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2015
Effective Meetings, Communication, & Time ManagementTips & Tricks to Scale Effectively
thrivenetmarketing.com 817.642.96862
Agenda
Introduction to Critical Thinking
Time Management
Effective Communications
“We cannot solve our problems with the same thinking we
used when we created them”Albert Einstein
thrivenetmarketing.com 817.642.96863
Session Objective
Understand Critical Thinking and how to use it to solve problems
Learn tips on how to prioritize and manage time better
Better use the right tools to communicate more effectively
Understand the keys and barriers to effective communication
By the end of this session you will be able to…
“Thinking is the hardest work
there is, which is probably the reason why so few engage in
it.”Henry Ford
thrivenetmarketing.com 817.642.96864
Why Are We Talking About This?
Thrive Breaks Ten Year
Sales Records. Achieves
Record Growth.
Thrive is Busy
thrivenetmarketing.com 817.642.96865
My Formula For Success
CRITICAL THINKING
+ Practical Application of
Time Manageme
nt
Effective Communication
= Successful Scaling
The ability to apply critical thinking your daily tasks with practical application of time management and communication skills will allow you to scale your workload and reduce stress
thrivenetmarketing.com 817.642.96866
What is Critical Thinking?
Critical ThinkingIs a Self-Directed ProcessBy Which We Take Deliberate StepsTo Think at the Highest Level of Quality.
Critical Thinking involves asking questions to come up with potential solutions to different problems.Productive: Thinking that goes beyond
observing and recalling factsCritical: Being able to ask questions and gather informationWeighing & Solving: When you think critically you weigh evidence, solve problems and make decisionsCreating & Applying: When you think critically you create new ideas, and turn information into a tool by applying what you have learned in previous situations to new situations
thrivenetmarketing.com 817.642.96867
Applying Critical Thinking
STOP and Think
Recognize Your Assumptions
Evaluate the Information
Draw Conclusions
Plan of Action
thrivenetmarketing.com 817.642.96868
Time Management
“Remember that time is
money”Ben Franklin - 1748
There is a “Time Famine” at Thrive today.
thrivenetmarketing.com 817.642.96869
This is a SEVERE Problem
The Average Person Wastes Around TWO Hours Each Day at Work
Poor Time Management is a KEY CONTRIBUTOR to Stress
WHAT DOES POOR TIME MANAGEMENT LOOK LIKE?
Messy Desk
Missed Appointments/ Regular Rescheduling
Tired
Always Says Yes
Poor PunctualityIndecisiveness
Does it ThemselvesPerfectionist
Poorly Defined Goals
ProcrastinationImpatience
Low Energy
Rushing
thrivenetmarketing.com 817.642.968610
Step One: Classify Your Tasks
1 23 4
More ImportantNot as Important
Due Soon Not Due Soon
List our all of your tasks and assign then a value
The Importance Scale
More ImportantLess ImportantNot as Important
JUST YOU
THE TEAM THE
PROJECTCLIENT’
S REVEN
UE
RELATIONSHIP WITH THE
CLIENTTHE
COMPANY
thrivenetmarketing.com 817.642.968611
Step Two: Planning
“He who fails to plan is planning
to fail”Winston Churchill
1 Break Large Tasks Down into Smaller Pieces
2 Plan to Do the Ugliest Tasks First
3 Plan Each Day, Each Week, Each Month, & Each Quarter
You can always change your plan, but only once you have
one!
4
5
Use the Tools Available to You to Do Your Planning
Communicate Your Plans to Your Team and Your Boss to Ensure Priority Alignment
thrivenetmarketing.com 817.642.968612
Step Three: Ensure Execution
The distance between
your dreams
and reality is
called action
1
2
3
4
5
Schedule Yourself: You don’t FIND time to do things you MAKE it
Learn to Say No: Because everything you do has an “opportunity cost”
Avoid Interruptions: Turn off email notification sound and other distractions while focused
Cut Things Short: Start with “I only have five minutes”, have an out and use it
Set Time Limits & Deadlines: “Work expands so as to fill the time available for its completion”
Parkinson’s Law - Cyril Parkinson, 1957
thrivenetmarketing.com 817.642.968613
Communicating Effectively
“The most important thing in
communication is hearing what isn’t
said”Peter Drucker
The Communication
Equation40%50%10%
What You HEAR
What You SEE & FEEL
The Actual Words
Tone of voiceVocal clarityVerbal expressiveness
Facial expressionDress and grooming PostureEye contactTouchGestureReally Smart Business Guy
Communication is KEY
thrivenetmarketing.com 817.642.968614
When to Use What
EMAIL PHONE MEETING ASANA CHAT
INTE
RNALEX
TERN
AL
When Sending Summaries
When Sending Links When Actions Are Needed When Approval is Needed When Tracking is Needed
When You or the Client is Frustrated
When Emotion or Urgency Need Communicating
After 2 Emails with No Reply
When relationship needs strengthened
When Multiple People Need on the Same Page
When Complex Items Require Communication
When Visuals are Required to Explain
For Milestones
When Sending General or Educational Information
To Ask a Question
When Action is Needed Urgently
When Something is Wrong
To Communicate Goals, Changes, or Priorities
When Team Building is Needed
When You Need Someone Else to Do Something For You
When You Need a Quote or Estimation
When You Need to Provide Information on an Existing Task
When You Have a Question on an Existing Task or Project
To Ask a Question that Does Not Require Research or Investigation (Instant – YES/NO)
To Check on the Status of a Task
To See if the Person is Available
For Getting to Know Each Other and Fun!
thrivenetmarketing.com 817.642.968615
Effective Listening
“If we were supposed to
talk more than listen, we
would have been given two
mouths and one ear.”Mark Twain
Be Aware of Body Language: Maintain eye contact and be relaxedKeep an Open Mind: Try to feel what the speaker is feeling
Do Not Interrupt: Do not try to impose your “solutions”
Give Feedback: Summarize back, reflect feelings, ask questions, or just say “uh huh”Be Aware of Barriers: Know what the person, the environment, the topic, or other items might prevent you from listening.
thrivenetmarketing.com 817.642.968616
Barriers to Successful Communication
What Could Prevent Successful Communication?
Knowledge, Skill & Vocabulary
Distance & Time
Cultural Differences/Language
Emotions
Distractions
worry, fear, anger, grief, depression, excitement, frustration, sadness, historyenvironment, workload, emails, phone calls, kids, pets, preoccupation, boredom
race, upbringing, religion, accent, prejudice, individual bias, age, semantics
time zone, jetlag, time-of-day, weather, tech breakdown,
tech terms, profession, acumen,
thrivenetmarketing.com 817.642.968617
Key to Effective Emails
Create an effective folder structure and save every email…no exceptions
(except spam)
If you want someone to take action, they should be the only person on the “TO” line
Never include your boss or their boss unless you are trying to get them in trouble
Never use your inbox as a “To-Do” List
If someone doesn’t reply in 48 Hours they probably never will
Be courteous of other people’s inboxes and only email people who NEED TO KNOW
You can’t build a relationship over email. If you don’t talk you don’t have a
relationship at all
thrivenetmarketing.com 817.642.968618
Key to Effective Meetings• Purpose and goals are set in advance• Only the appropriate people are attending• Have an agenda and communicate in advance• Background information is distributed in advance• Meeting is actively managed• Meeting ends with wrap-up, including action items and assignments• Written minutes are distributed promptly
Top Five Reasons to Hold a Meeting1
2
3
4
5
The interaction of opinions is necessary to create an idea, plan or solve a problemGroup dynamics are essential to the accomplishment of the purpose
Time restrictions limit other options
The subject is sufficiently complex as to require interaction and explanation
The client requests it
thrivenetmarketing.com 817.642.968619
Key to Effective Phone Calls
The Phone Call is Going the Way of the Letter… But it’s all We have
Direct Communication is the key to creating excitement, diffusing conflict, and building strong
relationships with our clients.Prepare for the Call:List out the needs before you dialBe Respectful of Time:Ask if it’s a good time and how much they haveUse Clear and Concise Vocabulary:Don’t get technical, explain everythingUse as Opportunity to Build Relations:Ask questions, ask for feedback, thank them
thrivenetmarketing.com 817.642.968620
Effective Internal Communications
Always Give Thrivers the Benefit of the DoubtRemember Every Other Thriver is Just as Busy or is Busier Than You AreNo Thriver is a Mind Reader… If You Don’t Explain What or Why They Won’t Know
Use the Right Tools the Right Way
Know Your Strengths and Leverage Other’s… We Win as a Team, We Fail Individually
Don’t Work in a Vacuum, Collaborate With Each Other on Everything You Do
“Coming together is a beginning,
keeping together is progress, and
working together is success.”Henry
Ford
Communication with our client’s means nothing if we can’t communicate with one another.
thrivenetmarketing.com 817.642.968621
Summary
+ +
=Successful Scaling