15 Ways to be More Efficient - Master Presentation


Published on

on how to improve one's selling skills

1 Like
  • Be the first to comment

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

15 Ways to be More Efficient - Master Presentation

  1. 1. “ 15 Ways to be More Efficient and Have Less Stress in Your Life” Time Management Techniques Prepared by Yuri Piltser November 30 th , 2006
  2. 2. “ Power x 3” – Our Foundation <ul><li>Knowledge is Power </li></ul><ul><li>Pipeline/Contacts is Power </li></ul><ul><li>Being Organized and Efficient is Power, too </li></ul>
  3. 3. #1. File, File, File (paper and e-files) <ul><li>Keep sub-folders in Outlook </li></ul><ul><li>Keep different color folders (e.g. green for F/S; red for underwriting, etc.) </li></ul><ul><li>Filing frees you of clutter (like unclogging arteries); file things frequently; empty your “buckets” regularly (also refer to #6) </li></ul><ul><li>Use Magazine Files (holders) for various projects (as you work, prior to filing) </li></ul><ul><li>Key Message: Unclutter your work flow and your work space! </li></ul>
  4. 4. ORGANIZED QUOTE # 1 <ul><li>“ There is usually an inverse proportion between how much something is on your mind and how much it’s getting done.” </li></ul><ul><li>David Allen (“Getting Things Done”) </li></ul>
  5. 5. #2. Delegate Effectively <ul><li>Know who does what within the Bank </li></ul><ul><li>Keep a tickler/checklist system for the delegated tasks </li></ul><ul><li>Set the realistic deadlines for tasks you delegate </li></ul><ul><li>Delegation frees you up to do other things (e.g. business development) </li></ul><ul><li>Expect a delegated performance at least to equal your own standards </li></ul><ul><li>Use the delegation of tasks as an effective way of training your colleagues </li></ul>
  6. 6. ORGANIZED QUOTE #2 <ul><li>“ Be steady and well ordered in your life so that you can be fierce and original in your work.” </li></ul><ul><li>Gustave Flaubert </li></ul>
  7. 7. # 3. Plan Your Work, Work Your Plan <ul><li>“ Begin with End in Mind” (Steven Covey) </li></ul><ul><li>Map out your Plan of Action (in the morning); </li></ul><ul><li>Start every morning with a clean “To Do Today” list; no need to clutter your brain with too many items (“stuff”); Clutter is a major stress contributor </li></ul><ul><li>Always ask a Question: “What’s my next action?” </li></ul><ul><li>TaDa and Basecamp lists on the Web are great </li></ul><ul><li>Review your lists as often as you need to; cross out the “done” items </li></ul><ul><li>See “ Urgent/Important ” Chart; try to be in the upper tier (i.e. doing what’s important ) </li></ul>
  8. 8. Not Important but Urgent Neither Important, nor Urgent Important and Urgent Important but not Urgent Importance Urgency
  9. 9. ORGANIZED QUOTE #3 <ul><li>“ When hungry, eat your rice; when tired close your eyes. Fools may laugh at me, but wise men will know what I mean.” </li></ul><ul><li>Lin-Chi </li></ul>
  10. 10. # 4. Use Technology/Web Effectively <ul><li>Scan Documents and e-file! </li></ul><ul><li>Use a Card Scanner (cardscan.net) </li></ul><ul><li>Label Maker for letters and folders [“P Touch”, “Dymo”] </li></ul><ul><li>PDA/Blackberry (syncs with Outlook) </li></ul><ul><li>Send files home via GMail (has a great search feature; holds many gigs of memory). </li></ul><ul><li>Mini Recorder for notes (on the road/office) </li></ul><ul><li>Speed Dial for frequently dialed phone numbers (Personal List) </li></ul><ul><li>Know how to transfer calls, conference calls, redial, etc.; know how to forward calls to your cell when you are out of the office </li></ul><ul><li>Learn various software tricks/shortcuts </li></ul>
  11. 11. ORGANIZED QUOTE #4 <ul><li>“ It is not enough to be busy. The question is: What are we busy about?” </li></ul><ul><li>Henry David Thoreau </li></ul>
  12. 12. # 5. Use “ Cheat Sheets ” for various occasions/Organize your thoughts <ul><li>Help you sound better, more professionally on the phone </li></ul><ul><li>Don’t have to rummage through memory </li></ul><ul><li>Prevents “senior moments” </li></ul><ul><li>You’re more relaxed/”in the zone” as you don’t spend the energy on “what to say” </li></ul><ul><li>Use Notes on Outlook </li></ul><ul><li>Index Cards are great for many uses! </li></ul>
  13. 13. ORGANIZED QUOTE #5 <ul><li>“ If you find yourself in a hole, the first thing to do is stop digging.” </li></ul><ul><li>Will Rogers </li></ul>
  14. 14. # 6. Take care of your In-Box! <ul><li>After you collect your information, there are only Four “D” choices: Do it, Delegate it, Defer it, or Drop it; </li></ul><ul><li>Use the OHIO technique </li></ul><ul><li>If actionable, then ACT! One idea: if it takes less then 2 minutes, Do it! If more, Defer it or Delegate it; </li></ul><ul><li>If it’s a Project (e.g. underwriting package) – plan it first (use a “Mise en Place” technique, discussed in #8) and then do/execute it </li></ul><ul><li>If not actionable, you must decide what to do: a) Trash, b) Someday/Maybe or c) Reference (file) </li></ul>
  15. 15. ORGANIZED QUOTE #6 <ul><li>“ I must create a system, or be enslaved by another Man’s.” </li></ul><ul><li>William Blake </li></ul>
  16. 16. # 7. FOCUS! <ul><li>Energy follows thought! </li></ul><ul><li>Don’t get distracted easily by small talk </li></ul><ul><li>Focus on what the other party is saying; use notepad </li></ul><ul><li>Don’t open your e-mail every time there’s a ding </li></ul><ul><li>Focus helps in making work look effortless (e.g. Federer, Woods) </li></ul><ul><li>To be successful, one must rise above the daily minutue and manifest the Clarity of Focus/”Clear Head” </li></ul><ul><li>Fly 10,000 feet above the Runway (“daily work”); Be in “the Zone”; pro-active vs. reactive </li></ul>
  17. 17. ORGANIZED QUOTE #7 <ul><li>“ You’ve got to think about big things while you’re doing small things, so that all small things go in the right direction.” </li></ul><ul><li>Alvin Toffler </li></ul>
  18. 18. # 8. Put Effective Systems in Place; Be Efficient! <ul><li>Always Search for Efficiencies in Your Daily Work/Routine (even at home) </li></ul><ul><li>The better your systems are, the more you don’t know you have them </li></ul><ul><li>Operate on the assumption that every process (no matter how routine) can be improved, from filing to faxing to memo-writing, etc. </li></ul><ul><li>Get into the “What’s My Next Action?” mode on all the things which need to be done; Don’t “Freak out”/Freeze (use TaDa lists/To do Lists/Notes on Outlook) </li></ul><ul><li>Mise en Place – before completing a project, make sure you have all the pieces of information </li></ul>
  19. 19. ORGANIZED QUOTE #8 <ul><li>“ What makes a river so restful to people is that it doesn’t have any doubt – it is sure where it is going, and it doesn’t want to go anywhere else.” </li></ul><ul><li>Hal Boyle </li></ul>
  20. 20. # 9. Always Know Where to Get What ( Information, Forms, etc .) <ul><li>Panagon, XTender, Moody’s, IDB Info Center, etc. – learn to use them effectively </li></ul><ul><li>Reference, websites (use bookmarks) </li></ul><ul><li>Google, Ask.com, Yahoo Finance, Financial Calculators; </li></ul><ul><li>Use Index Cards, Notes (in Outlook), Outlook folders, etc. to store important information </li></ul><ul><li>Keep Reference and Forms’ Files and E-Files </li></ul>
  21. 21. ORGANIZED QUOTE #9 <ul><li>“ Blessed are the flexible for they will not be bent out of shape.” </li></ul><ul><li>Michael McGriffy </li></ul>
  22. 22. # 10 Don’t be a Perfectionist <ul><li>Let’s not try to be a Mark Twain or a Leo Tolstoy </li></ul><ul><li>Clarity, not perfection, is the most important factor </li></ul><ul><li>Use the “ KISS ” approach to memo-writing </li></ul><ul><li>Do “spellcheck”; don’t stress too much over grammar </li></ul><ul><li>If readers come across a slightly clumsy construction of a sentence - it’s not a big deal! </li></ul><ul><li>Focus on Big Picture : why the deal makes sense, does management have a lot of experience, what the major risks are, what we need to do to win the deal, etc. </li></ul>
  23. 23. ORGANIZED QUOTE #10 <ul><li>“ The wisdom of life consists in the elimination of nonessentials.” </li></ul><ul><li>Lin Yutang </li></ul>
  24. 24. #11 Try to Do and Think One Thing at a Time <ul><li>Two (or more) commitments in your head are likely to create stress and possible failure </li></ul><ul><li>Juggling gets harder as more balls are being juggled </li></ul><ul><li>Important to train oneself to process & dispatch everything appropriately (see In-Box slide) </li></ul><ul><li>Prioritize your tasks! [A= urgent and important; B= either/or; C= neither/nor (routine task/”busy work” task)] </li></ul><ul><li>Be 100% available for the task at hand; then execution becomes clean, clear, precise. You are in control, “in the zone”! </li></ul><ul><li>“ Mise en Place” – learn from the chefs </li></ul>
  25. 25. ORGANIZED QUOTE #11 <ul><li>“ A person with a watch knows what time it is. A person with two watches is never sure.” </li></ul><ul><li>Segal’s Law </li></ul>
  26. 26. # 12 Manage Your Time Effectively! <ul><li>Watch for phone conversations/small talk turning into fluff ; look for an elegant way to end them </li></ul><ul><li>Try to avoid unnecessary interruptions (some hints: close the door, redirect phone calls, make yourself less visible, etc.) [Also, think before interrupting others: their time is as valuable as yours.] </li></ul><ul><li>When scheduling outside calls, try to schedule other calls nearby as well </li></ul><ul><li>Be aware of your physical and mental peaks and troughs so that you know how long they last and when they start/end; plan accordingly. </li></ul><ul><li>Since your performance levels will fluctuate, the most demanding A-tasks (e.g. writing a memo) should be done while you’re at your peak; leave C-tasks (filing, in-box, Dashboard) for energy troughs </li></ul>
  27. 27. ORGANIZED QUOTE #12 <ul><li>“ To think too long about doing a thing often becomes its undoing.” </li></ul><ul><li>Ralph Waldo Emerson </li></ul>
  28. 28. #13 Create Attractive Physical Environment in Your Office <ul><li>Make some instant changes; Be aware of: a) reading material stuffed into a file and forgotten, b) filing cabinets overflowing with irrelevant/old information, c) sticky notes and other pieces of paper all over the place, d) important contact names stuck on the side of a computer, etc. </li></ul><ul><li>Keep pencils, pens, clips in a single accessible container; know exactly where your tools are (stapler, adhesive tape, hole puncher, etc.) </li></ul><ul><li>Think of a desk as an “assembly line”; i/of raw materials, it’s information – make it flow </li></ul><ul><li>Review your filing systems and general décor every six months or so </li></ul><ul><li>Know where everything is! </li></ul>
  29. 29. ORGANIZED QUOTE #13 <ul><li>“ A guest sees more in an hour than the host in a year .” </li></ul><ul><li>Russian proverb </li></ul>
  30. 30. #14 Do the Weekly/Daily Review of Your Workflow <ul><li>Start each week with a clean slate and clean desk; feel the energy of a new day/new beginning. </li></ul><ul><li>Clean up, update and maintain your systems; review your lists of open items on a daily basis. </li></ul><ul><li>Make the right choices, focus on priorities. </li></ul><ul><li>Capture, identify and manage your inventory of commitments. </li></ul><ul><li>Master your workflow! Don’t become its slave. </li></ul>
  31. 31. ORGANIZED QUOTE #14 <ul><li>“ Simple, clear purpose and principles give rise to complex and intelligent behavior. Complex rules and regulations give rise to simple and stupid behavior.” </li></ul><ul><li>Dee Hock </li></ul>
  32. 32. #15 Don’t Procrastinate! <ul><li>Use the “ Just Do It ” approach; “Don’t put off until tomorrow what can be done today” </li></ul><ul><li>Take control of your time, not vice versa; Procrastination creates mental pile-ups and often leads to mental blocks </li></ul><ul><li>If it’s on your mind, it’s probably not getting done; Fact : Bright people procrastinate the most (reason: vivid imagination of things going haywire – it often freaks them out) </li></ul><ul><li>Avoid information overload (snowball effect) </li></ul><ul><li>Hint : If we master the other 14 Techniques, procrastination will become a non-issue </li></ul>
  33. 33. ORGANIZED QUOTE #15 <ul><li>“ It does not take much strength to do things, but it requires a great deal of strength to decide what to do.” </li></ul><ul><li>Elbert Hubbard </li></ul>
  34. 34. Summary: KEY IDEAS <ul><li>Unclutter your work flow and space </li></ul><ul><li>Be your In-Box’s boss! </li></ul><ul><li>Develop good time management skills </li></ul><ul><li>Use “Mise en Place” for organizing the various processes of daily work </li></ul><ul><li>Focus on Important (both Urgent and not Urgent) items </li></ul><ul><li>Work Smart; Search for efficiencies in daily work/routine </li></ul><ul><li>“ Waste not (time), want not” still applies </li></ul>
  35. 35. Appendix 1 : “ Mise en Place ” Exhibit to issue a Term Sheet <ul><li>Obtain 3-year financials and latest interim statement </li></ul><ul><li>Obtain PFS of guarantors (if applicable) </li></ul><ul><li>Spread the numbers (Credit Dept.) </li></ul><ul><li>A/R agings and inventory listings </li></ul><ul><li>Order D&B and Expirian reports (Credit Dept.) </li></ul><ul><li>Prepare Deal Discussion (brief) and Term Sheet (draft) </li></ul><ul><li>Discuss with and obtain “green light” from higher-ups/credit </li></ul><ul><li>Final Product/”Dish” : Issue a Term Sheet </li></ul>
  36. 36. Appendix 2 : “ Mise en Place ” Exhibit to Obtain Approval <ul><li>Obtain signed TS with good faith deposit </li></ul><ul><li>Create a Face Sheet </li></ul><ul><li>Ask Credit Dept to do searches/liens and prepare Top Sheet, Back Sheet and Finsum </li></ul><ul><li>Get references/document it </li></ul><ul><li>Prepare a DC Memo </li></ul><ul><li>Fill out a Risk Rating form </li></ul><ul><li>Put together a Credit Package </li></ul><ul><li>Distribute it </li></ul><ul><li>Final Product : Obtain an Approval </li></ul>
  37. 37. Appendix 3 : “ Mise en Place ” Exhibit to Book a Loan <ul><li>Obtain the approval </li></ul><ul><li>Oversee a field exam </li></ul><ul><li>Prepare legal docs/Negotiate docs </li></ul><ul><li>Ensure searches have been done by attorneys </li></ul><ul><li>Legal docs to be reviewed by our Legal Dept </li></ul><ul><li>Fill out KYC Forms </li></ul><ul><li>Schedule a Closing with client and attorneys </li></ul><ul><li>Documents are signed at the Closing </li></ul><ul><li>UCC-1 forms to be prepared and filed </li></ul><ul><li>Obtain a Payoff Letter from the client’s old bank </li></ul><ul><li>Final Product : </li></ul><ul><li>Book a Loan (pay off the other bank) </li></ul>