Monthly Planners Templates by lbg52283


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									Time Management -
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
   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
   Exercise - How much is an hour worth to
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
   Planning
   Organizing
   Controlling (Keeping track of it)
   Evaluating (Time Logs, Weekly Planners,
    and Daily Schedules)
   Set objectives (always time framed -
    – Yearly: Income, projects/tasks, improvement
    – Monthly updates
    – Weekly Planners
    – Daily Schedules
   Prioritize Everything: 1s, 2s, 3s.
   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.
   If you‘re unsure about priorities, ask your
    – ―I don‘t have enough time,‖ blames time, not
    – 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.
   People who are habitually late or constantly
    1   Arrogant: Try to establish power consciously
    2   Poor self-image: Try to establish power
    3   Unhealthy fear of failure
   Overcome these problems with self-
    – Time management and priority setting
    – Professional help
    – Don‘t procrastinate on getting started or getting
      help in planning your time.

   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
    – 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
 – 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
   If you add something during the day, drop
   Make time for call-backs (no-screening
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
   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
   Phone on the left (if you‘re right-handed)
    – Use a headset
   Calendar on Desktop (only one and synch it
   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
   Vital information handy
   Action Folder
   Management Folder
   Project Folders
   ―Goodie File‖ for examples of excellent
Organize Written
   Analyze repetition: use forms, templates
   Analyze correspondence
    – Have separate files and templates for letters and
Organize Knowledge
   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
Organize Support Staff
   Have the support staff keep time logs
   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
   Winners take credit, losers blame time and
   View time management as an edge
   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
   Look at your time log and ask these
    – ―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?‖
   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.
   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
   Get organized and smell the flowers.

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