1.Time Management: The Art of Getting Things Done Coach Thom Finn March 2014

2. Time Management: The Art of Getting Things Done Coach Thom Finn March 2014 3. A Day in my Life..March 1997 Beverly and Linda called off New Room attendant MIA Auditor didnt do a bucket check Shuttle driver was behind 2 days to get ADR up by $10 A beat down on the STAR report... 2 death threat comment cards Rumors of Inspector in the area I accidentally ordered $4000 of hand towels yesterday. 4. Thom, you need. 1. Move away from Chaos to Order. 2. Improve your core competency of time management. 3. Your most important inventory were the hours in a day. 5. Why Are You on Payroll? Our first Table Exercise: a few minutes discussing this existential question @ your tables. Clue: Its the essence of commerce; of every business in a capitalist society. 2nd Table Exercise: repeat with why are you NOT on payroll? Spokesperson =longest service. 6. Why are/are not You on Payroll? Discuss and Learn Take notes of what the other tables came up with. 7. Master Your Time and Reduce your stress Get more 2nd Quadrant things done Have better work/home balance Deliver the results that matter Advance your career Move from Manager to Leader 8. Manager vs. Leader A Manager Works IN the business Hides in the shuttle van Talks I, me, you Ill fix it. Ill save you. Enables those under her Puts out Fires A Leader Works ON the business Tackles the core problem of the call offs & schedule Talks We, us, plural You What are our possible solutions to solve this? Develops every single person in her charge Fire Prevention 9. Manager vs. Leader A Manager Works IN the business Hides in the shuttle van Talks I, me, you Ill fix it. Ill save you. Enables those under her Puts out Fires A Leader Works ON the business Tackles the core problem of the calls offs & schedule Talks We, us, plural You What are our possible solutions to solve this? Develops every single person in her charge Fire Prevention 10. Ownership Accountable Responsible Blame Excuses Denial 11. To Make Sure You Get the Most Out of Your Learning ... I KNOW 12. Take What You Need. Leave the rest behind 13. Old Way/New Way of Coaching OLD WAY https://www.youtube.com/watch?v=Ow0lr63y4Mw NEW WAY* No More Yelling Ask WHY to get to root cause Explore any roadblocks and constraints * thank you Prozac 14. 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 2014/need to learn how No Selection/Start De Selection Plan GoalTasksExecute Understand, Buy In, Whirlwind 15. Expert by necessity 90% of time Time Management My Choices A) Beat them B) Scream at them C) Start Coaching on TM THEN results 16. UDEs=Undesirable EventS IP says Problems have blocking connotation. We have UDEs not problems. We hide. My favorite hiding places The Van, BJs and Laundry Hide somewhere enjoyable. Golf vs Laundry Take Smart time vs. Abdicating: oversold, 150 checkouts, snow storms, 17. UDEs=Undesirable EventS Enabling. Boss Man, this lady needs directions. We are out of toner. Glorified Baby Sitter. Fear of not being needed? Fear of moving up from the JV team? Not a wise career path 18. Expert by necessity No Blame, No fault, Nothing Bad Bigger Whirlwinds in 2014 19. You Are Not: Stupid, lazy, unorganized Hopeless Incapable of getting it Are: Facing a whirlwind Too many demands Not suited for traditional TM maybe a little ADHD 20. Tools not Short Cuts Tools Principles/Disciplines Rules Address the ROOT problem Tricks Promise fast results Band Aids Treat symptoms not root cause 21. 4 Tools Help Leverage 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 Execute stuff 22. Paper vs. Technology What % of time do you sit in one spot? Best for communication with yourself In 15 seconds, I can writebut Faster, easier, more creative Defeats the purpose if technically challenged Loose the BIG idea 23. Loops Cause Stress Looping, repeating, round and round 5 loops and you are stressed 24. I do not have time. 25. I do not have time. Start HERE. Anywhere. 26. My Word that this Works. It will get worse before it gets better. Results will sneak in, creep in, dissolve in Watch for them; They come faster than you think. Warning: In 3 months, you could be working just as much but your results will be greater, goals achieved faster, etc. Your 9 hour day in April > 9 day in Jan. 27. The 4 Tools Of Execution 1. The Coach Thom style TASK LIST 2. The Default Schedule 3. Office Hours 4. Simplified Project Management 28. 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? 29. 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? 30. The Coach Thom Style Task List Loops stink Priority systems dont work in 2014 Ignore your CAPACITY Capture the details right away How long will this take WHEN will you do it More than a to do listor multi-tasking.. 31. The Coach Thom Style Task List CAPACITY or INVENTORY management Use your inventory/resources wisely Forced quick prioritization Saying NO Saying NOT NOW Focus on only a few smart things 32. 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 33. 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 34. 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. 35. 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 36. Exercise to Lock in the Learning Brain Dump as much as you can Even if recorded somewhere else SPECIFICS of the task HOW LONG in minutes WHEN will you do it The winner is she/he with biggest list 37. The Coach Thom Style Task List Never Ever Ever Lose When you are done with a page or even a page of TO DO'sget 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. 38. Delegate with Systems Brief coaching: Save Your Self Time Energy & Money The Toner System Continental Breakfast Ordering Systemize the Routine/Humanize the Experience Class Discussion: What can be systemized? 39. Delegation #1 Reason no delegation is absence of a system. #2 Megalomania Easy- White Board Menu Medium- Everyone has an inbox Medium 2 part task list Complex-Larry the Van Specialist Small Group: Write 1 easy system to delegate Spokesperson=furthest traveled 40. Delegate With Systems Spokesperson Report out Discuss and Learn Take notes of what the other tables came up with. 41. Before we move on. Learnings? Is this clear? Can I clarify? Tell me how I can help increase buy in? What will keep you from using it? 42. 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 43. 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 Optional Tool: A Journal Optional Tool: A Journal 44. 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.. 45. 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 46. Default Schedule... more The Wise you: un-rushed, calm, thinking PRO Actively, working Smart, quiet Leaves instructions so the Simple you can just show up and see what needs to be done.. Default- typical, regular, but not carved in stone- flexible, starting point 47. Tool: Default Schedule Interruptions in your professional life. BIG High Schools 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 48. What Changed from School? 49. Tool: Default Schedule Reactive How you spend it is up to OTHERS BIG whirlwind Catching balls Hotel Owner/Manager Only a few classes on the schedule Proactive How you spend it is up to YOU Small whirlwind Throwing Balls Business Coach Lots of classes on the schedule 50. 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 51. Class Schedule/Default Schedule Our next table exercise: divide 80-90% of your tasks into no more than 5 categories. Examples could be: Guest Interaction Paperwork for Franchise/Corp. Team Meetings Spokesperson from table=newest team member 52. Class Schedule/Default Schedule Discuss and Learn Take notes of what the other tables came up with. 53. Small Group: 5 Classes @ Tables, what are the 5 classes you should be taking every week The duration? Ideal time to do them? Spokesperson =most hair 54. 5 Classes To Take Spokesperson Report out Discuss and Learn Take notes of what the other tables came up with. 55. 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 56. 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 900 Answer 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 57. 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 time to EXECUTE 58. Creating YOUR Default Schedule Step 3: 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 900 Answer Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll Sales Calls FUP/Admin Training Sales Calls 100 Training Sales Calls FUP/Admin Sales Calls 300 Check ins Check ins Sales Calls Check ins Check ins Check ins Check ins Sales Calls Check ins Check ins 500 Check ins Check ins Check ins 59. 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 900 Answer Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll Sales Calls FUP/Admin Training Sales Calls 100 Training Sales Calls FUP/Admin Sales Calls 300 Check ins Check ins Sales Calls Check ins Check ins Check ins Check ins Sales Calls Check ins Check ins 500 Check ins Check ins Check ins 60. Tool: Default Schedule The Importance of the Buzzer.Class Dismissed From Lunch to Home Ec. The CLOCK! 61. 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'tyou'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? 62. 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. ANDyou'll save a lot of emotional energy ANDyou'll get the wonderful feeling of accomplishment by looking at the stuff crossed off. 63. 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.. 64. Calendar vs. Default Schedule Calendar Appointments - meetings, sales calls Personal dates Vacations, etc Default Schedule INCLUDES the items from your calendar But also includes the Reaction, the Important and the Office Hours To start with - use both, ideally - you are just going off your D.S. 65. Into Electronic form 66. Quick Check Color codes for % 65% for billable 15% for admin 10% for ______ 67. 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 68. 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? 69. 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 70. Tool: Office Hours This is where you can get 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. 71. Tool: Office Hours Step 1. You shut your door. Step 2. You dont answer it. Step 3. You dont look at your email Step 4. You dont answer your phones My guarantee that no one will die. One Hour a week. 72. 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 73. 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 900 Answer Phones Answer Phones Payroll Departures FUP/Admin Answer Phones Answer Phones Payroll Departures 1100 Training Payroll Sales Calls FUP/Admin Training Sales Calls 100 Training Sales Calls FUP/Admin Sales Calls 300 Check ins Check ins Sales Calls Check ins Check ins Check ins Check ins Sales Calls Check ins Check ins 500 Check ins Check ins Check ins 74. Tool: Office Hours A) For Projects-tasks with multi steps B) Banging out smaller tasks Use this rare uninterrupted time wisely 75. 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? 76. 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 a project accomplished, break it into bite size pieces 77. Tool : Simple Project Planning Master the other tools first GANTT Charts, MS Project, Spreadsheets Not Paper- easiest is Excel 78. Project Plan Example 79. Project Plan Example 80. Tool: Simple Project Management 100s : Details about setting it up Size of the room The time Coordinating with Melissa and Will 200s: Introduction, Welcome 300s: Overview 400s: Default Schedule 81. Tool: Simple Project Management 500s: Task List 600s: Office Hours 700s: Project Planning 800s: Wrap Up 900s: My Admin 82. Project Management on Paper Replace Kenny: look thru old apps/call Brenda/get approval from HR/place on ad on line Deep Cleaning: Create chart of all rooms /create list of items for completion/ get input from Karen/Decide when to start Expense review: Get report from last year/find items > 10%/List 2 possible reasons 83. Existential Time Management Non specificity makes me nervous Mandates corporate or self induced Reduce Expenses Brilliant tools: What 3 things can I do Whats my very first step? What are the first 5 steps to take 84. Project Management on Paper 85. Tool: Simple Project Management 86. Existential Time Management Balanced Diet is one Frog for Breakfast Ask, Whats the intention/The Goal? Record on separate location the steps to take Secret for busy reactive managers to get projects completed A bite here, a bite there. Wise use of your OH 87. 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? 88. Lock in the Learning Small Group Review your notes privately Mark your top 3 learnings from today Share them with your table Start with person with least hair 89. 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 90. Time Management: The Art of Getting Things Done Coach Thom Finn 91. 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 92. Time Management: The Art of Getting Things Done Coach Thom Finn Friday September 13th, 2014 93. To get your copy Email melissaaument@actioncoach.com Send you a slide share link Cost 1 thing I did well on 1 thing I could improve upon