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How to lift your Personal Productivity & gain an extra 8 hours in every week

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How to lift your Personal Productivity & gain an extra 8 hours in every week

  1. 1. Russell Cummings Strategic Business Development March 2016
  2. 2. Find an Extra 8 Hours in Every Week
  3. 3. “If you can’t do your job in a 10-hour day during the week, you’re either overworked or incompetent.” Mike Abel Chief Exec – M&C Saatchi Australia BRW – April 23, 2009
  4. 4. What happens if we don’t get everything done?
  5. 5. OUR INFOGRAPHIC MAP TO IMPROVING YOUR PRODUCTIVITY
  6. 6. FOCUS
  7. 7. DISCIPLINE
  8. 8. CONTROL
  9. 9. TIME MANAGEMENT PYRAMID
  10. 10. Why are you poor at time management?
  11. 11. ATTITUDE
  12. 12. SLEEP CYCLE APP
  13. 13. TIME MANAGEMENT PYRAMID
  14. 14. What are you doing with your time? Waste What?
  15. 15. LIFE BALANCE
  16. 16. MAKING THE MOST OF A YEAR http://www.sbdbusiness.com.au/making-the-most-of-a-year/
  17. 17. EXERCISE: LIFE BALANCE Exercise: 1. Score yourself NOW in each area 2. Score WHERE you need to be 3. Work on the biggest gaps
  18. 18. TIME MANAGEMENT AUDIT
  19. 19. MY TIME AUDIT MUST Do’s: •Reduce wasted time on emails, web and social media •Reduce amount of time with Team without reducing quality •Increase time for strategy, marketing, sales and training •Reduce hours worked Travel not included 10 hrs per week Productivity 45% chargeable Personal days (excl weekends) 3 days
  20. 20. How did the challenge work? Key Areas October 2013 March 2016 Difference Client Meetings & Prep 21 23.6 +2.6 Skype calls with Clients 8.2 10.3 +2.1 Emails, Web, Social Media 13.4 5.3 -8.1 Communicate with Team 9.4 4.1 -5.3 Marketing & Sales 4.6 4.5 -0.1 Training 2.4 2.2 -0.2 Strategy & Planning 1.0 2.3 +1.3 Administration 1.4 0.8 -0.6 TOTAL 61.4 53.1 -8.3 Plus Travel 10 12 +2.0 TOTAL (hrs per week) 71.4 65.1 -6.3
  21. 21. SETTING PRIORITIES Use model over different timeframes – annual, quarterly, monthly, weekly
  22. 22. EXERCISE: YOUR QUADRANTS Exercise: 1. Brainstorm 3 activities that you currently do in each quadrant 2. What Q2 activities should you be doing but never get time for?
  23. 23. TIME MANAGEMENT PYRAMID
  24. 24. How will you manage the day-to-day?
  25. 25. SETUP A “4 THINGS” FRAMEWORK What are the 4 key areas of activity that you must focus on in your business to be successful?
  26. 26. MY DAILY ROSTER 1. Client work 2. Marketing & Sales 3. Strategy & Development 4. Team Management
  27. 27. EXERCISE: BE STRATEGIC Exercise: What are the Top 4 Things you MUST focus on in order to achieve success?
  28. 28. STOP DOING MATRIX
  29. 29. EXERCISE: STOP DOING MATRIX Exercise: Work through the Matrix and add tasks to each section.
  30. 30. POMODORO TECHNIQUE www.focusboosterapp.com or Pomodoro Time apps
  31. 31. TURN OFF NOTIFICATIONS
  32. 32. DON’T CHECK IT FIRST (OR LAST)
  33. 33. CHECK IT 3 TIMES PER DAY
  34. 34. SET UP “RULES”
  35. 35. MORE THAN 2 EMAILS IN THE CHAIN - CALL
  36. 36. KEY TEAM MEETINGS • Team Huddle – weekly, 5 to 15 minutes • Transactional Catch up – daily or weekly, 5 to 10 minutes • Circuit Breaker – monthly, 15 to 20 minutes • Performance Review – quarterly, 30 minutes
  37. 37. CIRCUIT BREAKER MEETING
  38. 38. EFFECTIVE MEETINGS & INTERNAL COMMUNICATION Effective meetings are driven by: Purpose Process Payoff
  39. 39. A VIRTUAL ASSISTANT • Online Employee with a specific skill set • Engage them by Contract, Part-Time, Full-Time • Contractors for projects: freelancer.com, elance.com, fiverr.com • Employees: usually from Philippines, India or Eastern Europe but can be local • See our website for a blog article on “How to recruit a VA”
  40. 40. USE VIDEO & AUDIO INSTEAD OF EMAIL
  41. 41. SNAGIT & AUDACITY
  42. 42. CORE TECHNOLOGY
  43. 43. BASIC PRINCIPLES
  44. 44. KEY AREAS OF YOUR ECOSYSTEM
  45. 45. TRELLO.COM
  46. 46. TRELLO.COM
  47. 47. TRELLO.COM
  48. 48. EVERNOTE
  49. 49. LIVESCRIBE PEN
  50. 50. MICROSOFT OFFICE 365
  51. 51. ONLINE FILE STORAGE – ONEDRIVE
  52. 52. INSIGHTLY
  53. 53. VIDEO CONFERENCING
  54. 54. TRIPIT.COM
  55. 55. XERO & RECEIPT BANK
  56. 56. 30- MINUTE REPORTS
  57. 57. OTHER TOOLS - HORTICULTURE • There are really good programs around for helping you manage the various activities and collect great data in your business. • Some are stand-alone programs and others are integrated as part of your grader systems.
  58. 58. EXERCISE: TIME MANAGEMENT Exercise: 1. What are 3 actions that you can take away from this session to save yourself 8 hours in the next week? 2. Share the No 1 action in Question Box 3. Homework: Develop a 1PP for how you are going to improve your time management
  59. 59. TIME MANAGEMENT PYRAMID
  60. 60. • Subscribe to our on-line Productivity Improvement Training Program • 10 modules – videos and worksheets • 6 months – 24/7 access • Email Q&A support • Your investment – usually AUD$149 + GST • Special webinar offer – AUD$127 + GST Go to www.sbdbusiness.com.au/productive to register
  61. 61. Russell Cummings Business Consultant M: 0414 929 585 W: www.sbdbusiness.com.au E: russell@sbdbusiness.com.au

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