Time management presentation

transcript

Effective Time Management

The biggest learning killer?

I KNOW!

“Isn't that interesting?”

I KNOW!

To get the most from your learning …

BlameExcusesDenial

Are you Above or Below the Line?

OwnershipAccountableResponsible

My Mission: To help others succeed in business

Introducing Neale Lewis

Key Focus for 2013

Helping you to move fromrunning good companies .....

To running great companies

Your Most Valuable Asset Is

How you invest your time is one of the keys to business success

• Disorganisation• Unclear goals• Too many personal calls• Disjointed processes• No routines• Lack of training• Junk email• Procrastination

So … Where Does Our Time Go?

List the top 3-5 things that affect YOU

Time Management =

Life Management

Our 10 Ways of doubling your productivity….

1. Make a List….

2 minutes or less?

Do It!

Make an appointment?

Send an Email?

More than 2 minutes?

Delegate It!

Am I the Right Person?

No, He Is!

Defer It!

Am I the Right Person?

2. Consequences

3. Get Organised

4. 80:20

Pareto

“ In all fields of human endeavour, 80 per cent of

results flow from 20 per cent of activities”

Customers ...

5. Time Target

Time Target ...

• Meet deadlines or deadline driven projects

• Repair something that is broken• Crises

• Planning/Preparation

• Prevent problems• Help others• Invest in

relationships• Reading

• Activities that are important to someone else• Phone calls• Some Meetings• Drop in visitors

• Waste…we escape here!• Excessive TV• Mindless novels• Gossiping on

phone• Internet

Urgent Not Urgent

6. FOCUS….

Time Vampires

“Have you got a minute?” people – people who drop by – solution is to invite them to go over their items at the end of the day

Mr. Meeting – people do nothing but attend meetings – you need to stop and evaluate do you really need to be in or hold this meeting – is there a more time effective way to handle this?

Time VampiresMr. Trivia – people who cannot differentiate between the important, unimportant, minor or major – get them to rate how important it is and let them know you are only dealing with 9’s & 10’s

Emotional Crisis – some people magnify everything – usually they do not want solutions – cut to the core of the problem and give them a solution

Time vampires only succeed if you allow them to – it is your fault if you buy into them

Interruptions• Interruptions destroy office or desk-bound

individual’s productivity• To achieve peak productivity you need to stop

interruptions:• Get lost• Don’t answer the phone• Regulate fax and email• Set the timer on the bomb• Be busy and be obvious about it

Interruption Strategies

• Get lost – simply be inaccessible• Don’t answer the phone – have a receptionist,

voice mail or answering machine – create a steel curtain of defense

• Regulate fax and email – check them after lunch and only deal with the urgent ones, check them again at the end of the day – quickly deal with the urgent ones again, integrating all the rest into your next day plan

I prefer to use my time to work on my clients' campaigns.

So, I only check emails 4 times a day (in theory!).

Obviously if you are a client or a journalist, feel free to call if it is urgent and I'll be right with you. Or contact a member of the team and cc me in, as I'm sure they will be able to help sam@pressforattention.com or stephanie@pressforattention.com

But if you do need me NOW give me a bell on 07791 855 938

Hope your understand my approach.

Greg Simpson | DirectorPress For Attention PR Ltd07791 855 938

Interruption Strategies• Set the timer on the bomb – if you

do take an incoming call set the exit time up front – i.e. I have 5 minutes until....I have another call or appointment etc.

• Be busy and be obvious about it – busy people are less often interrupted than un-busy people – when you are visible to others be visibly busy

7. Eat that Frog….

How to overcome Procrastination….

1.Set clear goals/write down plan2.Break goals down to bite size activities3.Pick 1 task and start immediately4.Swiss cheese tasks5.Salami slice task6.20:80 tasks7.Set time limit8.Reward structure9.Promise others10.Start with most important task

8. Default Diary….

Personal Management Time/ Task Log

PERSONAL MANAGEMENT TIME/TASK LOG

The purpose of this form is to accurately record what you do with your time each day. Your Coach will review with you what you do and whether you can delegate some of your tasks to other team members or other specialists that can help you. REMEMBER WE WANT YOU WORKING ‘ON’ YOUR BUSINESS, NOT JUST ‘IN’ IT AND WORKING ON IMPORTANT TASKS NOT MENIAL ONES!

For you to receive the most benefit from the coaching program, it is imperative that you list each activity within each 30 minute block. You must be brutally honest with yourself and your Coach when listing the tasks on this list. List all tasks – Yes, even the ones you know you shouldn’t be doing but you still did do!

dd/mm/yy

6.00-6.30 2.30-3.00

6.30-7.00 3.00-3.30

7.00-7.30 3.30-4.00

7.30-8.00 4.00-4.30

8.00-8.30 4.30-5.00

8.30-9.00 5.00-5.30

9.00-9.30 5.30-6.00

9.30-10.00 6.00-6.30

10.00-10.30 6.30-7.00

10.30-11.00 7.00-7.30

11.00-11.30 7.30-8.00

11.30-12.00 8.00-8.30

12.00-12.30 8.30-9.00

12.30-1.00 9.00-9.30

1.00-1.30 9.30-10.00

1.30-2.00 10.00-10.30

2.00-2.30 10.30-11.00

Billable Hours Productivity percentage goal

Productive hours Productivity percentage result 0%

Wasted time Total time of tasks you can delegate

DEFAULT ACTIVITY SCHEDULE

9. Plan….

Setting Goals & Planning…Setting Goals & Planning…• 1 Year Goals and Plan

• 90 Day Goals and Plan

• Weekly Action Plan

• Daily Tasks in Default Diary

1. Must set time aside to do these activities;2. Know where you, your team and the business are going;3. Put in place KPI’s for accountability and celebrations;4. Measure and test the results compared to goals/plans.

Remember to ‘S.M.A.R.T.’ out your plans...

pecific

easurable

chievable

ealistic

ime bound

Keys to Achieving Your Goals

• Keep them visible• Look at them Daily/Weekly• Develop a plan• Have someone hold you accountable• Measure Progress• Participate 100% (At least)…..

TAKE ACTION

Monday Tuesday Wednesday

09:00 Team Meeting and Planning

09:30 Team Meeting and Planning

10:00 New Client Visit at Smiths

Daily Tasks in Default Diary.Daily Tasks in Default Diary.

• Demand respect of your and your teams time!

• Review accomplishments of KPI’s and Goals at the end of every day…

10. Leverage and Systemise….

The only 4 Ways to Leverage in Business ...

How do you get started?

• Eliminate clutter• Everything from the clothes closet to

the computer• Keep desk tidy

• Set up systems for routine tasks• Plan your default diary• Set roles and goals for the week• Schedule your week using default diary and your

goals• Adapt daily – review what has been done and

what needs to be changed• Do a weekly review

Notes Plus

Now it’s time to ...