Time Management - Time Management - SalesSales

Characteristics Of TimeCharacteristics Of Time

There’s a finite amount of time.There’s a finite amount of time. It’s the same for everyone. Nobody It’s the same for everyone. Nobody

has more than anyone else.has more than anyone else.– Cannot be replaced, saved, made up or Cannot be replaced, saved, made up or

overspent.overspent. Time is either used or wasted.Time is either used or wasted. Time is your toughest competition.Time is your toughest competition.

The Value Of TimeThe Value Of Time

How much is your time worth? How much is your time worth? – Time is money, right?Time is money, right?– Wrong! Money is time.Wrong! Money is time.– You can always get more money--time is You can always get more money--time is

more valuable.more valuable. Exercise - How much is an hour worth Exercise - How much is an hour worth

to you?to you?

Time ManagementTime Management

Time management helps you work Time management helps you work smarter, not harder – just the opposite.smarter, not harder – just the opposite.– Smart people get the right things done.Smart people get the right things done.– People who work smart make more money People who work smart make more money

and get promoted faster.and get promoted faster. Time management requires self-Time management requires self-

management and self-discipline.management and self-discipline.

Four Steps In Time Four Steps In Time ManagementManagement

PlanningPlanning OrganizingOrganizing Controlling (Keeping track of it)Controlling (Keeping track of it) Evaluating (Time Logs, Weekly Evaluating (Time Logs, Weekly

Planners, and Daily Schedules)Planners, and Daily Schedules)

PlanningPlanning

Set objectives (always time framed - Set objectives (always time framed - deadlined).deadlined).– Yearly: Income, projects/tasks, Yearly: Income, projects/tasks,

improvement areasimprovement areas– Monthly updatesMonthly updates– Weekly PlannersWeekly Planners– Daily SchedulesDaily Schedules

Prioritize Everything: 1s, 2s, 3s.Prioritize Everything: 1s, 2s, 3s.

PlanningPlanning

Remember the 80/20 rule: 80% of your Remember the 80/20 rule: 80% of your results come from 20% of your results come from 20% of your activities.activities.

Plan for the full range of your job Plan for the full range of your job functions and activities:functions and activities:– Sales: Prospecting, Identifying Problems, Sales: Prospecting, Identifying Problems,

Generating Solutions, Presenting, Generating Solutions, Presenting, Negotiating and Closing, Servicing Negotiating and Closing, Servicing

Time Investment ExamplesTime Investment Examples

ProspectingProspecting 10%10% Identify ProblemsIdentify Problems 10%10% Generating SolutionsGenerating Solutions 10% 10% PresentingPresenting 30%30% Negotiating/ClosingNegotiating/Closing 30%30% ServicingServicing 10%10%

– Plan carefully to invest your time Plan carefully to invest your time according to your primary job functions according to your primary job functions and activities.and activities.

Self-ManagementSelf-Management

If you’re unsure about priorities, ask If you’re unsure about priorities, ask your manager.your manager.– ““I don’t have enough time,” blames time, I don’t have enough time,” blames time,

not yourself.not yourself.– Don’t be a victim, take responsibility for Don’t be a victim, take responsibility for

managing and controlling your time.managing and controlling your time.– Take responsibility for results.Take responsibility for results.

– If you take responsibility, you’re more If you take responsibility, you’re more likely to get credit.likely to get credit.

Self-ManagementSelf-Management

People who are habitually late or People who are habitually late or constantly procrastinate:constantly procrastinate:1 Arrogant: Try to establish power Arrogant: Try to establish power

consciouslyconsciously2 Poor self-image: Try to establish power Poor self-image: Try to establish power

subconsciouslysubconsciously3 Unhealthy fear of failureUnhealthy fear of failure

Self-ManagementSelf-Management

Overcome these problems with self-Overcome these problems with self-discipline:discipline:– Time management and priority settingTime management and priority setting– Professional helpProfessional help– Don’t procrastinate on getting started or Don’t procrastinate on getting started or

getting help in planning your time.getting help in planning your time.

PlanningPlanning

Yearly GoalsYearly Goals Monthly UpdatesMonthly Updates Weekly PlannersWeekly Planners Daily SchedulesDaily Schedules

– The keystone of an effective systemThe keystone of an effective system

Planning ToolsPlanning Tools

To-Do ListTo-Do List Action Folder (Desktop)Action Folder (Desktop) Management Folders (Desktop)Management Folders (Desktop) Project Folders (Desktop)Project Folders (Desktop) CalendarCalendar Weekly PlannersWeekly Planners Daily ScheduleDaily Schedule

– Often the above are in SalesForce or other Often the above are in SalesForce or other CRM software tools.CRM software tools.

To-Do List ProblemsTo-Do List Problems

The longer, the worse – depressingThe longer, the worse – depressing Unconscious, stupid tricks we play on Unconscious, stupid tricks we play on

ourselves:ourselves:– Do lots of little things first to give Do lots of little things first to give

ourselves achievement feedback.ourselves achievement feedback.– Do the easiest things first.Do the easiest things first.– Do the most fun things first.Do the most fun things first.

To-Do List SolutionsTo-Do List Solutions

Scrub it every week to keep it short.Scrub it every week to keep it short.– Reward accomplishmentsReward accomplishments

Deadline all items.Deadline all items. Prioritize all items (boss’s priorities).Prioritize all items (boss’s priorities).

– Listen to boss carefully.Listen to boss carefully.– Listen for stuff you don’t want to hear.Listen for stuff you don’t want to hear.– Don’t listen defensively--it’s not Don’t listen defensively--it’s not

personal criticism, it’s improvement personal criticism, it’s improvement advice.advice.

Weekly PlannerWeekly Planner

Assign priorities in Action Folder and Assign priorities in Action Folder and on to-do list.on to-do list.

Look at last week’s Weekly Planner.Look at last week’s Weekly Planner.

Weekly PlannerWeekly Planner

Look at calendar for scheduled Look at calendar for scheduled appointments and meetings.appointments and meetings.

Synthesize into a new weekly planner.Synthesize into a new weekly planner. Keep weekly planners for later Keep weekly planners for later

analysis.analysis.

Daily PlanningDaily Planning

1 Set a time for your daily planning (first Set a time for your daily planning (first thing in a.m.).thing in a.m.).

2 Look at your e-mail - Look at your e-mail - DRASDRAS it. it.

Daily PlanningDaily Planning

– E-MailE-Mail– DDelete it - delete new mail you don’t elete it - delete new mail you don’t

need.need.– RRefer - Delegate, forward, or put in an efer - Delegate, forward, or put in an

appropriate folder.appropriate folder.– AAct - Do it immediately if it takes less than ct - Do it immediately if it takes less than

two minutes.two minutes.– SSave- Don’t save what others save.ave- Don’t save what others save.

Daily Scheduling TipsDaily Scheduling Tips

Be tough on yourself – do the hardest, Be tough on yourself – do the hardest, nastiest things first.nastiest things first.

Save the easiest, most fun for last in the Save the easiest, most fun for last in the day – look forward to them.day – look forward to them.

On every activity, ask “how is this helping On every activity, ask “how is this helping me achieve my goals?” “How much money me achieve my goals?” “How much money is this making me?”is this making me?”

Prioritize 1, 2, 3. You shouldn’t be doing 4s Prioritize 1, 2, 3. You shouldn’t be doing 4s and 5s.and 5s.– You distract yourself.You distract yourself.

Daily Scheduling TipsDaily Scheduling Tips

Break big jobs into smaller chunks.Break big jobs into smaller chunks.– Turn off your computer—no e-mail, IMs, Turn off your computer—no e-mail, IMs,

Facebook, Twitter, or texting during Facebook, Twitter, or texting during chunking.chunking.

– Each chunk completed builds momentum.Each chunk completed builds momentum. Don’t attempt too much. Make yourself Don’t attempt too much. Make yourself

feel like a winner.feel like a winner. Allow for interruptions—leave one-eighth Allow for interruptions—leave one-eighth

of your time unscheduled.of your time unscheduled.– Managers leave one-quarter unscheduled.Managers leave one-quarter unscheduled.

Daily Scheduling TipsDaily Scheduling Tips

Set a time limit on each appointment Set a time limit on each appointment or meeting.or meeting.

If you add something during the day, If you add something during the day, drop something.drop something.

Make time for call-backs (no-screening Make time for call-backs (no-screening time).time).

Working Your PlanWorking Your Plan

Number-one time management rule:Number-one time management rule:– Do one task until it’s finished.Do one task until it’s finished.– We interrupt ourselves (e-mail, IMs, We interrupt ourselves (e-mail, IMs,

Facbebook, Twitter, texting).Facbebook, Twitter, texting).– You must You must focus intenselyfocus intensely..

– Champion athletes know the value of Champion athletes know the value of focused concentration.focused concentration.

Follow-UpFollow-Up

Conduct a desk check at the end of the Conduct a desk check at the end of the day.day.– Nothing openNothing open– No random piles of stuff – organized pilesNo random piles of stuff – organized piles– No Post-It notes all over the placeNo Post-It notes all over the place– What color is your desktop?What color is your desktop?

Organize Your Desk and Organize Your Desk and ComputerComputer Phone on the left (if you’re right-Phone on the left (if you’re right-

handed)handed)– Use a headsetUse a headset

Calendar on Desktop (only one and Calendar on Desktop (only one and synch it daily)synch it daily)

Vital information at your fingertipsVital information at your fingertips Work space neat and cleanWork space neat and clean WriteWrite everything down.everything down. Put often-used online information in Put often-used online information in

“Favorite Places” or “Bookmarks.”“Favorite Places” or “Bookmarks.”

Organize Your Computer Organize Your Computer and Desktopand Desktop

Vital information handyVital information handy Action FolderAction Folder Management Folder Management Folder Project FoldersProject Folders ““Goodie File” for examples of Goodie File” for examples of

excellent communicationsexcellent communications

Organize Written Organize Written CommunicationsCommunications

Analyze repetition: use forms, Analyze repetition: use forms, templatestemplates

Analyze correspondenceAnalyze correspondence– Have separate files and templates for Have separate files and templates for

letters and paragraphs.letters and paragraphs.

Organize Knowledge Organize Knowledge AcquisitionAcquisition

Sales organization examples:Sales organization examples:– Competitive media organization specialistsCompetitive media organization specialists– Category specialistsCategory specialists– Competitive salespeople analysisCompetitive salespeople analysis– Product specialistsProduct specialists– General business, industry, advertising, General business, industry, advertising,

media, marketing knowledgemedia, marketing knowledge

Organize Support StaffOrganize Support Staff

Have no-interrupt hours for support Have no-interrupt hours for support people.people.

Utilize quiet hours for the entire office Utilize quiet hours for the entire office or department. or department.

Organize Support StaffOrganize Support Staff

Have the support staff keep time logs Have the support staff keep time logs occasionally.occasionally.

Meet regularly with the support staff to Meet regularly with the support staff to discuss problems, solutions.discuss problems, solutions.

Make the support staff part of the Make the support staff part of the team.team.

Organize Your AssociatesOrganize Your Associates

Use liaisons/scrums.Use liaisons/scrums. Consolidate meetings.Consolidate meetings. Compress meetings (set time limits, Compress meetings (set time limits,

use and follow agendas).use and follow agendas).

Manage Your BossManage Your Boss

Get specific instructions.Get specific instructions. Get agreement on priorities.Get agreement on priorities. Expand autonomy parameters: gain Expand autonomy parameters: gain

trust.trust.

Controlling TimeControlling Time

Proper use of time separates winners Proper use of time separates winners from losers.from losers.

Winners take credit, losers blame time Winners take credit, losers blame time and others.and others.

View time management as an edge View time management as an edge opportunity.opportunity.

EvaluatingEvaluating

Time logs (every six months)Time logs (every six months)– We misjudge time. What we like to do goes We misjudge time. What we like to do goes

fast. What we dislike to do goes slowly.fast. What we dislike to do goes slowly.– Time logs must be accurate.Time logs must be accurate.– Analyze logs carefully and identify the Analyze logs carefully and identify the

biggest time wasters:biggest time wasters: Overextended lunch and coffee breaksOverextended lunch and coffee breaks Extended, unproductive phone Extended, unproductive phone

conversationsconversations Inconsequential personal discussions, IMsInconsequential personal discussions, IMs

EvaluatingEvaluating

Look at your time log and ask these Look at your time log and ask these questions:questions:– ““Am I doing the right things?”Am I doing the right things?”– ““Could I have done things in less detail?”Could I have done things in less detail?”– ““What kind of interruptions? How long did What kind of interruptions? How long did

it take me to recover?”it take me to recover?”– ““How long were my conversations?”How long were my conversations?”– ““Did I say ‘no’ often enough?”Did I say ‘no’ often enough?”

SummarySummary

Time isn’t money, it can’t be saved. Time isn’t money, it can’t be saved. It’s more precious. It’s more precious.

Know how you use your time (time Know how you use your time (time logs).logs).

Know your boss’s priorities.Know your boss’s priorities. Set deadlines for everything.Set deadlines for everything.

SummarySummary

Eliminate time wasters.Eliminate time wasters.– Be nice but firm with others who waste Be nice but firm with others who waste

your time. Say “no” or don’t respond.your time. Say “no” or don’t respond. Focus, focus, focus on results.Focus, focus, focus on results. Prioritize, prioritize, prioritizePrioritize, prioritize, prioritize

Next StepsNext Steps

Remember, you’re the one who makes Remember, you’re the one who makes yourself unhappy with unreasonable yourself unhappy with unreasonable expectations and disorganization. expectations and disorganization. Create a plan.Create a plan.

Get organized and smell the flowers.Get organized and smell the flowers.