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