1

Personal, Time, and Territory Management

Learning Objectives: Discover how to develop an effective time management

attitude. Recognize the need for organizing your activities and

environment as a means of controlling your time. Develop a procedure for getting organized. Establish an effective organizing system for all activities. Learn how contact management and mapping programs

increase productivity. Examine the need and the process for managing travel

time in your sales territory.

Chapter 15

2

• The first question to ask: “What is the best use of my time right now?”

- Alan Lakein• Time cannot be managed - Only your activities

can be managed• Personal Organization and Self-Management

involve:– Self-management or self-discipline– Planning and organizing– Automation systems and techniques

Attitudes Toward Time

3

– How will you spend your time?– How will you invest your time?– How much to business, service, family, leisure?– How much for yourself?

• We have the ability, but what about the desire?• Lack of organization contributes to failure• Organization must become a habit

Attitudes Toward Time

86,400 seconds per day to use!

4

Quotable Quotes

4

“Dost thou love life? Then do not squander time, for that’s the stuff life

is made of.”

“Dost thou love life? Then do not squander time, for that’s the stuff life

is made of.”- Benjamin Franklin

5

• Mental preparation - takes lots of practice

• Some suggestions:

– List activities that you want to complete this week

– Keep a detailed record of what you do with your time

– Audit yourself at the end of each day and week

– List five habits that are your biggest obstacles. Write out a plan to correct them

Developing A Time Management Attitude

6

• Remove the clutter - even neat piles must go• Clutter in sight is a mental burden• Collect the clutter from everyplace and get it

in one location• Sort the clutter– Time critical– Someday– Trash

Procedure for Getting Organized

7

• Deal with priorities– 31-day folder system– Computerized reminders

• Set up working categories for the rest (someday material)– Reading – Projects - separate folder for each project

Procedure for Getting Organized

8

Procedure for Getting Organized

Handle Interruptions

9

• The Master Calendar– A pocket calendar using 1-31 files kept on your smartphone or office

computer

• Daily to-do List– This forces you to attach time to each task– Type or write down tasks– Rank them in order of priority– Attack them in order

• The Integrated System– Forget about incompletions until they surface in your system– Start a fresh to-do list every day

An Organizing System

10

• Identifying Priorities– The Pareto principle: the 80/20 rule– ‘A’ Priorities - pressing and related to your goals– ‘B’ Priorities - something that can be done

anytime within a day, week, month– ‘C’ Priorities - Nice to do someday

• Time Goals– Parkinson’s law - work expands to fill the time

allowed for its completion– Record time next to each item

Procedure for Getting Organized

11

• Place a time limit on meetings• Set deadlines and beat them• Take advantage of your peak time• Don’t overload on overtime• Do some delegating• It’s okay to say no (no monkeys

on your back)• Put it in writing (use a PDA)

Maintaining a Positive Attitude Towards Time

12

Learn to Say… NO!

13

• Determine how much time and energy each account receives– ‘A’ - High volume, repeat customers– ‘B’ - Moderate sales volume, but reliable

customers– ‘C’ - Lower volume accounts– ‘D’ - Accounts that presently cost you more time

and energy to service than you receive in sales and profits

Managing Travel Time in the Sales Territory

14

• Computer software that displays numeric data on maps• Download a trip-planning app to your iPad™ or iPhone™

• Features of most mapping programs– Color maps fully annotated– Zooming capability– Routing information– Hotel, restaurant, and car rental data– Toll free numbers and URL’s– Expense Tracking– Custom Printouts

Computer Mapping Systems

15

• The system uses satellites to locate the position of anything with a GPS receiver, like a car.

• You always know where you are even in a bad storm or heavy fog

• GPS should be standard equipment in your car• Lock your keys in your car, no problem; use

your cell phone to call a toll-free number and the satellite system will beam down a signal that will unlock your car door.

Global Positioning System (GPS)

16

• Cloverleaf– Starting and ending points are the same– Each leaf represents a cluster of customers

• Hopscotch– Begin at the most distant point from home base and then

make calls on clients on the way home• Circular and Straight Line Patterns– Divide your territory into several segments and schedule

appointments by segment– Heuristics Patterns– The largest angle heuristic and the closest next heuristic

Territory Routing Patterns