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Time Tools Presentation Aug 22 08

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Time Tools Presentation Aug 22 08

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

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