Time Management Breakthrough

Housing Conference 2016

Time Management | Agenda

Time Management | FocalPoint Coaching

About Brian Tracy

Time Management is Life Management!

Time Management Breakthrough

“Do you love life? Then do not squander time, for that’s the stuff that life is made of.” - Benjamin Franklin

Time Management Breakthrough

• Time is inelastic

• Time is indispensable

• Time is irreplaceable

• Time is perishable

• Once it is gone…its gone FOREVER!

You are always FREE to CHOOSE! Behaviors are a matter of choice…

The Victor Victim Concept

Problems Opportunity Seekers

Failure Magnets

✓ Proactive ✓ Responsible ✓ Ownership ✓ Visionary ✓ Excellence

✗ Blame ✗ Excuses ✗ Negative ✗ Denial ✗ Scarcity

3 Mental Barriers to Time Management

No Spontaneity

Negative Programming

Self Limiting Beliefs

Getting Started | Pre-Session Questions

What are your biggest time

wasters?

How do they effect you?

What does it mean to you?

Would you like to be more effective?

How would doing better effect you?

What might be the return?

Gleicher’s Formula for Change: Part 1

D - Dissatisfaction V - Vision F - First Steps R - Resistance

Clarity, KRA’s and Goal Setting

Time Management Breakthrough

“Lack of clarity is more responsible for frustration and underachievement than any other single factor.” – Brian Tracy

Why are you on the payroll?

What are my Key Results Area’s?

What is my area of excellence?

What is my USP – unique selling proposition within the company?

Where could I/should I be excellent?

Your thoughts from this exercise?

Clarity & KRA’s

Setting SMART Goals

“Success is Goals, all else is Commentary”

“Failures do what is tension relieving, winners do what is GOAL achieving”

Specific

Measurable

Aligned with values

Realistic

Time Bound

R

M

A

S

T

Smart Goals | The SMART Way

Write down 2 professional goals and 1 personal goal

Write each goal in the first person; i.e. “I”.

Write each goal in the present tense, as though it was already achieved; e.g.” I have a net worth of $5 million”.

Write each goal as a positive statement; e.g. “I am free of nicotine” as opposed to “I do not smoke.”

Write each goal using active verb; e.g. I am, I earn, I weigh, I have and so on.

Worksheet | SMART Goals

4. Place the board in view

3. Emotionalize with benefit lists

2. Glue onto a poster board

1. Find pictures that resonate

Smart Goals | Visualization

Setting Priorities

Time Management

Have a linked electronic Calendar/Planner

Have a Productivity Journal

Write things down, keep it with you,

prepare at night

Utilize Block Calendars

Tools for Time Management

20%

Actions

80%

Results

Setting Priorities | The 80/20 Rule; Pareto’s Principle

Develop the discipline to focus on the 20% of activities…

…that bring 80% of the results!

Make a list of each of your typical daily occurrences, events, tasks in no particular order.

From your list, check mark those which are the 20% that drive 80% of the value you bring to your company?

How can you try to “flip” the rule and spend 80% of your time on those high value activities? For discussion.

Worksheet | The 80/20 Rule

Urgent versus Important

The Eisenhower Principle • Steven Covey

• You must be effective as

well as efficient

• Its all about Consequences!

Urgent and

Important

Important, but Not Urgent

Urgent, but Not

Important

Not Urgent

and Not Important

Setting Priorities | Urgent Important Matrix

Re-write the initial list items from the 80/20 worksheet categorizing according to the Urgent Important Matrix

Your thoughts from this exercise?

Worksheet | Urgent Important Matrix

“E” Item – something to ELIMINATE!

“D” Item – something to DELEGATE

“C” Item – something NICE TO DO

“B” Item – something you SHOULD DO

“A” Item – something you MUST DO

Setting Priorities | The A B C D E Method

“E” = Posteriorities!

Make a list of every single thing you did yesterday! Not what you should have done, or hoped to do.

Assign an ABCD or E to how your actions actually prioritized each item.

Would you, could you, should you re-prioritize the list if it was your To-Do list for tomorrow? For discussion.

Worksheet | The A B C D E Method

Honest explanation

Clarify your reasoning

Give an alternative

Assertive refusal

Prioritizing your Time | Being Assertive

Big Rocks of Life | Steven Covey

Tackling Procrastination

Time Management

“Just begin and the mind grows heated; continue, and the task will be completed!” – Wolfgang Von Goethe

Feel overwhelmed

Lack of passion Fear of failure

No clear deadline

Inadequate resources Where to begin?

Procrastination | Why we Procrastinate

Eliminate Delegate Do it now

Ask for advice

15 minute rule

Clear deadline

Reward!!!

Procrastination | 7 Tactics to Overcome Procrastination

READY! Do not over plan

FIRE! Just take action

AIM! Adjust your aim

Procrastination | Ready, Fire, Aim!

Chunk

Block

Tackle

Procrastination | Chunk, Block, and Tackle

Procrastination | Eat that Frog!

Your most important task of the day …

“If you have to eat two frogs……eat the ugliest one first.” Brian Tracy

- Brian Tracy

Organize your Workspace!

• Neatness is a Key Habit • Evaluate yourself • Refuse to make excuses!

3 things you can do:

1. Clear your desk 2. Prepare in advance 3. Handle paper or emails ONLY ONCE!

The 4 D’s for Single Handling

DO DELETE

DEFER DELEGATE

Summary Actions & Thoughts

Time Management

“We always have time enough, if we will but use it right” – Wolfgang Von Goethe

Your 7 Step Action Plan

Your 7 Step Thought Plan

Gleicher’s Formula for Change: Part 2

D - Dissatisfaction V - Vision F - First Steps R - Resistance

We’re finished! Now its up to YOU!

Thank you for your valuable time, your energy and for investing in

yourself today