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We all know the problem: too much to do and too little time. But there are proven strategies that can help you take control of your time – and get control of the entire day. Learn how to improve concentration, increase your efficiency, schedule appropriately and multi-task effectively to get out of the time trap, once and for all. Speaker: Scott Simons, Owner, C.S. Simons Consulting
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www.cssimonsconsulting.com 603-770-6516
C.S.Simons ConsultingManagement Consulting & Business Strategy
Time Management Tools & Tips
The Enterprise CenterMay 15, 2014
www.cssimonsconsulting.com 603-770-6516
“Simplifying your Life” Series
Art of Personal Management
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Agenda
1. History, Influences & Mindset 1. History, Influences & Mindset
2. Priorities 2. Priorities
4. Importance of Roles4. Importance of Roles
5. Urgent vs. Important5. Urgent vs. Important
3. The Clock & The Compass3. The Clock & The Compass
7. Change Management7. Change Management
8. Tools8. Tools
6. Goal Setting6. Goal Setting
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If I had a nickel….
“There’s just not enough hours in the day”“I don’t know how I’m gonna get this done”“I just wish people would leave me alone, so
I could get this done”“I am going to have to work late tonight”“Why does everyone always come to me”
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Time ManagementA brief history…
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Generations of Tools
• First Generation – Making a checklist of daily reminders– A simple way of not forgetting
• Second Generation – Prep and Plan– Beginning use of calendars and appt. books
• Third Generation – Prioritize & Control – Value driven, many planners & binders
• Fourth Generation – Week at a Glance– Introducing Vision, Goals, & Principles in
priorities, a more holistic approach
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Issue’s with Generation’s
• First Generation – Narrow minded approach to the days events
• Second Generation – Place emphasis on schedule over people. See’s people as an interuption or barrier to completion
• Third Generation – Codependency forming, can reduce flexibility, not holistic
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Heavy Influences
The One Minute Manager –Blanchard/Johnson
“The Time Trap” - Alec Mackenzie
“First Things First” – Stephen Covey
12 Rules of Management - Ben Franklin!
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Time ManagementBasic principles & tools
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You need an Understanding of…
1. What drives you – Mission / Values2. What do you need to accomplish –
Planning / Goal Setting3. How to manage interruptions – Prioritizing4. Why do I fail at it – Goal Setting, Change
Management & Set for Success
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Stephen Covey
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What kind of person are you?
Two kinds of Time Managers –
1. Those that schedule every minute of the day2. Those that schedule based on Goals &
Mission
Which is better?
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What drives you?
Clock? Compass?
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Powerful tools
What we do with it -How we MANAGE our
time
What is important to us -How we LEAD our life
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The Dilemma
The farther the gap between the Clock andthe Compass, the more empty or frustratepeople tend to feel
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How to Plan
So where do you start?What are you planning for?
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Prioritizing
• The 5 P’s of Planning
• Exercise #1 – Roles / Jobs
• Exercise #2 –Urgency Matrix
• Exercise #3 -S.M.A.R.T. Goals
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5 P’s of Planning
Prior Planning
PreventsPoor
Performance
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Determining Priority
“The Main thing, is to keep the Main thing, the Main thing!”
-Dr Stephen Covey
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Step 1
Your Roles&
Role Development
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Roles - 4 easy steps!
1. Be aware of your many roles2. Create goals for each role3. Set yourself up for success in each
role by planning and scheduling 4. Add the most IMPORTANT things to
your schedule first
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Time Management
• Exercise #1
•Roles/Jobs Exercise
•List your multiple roles
•List goals for each
•Daily / Weekly / Monthly
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Roles - Examples
• Parent• Spouse • Sibling• Supervisor• Employee• Team member• Provider• Business Partner
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Roles / Goals- Examples
• Parent
• Sibling• Supervisor
• Employee• Team member
• Provider• Spouse
• Soccer game – Weds
• Brothers Birthday• Evaluations due
• Project start• Meeting, deliverables
• Obligations• Date night
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Your turn!
Please take a moment and note some of your roles and goals
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Start your weekly Planning
X4
X3
X2
1
X12
X11
10
XX9
X8
SunSatFriThursWedsTuesMon
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Now start filling in your week
X4
XPM3
APX2
A1
X12
PXP11
MA10
XMXA9
MXMA8
SunSatFriThursWedsTuesMon
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“ If you fail to plan, you should plan to fail”
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Step 2
Understanding daily interactionsHow they effect youHow to handle them!
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Definitions
• Urgent –– Compelling immediate action or attention
– Insistent– Conveying a sense of pressing importance
• Important –– Of great significance
– Strongly effecting the coarse of events– Valuable in content
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Urgent vs. Important
• Understand the origin of a task
• Plan accordingly
• Spend your time in QII
• Avoid QIV at work!
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•Exercise #2
•The Urgency Matrix
•Dr. Stephen Covey – Habit #3
“First ThingsFirst”
•Difference of Urgent vs. Important
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Covey’s Urgency Matrix
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So, where are we?
You know what you need to plan for……You have tools to help you find time….Now lets talk Goal Setting!
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S.M.A.R.T Goals
S – Specific
M – Measurable
A – Attainable
R – Relevant
T - Time Oriented
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Goal Setting
•Exercise # 3
•The S.M.A.R.T. Chart
•Each goal can have multiple action steps- but must be measurable.
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2 monthsYesYes
Eat 3 healthy meals a
day. Plan meals for
the week to avoid
slips. Only healthy
snacks/rewards
Eat healthy diet at home
and at work.
Lose 10 pounds of
weight
2 monthsYesYes
Exercise 3 times a
week at gym and twice
at home.
Exercise over the next two
months because medicals
show that I am
overwieght. Exercise at
local gym & home.
Lose 10 pounds of
weight
By when?
Is it important
to what you
want to achieve
ultimately?
Achievable?How much? How
often? How many?
Who? What? Why?
Where? When?
What do want to
achieve
Time basedRelevantAttainableMeasurableSpecificIntention
Goal (s)
The "S.M.A.R.T." Chart
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Recap….
• Understanding of what you want in life• Strategize key roles & Goal set• Begin your weekly planning• Understand how you spend your time and where
you waste time.• Focus on Quadrant II• Set fully actionable, realistic Goals• Let’s review the pyramid by Dr. Covey• Questions?
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Stephen Covey
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Change Management
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Defined
Change ManagementWiki - “The approach of shifting/transitioning
individuals, teams or organizations from the current state to a desired future state.”
Simons – “the utilization of basic structures and tools to control any change effort. To achieve a desired outcome while minimizing the impact to self or others”
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Change Management
• Small Business make changes all the time, often too quickly (because they can)“Too many detours in the road, can get you lost quickly”
• Change Management involves thoughtful planning and sensitive implementation.
• Common Problem -Need, urgency, expected outcome, and methods may not be thoroughly vetted or communicated.
• *Small Business must keep Brand in focus
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Change Pillars
ActionPlan
VisionSkills
Incentives
Resources
Current Habit
Change
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Mismanaged Change creates
ConfusionConfusion
AnxietyAnxiety
Gradual ChangeGradual Change
FrustrationFrustration
False StartsFalse Starts
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How?
I’ll show you how….
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Absence of Pillars
=False Starts
Resources+Incentives +Skills +Vision +
= FrustrationAction Plan
Incentives +Skills +Vision +
= Gradual Change
ActionPlan
Resources+Skills +Vision +
= AnxietyAction Plan
Resources+Incentives +Vision +
= ConfusionAction Plan
Resources+Incentives +Skills +
= ChangeAction Plan
Resources+Incentives+Skills +Vision +
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Why is this important
If your not properly equipped for Change, it may lead to poor
change
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Confusion
Frustration
Gradual Change / False Starts
Anxiety
Mismanaged Change creates….
People that don’t like change!
Once Again…
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OK, so where are we..
• We have talked about methods for WHAT roles you need to plan for…
• Did a quick review of Goals
• We have discussed methods for discovering TIME WASTERS and key components that help drive CHANGE.
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Planning Tools & Tips
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“Set for Success”
• Good Planning Tool• Effective office space• Identify and limit interruptions
– Turn off the Blackberry periodically
• Set Priorities and keep them• Daily, Weekly & Monthly planning• Review/Preview your day – everyday!• Report out weekly! Accountability Partner
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Planning Tools
• Contains– Week and Month at a Glance– Task list– Daily scheduler– Room for notes– Page Finder
• Needs to be personalized• Needs to be part of your lifestyle• Needs to be accessible• Needs room for multiple months - binder
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Style of Tool
Digitalvs
Paper
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Weekly needs
• Designated time to plan future needs– Utilize Roles & Goals mindest
• Tools to record and track progress• Goal writing – SMART Chart• Compare Actual to Projected time
– Urgency Matrix– Daily effectiveness
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Daily needs
• Review Daily needs & Priorities
• Keep your promises – Role Goals• “Exercise Integrity at the moment of Choice”
• Know when to say “No”• Stay focused but be flexible
• Evaluate your meetings, R,S,P,C,F– Relationship Building, Socializing, Production or Prep,
Customer, and Family
• Review today & Preview tomorrow at end of day
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Questions?
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Thank you!
www.cssimonsconsulting.com 603-770-6516
Scott Simons
C.S.Simons Consulting, LLCManagement Consulting & Business Strategy
Atkinson, NH603-770-6516
www.CSSimonsConsulting.com