© u pstream a cademy 2010 1 w orld c lass t raining: g etting y our f irm o n t rack p resented by...

© UPSTREAM ACADEMY 2010 1

WORLD CLASS TRAINING:GETTING YOUR FIRM ON TRACK

PRESENTED BY SAM M. ALLRED, FOUNDER & DIRECTOR OF UPSTREAM ACADEMY

USING TIME WISELY: KEY PRINCIPLES OF TIME

MANAGEMENTPRESENTED BY SAM ALLRED

FOUNDER AND DIRECTOR OF UPSTREAM ACADEMY


“Nothing else, perhaps, distinguishes effective executives as much as their tender loving care of time.”

Peter F. Drucker


1. Overview of Emerging Leaders Academy

2. Observations regarding time management

3. Five principles of effective time management

4. Questions and answers

PRESENTATION MAP


OVERVIEW OF EMERGING LEADERS ACADEMY


Each of you has been assigned a guide.

Commit yourself to be accountable to your guide.

Self-accountability isbest measured by thewillingness to returnand report.

1. PERSONAL GUIDES


Your guide will work with you to help you set and accomplish goals and complete assignments.

We will provide guidance and support for the ELA guides. The first GuideConference Call will be July 2.


Leadership skills are best learned by doing. This year, you will set and accomplish goals in these areas:

1. Business Development 2. Client Management 3. Personal Development 4. Team Development 5. Leadership Development

2. LEADERSHIP DEVELOPMENT GOALS


We will provide a list of goals each year. You will need to complete the mandatory goals as well as select from a menu of other goal choices in each area.

Your guide will help you select proper goals and hold you accountable for accomplishing those goals.


During each year of the program, ten one-hour conference calls will provide a forum for discussing key principles of leadership.

You will receive thePowerPoint, questions to consider, and other materialsin advance of each presentation.

3. LEADERSHIP TRAINING FORUMS


We will record each Leadership Training Forum and participants will receive an audio CD after the conference call.

CPE is available for the Leadership Training Forums(you must attend the live presentation) and for the major UA events.


At the beginning of each program year you will choose three Leadership Training Forums you can commit to attending. On at least one of these dates, you will be asked to respond to a “Question to Consider.”

Regardless of whether you were contacted prior to the call or not, we invite you to share your thoughts during the live presentation.


Each year, you will complete a challenging leadership project that satisfies one or more goal requirements and allows you to further develop important skills.

4. LEADERSHIP PROJECT


A good project should . . .

• Stretch your abilities

• Be specific

• Be connected to the firm

• Be measurable

• Have a time frame


A goal will stretch your abilities if . . .

• You haven’t done it before

• It’s something that’s not easy to do

• It’s something that wasn’t already going to be done in the normal course of things

• It will take your best effort

• It pushes you to the edge of your comfort zone


Each participant, guide and ELA advocate will be given a unique log-in ID to the Online Progress Tracking program, allowing access to information relevant to their role within the program.

5. OPT PROGRAM


OPT Program Goal Section


OPT Program Project Section


Networking with peers in a stimulating group environment is an important experience for all professionals, and especially for future firm leaders.

You have the option of attending one of five key UA events each year.

6. NETWORK AT A MAJOR UA EVENT


Emerging Leaders Conference Summer 2010June 29-30, 2010 Philadelphia, Pennsylvania

HeadWaters Leadership Conference 2010July 8-9, 2010 Park City, Utah

Blueprint for Excellent RetreatJuly 26-27, 2010 Helena, Montana

BestPractices Conference 2010October 28-29, 2010 San Antonio, Texas

Emerging Leaders Conference Winter 2011January 6-7, 2011 Scottsdale, Arizona


Leadership Training Forums (9am Mountain)2010 2011June 10 January 11July 15 February 9August 11 May 5September 13October 21November 16December 16

Guide Conference Calls (9am Mountain) July 2 October 20 January 12

SCHEDULE OF EVENTS


Participant Due Dates

June 1 Photo dueJune 20 Emerging Leader Commitment Form due July 1 Name & contact info for guide and advocateJuly 31 Leadership Project selected and entered in OPT

Upstream Academy Events

June 29-30 ELA Conference in PhiladelphiaJuly 8-9 HeadWaters Conference in Park CityJuly 26-27 Blueprint for Excellence Retreat in HelenaOct 28-29 BestPractices Conference in San AntonioJan 6-7 ELA Conference in Scottsdale

SCHEDULE OF EVENTS


OBSERVATIONS REGARDING TIME MANAGEMENT


Countless books and articles have been written about time management.

Managing time effectively is one of the major areas that many leaders struggle with.

OBSERVATION #1


In today’s business world, the compe-tition for our time and energy is intense.

While the average billable hours for leaders in our profession has remained static, the total time worked by these individuals has been increasing each year.

OBSERVATION #2


Many individuals in business experience frequent interruptions.

“The average American worker has fifty interruptions a day, of which seventy percent have nothing to do with work.”

W. Edwards Deming

OBSERVATION #3


• Slow down our thought processes

• Hamper our problem-solving skills

• Stifle our creativity

• Put us in a crisis management mode

• Create challenges for our co-workers

• Can easily become a way of life

• Keep us at a surface level

INTERRUPTIONS


An important part of learning to better manage our time is first recognizing where time is most often lost or wasted.

Here’s a list of some of the top time wasters. Which ones are most challenging to you?

OBSERVATION #4


• Interruptions

• Telephone conversations

• Meetings

• Lack of discipline to complete tasks

• Unexpected visitors

• Poor delegation

TOP TIME WASTERS


• Telephone tag

• Poor people management

• Poor planning for engagements

• Fatigue/day dreaming

• Visiting/socializing

• Poor communication or direction

TOP TIME WASTERS


• Crisis management

• Doing too much—or at least trying to

• Procrastination

• Poor organization

• Work space clutter

• Reluctance to say “no”

TOP TIME WASTERS


FIVE PRINCIPLES OF EFFECTIVE

TIME MANAGEMENT


If we’re going to be effective time managers, we must learn to allocate our time to those who truly need it and are entitled to it, rather than those who simply demand it.

Change your thinking about interruptions; eliminate those you can, and control those you can’t eliminate.

1. CONTROL INTERRUPTIONS


Calendar blocks of time to accomplish specific tasks and treat those times as the most important appointments of your day.

Do your most important or most challenging work during your best time.


Take control of your telephone and learn how to use your voice mail greeting more effectively.

Turn off your email greeting and check for messages only at specified times.


Quadrant II includes activities that are important, but not urgent. Stephen R. Covey calls this the “Quadrant of Quality.”

Quadrant II is where we do long range planning, anticipate and prevent problems, empower others, broaden our minds and abilities, and invest in our future.

2. SPEND TIME IN QUADRANT II

I II

IMPORTANT

NOT III IV

IMPORTANT

Copyright 1994 Covey Leadership Center, Inc

MANY POPULAR ACTIVITIES

TRIVIA

BUSYWORK

SOME PHONE CALLS

TIME WASTERS

IRRELEVANT MAIL

PLEASANT ACTIVITIES

WEB SURFING

SOME MAIL

SOME REPORTS

SOME MEETINGS

PRESSING MATTERS

RELATIONSHIP BUILDING

EMPOWERMENT

INTERRUPTIONS

SOME PHONE CALLS

DEADLINE - DRIVEN PROJECTS

MEETINGS

PREPARATION

PREVENTION

VALUES CLARIFICATION

PLANNING

URGENT NOT URGENT

CRISES

PRESSING PROBLEMS


“The important task rarely must be done today, or even this week. The urgent task calls for instant action . . . The momentary appeal of these tasks seems irresistible and important, and they devour our energy.”

Charles Hummel


• Income time (serving clients)• Investment time (creating your

future)• Individual time (everything

else)

Maister suggests three categories of time:

“Individuals and firms must develop the habit of treating investment commitments as equally sacred as billable targets.” David H. Maister


3. MANAGE YOUR EMAIL

It’s not uncommon for leaders to have 200 to 1,000 email messages in their Inboxs.

Find a way to manage your email effectively.


4. USE SMALL BITS OF TIME WISELY

Become a master at using small bits of time effectively.

“It has been my observation that most people get ahead during the time that others waste.”

Henry Ford


5. BECOME A MASTER TEACHER

Avoid the “chance for success approach” when giving instruction and direction to others. Take the time to teach other team members effectively.

Story of father/son experience.


Beware of the problem in search of an owner. When confronted with a difficult situation, ask yourself, “Whose problem is this?”

Remember which direction delegation flows.


Concluding thought regarding time management . . .


TIME AND PERSONAL CHOICES

"Another way to look at life is to see it as a different kind of department store. A store where

such things as worldly success, love of music, enjoyment of painting, a six-handicap golf game, a close relationship with your son or daughter, and

many other similar things are for sale. But the commodity with which they are purchased is not

money but time. And quite contrary to the way the capitalist system works with money and goods,

every one of us is given exactly the same amount of time in each hour, in each day and in each year. It is a limited amount, and it is impossible for anyone to be so rich in time that he can enjoy every single one

of the things which time may buy.

So there is a choice to be made......“

William Rehnquist


QUESTIONS AND ANSWERS


Thank You!

[email protected]

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