tc map instructions

8/14/2019 TC MAP Instructions

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INSTRUCTIONS

FOR

YOUR TOTAL COACH MAP

[MONTHLY ACTIVITY (& CONTENT) PLANNER1.0]


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Table of Contents*

WELCOME & PURPOSE........................................................................................3

OVERVIEW..........................................................................................................3

HOW TO MAKE THE MOST OF YOUR TC MAP........................................................5

Using Sheet 1: PRIORITIZING Your TC Calendar!..........................................5

Using Sheet 3: Tracking Your Content Submissions!.....................................7

PERSONALIZING YOUR TC MAP..........................................................................8

How to Personalize Your 1% Tasks............................................................8

Personalizing Worksheet 2 Your Activities Defs.......................................9

How to Place Motivating Symbols in Calendar Cells.....................................11

How to Change Media Submissions Sheet Directory Names......................12

HOW TO CREATE A NEW BOOK FOR NEXT MONTH.............................................13

PRINTING INSTRUCTIONS...............................................................................14

Printing Worksheet 1 Weekly Calendars...................................................14

Printing Worksheet 3 Media Submissions.................................................16

* Total Coach HUDDLE How To Use & Benefit from The Total Coach Plannermay be viewed at:

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WELCOME!

Welcome to Your Total Coach Monthly Activity (& Content) Planner Your TC MAP! Thismanual describes the purpose behind Your TC MAP; how to best implement all thefeatures of Your TC MAP; and how to personalize those features to make the document

most valuable to you and your developing, online, coaching business.

PURPOSEAs you have already accomplished your main start up activities in Total Coach (V5!),you may be experiencing a bit of overwhelm tracking your content: that is, your blogposts, written articles, newsletters, and all the related submissions to variousdirectories (e.g. Scribd, Ezine Articles, You Tube, Blog Talk Radio, etc.). The simple factis: The more you do to advance your online coaching business, the more 1%Tasks there are for you to accomplish any given day, week, and month! Dailyactivities multiply suddenly. Unless we are organized, stress and frustration escalatesand overwhelm sets in.

To address this reality, the Total Coach Monthly Activity (& Content) Planner Your TCMAP -- has been developed to simplify and organize all your various tasks (includingyour created content) into one easily accessible organizing tool. This will help alleviatestacks of notes and mounting frustrations as you advance your business step-by-stepinto a Total Coach success!

As such, Your TC MAP is provided for you to:

Quickly access an overview of your Total Coach, daily and weekly, To-Do tasks;

Quickly access an overview of your Total Coach, daily and weekly, Contentactivities (e.g., articles, audios, newsletters, videos) and submissions.

Organize and trackall your To-Do activities and Content tasks into one

easily accessible resource; and

Prioritizeall your activities for a given day and throughout each week.

Become adept utilizing spreadsheets as a powerful resource in advancing andtracking your online coaching, business activities.

PLANNER OVERVIEWYour TC MAP has been created as a total system of spreadsheets in Microsoft Excel accessible on both Mac and Windows platforms. Each Excel document (defined as a

book) covers one month of activities, broken down into the days & weeks of themonth.

You may easily view any particular week-at-a-glance by simply opening your TC MAPbook in Excel. If you would like to view multiple weeks at a time, click the View tab in


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the horizontal menu bar (at the top of your calendar), and click on Zoom. Set thedesired % Magnification and click OK. You may zoom back out to 100% throughthe same steps.

Within the current month, each book is broken out into 3 separate sheets as describedbelow. You may easily move between sheets by clicking one of the gray tabs on thesmall menu bar at the bottom left of your current view. [See figure below] You willrecognize the separate sheets as follows:

Sheet 1(entitled TC Calendar) is the day-to-day and week-to-week activitycalendar for the current month (e.g., October, 2009);

Sheet 2 (entitled Activity Defs) provides you a list describing all the availabletasks or activities you may need to carry out on any given date within a week.How to best utilize the 1% Tasks listed is described in detail in the followingsection (HOW TO MAKE THE MOST OF YOUR TC MAP).

Grey menu bar tabs[White box = current page]

1 Cell


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Sheet 3 (entitled Media Submissions) is a separate spreadsheet in which youmay list each of your content activities by title, and document the directories towhich you have submitted that particular content item. As noted previously, a

content activity or content item is a specific article, audio, newsletter or video.Each can be documented and tracked in the Media Submissions sheet as youperform your various submission activities.

[Note: Always remember to Save your Excel book immediately after making any additions or alterations to

your document sheets!]

By definition, each individual rectangle within a column and across a row is called a

cell. You will be making notations each day (as described below) in particular cells. Acell is defined by moving down a column (a day of the week) and across a row (a specificactivity). As an example, one possible cell may be defined by Blog Post on a Mondayor by Twitter on a Thursday.

HOW TO MAKE THE MOST OF YOUR TC MAP

Remember, upon making any of the calendar alterations described below, save yourchanges immediately, by clicking File on the top, horizontal menu bar & Save As.

Using Sheet 1: PRIORITIZING Your TC Calendar!

Each monthly book will open onto Sheet 1 (TC Calendar). The left-most column(highlighted in green) details the various 1% tasks (activities) available for you to carryout on a given day & over a given week. This column has been pre-populated withvarious activities (tasks) for your ease of use.

An effective way to utilize your MAP is to plan the day (or week) ahead of time perhaps the prior night (or weekend). Simply go down the list of 1% Tasks, decide ona given task, and move across to the appropriate Date cell: Double-Click on thatparticular cell. For that activity on the particular day, determine priority as follows:


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Give an ABC-Value to that item:

A is for those must do today or vital items;

B is for a should be donesoon or important tasks;

C is for those could be done items of lesser importance.

Give a Numerical Value to each item within each A,B,C category as follows:

1 is the most important A activity, & is thus A1 (the same for B1, C1).

2 is the next most important A activity & is thus A2 (similarly, B2, C2);

and so on for each A, each B & each C activity.

Type into the (double-clicked) cell your prioritized value (A1, B3, etc.) toindicate how you will be addressing that specific task on that particular day. Inthis way, you will have whittled down multiple, disparate activities into clearlyprioritized steps (A1, B3, C2 etc.) for each day!

Clearly, you will not be able to complete cells for all the listed 1% Tasks each day.Simply leave blank any cell you will not be attending to for the date chosen. Keep itsimple and prioritize only those tasks you can reasonably expect to accomplishwithin the time available to you to develop your business on a given day. Remember,this is a marathon, not a race.Since your next day (or week) is prioritized as above, when you first sit down at yourcomputer to begin work today, you will be able to immediately see how your prioritizedtasks line up for you today (& for this week, if you plan ahead week-to-week).

Then, as you step through your prioritized list of activities today, you can replace the

prioritized value with a V5! as a way to reward and motivate your remarkable,achieving, active Self! This is a key step in assisting you to be active each day do takethe time to provide that positive feedback to yourself.If you dont complete a particular task today, simply move it over to the next time youare able to attend to that task AND move it up in prioritized value (if applicable). Forexample, if you do not complete your B2 task today, you may put it as a B1 item on afollowing date or perhaps it has now moved into an A value & must be completedthe next date you sit down to address that activity.

An added motivating and planning feature of your TC Calendar is provided in the

evaluative statements positioned at the end of each week. Take the time to completethese simple, but powerful, reflections: They significantly enhance the value of yourTC MAP. They again provide written evidence of your good work; and they open you todiscovering entirely new directions and focus!

The reflections provided are:

The thing I did best this week: . . .

I challenged myself this week: . . .


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Next week I would like to include: . . .

I celebrate this week by: . . .

Right now, I am most grateful for: . . .

Obviously, your daily prioritized task list is only useful if you apply it day-to-day. A

word ofcaution here, however: The key is to prioritize within reason and begentle with yourself! This planner is only useful as you actually use it: The less stressyou create around implementing your planner, the more you will actually use it, and,therefore, the more effective you will be in advancing your business each day! As Mikehas said, maybe of 1% needs to be good enough for today: The key is focusedactivity, not pressure!

Using Sheet 3: Tracking Your Content Submissions!As noted above, you may get to your Media Submissions sheet within this months bookby clicking on the gray tab (marked as Media Submissions) on the small menu bar at

the bottom left of your current view.There you will find a very simple, but powerful format for detailing all your contentsubmissions. As you can see, the left-most column indicates the type of content you arecurrently submitting: Article; Audio, Newsletter, Video. You indicate the type in this left-most column by simply typing in the letter associated with each media type as follows:

A = Article

D = Audio

N = Newsletter

V = Video

The next column is a large, empty green block in which you may enter your title of thecompleted content you are currently submitting. As before, to type your title into a cell,you must first double-click on that particular cell. Once you enter the title, you moveacross the columns within that row, double-click on the cell beneath the directory towhich you submitted this content, and enter the current date.The advantage of tracking (when and to which directories you have submitted particularcontent) comes in the forms of positive feedback for you and in the future life of that

content. You will periodically receive rejections on particular content from certaindirectories &/or you may decide in the future to make revisions to a particular piece ofcontent. Since you can see where you submitted the original, you may then simply makethe necessary changes, resubmit the revised content, and now track that revision foronly the specific directories receiving the resubmission.

You may also note (near the top of the directory listings), you will see Log PW,User and Notes. As each directory has different log-in requirements, you mayindicate (in the spaces provided under each directory heading) the particular User ID,your Log-In Password & any brief Note for that particular directory (e.g., needs


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photo or perhaps you need to use a trimmed-down bio for a particular directory).

Another way to utilize Notes is by placing a reference number in the particular cell (bydouble-clicking that cell); then, at the bottom of the spreadsheet, list the number as a

footnote with any remarks you need to remember when submitting to a particulardirectory. Simply use the green title region for these footnote reminders.

PERSONALIZING YOUR TC MAP!

A significant advantage of the MS Excel format is your ability to tailor the TC MAP toyour personal style and unique priorities. Consider this a living document thatcan change with you as your business grows and your activities change.In addition, experiment with your planner in each of the two modes provided as awritten record that can be printed out and marked-up by hand &/or as acomputer application in which you can easily cut/paste/save all your planning andcontent information.

How to Personalize Your 1% Tasks (in the TC Calendar sheet)As described above, My 1% Tasks list for Your TC MAP has been pre-populated,providing you with 30 different activities from which you may choose. [The particularactivities and how they are defined is the subject of the Activities Defs sheet --accessed by clicking on the gray tab (marked as Activities Defs) on the small menu bar

at the bottom left of your current view.]

For your unique purposes, however, you may easily replace any activity on your

current TC Calendar sheet &/or add an activity not currently listed on your TCCalendar sheet as follows:

As you move down My 1% Tasks column of your TC Calendarsheet, stopand single-click on a particular activity cell. When you do, you will see a

down arrow (q) indicating a drop-down menu is available to you.

When you click on that arrow, the drop-down menu items come up; and yousimply scroll to a particular activity (listed in alphabetical order).

When you click on a specific activity (e.g. Offline Project) that activity willnow be entered into the current activity cell.

[Note: Each week, an additional 7 empty task rows are provided for you to makeadditions without needing to replace any of the pre-populated activities.]

Example: As your business grows, you may be speaking with 3 or more CoachingClients each week-day. Currently, only 1 row each week is devoted to CoachingClient Contacts. You would then simply add Coaching Client Contact in multiplerows down the left-most column (& repeat for each week of the month). [Note:

As such changes are not automatically carried forward into the following weeks of


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your calendar, you do need to repeat the alterations for each subsequent week ofthe calendar month].

Savethe newly altered Excel book.

To add additional rows (beyond the 7 blank rows provided) each week in your TCCalendar:

Click on a blankcell in the left-most activity column.

Click Insert. Then click Row in the drop-down menu. A new blank row will beadded across your planner. It will be formatted automatically to display your drop-down menu (q) when you click on that new activity cell.

Personalizing Worksheet 2 Your Activities Defs

You may even modify the pre-populated menu in the Activity Defs sheet to

include activities not currently provided or change the wording of the activities listed.

To change the wording of the pre-populated activities:

Click on the Activity Defs sheet to bring up the activity menu.

Double-Click the line-item cell you want to replace or reword.Enter the new activity wording you desire, and press Enter.

Save the newly worded Excel book.

To delete a line-item (from the pre-populated activity menu):

In the Activity Defs sheet, click on that particular line-item activitycell.Dragthe white cross along the row all the way through column B (thedefinitions) highlighting both columns (all columns must be highlighted,otherwise only the row in the single highlighted column will be deleted and your

definitions will no longer be lined up with the corresponding activity).

Click on Edit in the top, horizontal menu bar.

Click Delete in that drop-down menu.

Highlight Shift Cells Up in the box provided, and click OK: The line item willbe removed & all activities below will move-up one row.Save the newly worded Excel book.


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To insert a new line-item (within the current activity list):

Determine the line number where you would like to insert a new activity. Forexample, imagine you would like to insert Update Media Submissions Sheetalphabetically between line 28 (Update Blog/Website) and line 29 (Video -Create/Post).

Click onto the (left-most) cell in thelowerrow of the two items (between which

you want to enter your new activity in this example, line 29).Click Insert on the top horizontal menu bar; then click Row. A blank row willnow become available for you to type in your new activity & the correspondingdefinition.

IN ADDITION:

You must now redefine your entire (larger) activity menu (as it now has morerows than the original list). Remember, these are the activities listed in the drop-down menu provided in each cell of your TC Calendar sheet.Begin by highlighting the entire column of activities (row 1 through your lastitem e.g., row 31).Click Insert on the top, horizontal menu bar.

Click Name from the drop-down menu.Select Define and a new Define Name box will appear on your screen (asshown in the figure below).


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From the list in the large white Denine Name box, select TC_Activities (so it

shows up in the box under Names in Workbook).

In the Refers To box at the bottom of the Define Name box, change the lastnumber to include the new row length of your activity list (e.g., the name definedby ='Activity Defs'!$A$1:$A$30 becomes ='Activity Defs'!$A$1:$A$31 automatically increasing the row number into the definition as shown above].

Click Add & your new TC Activity definition will show up in the Names inWorkbook box.

Click OK. [Your redefined menu now becomes the active drop-down menu for

My 1% Tasks in the TC Calendar sheet.]

Savethe newly worded Excel book.

Phew! Give yourself a V5!

[Note: You do not need to redefine the menu after simply replacing or deleting aline item Since you are not modifying the total number of rows in the menuscurrent definition, the menu will display whatever words are listed in the pre-formatted number of rows.]

How to Place Motivating Symbols in Calendar Cells[to indicate youhave completed a given task on a given date (i.e., use a symbol in place of V5!)]

Since each cell is pre-formatted in Verdana type, you will need to reformat yourcells to Wingdings type in order to place a Jor Wingdings 2 to place a into acell.

To reformat, click on a cell and drag the symbol across and down to include allthe cells you wish to reformat then choose the new font (e.g. Wingdings).

'Activity Defs'!$A$1:$A$30

becomes

='Activity Defs'!$A$1:$A$31


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You may now insert your symbol of choice. [Note: aJin Wingdings = Shift

J. Ain Wingdings 2 = Shift P]Now, play with your motivators J; &Save your modified Excel Book

How to Change Media Submissions Sheet Directory Names

To replace a Directory Name:

Click on the gray tab (marked as Media Submissions) on the small menu bar

at the bottom leftof your current view.Double-Clickthe cell containing the directory name you would like to modify(e.g., Radio).

Simply type in your new directory title (e.g., BTR for Blog Talk Radio), and hit

EnterSavethe newly modified Excel book.

To insert an entire column for an additional directory:

Click on the gray tab (marked as Media Submissions) on the small menu barat the bottom leftof your current view.Highlight the current column immediately to the left of where you would like toinsert a new column.Click "Insert" on the top, horizontal menu.Click "Columns" in the drop-down menu -- a new column will appear immediatelyto the right of the column you highlighted.

And, yes, Save your newly modified Excel book.


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HOW TO CREATE A NEW BOOK FOR Next MONTH

Creating next month's TC MAP is very easy and straightforward.

First, double-click the name of the month in the white cell at the top of your TCCalendar.

Type in the name of the month to which you are updating.

Repeat the process (if needed) to update the year cell immediately below.

Then, double-click the yellow cell for the Monday of the 1st week in the newmonth (immediately below the word Monday), and type in the appropriate datefor that Monday of the first week of the next month [in the same format(month/day/year)], and press Enter.

Again single-click on that same first date cell a white frame will outline the

cell.

On the white frame, move the cursor in the lower, right corner of the frame untila appears (as shown below).

Drag this corner through to the last day of the week in the same row. Uponreleasing your mouse, the new dates for the week will appear automatically in thedate cells.

Then, repeat the same process above for each subsequent week of the newmonth. [Note: In the Monday date cell for each subsequent week, you need totype in the correct, corresponding date, single click, & drag the corner to the end

of the week.]

Once each week is updated, you can Save your new TC MAP for the correspondingmonth/year.

Drag the across thru Sunday of this week


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PRINTING INSTRUCTIONS

Printing Worksheet 1 Weekly Calendars

The following instructions are to assist you in printing your planner worksheets. You may

print any given week of your Excel weekly planner in two primary steps:

1. Set-Up Page Breaks

2. Format Page Setup

Instructions for each step are detailed below:

Step 1 Set-Up Page Breaks

With your TC Calendar (worksheet 1) open

On the View menu (on top, horizontal menu bar), click Page Break Preview

In the Welcome To Page Break Preview box, click OK

Place your cursor over the dashed, blue vertical line (aniconwill appear). With, drag the dashed, blue vertical lineto the right border that demarcates

the Sunday column.

Release your cursor. The right border page break has been set

To set the horizontal page breaks in the current planner format, you will need to letthe title rows (rows 1 through 6) be defined as PAGE 1 [See diagram below] Whenyou print later, you will ignore page 1 and will be printing weekly pages 2, 3, 4, etc.

dashed,

bluevertical

guideline


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Place your cursor on the first dashed, blue horizontalguideline (icon willappear).

With the ,drag the first dashed, blue horizontal lineto the top border of thedays of the week on the first weekly calendar (immediately below 2009)

Release your cursor.

With the next lower, dashed, blue horizontal line, drag the line to the top border of

the next calendar days of the week, and release your cursor.

Repeat Steps a through d above for each subsequent weekly calendar.

Your page breaks have been set.

Step 2 -- Format Page Setup

With your TC Calendar worksheet open:

On the File Menu (on top, horizontal menu bar), click PageSetup;

On the Page Setup menu, click the Page tab

Under Orientation, click Landscape

Under Scaling, click Adjust to

In the % Normal Size box, type in 90 in place of 100 (i.e., one weeklycalendar fits to one printed page @ 90% of normal size)

Click OK [See figure below]

Rows 1 thru 6 = PAGE 1(by definition)


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Next, set your print margins:

On the File Menu (on top, horizontal menu bar), click PageSetup

Click on the Margins tab

Set each margin (Top. Left, Right & Bottom) at 0.5 inches

Click OK

To PREVIEW the pages before you print:

On the File menu, click Print Preview

Scroll down to page 2 (& your first weekly calendar will come up). [As noted

above, you will print your weekly calendars starting with page 2.]

Printing Worksheet 3 Media Submissions

You will carry out the same steps as above, but with the following variations (inRED)

Step 1 Set-Up Page Breaks

With Media Submissions (worksheet 3) open:

On the View menu (on top, horizontal menu bar), click Page Break Preview

In the Welcome To Page Break Preview box, click OK

Place your cursor over the RIGHT-MOSTdashed, blue vertical line (an icon will appear).


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With , drag the dashed, blue vertical lineto the right borderthat demarcatesthe right border of the LAST Directory Column.

Repeat Steps c & d with each remaining blue vertical line until your

sheet shows only PAGE 1

Release your cursor. The right border has been set.

To set the horizontal page breaks

Place your cursor on the first dashed, blue horizontalguideline (will appear). With the ,drag the first dashed, blue horizontal lineto the last row you desire to

print (30, 40, etc.)

Release your cursor.

Step 2 -- Format Page Setup

With your Media Submissions worksheet open:

On the File Menu (on top, horizontal menu bar), click PageSetup;

On the Page Setup menu, click the Page tab

Under Orientation, click Landscape

Under Scaling, click Adjust to

In the % Normal Size box, type in 47% in place of 100 (i.e., the way thisplanner is currently formatted, the Media Submissions sheet fits to one printed

page @ 47% of normal size the rows will be quite narrow)

Click OK & print out form.

Again, do play with your TC MAP! As you follow the instructions above, you willbecome quite adept at working with Excel. In addition, you will have a new and powerfulsoftware resource at your disposal to adapt as you grow your online Coaching business!

We would love to hear your feedback on Your TC MAP! We are happy to make neededchanges on the fly as you help us determine what is most useful to your work. Pleasedirect your valuable feedback to Total Coach Support.V5! to you and your good work!

2009 by Total Coach

Your TC MAP was created through the combined efforts of Total Coach staff and TC Coaches Susan Wagers,Kim Richardson, & Malcolm Dayton

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