massp-find extra hr-90min print
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Time Management StrategiesTRANSCRIPT
Finding an Extra Hour:Time Management Tips and Strategiesfor Busy Managers and Professionals
Presented for:
MASSP Annual Conference
DATE: May 2, 2008
Program Led By Randy Dean of:
Randall Dean Consulting & Training, LLC1881 Linden Street ! E. Lansing, MI 48823 ! Phone: 517-336-8906 ! Cell: 517-896-6611Fax: 832 550-3308 !Web: http://www.randalldean.com ! E-mail: [email protected]
CONSULTING
TRAINING
Key Learning Points for Today’s Program:
1. Understanding possible impact of interruptions and project transitions on overallproductivity
2. Utilizing effective task reminders to reduce productivity traction loss
3. Incorporating task reminders into MS Outlook task program
4. Strategy for reducing the impact of “phone tag” on productivity loss
5. Effective use of “padding” for managing information receivables; setting andmanaging appropriate timing expectations for task and project deliverables
6. Tracking information receivables and taking effective proactive action with them
7. Key strategies for making your time in meetings more productive and efficient
8. Learning to utilize “expected” dead time for forward productivity
9. Calendar strategies for repeating engagements; effective use of calendarreminders/alarms
10. Contact management strategies that allow for significantly enhancedclient/customer information retention and relationship development
11. Utilizing “notes” within Outlook (or on paper) to reduce “mental clutter”;enhance clarity and productivity
12. Managing office and information clutter via the “three minute, one touch” rule
13. Setting appropriate priority for remaining task/information items
14. Key strategies for keeping e-mail under control, including reducing the loss offocus and productivity associated with constantly monitoring e-mail
15. A couple ideas on effectively incorporating PDAs/SmartPhones within personalproductivity/information management systems.
Time Management/Office Organization
Randall F. Dean 1
Finding an ExtraHour Every Day:
Presented byRandall (Randy) Dean
Top Time Management Tips forBusy Managers and Leaders
President, Randall Dean Consulting &Training, LLC
A Leading Time Management/PDA Usage/E-mail &Info Overload Training Firm
Originally published and presented February 2006. © Randall F. Dean 2006.
Agenda of Program• Introduction• Managing Tasks and Dealing w/ Interruptions• Simple Project Management/Project OrganizationTime Savers
• Strategies for Managing Meetings and WastedMeeting Time
• Handling & Managing E-mail and InformationOverload
• Some Fun Additional Tips
Tasks, Traction, andInterruptions
Time Management/Office Organization
Randall F. Dean 2
Cost of Interruptions toAmerican Business:
$650 Billion/Year
Average Time LostPer Interruption:
4-15 Minutes
• Never “backtrack” on a project• Also great for interruptions• Low-tech: The Sticky Note• High-tech: Software/PDA• Mid-tech: Come see me!!
A Project Kick-Start:The “Next Step” Habit
Speaking of Phone Calls
• Ever get caught in phone tag?• Here’s a way to end phone tag forever
Time Management/Office Organization
Randall F. Dean 3
Waiting On’s . . .• Anything owed to you by anybody . . .• Money? Tax refund?• Books/CD’s loaned to friends/relatives• Phone call’s/faxes/e-mails with info youare waiting on.
• Develop your new personal brand – “thepolite but persistent pest”
• A great urgency reduction tool
Time for a Meeting?
When Asked to Attend• Ask to see agenda first• Ask “why” if attendance reason not clear• Meeting attendees should be:
• Meeting leader• Referent expert• Task managers
• Final fun tip on meeting start times
Time Management/Office Organization
Randall F. Dean 4
Standard Meetings Memo• A running “agenda collector” for anystandard meetings
• Allows you to capture items to bediscussed whenever the thought crossesyour mind
• Can use Desktop/Memo Software to cutand paste into agenda e-mail/document
“When the eagles are silent,the parrots begin to chatter.”
– Sir Winston Churchill
Four Great Strategies forLate-Starting Meetings
1. Interpersonals Memos2. “To Review” File3. Planning Time4. Delete Those Junk E-mails!
Time Management/Office Organization
Randall F. Dean 5
THE Definitive CLUTTER Buster!The Three-Minute Rule
Every piece of information (paper, fax, e-mail, v-mail, etc.) that you get you should touch onetime.
If you can take care of this task (accomplish,reply, file, read, forward, delete, toss, etc.) inthree minutes or less, DO IT RIGHT NOW!!!
If not, file appropriately into the Priority box ortask list to be accomplished in order of priorityor urgency (you decide).
Key E-mail Strategies
• Primary account, personal account, Internet account• Rationale: 1) Maintain focus; 2) Mitigate junk/SPAM
• Goal is to keep “Inbox” empty• Reply, forward, tickle, file, delete• Build file structure to accommodate easy filing
• Be ruthless – poorly titled, just delete?• SHIFT_DELETE strategy
Don’t Be a “Blinger”
• Resist temptation to constantly monitor• Turn off sound• Turn off “ghost”
• Instead, check at set points throughoutday• To balance productivity with responsiveness
• Are you being forced to “bling”?• Ask for a “habit change”
Time Management/Office Organization
Randall F. Dean 6
So when do you checke-mail?
• For most professionals – four times perday:• First thing in morning• About an hour before lunch• Right after lunch• About an hour before you leave
• Can also check after project completionsand after meetings
A Few Fun Tips, Tactics, andTechniques
A Calendar/Tickler Tipfor the Guys
• Ever forgot a birthday? Or anniversary?• NEVER do it again!• Use the same strategy for meetings andappointments
Time Management/Office Organization
Randall F. Dean 7
Address Book Strategies
• More than just name, address, phone, fax• Use as way to build stronger relationships:
• Spouse/Kids Names• Directions• Quirky Habits/Behaviors• Contact Management Tracking• Your Own Personal Biz Card to E-mail/Beam
How About SomeUseful Memos/Lists?
• Staff Management Memos• Company/Firm Archive• Personal Goals/Dreams List• Shopping Lists• Travel/Financial/Medical Archives• Business/Personal Trip packing list• Golf Club Shot Selector
• Driving Log• Hours Log• Calls Log• Workout/Diet Diary• Books to Read list• Movies to See list• Music to Buy list
Final Thoughts:
• Lots of info to chew on here:• Pick the ideas/strategies that work best for you
• Come back to your notes later to integrate more• If an area of opportunity, consider a longer-form programin time management/personal organization
• Continue learning/practicing/perfecting your use of time• Send me a note if you think of more!
Time Management/Office Organization
Randall F. Dean 8
Where to Get More Info:• Randy’s New E-book: Taming the E-mail Beast: 45 KeyStrategies for Managing Your E-mail Overload –http://www.emailsanityexpert.com
• Randall Dean’s Major Satisfactors = Major Success• David Allen’s Getting Things Done• Stephen Covey’s Seven Habits of Highly Effective Peopleand First Things First
• Anthony Robbin’s Awaken the Giant Within (great goal-setting program)
• Kenneth Blanchard’s The One Minute Manager• Alan Lakein’s How to Get Control of Your Time andYour Life
Other Randy Dean Programs:• Taming the E-mail Beast: Key Strategies for ManagingE-mail & Info Overload (1-3 hours)
• Time Management Strategies for Busy Managers,Leaders & Professionals (1/2 to full day)
• Keynote/Breakout Session: (RE)Awakening the Passionand Energy in Your Work (and Life)
• The PDA Power Program: Advanced Time ManagementPrinciples for PDA Users
• PDA Power Hour: A Fun Conference/Meeting Program• Managing & Leading Great Staff & Team Meetings(1-2 Hours)
• Go towww.randalldean.com/programs.html
We’re Done!!!
Randall Dean Consulting & Training, LLC1881 Linden Street
East Lansing, MI 48823Phone: 517-336-8906Fax: 832-550-3308
Email: [email protected]: www.randalldean.com