time tools presentation aug 22 08

©2008 Ready2Grow Associates www.ready2grow.com

Time Tools…more hours in your day

Today’s Aim

Explore some best practices that will help us use TIME…• to fulfill our life purpose • to better manage our workplace• to grow our business

AGENDA

8:30 – 9 Registration & Networking9 – 10:30 Rocks, Pebbles, Sand,

Water10:30 – 10:45 BREAK10:45 – 12:15 Rocks12:15 – 1:15 LUNCH1:15 – 2:45 Pebbles2:45 – 3 BREAK3 – 4:00 Sand & Water4 – 4:30 Wrap-Up


What’s the Problem?Problem: 1. Too little time2. Too little energy3. Too many tasks competing for our attention4. A non-linear brain in a linear world

Result: 1. Stress & overwhelm2. Relationship difficulties3. Health concerns4. Low productivity and goal attainment

Bottom Line1. We are not able to get what we

want out of life. (“soul” or “self” perspective)

2. Life is not able to get what it wants to out of us. (“spirit” perspective)

TIME “TERMITES”


Time Termites1. Time Use“IN” vs. “ON” biz, due to:Unclear prioritiesMicromanage vs. delegateInefficient meetingsProcrastination

2. TolerationsPoor boundaries due to low energy -allow too many interruptions -procrastination -lack of focusSpace poorly organized -can’t find things -energy drained by environment

3. “Toddlers”Attract immature people


Energy Sapsuckers


Attention Distractors

DIFFERENT STROKES - PersonalityMyers-Briggs Type Indicator www.humanmetrics.com

Introvert ExtrovertINtuitive SensingFeeling ThinkingPerceiving Judging

• I’s may require extra processing time to decide• N’s often better with possibilities than limits• F’s decide based on feelings & internal states• P’s love spontaneity & avoid planning

http://www.humanmetrics.com/

DIFFERENT STROKES –

Behaviour Style

Direct

Faster-pacedIndirect

Slower-paced

Open / People-oriented

Guarded / Task-oriented

Platinum Rule Behavioural Styles Inventory

RELATER

DIRECTORTHINKER

SOCIALIZER

LINEAR vs. Non-Linear / Creative


What’s Required?

1. A decision to change.

2. A process to follow.

3. Ongoing accountability and support.


A Process to FollowWork with your boss, friend, spouse, or a coach

to develop:

1. Inner clarity & focus

2. A strategy and a plan for change

3. Support and encouragement of peers

4. A supportive physical environment

5. New ways of thinking

6. New habits

7. New skills


Time Management

Not just doing “MORE stuff…”

…but doing the “RIGHT stuff.”


What is “The Right Stuff”?

1. Minimal energy – not working against yourself2. Leverages your unique strengths & skills3. Builds competence & self-esteem4. Fulfills your life purpose5. Is moving you closer toward your goals

► Other activities should be REDUCED or ELIMINATED

OUR GOAL:


How to Proceed?1. Rocks - Reserve Time & Energy to plan- Vision & Goals- Strengths- Delegate2. Pebbles – Supporting Projects3. Sand – Next Steps4. Water – Everything else


ROCKS: RESERVE TIME & ENERGY

1. Simple, but not easy to implement.2. However, a crucial first step in change.3. Block off time in your calendar.4. Do whatever it takes to keep this time

clear.5. Inform others you will not be available.6. If you must insert interruptions, work

“toward the middle”.


ROCKS: Assess & Set GoalsQuarterly Review

Area Successes, progress Next Step

Big Dreams

Focus in a Nutshell

Health

Business

Finances

Personal

Self-Mastery

Clean-ups, Completions


ROCKS: Assess & Set Goals Time Log


ROCKS: Assess & Set Goals Time Wheel

Vision & Strategy

Innovation & Learning

Sales & Marketing

Customer Service

Human Resources/ Team

Finances

Data/Knowledge Management

Facilities

10

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c. 2008 Ready2Grow Associates www.ready2grow.com

Inkling “Something needs to happen, not sure exactly what”…

3. Clarify Intentions & Goals


Clarify Intentions & Goals, cont’d

1. Snapshot - current situation2. 3-year Vision and Intentions 3. List or “mind map” goals, supporting projects, and next steps4. Select projects you want to do this year5. Prioritize this one-year projects list 6. Assign projects to each quarter7. Brainstorm / list tasks assoc. with each

project


Time Wheel – Business

Vision & Strategy

Innovation & Learning

Sales & Marketing

Customer Service

Human Resources/ Team

Finances

Data/Knowledge Management

Facilities


Example

3-year Intention: Grow business by 50%1-year Goal: Grow business by 10%

Q1 Review all customer processes

Q2Revamp website and upgrade CRM

Q3Hire three new sales reps

Q4Implement and evaluate new procedures


Clarify Intentions & Goals, (repeated)

1. Snapshot - current situation2. 3-year Vision and Intentions 3. List or “mind map” goals, supporting projects, and next steps4. Select projects you want to do this year5. Prioritize this one-year projects list 6. Assign projects to each quarter7. Brainstorm / list tasks assoc. with each

project


Clarify Intentions & Goals cont’d

8. Map out specific projects & tasks for the next 3-month period

9. Figure out how you’ll measure success

10. Review & measure progress each week and at the end of each quarter


4. Identify Your Strengths


Resources to help you assess your STRENGTHS

1. Now, Discover Your Strengths, - Marcus Buckingham and Donald Clifton

2. Clifton Strengthsfinder Assessment3. Myers-Briggs Type Indicator4. DISC Personality Profile5. Work with a coach or other

qualified professional


5. Build Reserves of Time & Energy

1. Resolve to work smarter instead of harder

2. Distinguish between what is “Important” and what is merely “Urgent”

3. Regularly block off time for what is “Important”


Build Reserves, cont’d

1. Keep in mind 3 Kinds of Days: “Production”, “Flex”, and “Freedom”

2. Section individual days - coordinate types of tasks with your natural energy flow

3. Schedule the equivalent of at least one or two “production” days per week

Rx for InterruptionsPrevention:1. Plan time ahead for review & reflection2. Improve business processes so

interruptions aren’t necessary

3. Decide how you want people to treat you4. Teach them consistentlyTreatment:1. Practice saying no2. Physically move away3. “Where is this leading?”


6. Apply Best Practices - Projects & Tasks

Why use them? Best practices help you to:

1. fulfill your commitments

2. achieve your goals

3. establish a reputation for

excellence

4. build your business


Best Practices for Managing Email,

Calendar & Tasks

1. COLLECTION

2. ACTION

3. REFERENCE


Challenges in Prioritizing

• Too many tasks

• Hard to decide

• No clear process to defer / delegate

• Paper-based system vs. computer-based system


WORKFLOW MODEL


Best Practices

1. Regular “Brain Dump”

2. Reduce “Collecting Points”

3. Set up “Time Tupperware”

4. Do tasks NOW – otherwise delegate / defer to your “Reference” system – or delete.

5. “Reference” systems with Reminders

6. Only today’s tasks visible


Best Practices - Calendar


1. Colour 2.“Tupperware”

7. Work Your Plan1. Schedule time for daily review and

action planning.2. Schedule time for weekly review and

action planning.3. Schedule time for quarterly review

and action planning.4. Schedule time for yearly review and

action planning.5. Then KEEP YOUR COMMITMENT to

your goals. Work with a buddy or coach.


Solutions re Projects / Tasks

Best Resources:

1. Getting Things Done, by David Allen

2. Total Workday Control by Michael

Linenburger