Finding an Extra Finding an Extra Hour Every Day:Hour Every Day:

Presented by

Randall (Randy) Dean

Top Time Management Tips for

Busy Managers and Leaders

President, Randall Dean Consulting & Training, LLC

A Leading Time Management/PDA Usage/E-mail &

Info Overload Training FirmOriginally published and presented February 2006. © Randall F. Dean 2006.

The “Totally Obsessed” The “Totally Obsessed” Time Management/PDA GuyTime Management/PDA Guy

Agenda of ProgramAgenda of Program• Introduction• Managing Tasks and Dealing w/ Interruptions• Simple Project Management/Project Organization

Time Savers• Handling & Managing E-mail and Information

Overload• Clearing Your Mind Through Notes/Lists• Some Fun Additional Tips

Tasks, Traction, and Interruptions

Cost of Interruptions to Cost of Interruptions to American Business:American Business:

$650 $650 BillionBillion/Year/Year

Average Time Lost Average Time Lost Per Interruption:Per Interruption:

4-15 Minutes4-15 Minutes

• Never “backtrack” on a project• Also great for interruptions• Low-tech: The Sticky Note• High-tech: Software/PDA• Mid-tech: Come see me!!

A Project Kick-Start: The “Next Step” Habit

Speaking of Phone CallsSpeaking of Phone Calls

• Ever get caught in phone tag?• Here’s a way to end phone tag forever

Waiting On’s . . .Waiting On’s . . .

• Anything owed to you by anybody . . .• Money? Tax refund? • Books/CD’s loaned to friends/relatives• Phone call’s/faxes/e-mails with info you

are waiting on.• Develop your new personal brand – “the

polite but persistent pest”• A great urgency reduction tool

Look Familiar?Look Familiar?

THE Definitive CLUTTER Buster!THE Definitive CLUTTER Buster!

The 3-Minute, One Touch RuleThe 3-Minute, One Touch RuleEvery piece of information (paper, fax, e-mail, 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).

Key E-mail StrategiesKey E-mail 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

Don’t Be a “Blinger”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”

So when do you check So when do you check e-mail?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

A Few Fun Tips, Tactics, and A Few Fun Tips, Tactics, and TechniquesTechniques

A Calendar/Tickler Tip A Calendar/Tickler Tip for the Guysfor the Guys

• Ever forgot a birthday? Or anniversary?• NEVER do it again!• Use the same strategy for meetings and

appointments

How About Some How About Some Useful Memos/Lists?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

Final Thoughts: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!

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

– Gandhi

Where to Get More Info:Where to Get More Info:• Randy Dean’s Taming the E-mail Beast (Available Now:

http://www.emailsanityexpert.com or just search Amazon.com – “Taming Email”)

• 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

Other Randy Dean Programs:Other Randy Dean Programs:• Taming the E-mail Beast: Key Strategies for Managing

E-mail & 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 www.randalldean.com/programs.html

We’re Done!!!We’re Done!!!

Randall Dean Consulting & Training, LLC1881 Linden Street

East Lansing, MI 48823Phone: 517-336-8906Fax: 832-550-3308

Email: randy@randalldean.comWeb: www.randalldean.com and

http://www.emailsanityexpert.com