Time Management - Sales Characteristics Of Time There‘s a finite amount of time. It‘s the same for everyone. Nobody has more than anyone else. – Cannot be replaced, saved, made up or overspent. Time is either used or wasted. Time is your toughest competition. The Value Of Time How much is your time worth? – Time is money, right? – Wrong! Money is time. – You can always get more money--time is more valuable. Exercise - How much is an hour worth to you? Time Management Time management helps you work smarter, not harder – just the opposite. – Smart people get the right things done. – People who work smart make more money and get promoted faster. Time management requires self- management and self-discipline. Four Steps In Time Management Planning Organizing Controlling (Keeping track of it) Evaluating (Time Logs, Weekly Planners, and Daily Schedules) Planning Set objectives (always time framed - deadlined). – Yearly: Income, projects/tasks, improvement areas – Monthly updates – Weekly Planners – Daily Schedules Prioritize Everything: 1s, 2s, 3s. Planning Remember the 80/20 rule: 80% of your results come from 20% of your activities. Plan for the full range of your job functions and activities: – Sales: Prospecting, Identifying Problems, Generating Solutions, Presenting, Negotiating and Closing, Servicing Time Investment Examples Prospecting 10% Identify Problems 10% Generating Solutions 10% Presenting 30% Negotiating/Closing 30% Servicing 10% – Plan carefully to invest your time according to your primary job functions and activities. Self-Management If you‘re unsure about priorities, ask your manager. – ―I don‘t have enough time,‖ blames time, not yourself. – Don‘t be a victim, take responsibility for managing and controlling your time. – Take responsibility for results. – If you take responsibility, you‘re more likely to get credit. Self-Management People who are habitually late or constantly procrastinate: 1 Arrogant: Try to establish power consciously 2 Poor self-image: Try to establish power subconsciously 3 Unhealthy fear of failure Self-Management Overcome these problems with self- discipline: – Time management and priority setting – Professional help – Don‘t procrastinate on getting started or getting help in planning your time. Planning Yearly Goals Monthly Updates Weekly Planners Daily Schedules – The keystone of an effective system Planning Tools To-Do List Action Folder (Desktop) Management Folders (Desktop) Project Folders (Desktop) Calendar Weekly Planners Daily Schedule – Often the above are in SalesForce or other CRM software tools. To-Do List Problems The longer, the worse – depressing Unconscious, stupid tricks we play on ourselves: – Do lots of little things first to give ourselves achievement feedback. – Do the easiest things first. – Do the most fun things first. To-Do List Solutions Scrub it every week to keep it short. – Reward accomplishments Deadline all items. Prioritize all items (boss‘s priorities). – Listen to boss carefully. – Listen for stuff you don‘t want to hear. – Don‘t listen defensively--it‘s not personal criticism, it‘s improvement advice. Weekly Planner Assign priorities in Action Folder and on to- do list. Look at last week‘s Weekly Planner. Weekly Planner Look at calendar for scheduled appointments and meetings. Synthesize into a new weekly planner. Keep weekly planners for later analysis. Daily Planning 1 Set a time for your daily planning (first thing in a.m.). 2 Look at your e-mail - DRAS it. Daily Planning – E-Mail – Delete it - delete new mail you don‘t need. – Refer - Delegate, forward, or put in an appropriate folder. – Act - Do it immediately if it takes less than two minutes. – Save- Don‘t save what others save. Daily Scheduling Tips Be tough on yourself – do the hardest, nastiest things first. Save the easiest, most fun for last in the day – look forward to them. On every activity, ask ―how is this helping me achieve my goals?‖ ―How much money is this making me?‖ Prioritize 1, 2, 3. You shouldn‘t be doing 4s and 5s. – You distract yourself. Daily Scheduling Tips Break big jobs into smaller chunks. – Turn off your computer—no e-mail, IMs, Facebook, Twitter, or texting during chunking. – Each chunk completed builds momentum. Don‘t attempt too much. Make yourself feel like a winner. Allow for interruptions—leave one-eighth of your time unscheduled. – Managers leave one-quarter unscheduled. Daily Scheduling Tips Set a time limit on each appointment or meeting. If you add something during the day, drop something. Make time for call-backs (no-screening time). Working Your Plan Number-one time management rule: – Do one task until it‘s finished. – We interrupt ourselves (e-mail, IMs, Facbebook, Twitter, texting). – You must focus intensely. – Champion athletes know the value of focused concentration. Follow-Up Conduct a desk check at the end of the day. – Nothing open – No random piles of stuff – organized piles – No Post-It notes all over the place – What color is your desktop? Organize Your Desk and Computer Phone on the left (if you‘re right-handed) – Use a headset Calendar on Desktop (only one and synch it daily) Vital information at your fingertips Work space neat and clean Write everything down. Put often-used online information in ―Favorite Places‖ or ―Bookmarks.‖ Organize Your Computer and Desktop Vital information handy Action Folder Management Folder Project Folders ―Goodie File‖ for examples of excellent communications Organize Written Communications Analyze repetition: use forms, templates Analyze correspondence – Have separate files and templates for letters and paragraphs. Organize Knowledge Acquisition Sales organization examples: – Competitive media organization specialists – Category specialists – Competitive salespeople analysis – Product specialists – General business, industry, advertising, media, marketing knowledge Organize Support Staff Have no-interrupt hours for support people. Utilize quiet hours for the entire office or department. Organize Support Staff Have the support staff keep time logs occasionally. Meet regularly with the support staff to discuss problems, solutions. Make the support staff part of the team. Organize Your Associates Use liaisons/scrums. Consolidate meetings. Compress meetings (set time limits, use and follow agendas). Manage Your Boss Get specific instructions. Get agreement on priorities. Expand autonomy parameters: gain trust. Controlling Time Proper use of time separates winners from losers. Winners take credit, losers blame time and others. View time management as an edge opportunity. Evaluating Time logs (every six months) – We misjudge time. What we like to do goes fast. What we dislike to do goes slowly. – Time logs must be accurate. – Analyze logs carefully and identify the biggest time wasters: Overextended lunch and coffee breaks Extended, unproductive phone conversations Inconsequential personal discussions, IMs Evaluating Look at your time log and ask these questions: – ―Am I doing the right things?‖ – ―Could I have done things in less detail?‖ – ―What kind of interruptions? How long did it take me to recover?‖ – ―How long were my conversations?‖ – ―Did I say ‗no‘ often enough?‖ Summary Time isn‘t money, it can‘t be saved. It‘s more precious. Know how you use your time (time logs). Know your boss‘s priorities. Set deadlines for everything. Summary Eliminate time wasters. – Be nice but firm with others who waste your time. Say ―no‖ or don‘t respond. Focus, focus, focus on results. Prioritize, prioritize, prioritize Next Steps Remember, you‘re the one who makes yourself unhappy with unreasonable expectations and disorganization. Create a plan. Get organized and smell the flowers.
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