Time Management: The Art of Getting Things Done Coach Thom Finn
Friday September 13th, 2013
Time Management: The Art of Getting Things Done Coach Thom
Finn
To Make Sure You Get the Most Out of Your Learning ... I
KNOW
Take What You Need. Leave the rest behind
Who is here.. How many supervise others? How many in full
time/near full time sales? How many are in full time near full time
customer service/customer support How many are self employed (S-E)
How many have a very clear specific goal in their organization like
this:
Who is here how many of you have been or read or attempted to
improve your TM before how many keep many details up in your head?
How many have a job where they have to REACT to phones, customers.
the boss, other team members, where there job is to react to the
whirlwind around them 75% or more of the time.
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 2013/need to learn how No
Selection/Start De Selection Plan GoalTasksExecute Understand, Buy
In, Whirlwind
Expert by necessity 90% of time Time Management My Choices A)
Beat them B) Scream at them C) Start Coaching on TM THEN
results
Why didnt you get it done?
http://www.youtube.com/watch?v=4P785j1 5Tzk
Expert by necessity No Blame, No fault, Nothing Bad Bigger
Whirlwinds in 2013
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
Tools not Short Cuts Tools Principles/Disciplines Rules Address
the ROOT problem Tricks Promise fast results Band Aids Treat
symptoms not root cause
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
Paper vs. Technology 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
Loops Cause Stress Looping, repeating, round and round 5 loops
and you are stressed
The 4 Tools Of Execution 1. The Coach Thom style TASK LIST 2.
The Default Schedule 3. Office Hours 4. Simplified Project
Management
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?
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?
The Coach Thom Style Task List Loops stink Priority systems
dont work in 2013 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..
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
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
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
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.
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
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 who get the
biggest dump
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.
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?
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
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 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..
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
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
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
What Changed from School?
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
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
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
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
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
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 SalesCalls
FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin
SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins
Check ins Check ins SalesCalls Check ins Check ins 500 Check ins
Check ins Check ins
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 SalesCalls
FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin
SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins
Check ins Check ins SalesCalls Check ins Check ins 500 Check ins
Check ins Check ins
Tool: Default Schedule The Importance of the Buzzer.Class
Dismissed From Lunch to Home Ec. The CLOCK!
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?
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.
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..
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.
Into Electronic form
Quick Check Color codes for % 65% for billable 15% for admin
10% for ______
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
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?
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
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.
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
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 SalesCalls
FUP/Admin Training SalesCalls 100 Training SalesCalls FUP/Admin
SalesCalls 300 Check ins Check ins SalesCalls Check ins Check ins
Check ins Check ins SalesCalls Check ins Check ins 500 Check ins
Check ins Check ins
Tool: Office Hours A) For Projects-tasks with multi steps B)
Banging out smaller tasks Use this rare uninterrupted time
wisely
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?
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
Tool : Simple Project Planning Master the other tools first
GANTT Charts, MS Project, Spreadsheets Not Paper- easiest is
Excel
Project Plan Example
Project Plan Example
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
Tool: Simple Project Management 500s: Task List 600s Office
Hours 700s Project Planning 800s Wrap Up 900s My Admin
Tool: Simple Project Management
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?
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
Time Management: The Art of Getting Things Done Coach Thom
Finn
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
Time Management: The Art of Getting Things Done Coach Thom Finn
Friday September 13th, 2013