lanc chamber feb 2013 time management

Time Management:

The Art of Getting Things

DoneCoach Thom Finn

Time Management:

The Art of Getting Things

DoneCoach Thom Finn

Who is here…..

• How many supervise others?

• How many in full time/near full time sales?

• How many are in full time near full time customer service/customer support

• How many are self employed (S-E)

• How many have a very clear specific goal in their organization like this:

Who is here…

• how many of you have been or read or attempted to improve your TM before…

• how many of you like my tie• how many keep many details up in your head?• How many have a job where they have to

REACT to phones, customers. the boss, other team members, where there job is to react to the whirlwind around them 75% or more of the time….

Expert by necessity

• Planning is easy. Executing is hard

• How it usually starts out for me…– Sales Client

• No sales steps/Need Sales steps• Not Direct enough for 2013/need to learn how• No Selection/Start De Selection

– Plan GoalTasksExecute

• Understand, Buy In, Whirlwind

Expert by necessity

• 90% of time

• Time Management

• My Choices– A) Beat them– B) Scream at them– C) Start Coaching on TM THEN results

Why didn’t you get it done?

• http://www.youtube.com/watch?v=4P785j15Tzk

Expert by necessity

• No Blame, No fault, Nothing “Bad“

• Bigger Whirlwinds in 2013

You

• Are Not:• Stupid, lazy, unorganized• Hopeless• Incapable of getting it

• Are:• Facing a whirlwind• Too many demands• Not suited for traditional

TM

• maybe a little ADHD

Tools not Short Cuts

• Tools• Principles/Disciplines• Rules• Address the ROOT

problem

• Tricks• Promise fast results• Band Aids• Treat symptoms not

root cause

4 Tools Help Leverage

• Inter dependent• Master them one tool at

time• 17-30 days….• Try, Try Try again• At end, decide which tool

you want to start with

Executestuff

To Make Sure You Get the Most Out of Your Learning ...

I KNOW

The 4 Tools Of Execution

• 1. The Coach Thom style TASK LIST

• 2. The Default Schedule

• 3. Office Hours

• 4. Simplified Project Management

Paper vs. Technology

• Debate with a volunteer

• In 15 seconds, I can write……but

• Faster, easier, more creative

• Defeats the purpose if technically challenged

• Loose the BIG idea

Loops Cause Stress

• Looping, repeating, round and round

• 5 loops and your are “stressed”

The Coach Thom Style

Task List• Loops stink.• Priority systems don’t work in 2013• Ignore your CAPACITY• Capture the details right away• How long will this take• WHEN will you do it• More than a to do list…or a multi

tasking…..

Multi Tasking is Evil.

• Prove I can save you half the time.• Exercise part 1: write down the sentence I

gave you AND the numbers I give you. Note your time

• “Multi Tasking is the Biggest Lie you have ever been taught.”

• 1 2 3 4 5…..27• What was your time?

Multi Tasking is Evil.• Exercise part 2: write down the sentence I

gave you ONE LETTER AT A TIME Immediately Followed by ONE NUMBER at a time.

• “M• 1• U• 2• What was your time?

The Coach Thom Style

Task List

• CAPACITY or INVENTORY management

• Use your inventory/resources wisely

• Forced quick prioritization

• Saying NO

• Saying NOT NOW

• Focus only a few smart things

The Coach Thom Style

Task List• 3 columns• #1 SPECIFIC Task

–Grab those ideas asap and record them–Underestimate how fast brain processes–Ancillary thoughts wont be lost–Natural sequential nature of your brain

The Coach Thom Style

Task List• 3 columns

• #2 HOW LONG in minutes– FORCES you to address capacity and consider

inventory

• #3 WHEN will you do it– FORCES you to address capacity and consider

inventory– Prevents biting off too much

The Coach Thom Style

Task List• Warehouse or Parking Lot

• As big as you want

• Good idea but not now

• Store in your warehouse

• Next 4th of July…

• Next time I hire a receptionist….

The Coach Thom Style

Task List• Group Example• Give me a SPECIFIC

task…• How Long in minutes• WHEN will you do it• #2• #3• And #4

The Coach Thom Style

Task List

Any time you have a Task -a to do- it goes here

It DOES not go anywhere else.

It does NOT go on a PDA, IPHONE, Blackberry….

Loss of control of your time and tasks causes stress.

Use it for anything and everything.

Me? Coaching clients-listening and note taking in addition to their plan

So I'll put my notes in the front part of the book.

Label the top of the page with the details- like client, date

Optional Tool: A Journal

Exercise to Lock in the Learning

• 6 minutes

• Brain Dump as much as you can in 6 minutes

• SPECIFCS of the task

• HOW LONG in minutes

• WHEN will you do it

• The winner is she/he who get the biggest dump

Before we move on….

• Is this clear?

• Can I clarify?

• Tell me how I can help increase buy in?

• What will keep you

• from using it?

The Coach Thom Style

Task List

Never Ever Ever Loose

When you are done with a page or even a page of TO DO's…get a great big giant magic marker and CROSS IT OFF!

This is NOT a calendar nor does it replace one…..keep using your paper calendar, your Franklin Planner, your PDA…..for appointments only.

Optional Tool: A Journal

ANYTHING in your life where you want to record notes should go in the front with the date and a title.

For faster reference, you can add these items to your table of contents

Ideas for staff meeting

Stuff you want to torture your assistant with

Optional Tool: A Journal

Or maybe I'm in a workshop and want to take notes…..date and seminar name at top

Or maybe I'm packing for a Conference and I want to make a note of what I need….

Or maybe I'm writing out my menu plan to keep under 1000 calories a day…..

Tool: Default Schedule

• Default- “fall back on”• Done in advance• The Story of Wise

Thom and Simple Thom

• Wise Thom leaves notes for simple Thom

Default Schedule.. more..

• The Wise you: un-rushed, calm, thinking PRO Actively, working Smart, quiet…

• Leaves instructions so the Simple you can just show up and see what needs to be done..

• Default- typical, regular, but not carved in stone-flexible, starting point

Tool: Default Schedule

Interruptions in your professional life….High School…Did you sit in Math Class all day or all week? Then

move onto Gym?Try to set up your week like a High School Class

Schedule.Flip chart- what are some examples of the classes

you SHOULD be taking?….gym class/planning class/Prospecting class/Meetings

class…

What Changed from School?

Tool: Default Schedule

Reactive

How you spend it is up to OTHERS

BIG whirlwind

Catching balls

Hotel Owner/Manager

Only a few classes on the schedule

• Proactive• How you spend it is

up to YOU• Small whirlwind• Throwing Balls• Business Coach• Lots of classes on the

scheudle

Tool: Default Schedule

The MOST IMPORTANT CLASS YOU CAN TAKE: PLANNING

Even if you work the Complaint Department at US AIRWAYS, you must find time for Planning.

Every day- 10 minutes.

Ideally the last class of the day

Or first thing in the morning.

Review your appointments, go through your notes, update your Task List

Creating YOUR Default Schedule

• Step 1: Start with a blank week-fill in the days you work, the times you work  Monday Tuesday Wednesday Thursday Friday Saturday

700            

900            

1100            

100            

300            

500            

Creating YOUR Default Schedule

• Step 2: Going back, and using “blocks of time”, put in when you must react (MUST) ….  Monday Tuesday Wednesday Thursday Friday Saturday

700  Staff Meeting   Staff Meeting  Staff Meeting  Staff Meeting   Staff Meeting  

          Departures   

900Answer Phones   Answer Phones       Departures   

  Answer Phones   Answer Phones        Departures  

1100            

100            

300  Check ins  Check ins      Check ins  

   Check ins  Check ins      Check ins  

500  Check ins  Check ins      Check ins  

Tool: Default Schedule

• Because –in reality-we have these “musts”

• You saw some of mine, what are yours?

• Rule- The Musts Cannot take up your whole schedule

• For our goals and our exercise shoot for no more than 50% of your total Default Schedule

• Need to time EXECUTE

Creating YOUR Default Schedule

• Step 3: Next using only 25% of what is left over, fill in your Important Reaction Items ….  Monday Tuesday Wednesday Thursday Friday Saturday

700  Staff Meeting   Staff Meeting  Staff Meeting  Staff Meeting   Staff Meeting  

   FUP/Admin  FUP/Admin  FUP/Admin  FUP/ADMIN Departures   FUP/ADMIN

900Answer Phones   Answer Phones    Payroll   Departures   FUP/Admin

  Answer Phones   Answer Phones    Payroll    Departures  

1100      Training  Payroll  SalesCalls  

     FUP/Admin  Training    SalesCalls  

100      Training SalesCalls   FUP/Admin  

         SalesCalls    

300  Check ins  Check ins    SalesCalls  Check ins  Check ins

   Check ins  Check ins    SalesCalls  Check ins  Check ins

500  Check ins  Check ins      Check ins  

Creating YOUR Default Schedule

• Step 4: Take what is left and create your PLANNING time, or your OFFICE HOURS (OH) ….  Monday Tuesday Wednesday Thursday Friday Saturday

700  Staff Meeting   Staff Meeting  Staff Meeting  Staff Meeting   Staff Meeting  

   FUP/Admin  FUP/Admin  FUP/Admin  FUP/ADMIN Departures   FUP/ADMIN

900Answer Phones   Answer Phones    Payroll   Departures   FUP/Admin

  Answer Phones   Answer Phones    Payroll    Departures  

1100      Training  Payroll  SalesCalls  

     FUP/Admin  Training    SalesCalls  

100      Training SalesCalls   FUP/Admin  

         SalesCalls    

300  Check ins  Check ins    SalesCalls  Check ins  Check ins

   Check ins  Check ins    SalesCalls  Check ins  Check ins

500  Check ins  Check ins      Check ins  

Tool: Default Schedule

The Importance of the Buzzer….Class Dismissed…

From Lunch to Home Ec.

The CLOCK!

Tool: Default Schedule

I Guarantee you'll find minutes in a day, hours in a week and DAYS IN A MONTH by running by the clock.

"I don't want to be a slave to the clock". You won't…you'll have more time to do the things you REALLY want to do,

Students-What are some things you want to do but don't seem to have time for?

Tool: Default Schedule

These tools will keep you focused!ADHD expertBright shiny objectsYou will be more plan-full and get the

important stuff done.AND…you'll save a lot of emotional energyAND…you'll get the wonderful feeling of

accomplishment by looking at the stuff crossed off.

Default Schedule

• Use it over and over..

• Starting point, a pattern, a jig,

• Some can use the same pattern EXACTLY from one week to the next….

• Others (Sales?) will have to alter it slightly…

• Minority may have to adjust it more..

Calendar vs. Default Schedule

• Calendar• Appointments-

meetings, sales calls, • Personal dates• Vacations, etc

• Default Schedule• INCLUDES the items

from your calendar• But also includes the

Reaction, the Important and the Office Hours

• To start with-use both, ideally- you are just going off your D.S..

Exercise to Lock in the Learning

• 7 minutes

• Create Draft #1 of your Default Schedule

• Start with MUSTS

• Add Reaction Times

• Include PLANNING classes

• Only 75% filled

Before we move on….

• Is this clear?

• Can I clarify?

• Tell me how I can help increase buy in?

• What will keep you

• from using it?

Tool: Office Hours

The SECOND MOST IMPORTANT CLASS YOU CAN TAKE: OFFICE HOURS

An appointment with yourself.

60-120 minutes

Once or twice a week

This is when you work on your Task TO-DO list…

Tool: Office Hours

This is where you can stuff done!

When you have office Hours, use your Task TO-DO list like a menu… What is a priority….

What is due.

What can I get done in the time allowed

What do I feel like doing

Tool: Office Hours

3 Mojo Traps1. Burned out or Lazy

2. Multi Tasking 3. InterruptionsCLOSE YOUR DOOR and UnplugSprint- rest, Sprint-rest, its not a marathon

yet.Start small

Creating YOUR Default Schedule

• Step 4: Take what is left and create your PLANNING time, or your OFFICE HOURS (OH) ….  Monday Tuesday Wednesday Thursday Friday Saturday

700  Staff Meeting   Staff Meeting  Staff Meeting  Staff Meeting   Staff Meeting  

   FUP/Admin  FUP/Admin  FUP/Admin  FUP/ADMIN Departures   FUP/ADMIN

900Answer Phones   Answer Phones    Payroll   Departures   FUP/Admin

  Answer Phones   Answer Phones    Payroll    Departures  

1100      Training  Payroll  SalesCalls  

     FUP/Admin  Training    SalesCalls  

100      Training SalesCalls   FUP/Admin  

         SalesCalls    

300  Check ins  Check ins    SalesCalls  Check ins  Check ins

   Check ins  Check ins    SalesCalls  Check ins  Check ins

500  Check ins  Check ins      Check ins  

Tool: Office Hours

A) For Projects-tasks with multi steps

B) Banging out smaller tasks

Use this rare uninterrupted time wisely

Before we move on….

• Is this clear?

• Can I clarify?

• Tell me how I can help increase buy in?

• What will keep you

• from using it?

Tool : Simple Project Planning

Many connected tasks make up a project

>30 Minutes

>3 steps

There are more projects in your life than you realize

To get an project accomplished, break it into bite size pieces

Tool : Simple Project Planning

Master the other tools first

GANTT Charts, MS Project, Spreadsheets

Not Paper- easiest is Excel

Project Plan Example

Project Plan Example

Tool: Simple Project Management

• 100’s : Details about setting it up– Size of the room– The time– Coordinating with Melissa and Will

• 200’s: Introduction, welcome

• 300’s: Overview,

• 400’s: Default Schedule

Tool: Simple Project Management

• 500’s: Task List

• 600’s Office Hours

• 700’s Project Planning

• 800’s Wrap Up

• 900’s My Admin

Tool: Project Management

• If time, an ATTEMPT an example

• We need to hire another person in our accounting department…

Tool: Simple Project Management

Before we move on….

• Is this clear?

• Can I clarify?

• Tell me how I can help increase buy in?

• What will keep you

• from using it?

This Stuff works!

• Bob was able to launch his 2nd business

• Henry was finally able to roll out his new product line

• Teresa had much more effective staff meetings

• Gary was able to be at home by dinner

Time Management:

The Art of Getting Things

DoneCoach Thom Finn

Time Management:

The Art of Getting Things

DoneCoach Thom Finn

Now what….

• Pick one tool to focus on for 30 days

• Master that then add to it

• Try, try, try again

• Down and out homeless alcoholic who tried getting sober 71 times……

Time Management:

The Art of Getting Things

DoneCoach Thom Finn