Download - Productivity for sales
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Productivity For Sales By James Muir
For the Southwest Region
3/8/2010
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Prioritize Your Work
• The more successful you become the less
likely it is that you will be able to complete
everything every day.
• You will never get finished with everything.
• The best you can hope for is to complete the
most important things.
• At the end of the day you can go to sleep
knowing that you did the most important stuff.
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Recommended Reading
• Eat That Frog
– Brian Tracy
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Set the Big Six • Studies show you can only complete about 6 major tasks each day – Chet
Holmes Ultimate Sales Machine
• The Key to Success: 1. Set the Big Six
2. Prioritize the List
3. Focus on them Like a Laser until you are complete.
• Additional Tips while Performing the Big Six – Eliminate interruptions
– Refuse to look at email • Turn off email notifications
– Don’t take Phone Calls
– STUDY: Starting & stopping multiple
times while completing a task increases
task time an average of 50% - Brian Tracy, Eat That Frog
• Use a Tool – Outlook
– Planner
– Paper
– (I would like you to use Outlook)
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How to Use the Outlook Tasking System • Turn on your Outlook Task Bar
– Right-Click To-Do Bar or
– Tools > Options > Other Tab > To Do Button
– Check Box “Show Task List”
• Sort your list properly – Right-Click Column Header > Customize Current View
– Fields [Priority, Start Date, Task Subject, Complete, Icon]
– Group By
• Priority
– Sort
• Start Date (Descending)
– Filter > Advanced Tab
• Dropdown Field > Date Time Fields > Start Date
• Set Condition to “on or before”
• Type in the Value field “Today”
– Format Columns
• Priority = “Bitmap with popup list”
• Start Date
– Format = x/x/xxxx
– Label = “Start Date”
• Task Subject
– Format = “Text”
– Label = “Task Subject”
– Width = Specific Width, 21 characters (or whatever works for you)
– Alignment = Left
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How to Use Tasks • Use the Quick Entry Bar
– Type in your task subject
– Set priority
– Set date (if desired)
• Using the “New Task” Option
– Choose File > New > Task or
– Choose Task from the “New” button dropdown
– Type in your subject
– Set your start date
– Set your priority
– Setting Reminders for Tasks
• Use sparingly
• Dragging Email to the Task Item on the Control Bar
– Drag your email to the Task item on the Control Bar and drop
• Same as “New Task” Option
– Left-Drag vs. Right Drag
– Using ClearContext
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Tips on Writing Task Subject Lines
• Always start with an action verb
• Make it a command to yourself
• Saves time by eliminating the need to think
• Examples:
– Schedule site visit for Southwest Cardiology
– Prepare for NCD EHR certification demo
– Stage system for ophthalmology demo
– Send James totally awesome Christmas gift
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Prioritizing Your Daily List
1. View the categories of your list
– Collapse “Normal” and “Low” if necessary
– Review “Normal” tasks at least once a month
• Set a high priority task for this
2. Move each task by changing the date or priority
3. Narrow the list down to six or so tasks
– It’s unlikely you will do more than this anyway
4. Prioritize the list by dragging the items into the
correct order
5. Focus on the top priority until completed
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When to use a Task vs. an Appointment
• Use tasks when:
– Specific timing during the day is
not important
• Use an appointment when:
– The specific time of day is
important
– To block out time for longer
projects
• Think: • Day Deadline = Task
• Time Deadline = Appointment
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Using your PDA for Tasking
• Launch Windows Mobile
Device Center
• Connect Your PDA via USB
• Use the Tasking
Application for your Device
– iPhones do not support tasks
without additional software
– Recommend Pocket Informant
for Windows Mobile Devices
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Managing email
• Get ClearContext Tool
– www.clearcontext.com
• Get X1 Indexer
– www.x1.com
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Managing email • Clean up your email box
– Create a folder to hold Correspondence
• Throw everything into that
– Use X1 when you need to find something
• How to use X1 search
• How to use ClearContext
• Don’t use email as a Task List
– Emails can’t be prioritized very well
• Steps for Converting emails to Tasks
– ClearContext
– Drag to Task Icon
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Performing an email Sweep
• Doing an email Sweep – Single handling
– If it’s a task – create a task w
appropriate date & priority
– If it is an event or a project –
schedule it
– To review it in the future –
Defer it
– Delete it
• Use Sorts to Manage
email Overload
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Using your PDA for email
• 3 Different Devices
– iPhone
– Blackberry
– Windows Mobile
• If you are not technical have
Network Support set you up
• If you have some technical
understanding the server
name is:
– ngmail.nextgen.com
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Use Your Outlook Calendar • “Things that matter most must never
be put at the mercy of things that
matter least.” -Stephen Covey
• In sales, we often fall victim to
allowing urgent things to take priority
over things that are important
• The best approach is to work from a
prioritized list of tasks
• The next best approach actually
schedule time for important things
– Lead Generation / Business
Development
– NCD Certification Training/Learning
– Ongoing Education (Ex. Sales, Medical
Industry, etc.)
• Setting Reminders
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Create a Structure to Your Day
• Schedule a specific time for lead generation –
Get Off the Roller coaster
• Examples Daily Structures
– See examples
• Tips:
– There is no ideal structure
– Some people are morning people
– Some people are evening people
– Experiment
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Structured Day Examples:
RVP Daily Routine
Wake Up 5:00 am
Take Vitamins 5:20 am
Take Computer and/or Book Down to Exercise Room 5:30 am
Exercise - 1 Hour Cardio
- 15 Minutes Weights
5:45 am
Shower, Dress, Meditate 7:00 am
Read 30 Minutes 7:30 am
Author Book 8:00 am
See Boys off to School 8:35 am
NextGen - Create Monday WebEx
9:00 am
Email Sweep - Voice Mail to Tasks
- Email to Tasks
- Review Master Task List
- Page 1 deals to Tasks (advances)
- Review Daily & Weekly Schedule
- Prioritize Tasks
9:30 am
Review / Advance Deals in Pipeline 10:00 am
Contact Sales Team - Ken Kontowicz
- Michael Stevens
- Jay Kurts
- Weston Black
- Terry Stewart
- Tim Neagle
- Trae Carter
- Terry Chamberlain
11:00 am
Lunch 11:30 am
NextGen - Research One Target Account
12:30 pm
Work Tasks 1:30 pm
Prepare for Next Day’s Work 4:00 pm
Daily Routine Wake Up 5:00 am
Take Vitamins 5:20 am
Take Computer and/or Book Down to Exercise
Room
5:30 am
Exercise - 1 Hour Cardio
- 15 Minutes Weights
5:45 am
Shower, Dress, Meditate 7:00 am
Read 30 Minutes 7:30 am
NextGen - Research / Work On One Target Account
8:00 am
NextGen - Call Leads, Schedule Referral Visits, Business Development
8:30 am
Email Sweep - Voice Mail to Tasks
- Email to Tasks
- Review Master Task List
- Page 1 deals to Tasks (advances)
- Review Daily & Weekly Schedule
- Prioritize Tasks
9:30 am
Advance Deals in Pipeline 10:00 am
Work Tasks 11:00 am
Lunch 11:30 am
Work Tasks 12:30 pm
Prepare for Next Day’s Work 4:00 pm
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Suggested Morning/Evening Routine
1. Review Calendar
2. Review *recent* email
– Not a full sweep
3. Set the Big Six
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Organizing Your Files
• Rule#1 – Save your stuff!
• Where you save it matters some
– But if you have X1 is not critical
• Examples of my experience (good & bad)
– Emailable Stuff
– Specialty Stuff?
– Marketing Stuff?
– PowerPoints
– PowerPoint Resources
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Managing Voice Mail
• Google Voice
• Sends (poorly) transcribed
voice mail to your email when
received.
• Allows you to consolidate your
Voice Mail in-box with email
• Other services available
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Summary & Conclusion
• Know the value of your time
– Annual income / 2000 hours
• Any time you can use:
– Practices / Techniques
– Technology or
– Money
to save time – Do so.
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Create examples for X1, ClearContext &
Files
• X1 – ENT Case Study
• ClearContext –
• Google Voice –
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Speaker
• 25+ Years in Revenue Cycle Management & Billing Service
Administration
• BA, Brigham Young University
• Author, 2 books, hundreds of articles including articles for the MGMA
Connexion and Advance For Health Information Executives
• Educator for many organizations including various MGMA chapters and
Metro managers groups.
• Certifications from IBM, 3Com, Miller-Heiman, Franklin Covey and JES.
• Longstanding active participant with MGMA & HFMA
James M Muir VP Sales NextGen Healthcare – Southwest Region NextGen Healthcare Speaker, Author, Educator www.linkedin.com/in/puremuir/ [email protected]