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Time Management
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A ppt i created for staff a few years ago... a quickie "time management" course

A ppt i created for staff a few years ago... a quickie "time management" course

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  • 1. Time Management With Tim “Tony Robbins” Mitchell
  • 2. Planning vs. Working
    • They are equally important
    • Deciding what you are going to do is as important as what you “do”
    • Being “organized” requires proper planning
    • Being “organized” requires time spent and aloted to BECOME organized
  • 3. Information
    • We work in an information based business
    • We gather, organize, interpret, and transfer (i.e. communicate) information
    • Time Management = understanding, maximizing effectiveness, and timing of each of these functions
    • We are robots - we will rise and conquer
  • 4. Urgent vs. Important
    • A lot of “stuff” falls into one of these categories – you have to decide which is which
    • There is always “urgent”, but is it “important”?
    • Important, put simply, is defined as “work that serves the big picture and big to long-term company goals” (usually involves making $)
  • 5. Urgent vs. Important (cont’)
    • Urgent is when someone is trying to make something important due to time constraints
    • Important takes more brain-power, dedicated time, care, and processing of “information” into “knowledge and insight”
    • Urgent seems important because people are (metaphorically or sometimes physically) yelling
    • When something is urgent AND important – NO BRAINER - Do it!!!
  • 6. How to Manage Urgent?
    • You can “touch” a situation and plan it into your schedule
    • Let the others who are waiting on you know that you are on it and update w/ honest estimates
      • Analogy – angry people waiting in line become less angry when there is a number system or someone keeps telling them they know they are there
    • If HAS to be done “Now!”, and you go ahead and put the fire out, then after you complete/solve the situation, you have a bit of planning work to do to adjust the rest of your day/week to make sure you get “important” done
  • 7. Make Time for Important
    • You have to set aside quality time for important work
    • Turn off your email if you have to
    • Set aside this kind of work for when you feel best (are you a morning person?)
    • Take time of day and day of week into account
    • Focus on the quality, not just “output”
  • 8. Manage Up
    • Check in with your boss on changing priorities
    • Check in to make sure your “important” = their (and the company’s) “important”
    • Make sure whole team is in sync on what’s important and what’s urgent
    • Ask your boss about their preferred mode and frequency of communication
  • 9. Show Your Work
    • Don’t be afraid to share ideas before they are fully formed to get feedback
    • Don’t be afraid to collaborate and “publish results” before you have your finger on a solution
    • When we start to understand each-other’s thought process, that’s when process and communication become smooth and easy
  • 10. Meetings
    • Come prepared and on-time
    • Keep meetings to 30 min if possible
    • Always have an agenda and a goal
    • Always leave with each person having “stuff to do” (coporate speak = action items)
    • Don’t do other work during meetings (that’s how you keep them short)
    • Always set aside 10-15 minutes (or more) before and after meetings to prepare/follow-up/capture information
  • 11. Let’s Get Organized
    • Email
    • Lists
    • Tasks
    • Calendar
    • “ Systems”
  • 12. Email
    • Good for: communicating and referencing
    • Bad for: managing your time, driving your planning, almost everything else
    • Email is like a river and you just want the fish in the river
    • When you get an email, simplify your options (more on this in Systems)
  • 13. Lists
    • Lists are great for organization
    • You can’t just have one list, though
    • You have to constantly review your lists and adjust your priorities
    • Lists allow you to “get stuff out of your head”
  • 14. Tasks
    • Tasks are what goes in your lists
    • What is a “task”
    • You must break down larger projects into smaller tasks that can be “done”
    • If you read a task and can’t answer “how will I know if this is done”, then its not a task
    • Don’t confuse “tasks” and “goals”
    • Don’t confuse “tasks” with “ideas”
  • 15. Systems
    • The best way to manage time is to have a solid, simple system
    • It has to be simple and consistent
    • You have to trust it and stick to it
    • Most systems fail when its too complex or you don’t trust it
    • A good system will lower your stress and clear your head
  • 16. Potentially Difficult “Systems”
    • Continually filing/ filtering by categories
      • projects, people, keywords, etc.
      • Time consuming and inflexible – creates more stress as things change
    • Intricate email filtering systems
      • Same issues as above… proceed at your own peril
    • Having no system at all
    • Too complex to mange or trust
  • 17. A System I think Works
    • Collect
    • Process
    • Organize
    • Review
    • Do
  • 18. Sticking to your system
    • It will only work if you trust it, and you will only trust it if you continue to review and update
    • Don’t let the system run you, adapt it to your style of working thinking
    • Always remember the reasons behind having a system in the first place
  • 19. Natural Planning (for important work)
    • Purpose
    • Mission/Goal
    • Brainstorming
    • Organizing
    • Next Steps
    • (you might recognize from MRD discussions)