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FORMULAS FOR SUCCESS:

USING TIME WISELY



Overview

Develop a more clear understanding ofstrategies for effective time management

Develop a greater self-awareness of howyou currently use your time



What Do We Do With Our Lives

Spend27 years sleeping3.3 years eating5 months waiting at traffic lights

8 months opening unwanted mail1 year looking for misplaced objects

2 years attempting to return phone calls4 years doing housework5 years waiting in lines13.8 years working



Why aren’t we organized?



Why aren’t we organized?

It takes too much time.

We don’t know how.

We want to do it “perfectly.”



What is the price ofnot being organized?



The price of not being organized?

Missed goals.

Overlooked opportunities.

Wasted time.

Wasted money.



A Shift In FocusConcentrate on results, not on being busy!



The Rule

Many people spend their days in a frenzy of activitythat produces few results because they are notconcentrating on the right things.

The 80:20 Rule80% of unfocussed effort generates only 20% ofresults.

The remaining 80% of results are achieved with only20% of the effort.



Ten Myths about Time




1. Myth: Time can be managed.

2. Myth: The longer or harder you work the more you

accomplish.

3. Myth: If you want something done right, do it yourself.

4. Myth: You aren’t supposed to enjoy work.

5. Myth: We should take pride in working hard.




6. Myth: You should try to do the most in the least amountof time.

7. Myth: Technology will help you do it better, faster.

8. Myth: Doing one thing at a time will help you succeed.

9. Myth: Pay attention to any paperwork that crossesyour desk.

10. Myth: Get more done and you’ll be happier.



TIME MANAGEMENT,PLANNING,AND

PRIORITIZATION



The "Three Ps" of EffectiveTime Management

1. Planning.

2. Priorities.

3.Procrastination.



PLANNING OR NOT?

“If you don’t know where you’re going, willany road will get you there?”

“If you don’t know where you’re going, how will you know when you get there?”

Strategic planning solves these problems.



PLANNING



Why Plan?

It focuses your thinking on the future

It clarifies your goals and objectives.

It will save time in the long run.



Why Plan?

What are some other reasons why you feelyou should plan?



How Do I Plan?

Beckwith’s Three Cornerstones of Planning - Plus 1“Selling the Invisible: A Field Guide to Modern Marketing”

1. Predicting the future.

2. Decide what you want your future to look like.

3. Analyze the results.

4. Implement the plan.



1. Predicting the future

This is hard

What results did you expect last year?

What does your manager want?

What do your agents want?



2. Decide what you want yourfuture to look like

What will this years result look like?

Share your expected result with yourteam.

Remember to plan for alternative futures.



3. Analyze the results

Figure out ways to make sure your futurecomes out the way you want.



4. Implement the plan

The planning process is important,maybe as important as the result.

BUT… the object of a plan is to changesomething —so it MUST be implemented.



PRIORITIZATION

Just because you c an do

something doesn’t mean yous h o u l d .



You Can — and Should,Say ―No

People take advantage of you only

with your permission.



―it MUST be implemented



―it MUST be implemented

What tool can you use to “implement” your plan?



The “to do” list: a power tool – Pg 6

Keep a record of your time for one full week--168 hours.

Make a realistic time budget sheet.

Make daily to do list -- use the A, B, C systemto prioritize the list:

A’s must be done today

B’s important but not A’s

C’s would be nice but…



Annual “to do” listPg 6

Your annual list should include:

Major recurring events/projectsExample: Agency Manager Meetings

Major new projects – major/minor subtasksExample: Opening new areas, new markets

Minor new projects – major/minor subtasksExample: Competitive advantage information



Monthly “to do” list Pg 6

Your monthly list should include:

Regular reporting deadlinesExample: monthly production report

Important standing meetingsExample: Weekly sales meetings

Long-term follow-up ticklersExample: Performance review for agents



Daily “to do” list Pg 7

Your daily list should include:

MeetingsExample: Monday 9:30 a.m. phone clinic

AppointmentsExample: 5:30 p.m. dentist

Follow-up phone/emailExample: Return call from Terry W in a.m.

Short-term follow-up ticklersExample: Check on pending business



The Roadblock To Time Management

Procrastination



Why Do We Procrastinate?



Why Do We Procrastinate?

Poor Time Management

Difficulty Concentrating

Fear and Anxiety

Negative Self-beliefs

Unrealistic Expectations & Perfectionism



How to Beat Procrastination

1. Recognize when you are procrastinating – become aware of your favoriteprocrastination tactics and learn to catchyourself as soon as you start to wander off.

2. Break Inertia – do small things to getyourself started (e.g., make the first phonecall, get out of the office, etc)




3. Divide activity into small manageable pieces – take one step at a time. Make use of smallchunks of time. Making recruiting calls a littlemay inspire you to do more later.

4. Set reachable sub-goals that are specific –

Making 10 calls now is better than saying I’llmake some calls later.




5. Don’t sabotage yourself – set up yourenvironment with as few distractions aspossible. Arrange your work day when youhave your peak energy and keep going.

6. Reward non-procrastinating behavior – You’vefinally made a dent in that paper work. Giveyourself a little reward.

7. Enjoy Your FREEDOM – when you completean unpleasant task, take time and feel hownice it is to have it over and done with.



Hear me Now, Believe me Later

Being successful doesn’t make youmanage your time well.

Managing your time well makes yousuccessful.



Give Yourself Permission to Fail

Failure is okay, if...

If you have not failed, it means you havenot risked, not challenged yourself.



Be both efficient and effective

Efficiency is…

Effectiveness is…

Too many managers spend lots of time

making sure they are doing things rightand not enough time determining if theyare doing the right things.



The 80/20 Rule

Good judgment comes from experience

Experience comes from bad judgment



Inspiration

“If you can dream it, you can do it”

Walt Disney

Disneyland was built in 366 days, fromground-breaking to first day open to

the public.



A New Tool to Manage Your Time

Agency Desk Calendar



Using Your Calendar



Agent Sales Meeting



Agent Sales Meeting

Sales Meetings



Sales Meetings

Monday meeting

Have your turn in prior to meeting starting

Target train, one topic/subject, with the end inmind

Engage others in training



Sales Meetings

Monday meeting

Purpose:

Train for Results

S l M ti g



Sales Meetings

Sample Agenda –

1. Introduce new people

2. Recognition – Top 10/5/$ amount

3. Top District – only their producers

4. News & Notes

5. Training – District managers conduct

6. End on a high note - contest



Phone Technique

Phone Technique Training



Phone Technique Training

Tell them how to make phone calls:

Have necessary tools available

Purpose of phone call

Schedule the week



Scrub/Fax



Scrubbing New Business




Forms

Required HIPPA form completed and signed(This is Required in all States)

All State Specific required forms obtained,completed, and signed by applicant, otherproposed insured when required and agent (ifapplicable (ex. BGO (Business Group of One)form completed and signed by Colorado only).





Premium check payable to American RepublicInsurance Company

App signed and completed, copy of voidedcheck or deposit slip attached (if AutomaticPayment mode selected)

Credit cards - check with customer and makesure they have enough open credit so the cardis not declined when the Home Office runs theamount through





By checking these items you ensure thesmooth submission of your business and thebest chance of business being processed and

issued.



Recruiting Calls

R i i



Recruiting

What are some keys to taking Recruiting?

R i i



Recruiting

Ad Calls/Resumes

Take calls personally

Make the call conversational

You are the cookie jar

Have them read directions back



Agent Reports

Ag t R t



Agent Reports

Require agents to call you each Monday Evening –

1. This enables you to have a way of holding them

accountable

2. Helps you determine if their activity plan isachievable

3. Provides an expected time to coach them abouttheir activity plans

Agent Reports



Agent Reports

Mondays 5:00 p.m. – 9 p.m.

Talk to the agent personally

Don’t just let them leave a message

Direct communication is preferred

Have them report the number of appointmentsset for the week



Using Your Calendar

Tuesday –

Recruiting/Orientation

Set Personal Appointments

Second Interviews







Group Recruiting

Group Recruiting



Group Recruiting

Follow Recruiting Training Manual

Give corporate brochure, preliminary interview form out

Chair giveaway

Collect Preliminary Interview Form at end of Recruiting

Schedule second interview

Send Recruiting DVD home








Make concentrated calls

Schedule with training in mind

Accept fewer excuses from your agents



Second Interviews

econ n erv ew



Second Interview

Schedule after Group Interview

Schedule all on same day if possible

Use Second Interview Form

Second Interview



Second Interview

What happens after the Second Interview?

Second Interview



Complete Final Evaluation Checklist for allcandidates from second interview

Make the job offer

Put all paperwork in Personal Folder for hired

agents

Recruit Referral Bonus for agent



Using Your Calendar

Wednesday –

Second Interviews

Field Training and Selling

Agent Reports





Field Training



g

Always take agent out on your appointments

Demonstrate different prospecting methods:walk & talk, take one placement, etc

Let them carry the ball

Establish a program for continual follow-through

Keys to Role Playing



during Field Training

Teach Agents to:

1. Solve their own problems

2. Be accountable

3. Set goals



Agent Reports - Wednesday

Agent Reports – Wednesday




Wednesday 5 p.m. – 9 p.m.

1. Number of presentations2. Number of sales3. Amount of written business4. Number of remaining appointments

Don’t let them leave a message Direct communication is most effective




Agent Reports Wednesday

1. You can help them re-establish/recommitto their goal

2. Use this opportunity to role play andimprove their sales skills

3. Catch them doing something right



Using Your Calendar

Thursday -

Personal Selling/Field Training – every otherweek

Agent Classroom Training every other week

Prepare/place newspaper ad



Agent Classroom Training




Agent Classroom TrainingPurpose

Teach Agents to:

1. Solve their own problems

2. Be accountable

3. Set goals




Important points

Have material ready in advance

Have classroom set up when they arrive

Stick to a schedule

Plan breaks, snacks, lunch and ending





Stress Key Points

Do not try to teach too much at one time

Give the agent no more than she or hecan handle

Set a “High Standard” as you teach anddemonstrate

N Ad



Newspaper Ad

Recruiting



Recruiting activity:

Thursday

Place ad in Sunday paper

Coverage area

Give a time frame for calling

Ask for a “tear sheet” Read ad when it comes out

Call other ad’s in paper

l d



Using Your Calendar

Friday –

Recruiting Follow-up

Agent classroom training – every other week

Prepare agent leads

Prepare expense reports

Final prep for Monday Sales Meeting

Prepare agent leads



Prepare agent leads

Prepare agent leads



Review sales potential – share with agent

Suggest techniques to work leads – zip code,routing number, phone approach, etc

Suggest product/referral options

Help new agents put together their activity plan

P F S l M i



Prep For Sales Meeting

Sales Meetings



Principles of a good meeting:

Planned, handouts

Active participation

End on a high note

Sales Meetings



Structure your training presentation into three sections

1. Tell them what you are going to say, the Opening -10% of time

2. Say it - the Body - 80% of time

3. Tell them what you said - Closing - 10% of time

Sales Meetings



Sales Meetings

Sample Agenda –

1. Introduce new people

2.Recognition – Top 10/5/$ amount

3. Top District – only their producers

4. News & Notes

5. Training – District managers conduct

6. End on a high note - contest

You are always free to change your mindd h diff f diff



and choose a different future or a different past.Richard Bach



Argue for your limitations and

sure enough they’re yours.

Richard Bach

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