ready2grow.com ► Other activities should be REDUCED or ELIMINATED
    • 18. OUR GOAL:
    • 19. How to Proceed?
      • Rocks
      • Reserve Time & Energy to plan
      • Vision & Goals
      • Strengths
      • Delegate
      • 2. Pebbles – Supporting Projects
      • 3. Sand – Next Steps
      • 4. Water – Everything else
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 20. ROCKS: RESERVE TIME & ENERGY
      • Simple, but not easy to implement.
      • However, a crucial first step in change.
      • Block off time in your calendar.
      • Do whatever it takes to keep this time clear.
      • Inform others you will not be available.
      • If you must insert interruptions, work “toward the middle”.
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 21. ROCKS: Assess & Set Goals Quarterly Review ©2008 Ready2Grow Associates www.ready2grow.com Area Successes, progress Next Step Big Dreams Focus in a Nutshell Health Business Finances Personal Self-Mastery Clean-ups, Completions
    • 22. ROCKS: Assess & Set Goals Time Log ©2008 Ready2Grow Associates www.ready2grow.com
    • 23. ROCKS: Assess & Set Goals Time Wheel ©2008 Ready2Grow Associates www.ready2grow.com Vision & Strategy Innovation & Learning Sales & Marketing Customer Service Human Resources/ Team Finances Data/Knowledge Management Facilities 10 0
    • 24. c. 2008 Ready2Grow Associates www.ready2grow.com Inkling “Something needs to happen, not sure exactly what”… 3. Clarify Intentions & Goals
    • 25. Clarify Intentions & Goals, cont’d
      • Snapshot - current situation
      • 3-year Vision and Intentions
      • List or “mind map” goals,
      • supporting projects, and next steps
      • 4. Select projects you want to do this year
      • 5. Prioritize this one-year projects list
      • Assign projects to each quarter
      • Brainstorm / list tasks assoc. with each project
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 26. Time Wheel – Business ©2008 Ready2Grow Associates www.ready2grow.com Vision & Strategy Innovation & Learning Sales & Marketing Customer Service Human Resources/ Team Finances Data/Knowledge Management Facilities
    • 27. Example
      • 3-year Intention : Grow business by 50%
      • 1-year Goal : Grow business by 10%
      ©2008 Ready2Grow Associates www.ready2grow.com Q1 Review all customer processes Q2 Revamp website and upgrade CRM Q3 Hire three new sales reps Q4 Implement and evaluate new procedures
    • 28. Clarify Intentions & Goals, (repeated)
      • Snapshot - current situation
      • 3-year Vision and Intentions
      • List or “mind map” goals,
      • supporting projects, and next steps
      • 4. Select projects you want to do this year
      • 5. Prioritize this one-year projects list
      • Assign projects to each quarter
      • Brainstorm / list tasks assoc. with each project
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 29. Clarify Intentions & Goals cont’d
      • 8. Map out specific projects & tasks for the next 3-month period
      • 9. Figure out how you’ll measure success
      • 10. Review & measure progress each week and at the end of each quarter
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 30. 4. Identify Your Strengths ©2008 Ready2Grow Associates www.ready2grow.com
    • 31. Resources to help you assess your STRENGTHS
      • 1. Now, Discover Your Strengths ,
      • - Marcus Buckingham and Donald Clifton
      • 2. Clifton Strengthsfinder Assessment
      • 3. Myers-Briggs Type Indicator
      • 4. DISC Personality Profile
      • 5. Work with a coach or other qualified professional
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 32. 5. Build Reserves of Time & Energy
      • Resolve to work smarter instead of harder
      • Distinguish between what is “Important” and what is merely “Urgent”
      • Regularly block off time for what is “Important”
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 33. Build Reserves, cont’d
      • Keep in mind 3 Kinds of Days: “Production”, “Flex”, and “Freedom”
      • Section individual days - coordinate types of tasks with your natural energy flow
      • Schedule the equivalent of at least one or two “production” days per week
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 34. Rx for Interruptions
      • Prevention:
      • Plan time ahead for review & reflection
      • Improve business processes so interruptions
      • aren’t necessary
      • 3. Decide how you want people to treat you
      • 4. Teach them consistently
      • Treatment:
      • Practice saying no
      • Physically move away
      • “ Where is this leading?”
    • 35. 6. Apply Best Practices - Projects & Tasks
      • Why use them? Best practices help you to:
      • fulfill your commitments
      • achieve your goals
      • establish a reputation for excellence
      • build your business
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 36. Best Practices for Managing Email, Calendar & Tasks ©2008 Ready2Grow Associates www.ready2grow.com 1. COLLECTION 2. ACTION 3. REFERENCE
    • 37. Challenges in Prioritizing ©2008 Ready2Grow Associates www.ready2grow.com
      • Too many tasks
      • Hard to decide
      • No clear process to
      • defer / delegate
      • Paper-based system vs. computer-based
      • system
    • 38. WORKFLOW MODEL ©2008 Ready2Grow Associates www.ready2grow.com
    • 39. Best Practices
      • Regular “Brain Dump”
      • Reduce “Collecting Points”
      • Set up “Time Tupperware”
      • Do tasks NOW – otherwise delegate / defer to your “Reference” system – or delete.
      • “ Reference” systems with Reminders
      • Only today’s tasks visible
      ©2008 Ready2Grow Associates www.ready2grow.com
    • 40. Best Practices - Calendar ©2008 Ready2Grow Associates www.ready2grow.com
    • 41. 1. Colour 2.“Tupperware” ©2008 Ready2Grow Associates www.ready2grow.com
    • 42. 7. Work Your Plan
      • Schedule time for daily review and action planning.
      • Schedule time for weekly review and action planning.
      • Schedule time for quarterly review and action planning.
      • Schedule time for yearly review and action planning.
      • Then KEEP YOUR COMMITMENT to your goals. Work with a buddy or coach.
    • 43. Solutions re Projects / Tasks
      • Best Resources:
      • Getting Things Done, by David Allen
      • Total Workday Control by Michael Linenburger
      ©2008 Ready2Grow Associates www.ready2grow.com

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