1. My Best Practices
Time Management & Productivity
By Vit Horky
Brand Embassy Inc., February 2016

2. Where did you come up with the
best ideas in your life?

3. Where do I come up with
new ideas?

4. Where do I come up with
new ideas?
Where do I get
sh** done?

5. Where do I come up with
new ideas?
Where do I get
sh** done?
Where do I have efficient
meetings?

6. Where do I come up with
new ideas?
Where do I get
sh** done?
Where do I have efficient
meetings?
Where do I plan
and reflect best?

7. Where do I come up with
new ideas?
Where do I get
sh** done?
Where do I have efficient
meetings?
Where do I plan
and reflect best?
When I walk

8. Where do I come up with
new ideas?
Where do I get
sh** done?
Where do I have efficient
meetings?
Where do I plan
and reflect best?
When I walk In Starbucks

9. Where do I come up with
new ideas?
Where do I get
sh** done?
Where do I have efficient
meetings?
Where do I plan
and reflect best?
When I walk In Starbucks In a meeting room

10. Where do I come up with
new ideas?
Where do I get
sh** done?
Where do I have efficient
meetings?
Where do I plan
and reflect best?
When I walk In Starbucks In a meeting room
When I walk

11. Envision what are you going to do
before you do it.
Professional sport people envision that are they going to do including all distraction that
may happen. Play video (3min): http://www.nytimes.
com/video/sports/olympics/100000002720727/flying-high-while-still-on-the-ground.html

12. At home:
What I want to do
today?
On the way:
How am I going to
do it?
In office:
Just do it.
Prepare what are you
going to do before you
turn on your laptop.

13. When you get stuck
Redirect > Reflect > Finish later

14. Envision how your team / customer will be
happy once you achieve your goal.

15. What’s the point of a Vision?
Problem: BEEs want to
improve in time
management.
Idea: We are going
to make a
workshop.
Goal: BEEs will feel great about being
in better control of their time, they have
more fun, they will appreciate our
effort.
W
E A L L L
O V E Y O
U
Envision how your team / customer will be
happy once you achieve your goal.

16. What’s the point of a Vision?
Problem: BEEs want to
improve in time
management.
Idea: We are going
to make a
workshop.
Goal: BEEs will feel great about being
in better control of their time, they have
more fun, they will appreciate our
effort.
W
E A L L L
O V E Y O
U
What do you need to do to make them
happy?

17. Work in time blocks.
BLOCK
1:20 hod / 50 min / 25 min
BREAK
10 min / 5 min
1:20 hod - just for workshops, Typically 50min is more productive
50 min - suitable for most individual activities, when you need to produce something.
25 min - suitable for most individual meetings or statuses

18. Have time for reflection
after max 3 blocks
how do you feel about the progress?
re-read notes
think about how it went
plan how to improve next time

19. Have time for reflection
after max 3 blocks
how do you feel about the progress?
re-read notes
think about how it went
plan how to improve next time
Example of my day
schedule

20. Reward yourself accordingly
Each new customer 12 customers in 6 months $450k in New Won revenues
by 6/2016

21. Effective meeting habits
Planning
Owner assigned
Appropriate time block created
Goal shared

22. Effective meeting habits
Planning
Owner assigned
Appropriate time block created
Goal shared
On Meeting
Goal repeated and agreed
Meeting notes created
Goal vs. Result
Next steps
Owners updated

23. Effective meeting habits
Planning
Owner assigned
Appropriate time block created
Goal shared
On Meeting
Goal repeated and agreed
Meeting notes created
Goal vs. Result
Next steps
Owners updated
After Meeting
Reflection
Re-read and update meeting
notes
Think about results and next
Steps as well how to improve
the process next time

24. Meetings, BLOCKS for individual
activities
Cca 80% of my work time arranged.
Use the right tools for the right activities
Scheduling
Daily todos (resolved in BLOCKS)
Cca 3-10 resolved daily.
Every project contains all tasks needed
for project success.
Simple tasks related to specific
leads/prospects/customers.

25. Ideas, conception drafts, notes on fly
Some moved to Google Drive/Hubspot once finished
Cca 50-70 notes a month
Use the right tools for the right activities
Note taking
Documents/decks/spreadsheets shared with others
I create new document only once conception is made in
Evernote and I'm happy about it.

26. Any internal communication, no internal emails
Turning off notifications during meetings, blocks
Responding cca 10x a day in cca 10min blocks
Use the right tools for the right activities
Written Comms
Checking Primary emails cca 5x day in 10min blocks,
responding right away
Checking other emails 1x day

27. Use the right tools for the right activities
Voice Comms
Scheduled calls with customers, internal group calls.
Using webcam, screen sharing
3-5x calls a day
Typically just for 1-3min quick internal consultations
Avoiding non-scheduled calls
1-2x calls a day

28. Prioritize:
Apply easy 5-step prioritization process

29. Prioritize:
1. What are the tasks someone else is
waiting for?

30. Prioritize:
2. What will help me to get closer to
achieve my current goals?

31. Prioritize:
3. What simple urgent tasks I can
resolve immediately?

32. Prioritize:
4. What tasks will I enjoy working on?

33. Prioritize:
5. What tasks will help me to learn in
the area I am interested in?

34. Delegate:
What are the tasks someone else will
do better?

35. Learning:
1. How do you learn most?
Books
Audiobooks
(Video) Lectures
Coaching

36. Learning:
2. Where do I learn most?
At home
At a coffeeshop
In a library

37. Learning:
3. What do I want to learn?
To achieve my work goals To feel better every day To fulfill my dreams

38. Reflect the day before you go to sleep
What have you done you have positive feeling about?
And negative feeling?
What are you going to change tomorrow?

39. Additional productivity hacks
★ Avoid useless content - TV only on demand
★ No daily news, use peer curation on Facebook/TW/Li, Subscribe to
inspirational people that share trusted opinions/news
★ Magazine/book audio editions
★ Be militant about time for your own. Regular sleep, sports, friends, ...

40. Exercise: Do you split your work time
based on your goals?
1. Goal: Structure your work time accordingly to your work and career goals
2. Individual exercise: Each person defines max 7 categories of their work time and attribute ideal
time spend on them
3. Measure your work time for one week and present comparison Ideal vs. Reality.
I need more time on coaching and be more efficient in planning.

41. Don't forget:
Making the right things and having fun
is more important than doing things right.

42. Thank you.
Vit