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Lanc chamber feb 2013 time management
- 1. Time Management: The Art of Getting Things Done Coach Thom Finn
- 2. Time Management: The Art of Getting Things Done Coach Thom Finn
- 3. Who is here….. • How many supervise others? • How many in full time/near full time sales? • How many are in full time near full time customer service/customer support • How many are self employed (S-E) • How many have a very clear specific goal in their organization like this:
- 4. Who is here… • how many of you have been or read or attempted to improve your TM before… • how many of you like my tie • how many keep many details up in your head? • How many have a job where they have to REACT to phones, customers. the boss, other team members, where there job is to react to the whirlwind around them 75% or more of the time….
- 5. Expert by necessity • Planning is easy. Executing is hard • How it usually starts out for me… – Sales Client • No sales steps/Need Sales steps • Not Direct enough for 2013/need to learn how • No Selection/Start De Selection – Plan GoalTasksExecute • Understand, Buy In, Whirlwind
- 6. Expert by necessity • 90% of time • Time Management • My Choices – A) Beat them – B) Scream at them – C) Start Coaching on TM THEN results
- 7. Why didn’t you get it done? • http://www.youtube.com/watch?v=4P785j15Tz
- 8. Expert by necessity • No Blame, No fault, Nothing “Bad“ • Bigger Whirlwinds in 2013
- 9. You • Are Not: • Are: • Stupid, lazy, unorganized • Facing a whirlwind • Hopeless • Too many demands • Incapable of getting it • Not suited for traditional TM • maybe a little ADHD
- 10. Tools not Short Cuts • Tools • Tricks • Principles/Disciplines • Promise fast results • Rules • Band Aids • Address the ROOT • Treat symptoms not problem root cause
- 11. 4 Tools Help Leverage Execute stuff • Inter dependent • Master them one tool at time • 17-30 days…. • Try, Try Try again • At end, decide which tool you want to start with
- 12. To Make Sure You Get the Most Out of Your Learning ... I KNOW
- 13. The 4 Tools Of Execution • 1. The Coach Thom style TASK LIST • 2. The Default Schedule • 3. Office Hours • 4. Simplified Project Management
- 14. Paper vs. Technology • Debate with a volunteer • In 15 seconds, I can write……but • Faster, easier, more creative • Defeats the purpose if technically challenged • Loose the BIG idea
- 15. Loops Cause Stress • Looping, repeating, round and round • 5 loops and your are “stressed”
- 16. The Coach Thom Style Task List • Loops stink. • Priority systems don’t work in 2013 • Ignore your CAPACITY • Capture the details right away • How long will this take • WHEN will you do it • More than a to do list…or a multi tasking…..
- 17. Multi Tasking is Evil. • Prove I can save you half the time. • Exercise part 1: write down the sentence I gave you AND the numbers I give you. Note your time • “Multi Tasking is the Biggest Lie you have ever been taught.” • 1 2 3 4 5…..27 • What was your time?
- 18. Multi Tasking is Evil. • Exercise part 2: write down the sentence I gave you ONE LETTER AT A TIME Immediately Followed by ONE NUMBER at a time. • “M • 1 • U • 2 • What was your time?
- 19. The Coach Thom Style Task List • CAPACITY or INVENTORY management • Use your inventory/resources wisely • Forced quick prioritization • Saying NO • Saying NOT NOW • Focus only a few smart things
- 20. The Coach Thom Style Task List • 3 columns • #1 SPECIFIC Task – Grab those ideas asap and record them – Underestimate how fast brain processes – Ancillary thoughts wont be lost – Natural sequential nature of your brain
- 21. The Coach Thom Style Task List • 3 columns • #2 HOW LONG in minutes – FORCES you to address capacity and consider inventory • #3 WHEN will you do it – FORCES you to address capacity and consider inventory – Prevents biting off too much
- 22. The Coach Thom Style Task List • Warehouse or Parking Lot • As big as you want • Good idea but not now • Store in your warehouse • Next 4th of July… • Next time I hire a receptionist….
- 23. The Coach Thom Style Task List • Group Example • Give me a SPECIFIC task… • How Long in minutes • WHEN will you do it • #2 • #3 • And #4
- 24. The Coach Thom Style Task List Any time you have a Task -a to do- it goes here It DOES not go anywhere else. It does NOT go on a PDA, IPHONE, Blackberry…. Loss of control of your time and tasks causes stress.
- 25. Optional Tool: A Journal Use it for anything and everything. Me? Coaching clients-listening and note taking in addition to their plan So I'll put my notes in the front part of the book. Label the top of the page with the details- like client, date
- 26. Exercise to Lock in the Learning • 6 minutes • Brain Dump as much as you can in 6 minutes • SPECIFCS of the task • HOW LONG in minutes • WHEN will you do it • The winner is she/he who get the biggest dump
- 27. Before we move on…. • Is this clear? • Can I clarify? • Tell me how I can help increase buy in? • What will keep you • from using it?
- 28. The Coach Thom Style Task List Never Ever Ever Loose When you are done with a page or even a page of TO DO's…get a great big giant magic marker and CROSS IT OFF! This is NOT a calendar nor does it replace one…..keep using your paper calendar, your Franklin Planner, your PDA…..for appointments only.
- 29. Optional Tool: A Journal ANYTHING in your life where you want to record notes should go in the front with the date and a title. For faster reference, you can add these items to your table of contents Ideas for staff meeting Stuff you want to torture your assistant with
- 30. Optional Tool: A Journal Or maybe I'm in a workshop and want to take notes…..date and seminar name at top Or maybe I'm packing for a Conference and I want to make a note of what I need…. Or maybe I'm writing out my menu plan to keep under 1000 calories a day…..
- 32. Tool: Default Schedule • Default- “fall back on” • Done in advance • The Story of Wise Thom and Simple Thom • Wise Thom leaves notes for simple Thom
- 33. Default Schedule.. more.. • The Wise you: un-rushed, • Default- typical, calm, thinking PRO Actively, working Smart, regular, but not quiet… carved in stone- • Leaves instructions so flexible, starting point the Simple you can just show up and see what needs to be done..
- 34. Tool: Default Schedule Interruptions in your professional life…. High School… Did you sit in Math Class all day or all week? Then move onto Gym? Try to set up your week like a High School Class Schedule. Flip chart- what are some examples of the classes you SHOULD be taking? ….gym class/planning class/Prospecting class/Meetings class…
- 35. What Changed from School?
- 36. Tool: Default Schedule Reactive • Proactive How you spend it is up • How you spend it is to OTHERS up to YOU BIG whirlwind • Small whirlwind Catching balls • Throwing Balls Hotel Owner/Manager • Business Coach Only a few classes on • Lots of classes on the the schedule scheudle
- 37. Tool: Default Schedule The MOST IMPORTANT CLASS YOU CAN TAKE: PLANNING Even if you work the Complaint Department at US AIRWAYS, you must find time for Planning. Every day- 10 minutes. Ideally the last class of the day Or first thing in the morning. Review your appointments, go through your notes, update your Task List
- 38. Creating YOUR Default Schedule • Step 1: Start with a blank week-fill in the days you work, the times you work Monday Tuesday Wednesday Thursday Friday Saturday 700 900 1100 100 300 500
- 39. Creating YOUR Default Schedule • Step 2: Going back, and using “blocks of time”, put in when you must react (MUST) …. Monday Tuesday Wednesday Thursday Friday Saturday 700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting Departures Answer 900 Phones Answer Phones Departures Answer Phones Answer Phones Departures 1100 100 300 Check ins Check ins Check ins Check ins Check ins Check ins 500 Check ins Check ins Check ins
- 40. Tool: Default Schedule • Because –in reality-we have these “musts” • You saw some of mine, what are yours? • Rule- The Musts Cannot take up your whole schedule • For our goals and our exercise shoot for no more than 50% of your total Default Schedule • Need to time EXECUTE
- 41. Creating YOUR Default Schedule • Step 3: Next using only 25% of what is left over, fill in your Important Reaction Items …. Monday Tuesday Wednesday Thursday Friday Saturday 700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting FUP/Admin FUP/Admin FUP/Admin FUP/ADMIN Departures FUP/ADMIN Answer 900 Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll SalesCalls FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins Check ins Check ins SalesCalls Check ins Check ins 500 Check ins Check ins Check ins
- 42. Creating YOUR Default Schedule • Step 4: Take what is left and create your PLANNING time, or your OFFICE HOURS (OH) Monday Tuesday Wednesday Thursday Friday Saturday …. 700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting FUP/Admin FUP/Admin FUP/Admin FUP/ADMIN Departures FUP/ADMIN Answer 900 Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll SalesCalls FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins Check ins Check ins SalesCalls Check ins Check ins 500 Check ins Check ins Check ins
- 43. Tool: Default Schedule The Importance of the Buzzer….Class Dismissed… From Lunch to Home Ec. The CLOCK!
- 44. Tool: Default Schedule I Guarantee you'll find minutes in a day, hours in a week and DAYS IN A MONTH by running by the clock. "I don't want to be a slave to the clock". You won't…you'll have more time to do the things you REALLY want to do, Students-What are some things you want to do but don't seem to have time for?
- 45. Tool: Default Schedule These tools will keep you focused! ADHD expert Bright shiny objects You will be more plan-full and get the important stuff done. AND…you'll save a lot of emotional energy AND…you'll get the wonderful feeling of accomplishment by looking at the stuff crossed off.
- 46. Default Schedule • Use it over and over.. • Starting point, a pattern, a jig, • Some can use the same pattern EXACTLY from one week to the next…. • Others (Sales?) will have to alter it slightly… • Minority may have to adjust it more..
- 47. Calendar vs. Default Schedule • Calendar • Default Schedule • Appointments- • INCLUDES the items meetings, sales calls, from your calendar • Personal dates • But also includes the • Vacations, etc Reaction, the Important and the Office Hours • To start with-use both, ideally- you are just going off your D.S..
- 48. Exercise to Lock in the Learning • 7 minutes • Create Draft #1 of your Default Schedule • Start with MUSTS • Add Reaction Times • Include PLANNING classes • Only 75% filled
- 49. Before we move on…. • Is this clear? • Can I clarify? • Tell me how I can help increase buy in? • What will keep you • from using it?
- 50. Tool: Office Hours The SECOND MOST IMPORTANT CLASS YOU CAN TAKE: OFFICE HOURS An appointment with yourself. 60-120 minutes Once or twice a week This is when you work on your Task TO-DO list…
- 51. Tool: Office Hours This is where you can stuff done! When you have office Hours, use your Task TO-DO list like a menu… What is a priority…. What is due. What can I get done in the time allowed What do I feel like doing
- 52. Tool: Office Hours 3 Mojo Traps 1. Burned out or Lazy 2. Multi Tasking 3. Interruptions CLOSE YOUR DOOR and Unplug Sprint- rest, Sprint-rest, its not a marathon yet. Start small
- 53. Creating YOUR Default Schedule • Step 4: Take what is left and create your PLANNING time, or your OFFICE HOURS (OH) Monday Tuesday Wednesday Thursday Friday Saturday …. 700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting FUP/Admin FUP/Admin FUP/Admin FUP/ADMIN Departures FUP/ADMIN Answer 900 Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll SalesCalls FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins Check ins Check ins SalesCalls Check ins Check ins 500 Check ins Check ins Check ins
- 54. Tool: Office Hours A) For Projects-tasks with multi steps B) Banging out smaller tasks Use this rare uninterrupted time wisely
- 55. Before we move on…. • Is this clear? • Can I clarify? • Tell me how I can help increase buy in? • What will keep you • from using it?
- 56. Tool : Simple Project Planning Many connected tasks make up a project >30 Minutes >3 steps There are more projects in your life than you realize To get an project accomplished, break it into bite size pieces
- 57. Tool : Simple Project Planning Master the other tools first GANTT Charts, MS Project, Spreadsheets Not Paper- easiest is Excel
- 62. Tool: Simple Project Management • 100’s : Details about setting it up – Size of the room – The time – Coordinating with Melissa and Will • 200’s: Introduction, welcome • 300’s: Overview, • 400’s: Default Schedule
- 63. Tool: Simple Project Management • 500’s: Task List • 600’s Office Hours • 700’s Project Planning • 800’s Wrap Up • 900’s My Admin
- 64. Tool: Project Management • If time, an ATTEMPT an example • We need to hire another person in our accounting department…
- 66. Tool: Simple Project Management
- 67. Before we move on…. • Is this clear? • Can I clarify? • Tell me how I can help increase buy in? • What will keep you • from using it?
- 68. This Stuff works! • Bob was able to launch his 2nd business • Henry was finally able to roll out his new product line • Teresa had much more effective staff meetings • Gary was able to be at home by dinner
- 70. Time Management: The Art of Getting Things Done Coach Thom Finn
- 71. Time Management: The Art of Getting Things Done Coach Thom Finn
- 72. Now what…. • Pick one tool to focus on for 30 days • Master that then add to it • Try, try, try again • Down and out homeless alcoholic who tried getting sober 71 times……
- 73. Time Management: The Art of Getting Things Done Coach Thom Finn
Notas del editor
- have to get clients to EXECUTE. I'm good at planning, they are good at planning, but planning and getting it done are two different things. So Ill set down with a client who I'm doing sales coaching for example….and we start with an assessment and I listed kind of like a doctor and I pick up or observe that…they don’t have sales steps, they re not being direct enough for the market place in 2013, and they (for example) are not asking wheat from he staff/men from the boys-sorry question.
- That’s it….Okay…you understand...I am good, ohm cool. but you understand that we cant really get into these first of the 6 things of 44 things we need to do until we get some TM stuff done. See its almost like latest….I give them this first round o the assignment then and if they fail it I usually I have a time management problem… and this happens about 90% of the time. Busy day job/whirlwind/ or mild to extreme form of ADHD/ whatever… So guess what….I either could a) yell at them b) beat them c) Get fired for no results d) coach them on time management.
- lost causes I feel like a missionary…seriously…I'm on admission to make sure theta the ignorance, and the prejudice and the hate against folks who cant get traditional time management ends and for our purposes this morning you all are my clients and I am your coach….K? your note dumb, my special needs your day jobs/whirlwinds, your learning style how you best receive communication are not best suited for the more traditional mainstream TM courses special assistance needed …in the key cutting area you would not be here…..if…
- tools not tricks tricks can be abstract, tricks are band aids, treating the symptom… don’t really address the root problem study root problems…. these tools are principles, disciplines
- 3 tools help leverage from ACE slide Master them, one step at a time. 17 days to 1 month of mastering a step. May not be 100% but if you start with tool1, then…. Try, Try again. If you mess up, you can always start again. If you fall off the wagon, you can start again….I used to have a terrible alcohol problem….and I quit shrinking 71 times…..71 times…I dint what else to do except for try try again and it worked for 20 some years....Thank you all! I sincerely hop you got something out of it... When we are done, you can decide what tool you'll start with the trick with these 4 tools is that they are closely related, dependent, but I want to bring them up 1 at a time.
- If you have heard these before, you could be tempted to say I know this…what I challenge you to ask. is Have I mastered it…..
- So I'm gonna talk about these tools using PAPER not a keyboard, not a iPad not a laptop, not excel.l..but good old fashioned pencil on appear…. Write on paper….its more creative and more….free….better creativity. Its faster….I Paper vs. Technology…..was at this conference…and I was sitting at a table with a coach from France…anyway…he had his iPad and the keyboard and he was typing everything….and he gave me attitude….look at you big fat American with your old school notebook and writing things down.....he was struggling furiously...trying to get arrows and moving back and forth on his document....he was kind of mean to me but I am sure I captured more notes and got more out of the session because it was so much easier to write pencil on paper then type....and then...I won this award....and I you know when you win an award and you go back to your seats people shake your friends shake your hands...I saw him sitting with the rest of the coaches from France...so I went up and gave him big hug like he was biggest fan...that dude HATES me....anyway... whereas my volunteer? I think its just as fast and ways for something's to use paper then it use try to use an electronic device like here…taking not on this stuff….Volunteer argue back with me…not trying top at you on the spot….. Folks that are technically challenged can flourish by without shame going back to writing stuff down. I recommend paper…and I'm the presenter and I am the coach so I can say he's wrong and I'm right….
- Remember to Call Paul Read that Fax Got to call back Cindy Great new idea for meeting $1 Million Dollar idea How to fig the garage door Pat’s birthday Need to exercise Follow up with Terry Schedule a nervous breakdown Prep for meeting with AL
- Loops, stress…keep brain free see, just a to do list can be overwhelming and the priority system haven't worked because its too difficult to figure out right then and there how it relates to al the other stuff. Will you change the WHEN your gonna work into it. of course….but by doing these things you are subconsciously and effectively STARTING TO LOOK AT YOUR CAPACITY. And the missing piece with most time management approaches is they Don't take the capacity you have the time you have in a day to get stuff done. By forcing yourself to give an answer when you're gonna do it, you quickly and without a lot of pain, are making decisions as to what is more important Thant tat....
- Accept your capacity/Saying not to great ideas…./you're doing too much/You cannot focus on 3-4-5 goals…./Accept your Whirlwind
- Flip Chart Coach Thom style task list Task with detail/Delegate it/How Long/When….the beauty why it works is 1)the detail you grab from your brain 2) you force yourself write then in a matter of seconds when you write this down how long you think it will take and When you think you're gonna do it....Not when its due.....
- Flip Chart Coach Thom style task list Task with detail/Delegate it/How Long/When….the beauty why it works is 1)the detail you grab from your brain 2) you force yourself write then in a matter of seconds when you write this down how long you think it will take and When you think you're gonna do it....Not when its due.....
- Flip Chart Coach Thom style task list Task with detail/Delegate it/How Long/When….the beauty why it works is 1)the detail you grab from your brain 2) you force yourself write then in a matter of seconds when you write this down how long you think it will take and When you think you're gonna do it....Not when its due.....
- Think back to High school….middle school…TMA about how the students were organized and how their time was managed…how effective was it…and college….a little more autonomy….and then we were finished and it was abruptly stopped. No more ….bells, no more. you gotta stop this at 900 and start that by 910....you need to finish science at 11:00 and you can have lunch until 12:45 where then you have to go to English class till.....those were the days...
- Three traps for losing your focus 1) interruptions 2) Multi Tasking 3) burned out/lazy Don’t sprint, run this like a marathon. And if its your fist time on the track, jog...catch your breathe…job some more…just be mindful of sprinting
- Three traps for losing your focus 1) interruptions 2) Multi Tasking 3) burned out/lazy Don’t sprint, run this like a marathon. And if its your fist time on the track, jog...catch your breathe…job some more…just be mindful of sprinting
- A project is anything that will take longer than 30 minutes AND have more than 3 steps. Examples of projects in your work place are preparing for a speaking gig at the chamber, writing a new website, writing your goals for the year,…
- A project is anything that will take longer than 30 minutes AND have more than 3 steps. Examples of projects in your work place are preparing for a speaking gig at the chamber, writing a new website, writing your goals for the year,… This is not on paper, this needs to be done on EXCEL. Here is why….you input all these ideas and we are gonna start ranking them by WHEN they should be done. We are going to assign round numbers to the ORDER in things to be done. 100 200 300 etc.
- This is not on paper, this needs to be done on EXCEL. Here is why….you input all these ideas and we are gonna start ranking them by WHEN they should be done. We are going to assign round numbers to the ORDER in things to be done. 100 200 300 etc.
- This is not on paper, this needs to be done on EXCEL. Here is why….you input all these ideas and we are gonna start ranking them by WHEN they should be done. We are going to assign round numbers to the ORDER in things to be done. 100 200 300 etc.
- I'm begging…BEGGING you in invest 5 minutes in planning this out.5 minutes of brainstorming….Man I'm passionate about. 1 to 5 ROI on planning…you sit down and you brain storm like this….here are my thoughts over the past few months on this workshop….a thought would come...write down on this page...when I spent to get I didn't have to crate the well.