Pace 2009 Time Management

Time Is On MY Side! Manage Your Time, Enjoy Your Work and Run a Better Business presented by Advisors On Target PACE 2009

Does this sound like you? I am wearing too many hats! I don’t have enough time for myself and my family! The day (week, month) just gets away from me! I have a thousand emails in my inbox and some of them might be important! I have 10 phone calls to return and it’s already 5 PM! My employees call/page/text me a zillion times a day to tell them what to do next! I am so busy working IN my business, I don’t have time to work ON it!

Time Management Is About Gaining Control Of Your Life If not managed, time can be a tyrant and effect: Personal stress levels Business efficiency Planning time Level of operational control

What We’ll Cover Today The consequences of managing time poorly The effect of stress on people and their work quality Techniques for improving your time management skills

Consequences Of Poor Time Management Working nights and weekends Struggling to meet deadlines Not enough time to relax Not enough time to plan Feel perplexed by - or don’t have time to evaluate and implement - new technology tools Meetings finish late and without desired results Face frequent crises Suffer from constant stress and/or physical fatigue

Good Time Management Means Prioritizing And Systemizing Can achieve more in less time Suffer less stress Have more physical energy Can give more time to family/ friends/ leisure activities Have clearer personal and professional goals Have more control over your life Have a more skilled and independent workforce Be more confident in setting objectives

Stress And Performance Source: www.demon.co.uk

Chronic Excessive Stress Source: www.demon.co.uk

Time Management Techniques Classify Tasks/Roles Set achievable objectives Beat procrastination Organize space & tasks Prioritize Use Peak Performance Habits Learn to Delegate Brainstorm/Mind Map Work to suit your body rhythms Use your Calendar wisely

Classify Tasks Classify tasks and allot time according to importance: Type 1: business development – 60 % Type 2: daily management – 25 % Type 3: daily routine – 15 %

Set Achievable Objectives Set objectives that are actually achievable Use the SMART criteria

SMART Objectives The SMART criteria for objectives: S – specific M – measurable A – attainable R – realistic T – time bound

Monitor Progress Toward Goals Having goals, even SMART goals, is a waste of time if you don’t then actually track your progress towards those goals in some way Find a tool that works for you Outlook Tasks Gantt Charts Action Plans To Do Lists

Overcome Procrastination Procrastination is a major time waster in business Do you need to be driven or can you drive yourself?

Causes of procrastination Don’t recognize self-defeating problems such as; fear and anxiety, difficulty in concentrating, poor time management skills, indecisiveness and perfectionism Lack discipline to use time wisely by setting priorities Time isn’t organized around your body rhythm Lack the motivation to apply yourself to a task Don’t set realistic goals Work in a non-conducive environment; noisy, ill lit, too comfortable Don’t have necessary equipment at hand Waste time going back and forth to get things

Getting Organized Find out what’s keeping you distracted and unproductive Keep a time log for a few days Keep an interruption log for a few days Set up your work space for easy access to what you need Office, Vehicle, Computer

Organize Your Tasks Clear the decks Gather all your incoming items Make a list of all the things you need to do Make a list of all your multi-step projects and add next action to your master list Read David Allen’s book Getting Things Done

Prioritize Your Tasks D: Not Important and not Urgent C: Not important but Urgent B: Important but not Urgent A: Important and Urgent

Set Timelines For The Tasks Finish A tasks by the end of the day Schedule B tasks Schedule or delegate C tasks Delegate or trash D tasks

More Ideas for Peak Performance Create Time Blocks for specific activities 96 minute Concept Implement a Closed Door period Turn off your email! Do focused “sprints” of 33.33 minutes with 5 minute breaks – set a timer!

Remember To Include A Break Period Your own health is directly influenced by how well you manage your time Avoid the consequences of stress – build in some time off

Deal With It! Take immediate action, or File and schedule for future action File for reference Pass on and delegate action Toss it out

Getting Perfectionism Into Perspective Vary your standards Set standards according to the importance of the task Self assess if you are a perfectionist

Focus On What’s Most Important For example different documents can be: Read completely and attentively, or Skimmed for main points, or Skimmed, then some parts read closely, or Set aside for future reading

Learning To Delegate Assess quality requirements Communicate performance standard expected Seek feedback of understanding from employee Delegate the necessary authority with the responsibility Retain overall responsibility Monitor progress and be constructive in your assessment of performance

Brainstorming Don't overlook the obvious - the obvious solution is sometimes the best All ideas are good ideas Make sure each idea is complete - don't use one-word descriptions to avoid misunderstanding Don't fear repetitions – later discussion of the duplicate ideas may trigger different responses Record and display each idea Go for quantity, not quality Be creative - think outside the box Suspend judgment Don't stop and discuss or edit ideas Keep the momentum going

Create A MindMap Improve Productivity replace outdated equipment cut down waste introduce bonus for productivity system employ more skilled team improve materials ordering procedure Hold weekly foremen meetings

Organizing The Brainstorming Ideas Edit session results Categorize ideas Start to form objectives

Planning To Suit Your Body Rhythms Plan preparation time Plan time to refocus Schedule or take breaks Vary your task types

Work In Sync With Your Body There are peaks and troughs of concentration: Plan Type 1 tasks for peak times Plan Type 3 tasks for troughs Be flexible on hours

Are your Key Activities on the Calendar? Marketing Plan with Target Dates Action Plan with Due Dates Pre-planning for events and meetings Pre-planning upcoming week Block time to work or plan Put everything on your calendar Let’s look at a real life example….

Conclusion Good time management can help you: Achieve more Control stress Reach and enjoy goals

Resources Suggested Reading on Time Management: Getting Things Done – David Allen Ready for Anything – David Allen Never Check Email in the Morning – Julie Morgenstern Time Management from the Inside Out – Julie Morgenstern First Things First – Stephen Covey Leave me your business card if you would like a copy of this presentation Sign up for my newsletter @ www.AdvisorsOnTarget.com

Thank you for attending! See us at the Trade Show Booth # 924 Contact Information Linnea Blair Tel 619.291.3700 Email [email_address] www.AdvisorsOnTarget.com

Pace 2009 Time Management

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