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Time Management

Why Are You Here?. the common challenges we all face in time management. About Time Management. what it isand how it works. What is Time Management?. Having all the information you need readily availableHaving a trusted system that allows incoming information to be collected, organized and acted

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Time Management

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    1. Time Management simple techniques to take control of your life

    2. Why Are You Here? the common challenges we all face in time management

    3. About Time Management what it is and how it works

    4. What is Time Management? Having all the information you need readily available Having a trusted system that allows incoming information to be collected, organized and acted upon Keeping your head clear of distractions Knowing what needs to be done at a given time, in a given situation Feeling like you’ve actually accomplished something

    5. The 3 Phases in Time Management Collect & Organize Process & Prioritize Do & Review

    6. The 5 Keys to Success core concepts to taking control of your life

    7. Key 1: Discrete Phases Each phase of time management is a discrete activity. Don’t skip phases. Don’t mix phases.

    8. Key 2: Reduce Collection Points Reduce your Collection Points. No more “stuff in the glove box, stuff in the briefcase, stuff on the desk”

    9. Key 3: Be Organized When “stuff” comes in, it gets put into the right Collection Point. No piles! No random stuff in random places.

    10. Key 4: Review Often, Review Well Regular reviews are essential! You can’t know where you’re going if you don’t know where you’ve been. Feeling like you’ve succeeded requires that you know what you’ve accomplished.

    11. Key 5: Next Actions Are Key Next Actions and ONLY Next Actions go onto your to-do lists. Projects get broken down into Next Actions, with the full list hidden away. Don’t overwhelm yourself.

    12. Collect & Organize the first step to successful time management

    13. Key to Success: Each Phase is Discrete

    14. What Are Collection Points? A Collection Point is where you ‘capture’ and store incoming information. Examples: Notepad, physical inbox, PDA, cellphone, computer, etc.

    15. About Collection Points Too many Collection Points aren’t healthy. Collection Points must be reduced to their bare minimum, otherwise you lose information. In an ideal world, we would have one place where all information comes in, gets sorted and gets prioritized. In the real world, information comes from a million directions all at once.

    16. Key to Success: Reduce Your Collection Points

    17. Suggested Collection Points A single place to put paper (physical in-box, basket or a visible space just for you) A single place to jot down Next Actions or thoughts “on the go” (pad of paper, PDA, personal recording device or even leaving yourself voicemails with your cellphone) A single place on your PC where you capture Next Actions (Outlook’s Task List, a todo.txt file on your desktop, etc)

    18. Suggested Collection Points A single place to collect Email (your Outlook inbox, your hotmail account, etc) Your voicemail boxes (work, home, cell)

    19. Unhealthy Collection Points Car glove box A pile on your desk A pile on somebody else’s desk On a chair In a “Miscellaneous” file in your filing cabinet In the bathroom

    20. Mini Key to Success… NO PILES ALLOWED!!!

    21. Effectively Organizing Your ‘Stuff’ the ideal filing system for all your entertainment needs

    22. Critical Elements to a Filing System Whether your filing system is real (filing cabinet) or virtual (on your PC), it requires certain common elements. Recommended structure: Business Critical, Business Reference, Personal and Generic Reference Underneath each top-level structure, include a folder for each project Mirror the filing system wherever you file items.

    23. Example Filing System Business Critical Microsoft Courses Blogging Book Taxes Business Reference Newsletters Seminar Notes Personal Worship Band Generic Reference Paid Bills Filed Taxes Correspondence

    24. Break Time!

    26. Process & Prioritize going where no man has gone before: Next Actions

    27. Why This Process is So Important First you get everything where you can find it (Collect & Organizing) Then you figure out what needs “doing” (Processing) Then you figure out what’s most important (Prioritizing) Finally you do (Do) Then you make sure you’re succeeding (Review)

    28. What Happens When You Don’t… Stuff shows up, gets put somewhere You make a ‘mental note’ (these often use crummy glue and fall off before you get home) to do something about it Other things crowd into your day as people ask you to do things When you finally have free time, you can’t remember what you have to do At the end of each day and week, you feel like you must have done something important, but can’t remember what it might have been.

    29. Sound Familiar? the process may sound overly complicated, but its really designed to make your life simpler

    30. What is Processing Working your way through the material in your Collection Points Resisting the urge to “Do” Touch each item once, so that you can move onto the next item quickly. Make decisions as you touch items, not “later” (otherwise you’re just creating piles) Transfer items into other Collection Points as needed (from a voicemail onto paper, or from paper into your computer)

    31. How to Process Processing is a 4-step process, characterized by 4 D’s: Delete, Do, Delegate and Defer.

    32. Step 1: Delete if it isn’t worth keeping, it’s worth throwing away

    33. Step 2: Do if you can do it in 2 minutes or less, do it immediately

    34. Step 3: Delegate entrust someone else to do the task or project (like getting your husband to take out the trash)

    35. Defer if it’s something you need to do, but can’t do in under 2 minutes, you’re deferring it for later

    36. Next Actions the simple key to actually getting things done

    37. What Are Next Actions? The very next physical action you have to do to move a project forward “Call travel agent about vacation prices” “Heckle Peter during sermon” “Get gas for lawn mower” (or not, if your “Project” is to NEVER do the lawn)

    38. What Aren’t Next Actions “Plan trip” “Pay bills” “Do sermon” A Next Action is the NEXT action you need to do. A Next Action is NOT a Project!

    39. Next Actions vs Projects Projects are series of Next Actions. In order to plan a trip you need to decide on a budget, then call the travel agent, then talk to your wife, then get passports, then book the tickets… Generally Next Actions are “small” things you can do in 10-15 minutes, while projects take serious time.

    40. Why Next Actions Work A Project is overwhelming, and is easy to put off. Something that only takes 10-15 minutes of your time is not only do-able, it’s also satisfying (check things off your list)

    41. BRAIN DUMP!

    42. What to Dump What are your responsibilities What projects are you involved in What are things you’d love to do someday What things have you forgotten to do in the last 2-3 months

    43. Ideas for Brain Dump Work Projects (started) Projects not yet started Commitments Communications Reports Proposals Meetings (new) Read and review Budgets Forecasts Pipeline reports Presentations Travel Training/seminars Research Personal Projects (started) Projects not yet started Commitments Civic groups Special occasions Financial Home chores Home projects Entertainment Health care Hobbies Errands

    44. Find Next Actions

    45. What Are the Next Actions In groups, help each other figure out what the very next action required to move a project forward is Break down project or two per person Remember: if it takes more than one “step” to do each Next Action, it’s probably more than one Next Action Remember: Next Actions are generally 10-15 minutes in length. If your Next Action is longer, see if it can be split up so that you are more likely to actually DO it

    46. Tips for Creating Next Actions Understand the difference between projects and Next Actions Break multi-step activities down into individual actions Use action verbs Use a portable Collection Point to capture Next Actions “in the moment”

    47. Reviewing How to know if you are succeeding, and how to correct course if you aren’t

    48. Two Types of Reviews Daily Reviews: Done at the beginning or end of each day. Last 10-15 minutes. Help you figure out what you HAVE to do each day. Weekly Reviews: Done at the beginning or end of each week. Help you assess priorities, measure your progress in large projects and align your plans for the coming week.

    49. Daily Reviews Don’t plan too much in: Pickle Jar’ing It Plan different types of activities (mix it up, so you don’t get bored) If it helps you get things done, plan breaks Leave space for you

    50. Weekly Reviews Do a brain dump to make sure stuff that’s in your head makes it onto paper or into Next Actions Process any lingering information in your Collection Points Review your progress from last week Look forward to the week ahead: what does your calendar look like, what major events might be coming up, how full is your to-do list, is it your wife’s birthday or your anniversary? ;-)

    51. How it All Works Together Theory is good, application is better, practice is best

    52. Marc’s Example At the beginning of each day, Marc reviews his email, his voicemails and talks to his wife and/or boss to see what needs done that day Marc schedules in any calls he needs to do at specific times, or meetings he needs to be at He then either schedules in specific tasks OR blocks of time to do tasks from his Next Actions list

    53. Marc’s Day… Continued As Marc goes throughout the day, he carries a notepad with him to take down notes. Marc does NOT have email notification on, because processing email is part of the Processing phase. When he Processes, he checks email. Marc maintains 2 to-do lists: a large “Next Actions List”, and a daily list of things he HAS to get done, as well as things he’d LIKE to get done.

    54. Marc’s Day… Part 3 If Marc finds ‘free time’ (ie: unscheduled time) in his day, he looks to his small, daily to-do list. Marc has enough freedom and discipline, that if he’s “on a roll” with a project, he can figure out what the Next Action is, and do it right away while the thoughts are fresh. Marc keeps post-it notes in his day-timer: one side is the name of the project and the next task he’s set out, the other side is all the tasks he has identified to finish the project. As he crosses off items on one side (the Next Action side), he writes a new one down from the other side.

    55. Marc’s Story… Part 4 At the end of every week, Marc reviews his objectives for the week, the lists of things he’s gotten done and his overall progress towards his “big goals” and rewards himself accordingly During his reviews, Marc makes sure his Collection Points are empty, makes sure each of the important people in his life (boss, wife, business partners, children and Peter Fitch) are being well served Marc spends time in prayer or quiet time to see if there is anything important for next week Marc plans out his next week’s important, MUST DO, and “hope to do” Next Actions

    56. Question & Answer

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