14 ways to manage the time you don’t have duffy... · 14 ways to manage the time you don’t have...
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14 WAYS TO MANAGE THE TIME YOU DON’T HAVE Christopher Duffy, MAS
14 WAYS TO MANAGE THE TIME YOU DON’T HAVE Don’t Waste Waiting Time
For the inevitable times when you must wait, find ways to put these moments to good use. Work With A Clean Desk
Keep the clutter in front of you to a minimum and you’ll have a greater focus. Greater focus means greater effectiveness. Do the Right Thing
Doing the right thing is effectiveness. Doing things right is efficiency. If You’re Not Effective, Change The Process
Ask yourself if the way you do things is effective. If not, find a better way. Don’t be afraid to change habits. Be flexible. Take Lunch, Or Simply Step Away From Things Once In A While
A few minutes away at mid-day are better than a stressed mind at 5:00 p.m. Learn To Use Technology
Technology is not a solution, it’s an enabler. Use it to organize, communicate, and record. Work To Reduce the Number Of ‘Bad’ Interruptions
They add up considerably, steal your focus and are neither effective nor efficient. Find your Power Zone
All of us work best at 110% of our maximum, but all of us have different energy levels. Find your zone that yields the best results. Below 110% fosters procrastination, above 110% fosters stress and errors. Get ‘Excellent’ In Research
In our industry, it’s all about the knowledge…and the wisdom and creativity to know when to use it. You have the tools available to make it happen. Know What The Desired End Result Must Be!
Always focus on your ultimate objective, concentrating on tangible results. Many people work very hard all day doing little jobs that don’t actually affect the quality of their work. Plan for Time Between Meetings
You need to collect your thoughts, not overlook the details of your conversation, and eliminate the ‘end of the day’ rush. Handle Each Piece of Paper Only Once
With each piece of paper you touch, you can either, 1) act on it, 2) give it to someone else, 3) file it, or 4) toss it. Decide which is best the first time. Spend Time Planning
Organization takes time but does yield tangible results. Set aside time early in your day to plan. Do one more thing before you call it a day
In one year, you’re guaranteed to finish 200 more effective tasks.
Christopher Duffy, Ariel Premium
14 ways to manage the
TIME YOU DON’T HAVE
»Analyze Our Use of Time »Determine Some of Our Biggest Time Stealers » Identify 3 Components of Time Management
»Talk About 1 Potential Roadblock
»Discover Practical Time Management Tips
OUR OBJECTIVES TODAY
» Directly Impacts Your Income » Creates a Sense of Balance » It’s One of Today’s Leading Career Skills
» Improves Our Degree of Organization
» Certainly Gives Us a Better Sense of Control
WHY MANAGE OUR TIME?
How many of you actually think about this process?
What’s the biggest time management mistake we make at work?
Our Use of Time
Not realizing how much time we really waste
Our 80/20 Rule
80/20 Rule of Time Management
» 80% of your work can be done in 20% of your work day when you are focused and uninterrupted.
» 80% of interruptions can be eliminated. The other 20% can be shortened or controlled.
» 80% of what you file is not looked at again.
80% of Your To-Do List Produces Only 20% of Your Results
Some Other 80/20 Variables:
In other words: The bulk of what we do each day has little impact
while the minority has the greatest impact
» Interruptions
»Meetings
»Things You Should Have Delegated
»Poor Organizational Skills
»Unclear Objectives or Priorities
»Crisis Management
TIME STEALERS
»Getting Bogged Down in Research
»Waiting for Answers
»How We Value Our Time
»Chasing the Wrong Dollar
SOME INDUSTRY TIME STEALERS
3 Core Components
of managing our time
Recollection Prioritization
Motivation
Recollection
With a focus on managing the details
»How do you remember all of the things you need to do?
»Do you write it down?
»What role does technology play?
RECOLLECTION
Prioritization
With a focus on organizational skills
PRIORITIZATION
» What is your greatest organizational skill?
» It’s a matter of learning the difference between what is Urgent and what is Important
» What are your criteria for prioritizing?
» Let’s look at a possible prioritization system
PRIORITIZATION »Consider the impact if you apply values to your list:
1. Prioritize each to-do item based on effort: 1 to 10
2. Then assign a value based on the potential for positive
results: 1-10
3. Divide Line 1 by Line 2 and complete the lowest value item first
Task 1 Prepare a Bid Proposal Effort: 5 Results: 5 Priority Value: 1
Task 2 Call a Customer for a Referral Effort: 1 Results: 10 Priority Value: 0.1
Motivation
With a focus on making it happen
MOTIVATION » Concentrate on your strengths. What motivates you?
» What is your Sense of Urgency?
» What do you do well? » What tasks stop you cold?
» What is your most productive time of day?
» What role does stress play?
…is not based on what you’ve done,
but rather on those things you haven’t done!
Our 3 Core Components
Most of us are only good at one or two of these
Recollection Prioritization
Motivation
But what single thing can keep you from achieving these?
“Hard work is often the easy work you did not do at the proper time”
--Bernard Meltzer
Organize With To-Do Lists & Calendars
»Prioritize & Understand
»Focus on Time-Specific items first
»Do the high impact tasks first »Separate revenue functions from administrative
ones
»Write or log everything
Pra
ctic
al T
ips
»Don’t Waste Time Waiting
»Work With a Clean Desk
»Do the Right Thing » If Not, Change the Process
»Take Lunch
»Learn to Use Technology
»Work to Reduce Bad Interruptions
Pra
ctic
al T
ips
»Find Your Power Zone
»Get Excellent in Research
»Know What The Desired End Result Must Be »Plan for Time Between Meetings
»Handle Each Piece of Paper (or e-mail) Only Once
»Spend Time Planning
»Do One More Thing Before You Call It A Day
Bo
nu
s P
ract
ical
Tip
s »Manage Your Social Media Efforts
»Place a Value on Your Time
»Find What Works for You When You’re Mobile »Who Wants To Add a Tip That’s Worked for Them?
Ultimately, what are we talking about today?
Better managing ourselves, not our time.
? That’s our time today… Your Questions!
Christopher Duffy, Ariel Premium
Please remember to complete your session evaluation now to receive your CEU session credit.
Christopher Duffy, Ariel Premium
17 ways to manage the
TIME YOU DON’T HAVE