smarter time management by kimberly medlock

LAKE CHARLES YOUNIVERSITY

OCTOBER 13, 2016

Smarter Time Management Matters

Kimberly Medlockwww.KimberlyMedlock.com

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What say you?• “Am I ever going to get caught up?”• Who remembers when…• Who makes to-do lists?• Who came close to skipping today because …• How would you feel if you were better organized?

Today’s Purpose/Goals:• To help and encourage you with a fresh, smarter perspective about how to organize and plan your activities/day.

• To share insights, tips and strategies that will help you to improve your reputation, relationships and results.

• To have a good time doing it .


What is Time Management?• You don’t manage time, you manage your self.• Time management is really organizing the things you want to do in a way that helps you get them done.

• To organize = gather, sort, purge, arrange.• The 4 elements of time-management are:

• Mind (thoughts/thinking, goals/objectives)• Time (lists, increments, hours, days, etc.)• Spaces (stuff, things)• Information


Smarter Time Management is…The process of being both and efficient and

intentional using the time you have to spend in order to accomplish what you want to do…who you

want to be.• The only two ways to get more time:

• Eliminate - reduce the number of things you are doing• Simplify – reduce the time it takes to do what needs

to get done.


How to start?By knowing these four things…

• Know what you want to do /accomplish (who you want to be).

• Know what/why you are currently doing.• Know what are you willing to let-go.• Know what your plan is for getting it done.

“Know” and “No” are the magic words.

About today’s message…• Simple, doable ideas…there is something for everyone.

• If you want to get the most out of it, no multi-tasking.

• Any and all of these ideas can be learned and become a habit… if you practice.

• There is no “perfect system”. Nothing is perfect.• Focus on what you can do, not what you can’t do.• Just a few shifts can make a profound difference.

It all starts with a vision.Know what you want to do/accomplish.

The mission of the Lake Charles/Southwest Louisiana Convention & Visitors Bureau is to provide leadership in initiating and coordinating the worldwide marketing of Calcasieu Parish as a highly desirable leisure and

convention destination; to solicit and service convention and other group-related business; and to

engage in visitor promotions which generate overnight stays in Southwest Louisiana, thereby enhancing and

developing the economic fabric of the parish. What happens when this is being accomplished?

Results from the Survey• Top 3 things you wanted more time for:

• Sales and marketing• Better organization• Better communication with team/co-workers

• #1 issue?• Mental clutter

• Focus, worry, balance, procrastination


The two sides:• Mental – your thinking and beliefs (expectations) about time that determine what, why and how you can, can’t, should or will do.

• Physical – your activities, energy, stuff, tools and systems.

“Behavior doesn’t change until your thinking does.”

Be Mindful of Mental Clutter• What is mental clutter?

• Stuck thoughts, confusion, unclear/vague goals, regrets, worry, angst, distractions, etc.

• Signs of mental clutter:• Forgetfulness• Indecisiveness• Physical clutter• Can’t stay focused or concentrate• Feeling hurried, overwhelmed• Poor sleep

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Reducing Your Mental Clutter:• Get clear with your goals… What you want,

why you want it and who you want to be. • Clear the physical clutter. • Get it out of your head.

• Your brain was meant for reasoning and thinking, not for storage and stewing.

• Write it down or talk it out (plans, ideas, concerns, problems, etc.)

• Avoid multi-tasking.• Practice the “Right-Now” habit; mindfulness.

More tips…• Stay hydrated.• Identify and work on dysfunctional behaviors.

• Perfectionism, control-issues

• Recognize procrastination.• Seek/ask for help or advice; start by taking first step; work by

numbers (30 mins., 10 emails, etc.)

How does it feel to be clear and focused on what you want to do?

What would be some of the benefits if you more focused on improving your sales and marketing?

More Time … More Sales

1. Get organized! 2. Have, know and stay reminded of your goals. 3. It takes a plan. Plan for, prioritize and protect

time for sales activities. • Ideas? • Track by the numbers… # of calls, events, revenue, etc.

Smarter Sales Skills Matters

• Ask better questions – to qualify leads quicker, identify customer needs/create solutions.

• Improve your pitch.. Sell value! Get better at sharing your features and benefits.

• Refine your message (practice, Toastmasters)• Success leaves clues• Personal enthusiasm/experience matters

Smarter Sales Matters• Rebook before they leave.• Get in front of the masses.• Make it easy for them to know, like, find and communicate

with you.• Email• Business card• Phone / voicemail• Website / links

• Create an exceptional ___________ for service! This can create repeat and referral business.

What other things can affect your sales results/productivity?

• Appearance …appropriate, attractive, comfortable.• Timeliness, punctuality• Accuracy (vs. errors, misspellings, etc.)• Attitude• Focusing on what you do/can do – not what others

did/didn’t do. • Service focused• Talking about being “sooo / crazy busy”• Disorganization

How can disorganization affect your day/outcomes?

• Creates mental clutter• Negative impression to others• Wastes time• Wastes money• Health effects – physically, mentally, emotionally


Why do you have too much and/or too much to do?

• Common reasons :• Unclear goals• Not using a planning tool• Fear of saying “no”• Perfectionism/control issue

Smarter Organizing Matters• Being organized is having what you need arranged

in a way that allows you to access/use it when needed with the least amount of effort in doing so.

• Clutter is – anything not required, loved or used/useful; doesn’t fit, doesn’t work, is outdated, in excess or out-of-place.

• Getting Organized:• Gather• Sort• Purge (Decide)• Arrange

Clearing Your Time Clutter• Gather…. Know what you are currently doing.

• Pay attention/track where, how much and with whom are you spending your time

• Corral the sticky notes, emails, paper, etc.• What are common distractions? Temptations?

• Use a time-tracking tool (paper, Outlook tasks, etc.)• Once identified, look for activities that are not required,

loved or useful; doesn’t fit, doesn’t work, is outdated, in excess or out-of-place.

• Consider each activity to determine where you can eliminate or simplify.

Qualify your list by asking• Does it help me achieve my most important goals?• Is it a must do or could do task? • Are you clear with the purpose/reason for doing it? • Should you renegotiate your commitment?• Is it the right time for this commitment?• Will doing/not doing it matter in 30 days?

• Will it cause you unhealthy stress?• Does it cause you to neglect something else

more important?• Is it something you really know how to do? • Would anyone notice if it wasn’t done?• What could be considered good enough? • What are your motives for doing it/having it on

your list? If it is guilt or fear driven or you are trying to one-up, out-shine or prove a point to someone, let it go.

Smarter To-Do List Matters• Divide Your List

• Master List• Daily or Weekly List (Daily- 2, 3, 5 plan = 10; Work or Personal to-do’s; (10 a day can leave you room for new/unplanned items)

• Specific Projects• Might-Maybe (optional)

Smarter To-Do List Matters• Keep it visible/review it often.• Break it down (Instead of “Clean out office”… purge

file cabinet; clean out top-right drawer; get rid of …, etc.); list and focus on the next action needed (so you can scratch it off!)

• List only things you can and plan to do on your daily/weekly list.

• Schedule really important tasks on your calendar.• Use action words and be specific with the action

needed. (ex.: Call Becky about the session evaluations) and include necessary information like phone numbers, questions to ask, etc.

More Tips…• Indicate a time estimate for completing the task (ex.: 5 mins., 10 mins., etc.; Tasks longer than 20 minutes may also need to go on your calendar.)

• Keep up with your completed tasks.


A planning tool is not an option… And needs to include and integrate

these five essentials:1. Calendar2. Tasks3. Contacts4. Notes5. Portability/ease of access

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Prioritizing Matters • What would give you the greatest sense of relief if

completed?• Did you make a commitment? (Self/others) • Consider the benefits/consequences if done/not done

(to your health, relationships, finances, reputation, etc.).• Use a highlighter, red ink, 1-2-3 or A-B-C method to

help you stay focused.

Overcome Over-Commitment• Practice saying– “Let me check my schedule and get

back to you”.• Ask “When do you need this by/done?”• Ask “What are the results are you looking for?” • “These are the things I’m currently working on… which

of these can be eliminated (postponed, etc.)?• Ask -“How much time do you think this will take?”• “I can’t add/commit to anything else right now.” Blame it

on your manager, family, coach, doctor, etc.• Avoid hard-scheduling more than 50-60% of your

day/week.


Interruptions Slow You Down• Research shows that the average worker loses 2.1 hours a day to unnecessary distractions/interruptions.

• Your brain can take up to 15 minutes to get refocused on a task after an interruption.

• The average worker switches activities every 3 minutes – email, talking to co-worker, web, etc.

• Office workers are interrupted an average of 7 times an hour (56 times a day).

Minimize Interruptions (Time-Wasters)• Turn off notifications/ringers; let voicemail do its job.• Have a designated “drop-off”/inbox. • You teach what you allow. Pushback on things that can

wait or can be resolved without you. (ex.: Ask people to come back later, schedule time to meet, direct them to another resource, etc.; )

• Have regular meetings with your manager/co-workers to discuss projects, plans, questions, etc.

• Plan time with co-workers for lunches/social connections and appropriate work-related discussions.

• Don’t keep temptations (candy, toys, etc.) on your desk. • Keep your desk/office tidy!

Smarter Communication MattersThe two key objectives:1. To share your message in a way so that it is

received and understood as intended. 2. To communicate in a way that helps build or

maintain the other’s self-esteem.

• “Do unto others…” - What’s important to you?

Smarter Questionswhen working with others:

• “When do you need it by?” (Negotiate if needed and/or if it’s an option.)

• “Is there anything else that would be helpful for me to know?”

• “Do you have an example you could share?”• “What worked/didn’t work – what did you like/not like

before?”• “When/how/best way to reach you if I have a question?”• “Can you tell me more about…”?

Smarter Meetings Matter

The goal/purpose of any meeting is to have the participants feel they have learned or

accomplished something worthwhile.

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The Three Key Roles with Responsibility:

• The Organizer• The Presenter(s)• The Attendee/Participants

How good of a meeting attendee are you?

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Smarter Meeting Tips• Know and communicate the purpose for the meeting• Have a written agenda – what do you want

communicated/accomplished• Communicate the purpose for each person attendance• Prep/bring necessary materials• Have a start-stop time• Plan for note taking• Stay on topic (Set the tone at the beginning)• Recap – agreements, commitments and deadlines

Less Meeting Time…• Clarify your role and reason for attending• Consider “meeting” options • Give and/or request meeting agenda• Understand and model strong meeting etiquette and facilitation skills

• Bonus handout for you. • Did you know, if you reduced…

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Feel Smarter?Sales/marketing

OrganizationCommunication

Never be too busy…to get better.

Thank you for your time .

Have a fabulous day!

smarter time management by kimberly medlock

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