Effective Time Strategies Time Management For Business Professionals

Small change, big difference Woman without her man is a savage beast. © Copyright 2005

Small change, big difference Woman, without her, man is a savage beast. © Copyright 2005

Efficient vs. Effective Doing things right. Effective: Doing the right things. © Copyright 2005

THE 80/20 RULE High Payoff Activities Low Payoff Activities Good News: 80% of Results come from 20% of Activities High Payoff Activities Bad News: 80% of Activities produce only 20% of Results Low Payoff Activities © Copyright 2005

High Payoff Activities Identify and focus efforts on High Payoff Activities Goal Time/Week Current Your High Payoff Activities 2 hours 0 hours Team Training 5 hours 1 hour Planning & Scheduling _________ ___________________________________ 2 hours 1/2 hour Prepare Presentations © Copyright 2005

Low Payoff Activities Simplify, Delegate, Automate, or Eliminate Plan of Action Current Time/Week Your Low Payoff Activities S____ 12 hours Read & Return Emails ________ __________ ______________________________________ © Copyright 2005

Time Management Matrix Definition of Urgent Things that have the appearance of demanding our immediate attention. Definition of Important Things that have to do with getting results. These things contribute to our values and goals. © Copyright 2005 ____________________________________________________________________________________________________________________________________ TS:___________________________ HPA #1:_______________________________ HPA #2:_______________________________ HPA#3: _______________________________ Leadership Management Institute TS: __________________________ For more information: 1203 Westmont Drive Southlake TX 76092 Dallas/Fort Worth WWW.LMI-DFW.COM 30 Day Business Goal: 30 Day Personal Goal: (817) 329-3277 ____________________________________________________________________________________________________________________________________ TS:___________________________ HPA #1:_______________________________ HPA #2:_______________________________ HPA#3: _______________________________ Leadership Management Institute TS: __________________________ For more information: 1203 Westmont Drive Southlake TX 76092 Dallas/Fort Worth WWW.LMI-DFW.COM 30 Day Business Goal: 30 Day Personal Goal: (817) 329-3277 ____________________________________________________________________________________________________________________________________ TS:___________________________ HPA #1:_______________________________ HPA #2:_______________________________ HPA#3: _______________________________ Leadership Management Institute TS: __________________________ For more information: 1203 Westmont Drive Southlake TX 76092 Dallas/Fort Worth WWW.LMI-DFW.COM 30 Day Business Goal: 30 Day Personal Goal: (817) 329-3277

Time Management Matrix URGENT NOT URGENT I M P O R T A N I. REACTIVE Crisis Problems Overdue Tasks Emergencies II. PROACTIVE HPAs Planning Prevention Relationships Recreation (Hobbies, Avocations) III. DECEPTIVE Phone Calls Meetings Interruptions Mail Paperwork E-Mail IV IRRESPONSIBILITY Pointless TV watching Time Wasters Trivia Busy Work © Copyright 2005

Time Management Matrix Success and Opportunities live in Quadrant 2. Always say “YES” to activities in Quadrant II. Quadrant III are Low Payoff Activities. Learn to say “NO” to activities in Quadrant 3. © Copyright 2005

Effective Strategies Manage Priorities Give high priority to activities that are IMPORTANT but NOT URGENT. Schedule specific time for HIGH Payoff Activities. Remember that PREVENTION keeps IMPORTANT BUT NOT URGENT items from becoming problems. Relationships are always IMPORTANT, but seldom seem urgent. © Copyright 2005

Effective Strategies URGENT BUT NOT MPORTANT (Quadrant III) Say NO to meetings where you do not have active role. Group or “CLUMP” similar Low Payoff Activities together and accomplish them all at one time. Use the Dr. Pepper Method for handling EMAILS and VOICEMAILS. Dr Pepper Method is handling these items at 10, 2, and 4. © Copyright 2005

CRISIS MODE VS. PROACTIVE MANAGEMENT Crisis Mode Management Do First Manage Communicate Plan and Set Goals Proactive Management Plan and set goals Communicate goals and plans Schedule your priorities Track and measure your results The key difference between living in “Crisis Mode” and being Proactive is PLANNING first! © Copyright 2005

Scattered Numbers © Copyright 2005

Scattered Numbers © Copyright 2005

PLANNING: THE ULTIMATE HPA The most important four letter word in planning and goal setting is NEXT. For every minute you spend planning, you can save 4-10 times that amount in execution! Finding an extra 30 minutes per day is equivalent to finding 22 eight hour days per year. (That equals one month at work!) © Copyright 2005