Time Management

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Time ManagementTime Management
Presented by:
Ir. Virja Dharma Gita – Master Trainer
TARGET SALES ACADEMY
virja.dg@targetsalesacademy.com
Module One:
Getting Started
Time management training most often
begins with setting goals This process
Cherish your
dreams, as they
are the children
of your soul, the
blueprints of
your ultimate
begins with setting goals. This process
results in a plan with a task list or calendar
of activities.
This entire process is supported by a skill
set that should include personal
motivation delegation skills organization
achievements.
Napoleon Hill
motivation, delegation skills, organization
tools, and crisis management.
We’ll cover all this and more during this
workshop.

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Workshop Objectives
Overcome
procrastination
Organize your
workspace
Delegate more
efficiently
Plan and
prioritize
Pre-Assignment Review
What are your biggest time wasters?
What are you currently doing to manage your
time?
What could you be doing better?What could you be doing better?
If you came away from this workshop with only
one thing, what would that be?

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Module Two:
Setting SMART Goals
Goal setting can be used in every area of
your life Setting goals puts you ahead of
The bad news
is that time
flies. The good
news is that
you are the
ilyour life. Setting goals puts you ahead of
the pack! Some people blame everything
that goes wrong in their life on something
or someone else.
Successful people dedicate themselves
towards taking responsibility for their lives
pilot.
Michael
Altshuler
towards taking responsibility for their lives,
no matter what the unforeseen or
uncontrollable events.
The Three P’s
Positive
Personal
Possible

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The SMART Way
SpecificS
Measurable
Achievable
R
M
A
Relevant
Timed
R
T
Prioritizing Your Goals
Invest your mentalInvest your mental
focus on one goal
Choose a goal that
ill h th t twill have the greatest
impact

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Visualization
Emotionali ing
Visualization
Emotionalizing
Vision board
List of the benefits
Module Three:
Prioritizing Your Time
Time management is about more
th j t i ti it i
What is
important is
seldom urgent
and what is
urgent is
ldthan just managing our time; it is
about managing ourselves in relation
to time.
It means being willing to experiment
with different methods and ideas to
seldom
important.
Dwight D.
Eisenhower
enable you to find the best way to
make maximum use of time.

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The 80/20 Rule
80%
Results
20%
Actions
The Urgent/Important Matrix
Urgent ImportantUrgent
and
Important
Important,
But Not
Urgent
U t
Not
Urgent,
But Not
Important
Not
Urgent
and Not
Important

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Being Assertive
Honest
explanation
Clarify your
reasoning
Give an
alternative
Assertive
refusal
Module Four:
Planning Wisely
The hallmark of successful time
A work well
begun is
half ended.
management is being
consistently productive each day.
Having a daily plan and
committing to it can help you
Plato
stay focused on the priorities of
that particular day.

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Creating Your Productivity Journal
Notebook
Cross off completed items
Prioritize tasks
Carry over unfinished tasks
Cross off completed items
Maximizing the Power of Your
Personal Productivity Journal
Plan the night
b fbefore
Keep your journal with
you
Sense of satisfactionSense of satisfaction
Remove tasks postponed three
times

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The Glass Jar:
Rocks, Pebbles, Sand, and Water
Rocks Pebbles
Sand Water
Chunk, Block, and Tackle
ChunkChunk
Block
Tackle

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Ready, Fire, Aim!
Do not over planDo not over plan
Just take action
Adjust your aim
Module Five: Tackling
Procrastination
Procrastination means delaying a
t k ( l t k ) th t
I am a great
believer in
luck, and I find
the harder I
work, the
I h ftask (or even several tasks) that
should be a priority.
The ability to overcome
procrastination and tackle the
important tasks is a hallmark of the
more I have of
it.
Thomas
Jefferson
p
most successful people out there.

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Why We Procrastinate
No clear deadline
Inadequate resources Where to begin?
Feel overwhelmed
Lack of passion Fear of failure
Nine Ways to Overcome
Procrastination
Delete Delegate Do itDelete Delegate Do it
Ask for
advice
Chop it up
15 minute
rule
Clear
deadline
Reward
Remove
distractions

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Eat That Frog!
"If you have
to eat two
frogs, eat
the ugliest
one first!"
Module Six:
Crisis Management
With better planning, improved
ffi i d i d d ti it
In a crisis, be
aware of the
danger, but
recognize the
opportunity.
efficiency, and increased productivity,
the number of crises you encounter
should decline.
However, you can’t plan for
everything, so in this module we’ll
John F.
Kennedy
y g,
look at what to do when a crisis does
occur.

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When the Storm Hits
What happened?
What will happen next?
What were the causes?
Who else needs to know about this?
What events will this impact?
Creating a Plan
Identify the problem
Decide on a solution
Break it down into partsBreak it down into parts
Create a timeline

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Executing the Plan
Continue evaluating the plan workingContinue evaluating the plan working
Stay organized and on top of events
Deliver communication to others
Lessons Learned
Why it
happened
Learn from the
event
Prepare

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Module Seven: Organizing
Your Workspace
In order to effectively manage your
time and to be productive each day you
The only thing
even in this world
is the number of
hours in a day.
The difference in
winning or losing
time and to be productive each day, you
must create an appropriate
environment.
By eliminating clutter, setting up an
effective filing system, gathering
is what you do
with those hours.
Woody Hayes
essential tools, and managing workflow,
you will be well on your way to creative
an effective workspace.
De-Clutter
WorkingWorking
Reference
Achieve

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Managing Workflow
Select one task to do at a time.
Time yourself
Ignore everything else
No breaks or interruptions
Give yourself a reward
Dealing with E-mail (I)
E-mail is
best
handled
in
Create
delivery
rules
Create
folders
for
differentin
batches
rules different
topics

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Using Calendars
Organize
tasks
Identify
patterns
Improve
workflow
Module Eight: Delegating
Made Easy
If you work on your own, there’s only so
much you can get done no matter how
The best executive
is the one who has
sense enough to
pick good men to
do what he wants
done, and self-
restraint enough to
much you can get done, no matter how
hard you work.
One of the most common ways of
overcoming this limitation is to learn how
to delegate your work to other people.
At first sight delegation can feel like more
keep from meddling
with them while
they do it.
Theodore
Roosevelt
At first sight, delegation can feel like more
hassle than it’s worth. By delegating
effectively, you can hugely expand the
amount of work that you can deliver.

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When to Delegate
An opportunity forpp y
growth of another
person’s skills
Reoccurring tasks
Non-critical tasks
To Whom Should You Delegate?
Experience, knowledge, skillsExperience, knowledge, skills
Time and resources
Require supervisionRequire supervision
Current workload

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How Should You Delegate?
Initiates action, and then reports
periodically
Acts and then reports resultsActs, and then reports results
immediately
Makes recommendation, and then acts
Asks what to do
W it t b t ld h t t dWaits to be told what to do
The Spheres of Independence
Keeping Control
Brief your team members
Available for questions
Do not micro-manageg
Ask for solutions

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The Importance of Full
Acceptance
Review it thoroughlyg y
Only accept complete work
Recognize and reward
Module Nine:
Setting a Ritual
Rituals and routines can actually help
i th t it d f i
Discipline is
the bridge
between goals
and
accomplish-
increase the spontaneity and fun in
your life.
Because routine tasks are already
planned for, you have more energy to
spend on the tasks that will bring you
ment.
Jim Rohn
p g y
closer to your goals and bring more
joy to your life.

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What is a Ritual?
Identify
th
Ritual
the
time
Ritual
Sub-
tasks
Identify
the task
Ritualizing Sleep, Meals, and
Exercise
Try to
Establish
a ritual
before
you
Plan
meals
for the
next
Try to
exercise
for one
hour
threeyou
sleep
next
week
three
times a
week

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Example Rituals
Lay out cloths
th i ht b fthe night before
Prepare you
lunch
Batch together
activities
Using Rituals to Maximize Time
During a break read for ten minutes
Deep breathing and stretches
Clean off a small area
Update your journal
Set aside a lunch hour for personal errands

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Module Ten:
Meeting Management
Few people look forward to
ti d ith d
History is
written by
people who
attend
meetings, and
stay until the
meetings, and with good reason.
Too many meetings lack purpose and
structure.
However, with just a few tools, you
can make any meeting a much better
end, and keep
the minutes.
Anonymous
can make any meeting a much better
use of everyone’s time.
Deciding if a Meeting is Necessary
Participants Observers

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Using the PAT Approach
TimeAgendaPurpose
Building the Agenda
TIME ITEM PRESENTER
2:05-2:10 1. Agenda and Meeting Purpose Jill Smith
2:10-2:20 2. Review of Current Invoice Signing Process Joe King
2:20-2:40 3. Review of New Invoice Signing Process Joe King
2:40-2:50 4. Questions and Answers Joe King
2:50-2:55 5. Wrap-Up Jill Smith

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Keeping Things on Track
Stick to
hthe
agenda
Follow up
on missed
items
End on an
agreement
Making Sure the Meeting was
Worthwhile
Summary
Action
items
Time
Progress
Follow up Agenda

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Module Eleven:
Alternatives to Meetings
Sometimes, a face-to-face meeting isn’t
the best solution. In this module, we
Our meetings
are held to
discuss many
problems which
would never
arise if we heldthe best solution. In this module, we
will explore alternatives to meetings
that can help you and your team save
time and be more productive.
Don’t forget that even if you use a
meeting alternative, you should still use
the PAT approach that we discussed in
fewer meetings.
Ashleigh
Brilliant
the PAT approach that we discussed in
the last module, take minutes, and
distribute post-meeting notes and
action items.
Instant Messaging and
Chat Rooms
Stick to an GroundStick to an
agenda
Ground
rules
Minutes

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Teleconferencing
Screen
sharing
Interactive
whiteboards
Recordable
E-mail Lists and Online Groups
Moderator
Ongoing
interaction
Have a
purpose

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Collaboration Applications
SharePoint
Collaborate
SharePoint
Skypeyp
Wrike
Module Twelve:
Wrapping Up
Although this workshop is coming to
a close we hope that your journey to
It has been my
observation that
most people get
ahead during
the time that
others waste
a close, we hope that your journey to
improve your time management skills
is just beginning.
Please take a moment to review and
update your action plan. This will be
a key tool to guide your progress in
time.
Henry Ford
a key tool to guide your progress in
the days, weeks, months, and years
to come.

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Words from the Wise
Harvey Mackay: Time is free, but it's priceless. You can't
own it, but you can use it. You can't keep it, but you can
spend it. Once you've lost it, you can never get it back.p y , y g
Napoleon Bonaparte: Take time to deliberate, but when
the time for action arrives, stop thinking and go.
Steve Jobs: Your time is limited, so don't waste it living
someone else's lifesomeone else s life.
Benjamin Franklin: You may delay, but time will not.
Contacts for More Help?
For Sales and Sales Related Skills:
TARGET SALES ACADEMYTARGET SALES ACADEMY
www.targetsalesacademy.com
For ready-made Training Materials:
http://sumberdayatraining.wordpress.com/p // y g p /
Email: cs@targetsalesacademy.com