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5 star time mgt and goal setting workshop

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5 star time mgt and goal setting workshop

  1. 1. Pro356 ConsultingPro356 Consulting 11 Goal Setting/Time ManagementGoal Setting/Time Management WorkshopWorkshop Leadership SeriesLeadership Series January 2012January 2012 Rick Miller, Pro356 ConsultingRick Miller, Pro356 Consulting
  2. 2. Pro356 ConsultingPro356 Consulting 22 AgendaAgenda  Goal SettingGoal Setting  Time ManagementTime Management  DistractionsDistractions  Productivity TipsProductivity Tips  Take AwaysTake Aways
  3. 3. Pro356 ConsultingPro356 Consulting 33 Time Management QuotesTime Management Quotes  ““Lost time is never found again.” – ProverbLost time is never found again.” – Proverb  ““Until we manage time, we can manage nothingUntil we manage time, we can manage nothing else.” –else.” – Peter DruckerPeter Drucker  ““The surest way to be late is to have plenty ofThe surest way to be late is to have plenty of time.” –time.” – Leo KennedyLeo Kennedy  ““While we are postponing, life speeds by.” –While we are postponing, life speeds by.” – SenecaSeneca  ““No one asked for more money on theirNo one asked for more money on their deathbed.”deathbed.” RickRick
  4. 4. Pro356 ConsultingPro356 Consulting 44 Time Management QuotesTime Management Quotes  ““The bad news is time flies. The goodThe bad news is time flies. The good news is you are the pilot.” -news is you are the pilot.” - MichaelMichael AltshulerAltshuler  ““Time is the coin of your life. It is the onlyTime is the coin of your life. It is the only coin you have, and only you cancoin you have, and only you can determine how it will be spent. Be carefuldetermine how it will be spent. Be careful lest you let other people spend it for you.”lest you let other people spend it for you.” –– Carl SandburgCarl Sandburg
  5. 5. Pro356 ConsultingPro356 Consulting 55 My Favorite QuoteMy Favorite Quote  ““I am definitely going to take a course on timeI am definitely going to take a course on time management… just as soon as I can work it intomanagement… just as soon as I can work it into my schedule.” –my schedule.” – Louis E. BooneLouis E. Boone
  6. 6. Pro356 ConsultingPro356 Consulting 66 GOAL 'gol -- An intended result we want to achieve. -- 1-5
  7. 7. Pro356 ConsultingPro356 Consulting 77 Goal SettingGoal Setting  Balance is more important than speed.Balance is more important than speed.  Begin with the end in mind!Begin with the end in mind!
  8. 8. GOAL EXERCISEGOAL EXERCISE  WHAT ARE YOUR TOP 3 GOALS FORWHAT ARE YOUR TOP 3 GOALS FOR YOUR LIFE?YOUR LIFE? Pro356 ConsultingPro356 Consulting 88
  9. 9. GOAL EXERCISEGOAL EXERCISE  WHAT ARE YOUR TOP 3 GOALS FORWHAT ARE YOUR TOP 3 GOALS FOR YOUR LIFE?YOUR LIFE?  RELATIONSHIPRELATIONSHIP  SPIRITUALSPIRITUAL  WORK/FINANCIALWORK/FINANCIAL  HEALTHHEALTH Pro356 ConsultingPro356 Consulting 99
  10. 10. STRESSSTRESS  WHEN YOUR OUTER BEHAVIORSWHEN YOUR OUTER BEHAVIORS (TIME) DO NOT MATCH YOUR INNER(TIME) DO NOT MATCH YOUR INNER VALUES (GOALS).VALUES (GOALS). Pro356 ConsultingPro356 Consulting 1010
  11. 11. GOAL SETTINGGOAL SETTING  WRITEWRITE THEM DOWN – TOP 5% DO!THEM DOWN – TOP 5% DO!  VISUALIZEVISUALIZE THEM: IF YOU KNEW YOUTHEM: IF YOU KNEW YOU WOULD EVENTUALLY SUCCEED,WOULD EVENTUALLY SUCCEED, WHAT WOULD YOUR LIFE LOOK LIKEWHAT WOULD YOUR LIFE LOOK LIKE IN THE FOLLOWING AREAS?IN THE FOLLOWING AREAS?  CAREERCAREER  FAMILYFAMILY  HEALTHHEALTH  WEALTHWEALTH  PUT APUT A DEADLINEDEADLINE ON THEM!ON THEM! Pro356 ConsultingPro356 Consulting 1111
  12. 12. Pro356 ConsultingPro356 Consulting 1212 Now go make them happen!Now go make them happen!  FamilyFamily  FriendsFriends  WorkWork  Church or CommunityChurch or Community
  13. 13. BRIDGING THE GAPBRIDGING THE GAP TODAYTODAY  FINANCIALFINANCIAL  RELATIONSHIPRELATIONSHIP  HEALTHHEALTH  SPIRITUAL/SERVICESPIRITUAL/SERVICE VISION OF SUCCESSVISION OF SUCCESS  FINANCIALFINANCIAL  RELATIONSHIPRELATIONSHIP  HEALTHHEALTH  SPIRITUAL/SERVICESPIRITUAL/SERVICE Pro356 ConsultingPro356 Consulting 1313
  14. 14. BRIDGING THE GAPBRIDGING THE GAP Pro356 ConsultingPro356 Consulting 1414 ONCE YOU HAVE IDENTIFIED THE GAPSONCE YOU HAVE IDENTIFIED THE GAPS ASK IN EACH AREA:ASK IN EACH AREA: WHAT STEPS COULD I START TAKINGWHAT STEPS COULD I START TAKING TODAY TO MOVE ME TOWARD MYTODAY TO MOVE ME TOWARD MY GOAL?GOAL? WHAT SKILLS DO I NEED TO STARTWHAT SKILLS DO I NEED TO START LEARNING TO MOVE ME TOWARD MYLEARNING TO MOVE ME TOWARD MY GOAL?GOAL? WHAT ONE BEHAVIOR IS HOLDING MEWHAT ONE BEHAVIOR IS HOLDING ME BACK?BACK?
  15. 15. HOW DO YOU EAT AN ELEPHANT?HOW DO YOU EAT AN ELEPHANT?  ORGANIZEORGANIZE YOURYOUR DAILYDAILY ACTIVITIESACTIVITIES TO DO MORE AND MORE OF THETO DO MORE AND MORE OF THE BEHAVIORS THAT FOCUS ON YOURBEHAVIORS THAT FOCUS ON YOUR TOP LIFE PRIORITIES.TOP LIFE PRIORITIES.  SMALL,SMALL, CONTINUOUSCONTINUOUS DAILY ACTIONDAILY ACTION FOCUSEDFOCUSED ON YOUR KEY GOALSON YOUR KEY GOALS YIELDS EXTRAORDINARY RESULTSYIELDS EXTRAORDINARY RESULTS OVER TIME.OVER TIME.  BY THE YARD ITS HARD, BUTBY THE YARD ITS HARD, BUT INCH BY INCH IT’S A CINCH!INCH BY INCH IT’S A CINCH! Pro356 ConsultingPro356 Consulting 1515
  16. 16. OBSTACLES TO GOALSOBSTACLES TO GOALS  YESITIESYESITIES -The more talented and-The more talented and ambitious you are, the more likely you areambitious you are, the more likely you are to have your time get out of control.to have your time get out of control.  SOME DAY ISLESOME DAY ISLE – Procrastination’s– Procrastination’s home residence.home residence.  EXCUSITIESEXCUSITIES – Inflammation of the– Inflammation of the excuse gland wherein you blameexcuse gland wherein you blame everyone and everything to avoid a trip toeveryone and everything to avoid a trip to the mirror.the mirror. Pro356 ConsultingPro356 Consulting 1616
  17. 17. TIME MANAGEMENTTIME MANAGEMENT  WITHOUT GOALS WHAT DIFFERENCEWITHOUT GOALS WHAT DIFFERENCE DOES IT MAKE?DOES IT MAKE?  CAN YOU REALLY “MANAGE” TIME?CAN YOU REALLY “MANAGE” TIME?  LET’S CALL IT PRIORITYLET’S CALL IT PRIORITY MANAGEMENT!MANAGEMENT! Pro356 ConsultingPro356 Consulting 1717
  18. 18. Pro356 ConsultingPro356 Consulting 1818 20% OF THE ITEMS/TIME EXPENDED 80% OF THE ITEMS/TIME EXPENDED 80 % OF THE RESULTS 20% OF THE RESULTS PRODUCES PRODUCES PARETO'S PRINCIPLE 1-15
  19. 19. Pro356 ConsultingPro356 Consulting 1919 UrgentUrgent veryvery not verynot very  II mm pp oo rr tt aa nn tt  verynotveryverynotvery
  20. 20. Pro356 ConsultingPro356 Consulting 2020 UrgentUrgent veryvery not verynot very  II mm pp oo rr tt aa nn tt  verynotveryverynotvery Crisis Deadlines Emergencies
  21. 21. Pro356 ConsultingPro356 Consulting 2121 UrgentUrgent veryvery not verynot very  II mm pp oo rr tt aa nn tt  verynotveryverynotvery Interruptions Some meetings Sales calls Emails and social conversations
  22. 22. Pro356 ConsultingPro356 Consulting 2222 UrgentUrgent veryvery not verynot very  II mm pp oo rr tt aa nn tt  verynotveryverynotvery Web surfing Email checking Mindless tasks Junk Mail Some meetings
  23. 23. Pro356 ConsultingPro356 Consulting 2323 UrgentUrgent veryvery not verynot very  II mm pp oo rr tt aa nn tt  verynotveryverynotvery Planning Relationship Building Preventive Maintenance Goal Setting New Opportunity Exploration
  24. 24. Pro356 ConsultingPro356 Consulting 2424 UrgentUrgent veryvery not verynot very  II mm pp oo rr tt aa nn tt  veryverynotverynotvery PUTTING 20% OF YOUR TIME HERE WILL YIELD AT LEAST 80% OF YOUR DESIRED RESULTS. DON’T MAJOR IN THE MINORS AND BECOME AN “EXPERT” AT THINGS THAT DON’T MATTER! PLANNING AND PREVENTIVE MAINTENANCE REDUCES THIS 10:1. DON’T LET OTHERS STEAL YOUR TIME.
  25. 25. Managing ActivitiesManaging Activities “You can’t do everything, but you can“You can’t do everything, but you can always do the 1 most important thing.”always do the 1 most important thing.”  A – Activites with major consequencesA – Activites with major consequences  B – Activities with mild consequencesB – Activities with mild consequences  C – Activities with no consequencesC – Activities with no consequences  D – Activities you could delegateD – Activities you could delegate  E – Activities you could eliminateE – Activities you could eliminate Pro356 ConsultingPro356 Consulting 2525
  26. 26. Pro356 ConsultingPro356 Consulting 2626 Mr. Ivy Lee and CharlesMr. Ivy Lee and Charles SchwabSchwab Each Night:Each Night:  Write down your most urgent projects.Write down your most urgent projects.  Study them and list them in order of importance.Study them and list them in order of importance.  Begin the day by tackling priority number one.Begin the day by tackling priority number one.  Stay on it until you complete it and then go toStay on it until you complete it and then go to number two.number two.  At the end of the day repeat the process.At the end of the day repeat the process.  Once you see how well it works, share it withOnce you see how well it works, share it with others.others.
  27. 27. PRIORITY MANAGEMENT-PRIORITY MANAGEMENT- POSTERIORITIESPOSTERIORITIES  YOU CAN ONLY CHANGE YOURYOU CAN ONLY CHANGE YOUR ACTIVITIES TO THE DEGREE YOUACTIVITIES TO THE DEGREE YOU STOP DOING SOMETHING.STOP DOING SOMETHING.  WHAT ARE YOU WILLING TO GIVE UPWHAT ARE YOU WILLING TO GIVE UP IN 2012 TO INSURE YOU MOVEIN 2012 TO INSURE YOU MOVE FORWARD ON YOUR GOALS?FORWARD ON YOUR GOALS?  AVOID THE TEMPTATION TO DO THEAVOID THE TEMPTATION TO DO THE SMALL THINGS FIRST.SMALL THINGS FIRST. Pro356 ConsultingPro356 Consulting 2727
  28. 28. PRIORITY MANAGEMENTPRIORITY MANAGEMENT  KWYKNKWYKN – Knowing what you now know– Knowing what you now know what would you do differently?what would you do differently?  Don’t fall into the “Don’t fall into the “sunksunk” cost trap.” cost trap.  People do not change,People do not change, yet most continueyet most continue to hope they will.to hope they will. 85% of all stress is85% of all stress is related to people issues.related to people issues.  Peter DruckerPeter Drucker – Better to– Better to chop offchop off a non-a non- working activity than to pare back!working activity than to pare back! Pro356 ConsultingPro356 Consulting 2828
  29. 29. PRIORITY MANAGEMENTPRIORITY MANAGEMENT  WHAT ONE BEHAVIOR IS KEEPINGWHAT ONE BEHAVIOR IS KEEPING YOU FROM MAKING PROGRESS ONYOU FROM MAKING PROGRESS ON YOUR TOP GOAL?YOUR TOP GOAL?  WRITE DOWNWRITE DOWN THE CHANGE YOU WANTTHE CHANGE YOU WANT TO MAKE IN THETO MAKE IN THE PRESENT, POSITIVEPRESENT, POSITIVE TENSETENSE..  ““I REMAIN FOCUSED ON MY TOP TASKI REMAIN FOCUSED ON MY TOP TASK UNTIL I COMPLETE IT.”UNTIL I COMPLETE IT.”  ATAT EACHEACH DAY’S END,DAY’S END, WRITE HOW YOUWRITE HOW YOU DIDDID AT THIS NEW BEHAVIOR.AT THIS NEW BEHAVIOR.  REPEAT FOR 21 DAYSREPEAT FOR 21 DAYS.. Pro356 ConsultingPro356 Consulting 2929
  30. 30. PRIORITY MANAGEMENTPRIORITY MANAGEMENT  TheThe Golden HourGolden Hour – Invest in your attitude– Invest in your attitude to set the mental rudder for your day’sto set the mental rudder for your day’s activity!activity!  Get upGet up 2 hours2 hours before you leave for work.before you leave for work.  Invest the first hour in somethingInvest the first hour in something inspirationalinspirational oror educationaleducational for your goals.for your goals.  List your daily goals on paper and then ask, “IfList your daily goals on paper and then ask, “If I could only do one thing before the day blewI could only do one thing before the day blew up, what would it be?” REPEATup, what would it be?” REPEAT Pro356 ConsultingPro356 Consulting 3030
  31. 31. PRIORITY MANAGEMENT:PRIORITY MANAGEMENT: BALANCE AND FORCEDBALANCE AND FORCED EFFICIENCYEFFICIENCY  PLAN YOUR ACTIVITIES BASED ONPLAN YOUR ACTIVITIES BASED ON IMPORTANCE.IMPORTANCE.  BOOK YOUR VACATION IN ADVANCE ANDBOOK YOUR VACATION IN ADVANCE AND PLAN AROUND IT, NOT THE OTHER WAYPLAN AROUND IT, NOT THE OTHER WAY AROUND.AROUND. Pro356 ConsultingPro356 Consulting 3131
  32. 32. Pro356 ConsultingPro356 Consulting 3232 5 Star Ideas for Enhanced5 Star Ideas for Enhanced ProductivityProductivity  Keep an emotional journal.Keep an emotional journal.  Track your interactions with others and recordTrack your interactions with others and record whether you were R (reactive) or P (proactive).whether you were R (reactive) or P (proactive).  Keep a journal for a week.Keep a journal for a week.  Show me where a person puts his/her time andShow me where a person puts his/her time and money, and I will show you his/her priorities!money, and I will show you his/her priorities!  Stop looking for More Time.Stop looking for More Time.  Learn to take and give.Learn to take and give.  Interrupt YOURSELF.Interrupt YOURSELF.  Is what I am doing Right Now, the most important useIs what I am doing Right Now, the most important use of my time?of my time?
  33. 33. Pro356 ConsultingPro356 Consulting 3333 Time Management/ProductivityTime Management/Productivity TipsTips  Schedule time each month to review 1/12 ofSchedule time each month to review 1/12 of your files and PURGE untouched material.your files and PURGE untouched material.  ““What’s the worst that can happen if I throw thisWhat’s the worst that can happen if I throw this away?”away?”  Review your workspace for clutter.Review your workspace for clutter.  Invest time at the end ofInvest time at the end of EACHEACH day:day:  Filing and organizing work done that day.Filing and organizing work done that day.  Planning your activities for the next day.Planning your activities for the next day.  Every minute spent planning reduces executionEvery minute spent planning reduces execution time by 10 minutes.time by 10 minutes.
  34. 34. Pro356 ConsultingPro356 Consulting 3434 Time Management/ProductivityTime Management/Productivity TipsTips  Build on your strengths rather than focus onBuild on your strengths rather than focus on your weaknesses.your weaknesses.  Delegate or hire people to do things that are fun forDelegate or hire people to do things that are fun for them and work for you.them and work for you.  Learn to say no or make the boss choose.Learn to say no or make the boss choose.  Schedule time to:Schedule time to:  Be unproductive (take breaks).Be unproductive (take breaks).  Work on Important and Not Urgent (80/20 rule).Work on Important and Not Urgent (80/20 rule).  Invest in your self development.Invest in your self development.  If you read an hour a day in your career field, that is a book aIf you read an hour a day in your career field, that is a book a week or 50 books a year.week or 50 books a year.
  35. 35. Pro356 ConsultingPro356 Consulting 3535 Time Management/ProductivityTime Management/Productivity TipsTips  Apply the 70/30 rule. Never schedule overApply the 70/30 rule. Never schedule over 70% of your day and allow for 30%70% of your day and allow for 30% unexpected.unexpected.  Practice 80/20 with your time.Practice 80/20 with your time.  Look at what the masses do and do theLook at what the masses do and do the opposite.opposite.  Spend 80% of your time with the mostSpend 80% of your time with the most productive people you know (the 20%).productive people you know (the 20%).
  36. 36. Pro356 ConsultingPro356 Consulting 3636 Time Management/ProductivityTime Management/Productivity TipsTips  Do what you love that you are good at. KeepDo what you love that you are good at. Keep doing it. Keep doing it.doing it. Keep doing it.  ______________________________________________________________________________  ““Personally, I have never received a promotionPersonally, I have never received a promotion in my life that I could not trace directly toin my life that I could not trace directly to recognition that I had gained by rendering morerecognition that I had gained by rendering more service and better service than that for which Iservice and better service than that for which I was paid.”was paid.” Dr. Napoleon HillDr. Napoleon Hill –– The Law ofThe Law of Increasing ReturnsIncreasing Returns,, The Laws of SuccessThe Laws of Success ..  ““Do what you love and you will never work a dayDo what you love and you will never work a day in your life.”in your life.” ConfuciusConfucius
  37. 37. Pro356 ConsultingPro356 Consulting 3737 Time Management/ProductivityTime Management/Productivity TipsTips At quitting time each dayAt quitting time each day  Write down the following question andWrite down the following question and answer it in writing:answer it in writing:  ““What have I learned?”What have I learned?”  ““The unexamined life is not worth living.” –The unexamined life is not worth living.” – SocratesSocrates
  38. 38. Pro356 ConsultingPro356 Consulting 3838 The Law of PrioritiesThe Law of Priorities  ““Leaders Understand that Activity is NotLeaders Understand that Activity is Not Necessarily Accomplishment.”Necessarily Accomplishment.” JohnJohn Maxwell –Maxwell – The 21 Irrefutable LawsThe 21 Irrefutable Laws of Leadershipof Leadership
  39. 39. Pro356 ConsultingPro356 Consulting 3939 Goal Setting and TimeGoal Setting and Time ManagementManagement  QuestionsQuestions  Follow UpFollow Up  Take AwaysTake Aways

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