Time Well Spent

TIME WELL SPENTHOW TO GET MORE TIME OUT OF

YOUR DAY.

With Kimberly Medlock, CPO of

Productive Matters…

For quicker, easier, better results.

1

Get to know you better…2

Who walks into a room and has no idea why?

Who makes to-do lists?

Who here thinks they have “ADD?”

Who remembers when there were only 3 channels?

Life is more complicated.

The busier you are,

the more organized you have to be.

Look familiar?3

What does “clutter” create, say, imply?

The 3 questions…4

How would you feel/act if you were more

organized?

How would this affect the way you treated or

interacted with others?

How could this affect the way they treated or

responded to you?

How could this change the entire culture of your business?

Let’s look at some of the other connections…..

Time is money…5

The average American worker spends 28% of their

day on unnecessary distractions and interruptions

The average professional spends at least 1 hour a

day just looking for things

If 50 employees each spent only 10 minutes a day

on unnecessary email = over 2,000 hours a year

Over 75% of workers have not participated in any

modern information management training

Stress and money…6

Information and workload management was reported as the leading cause of stress by employees.

According to the CDC, 50% of all deaths before age 65 are because of stress related lifestyles.

Up to 80% of all doctor’s appointments are from stress related lifestyles.

Up to 60 percent of employee absences are due to psychological problems such as stress and depression.

What are these “stress-related” health affects?

Excessive stress warning signs…7

Fatigue, low energy

Poor sleep

Weight changes

Irritability, short fuse

Can’t focus, forgetful

Stomach problems

Bowel problems

Frequent headaches

Depression

Your work – home connection

The quality of your work life will greatly

influence the quality of your home life.

I want to help you have as much energy,

enthusiasm and commitment left for when you

get home.

Do I have your attention?

8

The only two ways to create more time in

your day…9

1. Eliminate - Reduce the number of activities

you are currently doing

2. Simplify - Reduce the time it takes to do the

things you have to do

6 Key Areas for

Productivity Success

1. Be clear with your roles, goals and objectives

2. Proper planning and prioritizing

3. Your tools and systems

4. Ability to stay focused

5. Ability to delegate, ask for help

6. Your energy and wellness factor

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1. Be clear with your roles, goals and

objectives

“If you don’t know where you are going, you will

probably end up someplace else.”

More time for what?

Know where you are spending your time now.

“Begin with the end in mind.” – Stephen Covey

It takes time

It takes courage

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2. Proper daily/weekly planning

Who starts their day with a written plan?

Average of only 1 out of 5.

Statistics repeatedly confirm that for every hour of

planning, 3-4 hours are saved from redundancy,

waiting for information, not being prepared,

and poorly managed tasks.

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Best practices for daily/weekly planning:

13

Write everything down!

Keep it centralized

Never work from one endless “to-do” list

Schedule really important tasks on your calendar to work on, not just left on a to-do list

Avoid hard-scheduling more than 50% of your day/week

Include 2-3 HVA’s for every day

“Time out” each of your tasks (Do the math)

Prioritizing your 168 hours…14

“If everything is a priority, then nothing really is.”

Only 37% of those that make a “to-do” list prioritize what needs to be done.

Are you familiar with the Pareto Principle?

Are you spending at least 20% of your day/week on the most important things you should do?

20% of your day is 96 minutes. Imagine your productivity level if you focused on the most importantthings for the first 96 minutes of your day.

3. Your tools and systems

Planning requires a planner tool(s)

Your planning tool(s) should include consideration

for:

Calendar

Tasks (To-do’s)

Contacts

Note taking

Portability (ease of use)

15

Tools and Systems

Who uses Outlook?

Paper filing system –(this can make or break you!)

Have your e-files mirror your paper files as

much as possible

Group like with like (items and activities)

Create routines for task and activities

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4. Ability to stay focused

Identify and learn to push-back distractions and interruptions.

How can you reduce these common types of interruptions?

People

Email

Clutter/Disorganization

Noise

Phone

17

5. Ability to delegate, let-go and get

help

“You could do anything but you can’t do

everything.”

Do you have control issues?

Practice delegation.

Does it require your unique talent or expertise

to be completed?

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6. Stay well!

Disease is dis-ease.

Be clear on the priorities – eliminate mental clutter

Eliminate the tolerations and clutter in your environment

You are what you eat

Be active

Disconnect

Reconnect

19

3 Ways to fix a problem…20

1. Change something about yourself

2. Change something about your environment

3. Change something about someone else

What will you do?

Did you know?21

If you reduced your caloric intake by only 67

calories for just two meals a day, at the end of a

year you could lose up to 14 pounds?

Thank you for your time…22

I KNOW how valuable it is.

Productive Matters

For quicker, easier, better results.

www.kimberlymedlock.com

662-893-7933