1. Finding an Extra Hour Every Day:
Top Time Management Tips for
Busy Managers and Leaders
Presented by
Randall (Randy) Dean
President, Randall Dean Consulting & Training, LLC
A Leading Time Management/PDA Usage/ &
Info Overload Training Firm
Originally published and presented February © Randall F. Dean 2006. 2

2. The “Totally Obsessed” Time Management/PDA Guy

3. Agenda of Program Introduction
Managing Tasks and Dealing w/ Interruptions
Simple Project Management/Project Organization Time Savers
Handling & Managing and Information Overload
Clearing Your Mind Through Notes/Lists
Some Fun Additional Tips

4. Tasks, Traction, and Interruptions

5. Cost of Interruptions to American Business: $650 Billion/Year Average Time Lost Per Interruption: Minutes

6. A Project Kick-Start: The “Next Step” Habit
Never “backtrack” on a project
Also great for interruptions
Low-tech: The Sticky Note
High-tech: Software/PDA
Mid-tech: Come see me!!

7. Speaking of Phone Calls
Ever get caught in phone tag?
Here’s a way to end phone tag forever

8. Waiting On’s . . . Anything owed to you by anybody . . .
Money? Tax refund?
Books/CD’s loaned to friends/relatives
Phone call’s/faxes/ s with info you are waiting on.
Develop your new personal brand – “the polite but persistent pest”
A great urgency reduction tool

9. Look Familiar?

10. THE Definitive CLUTTER Buster! The 3-Minute, One Touch Rule
Every piece of information (paper, fax, , v- mail, etc.) that you get you should touch one time.
If you can take care of this task (accomplish, reply, file, read, forward, delete, toss, etc.) in three minutes or less, DO IT RIGHT NOW!!!
If not, file appropriately into the Priority box or task list to be accomplished in order of priority or urgency (you decide).

11. Key Strategies
Primary account, personal account, Internet account
Rationale: 1) Maintain focus; 2) Mitigate junk/SPAM
Goal is to keep “Inbox” empty
Reply, forward, tickle, file, delete
Build file structure to accommodate easy filing
Be ruthless – poorly titled, just delete?
SHIFT_DELETE strategy

12. Don’t Be a “Blinger” Resist temptation to constantly monitor
Turn off sound
Turn off “ghost”
Instead, check at set points throughout day
To balance productivity with responsiveness
Are you being forced to “bling”?
Ask for a “habit change”

13. So when do you check e-mail?
For most professionals – four times per day:
First thing in morning
About an hour before lunch
Right after lunch
About an hour before you leave
Can also check after project completions and after meetings

14. A Few Fun Tips, Tactics, and Techniques

15. A Calendar/Tickler Tip for the Guys
Ever forgot a birthday? Or anniversary?
NEVER do it again!
Use the same strategy for meetings and appointments

16. How About Some Useful Memos/Lists?
Staff Management Memos
Company/Firm Archive
Personal Goals/Dreams List
Shopping Lists
Travel/Financial/Medical Archives
Business/Personal Trip packing list
Golf Club Shot Selector
Driving Log
Hours Log
Calls Log
Workout/Diet Diary
Books to Read list
Movies to See list
Music to Buy list
Gifts to Buy

17. Final Thoughts: Lots of info to chew on here:
Pick the ideas/strategies that work best for you
Come back to your notes later to integrate more
If an area of opportunity, consider a longer-form program in time management/personal organization
Continue learning/practicing/perfecting your use of time
Send me a note if you think of more!

18. “Be the change you wish to see in the world.”
– Gandhi

19. Where to Get More Info:
Randy Dean’s Taming the Beast (Available Now: or just search Amazon.com – “Taming ”)
Randall Dean’s Major Satisfactors = Major Success
David Allen’s Getting Things Done
Stephen Covey’s Seven Habits of Highly Effective People and First Things First
Malcolm Gladwell's Blink
Kenneth Blanchard & Spencer Johnson’s The One Minute Manager
Alan Lakein’s How to Get Control of Your Time and Your Life

20. Other Randy Dean Programs:
Taming the Beast: Key Strategies for Managing & Info Overload (1-3 hours)
Finding an Extra Hour: Extended Version (½ day)
Optimizing Your Outlook – “Finding an Extra Hour” for MS Outlook Users
(RE)Awakening the Passion and Energy in Your Work (and Life)
The PDA Power Program: Advanced Time Management Principles for PDA Users (BlackBerry & Palm)
Managing & Leading Great Staff & Team Meetings (1-2 Hours)
Go to

21. Randall Dean Consulting & Training, LLC
We’re Done!!!
Randall Dean Consulting & Training, LLC
1881 Linden Street
East Lansing, MI
Phone:
Fax:
Web: and