FocalPoint Business Coaching Challenge of the Week: Time Management Tips & Tricks

June 1, 2010 — Anonymous

This week's FocalPoint Business Coaching Challenge of the week is:

“What are some time management tips and tricks I can introduce to my client?”

Join us on Wednesday to hear what FocalPoint Coaches Declan Loy, in Ireland and Dulcee Loehn, in Florida, have to say on the topic!

Welcome to this week’s FocalPoint Business Coaching Challenge! This week’s challenge is:

“What are some time management tips and tricks I can introduce to my client?”

First up is FocalPoint Certified Business Coach Declan Loy, from Ireland.

Declan has extensive experience working with business owners and SME’s in the fields of consulting, training and coaching; especially in the areas of business expansion and personal effectiveness. His specialty is sales and marketing.

Through his studies and extensive research, Declan has learned and applied many business strategies, bringing his clients outstanding results in personal and business development over the past 15 years. He is also the author of Vision Life and other motivational products.

Declan has this to say about our time management coaching challenge:

“The key to effective time management I feel is to stay very much focused and to keep things simple.  Always look for the simplest solution to a problem.  People say you need to work hard to get results and this maybe be true, however I feel that if you focus on a specific vision, goal, and number you can get twice as much done in a day.

“My tips for time management would be: 

  1. Be very clear on your number.  Identify the key number in your business that will drive performance, this number could be financial, # leads per day, # face to face meetings each day or week – be  very clear on this number.
  2. Start the day with 20mins relaxation and visualise yourself as being very productive throughout the day.  Say to yourself “I am at my all time best right now”
  3. Before you go to sleep at night repeat the affirmation “Tomorrow my day is efficent and effective, I am performing at my all time best”
  4. Write a to do list the night before and identify only 3 tasks that are the most important tasks: the ones to bring you closer to your major goal in business.
  5. Check e mails only at 11am and 3pm in the day.
  6. Turn your mobile to its voicemail when you are completeing you 3 most important tasks; it is important that you have 1 to 2 hours per day where you are not distribed.
  7. Always ask yourself, “Is the task I am currently performing the most important task to move me closer to my major goal in business?”
  8. Outsource low value activities such as telephone sales, paperwork, etc.  Only focus on high value activities.
  9. Spend most of your time on the 20 per cent of relationships that deliver 80 per cent of your rewards, and remove yourself from relationships which are unproductive.
  10. Prioritise your daily tasks and mark them as A (urgent), B (important), C (less important). Resolve to do all A tasks before B and C tasks.
  11. Keep your desk clean of all files, paperwork, etc. A clean desk is a clean mind.
  12. Use a daily motivational time planner.
  13. When you start an activity, resolve to complete it before you start a new one. It wastes a lot of time trying to take up an activity that's been left incomplete.”

Thanks Declan!

Next up is Dulcee Loehn, from Tampa Bay, Florida.

Dulcee offers over 20 years of executive management experience. She has extensive experience in all aspects of small to medium business management. She is the first coach to become a Certified Trainer and Coach’s Coach for FocalPoint International.  Dulcee is responsible for training new coaches coming into the system and is a coach for other, more experienced coaches, assisting all to build healthy and profitable coaching practices.

Here is Dulcee’s time management tips and tricks:

“Business owners today are constantly being pulled in many different directions.  This tends to make it difficult for them to spend time on the high value activities that are required to build a successful business. 

“One of the most important tips that I give my clients is to make a prioritized “To Do List” each day.  And, as Brian Tracy suggests, work on these tasks one at a time, in order of priority, until completed.  The ability to complete tasks effectively and completely builds our self-esteem and keeps the stress and frustration at bay.  The “To Do List” gives us control over our day.  Many of my clients have found that this habit, although difficult to establish, literally changes their attitude and their lives.  They have reported increased self-esteem, self-confidence, and organization.  They feel in charge again.  They are running the business, rather than the business running them. 

“Another tip I give them is that it is okay to close their door from time to time to complete things that are important to their business.  Once they develop the “To Do List” habit, they can post their schedule for others in the organization.  This allows them to reserve time when needed to complete their important tasks without being interrupted.  In this world of instant messages, texts, and 24/7 accessibility, it is important to get time to focus and concentrate on the things that move the business forward.”

Thanks Dulcee!

Now let’s hear from you. Do you have any time management tips and tricks that you give your clients? What do you think about what we have so far? Is there anything you would do different? Leave your two bits in the comment box below.

Comments

These are some excellent tips

June 2, 2010 — Oliver Baezner (not verified)

These are some excellent tips from both coaches above!

I also wanted to add that when Declan Loy suggests writing a to do list the night before, that this can also add a good hour, or two to your sleep.

Let me explain; I have a client that I taught this strategy to recently and he was amazed how he was able to fall asleep so much quicker.  He shared with me that it usually took him up to two hours to fall asleep every night, because he would be thinking and worrying about all the things that he hadn't got done and that he would have to do the next day.  Once he started downloading "his brain" onto paper, before going to bed, he knew that he didn't need to worry about forgetting anything, because it was right beside him on his night stand when he woke up.  He also found the added benefit, that his problems didn't seem quite as big the next morning, after a full nights sleep.

Oliver Baezner, Certified Business Coach with FocalPoint Coaching Canada

Okotoks, Calgary, Alberta

OliverBaezner.com

I certainly agree with the

June 2, 2010 — Bryan Lockhart (not verified)

I certainly agree with the other coaches and can add these thoughts:

Many of my clients are high achievers, meaning they take on a great number of tasks personally.  In order to have a sense of accomplishment at the end of the day, I recommend they utilize a 'block schedule' to ensure the KEY tasks are completed.  Block scheduling means carving out time in the weekly schedule for those high value and highly important or "A" and "B" business tasks like marketing, sales, and staff training.  Once these 'big blocks' are put into the schedule, then start to add the smaller blocks of time for less important or "B" tasks.  Don't forget to schedule time this week or next week, for the follow-up items from your "A" list!

When asked about the C and D tasks, they should be fit in, only if they truly move you forward toward your goals, and if they can be delegated to someone more appropriate - even better!

Make each day count!

Cheers,

Bryan Lockhart, Certified Business Coach

Prince George, British Columbia, Canada

 

At least every 30 minutes, or

June 3, 2010 — Wes Mayer (not verified)

At least every 30 minutes, or so, throughout the day, you should stop and ask yourself the Number One Time Management Question: "What is the most valuable use of my time, right now?"  If you find you are not working on something that is critical to achieving your goals, you should reassess your priorities immediately.  If uncertain, you should ask yourself "What are the consequences of my doing, or not doing, this task?"

I find that asking myself these kinds of questions helps to keep me honest and focused.

Don't Just Buy the IPOD, Be

June 3, 2010 — John Cutler (not verified)

Don't Just Buy the IPOD, Be the I.P.O.D.!

When a client truly begins to understand the importance and simplicity of effective time management, I consider myself so fortunate to witness an incredible and enduring transformation.   It has a massive impact on their productivity and their bank account. 

Very early on in my coaching relationship I stress the importance for my client to become an I.P.O.D. :

Intense

Prioritizer,

Organizer, and

Delegator

You need laser focused intensity to achieve your goals.  You need to complete the most urgent and important tasks as they relate to achieving your major goal.  Focus on these tasks first.  You need a clear, organized plan for accomplishing each task.  Finally, any task on your list that does not have a direct impact on your goal is likely not a high value activity, so delegate it or eliminate it.

Now get busy!!

John Cutler, Certified Business Coach, FocalPoint Business Coaching Alberta

Sherwood Park, Edmonton, Alberta, Canada

www.johncutlercoaching.com

Effective time management

June 3, 2010 — Mark Lindsay (not verified)

Effective time management requires the ability to say "No."  Business owners often have a list that feels endless and they do not know quite how to tackle the issue. Business owners? The feeling of always having more To Do's than time available is universal to everyone.  The fact is that some people are able to decide according to their values what is most important and needs to be done.  Many people do not have difficulty in chosing between a good thing to focus on and something they do not value. The difficulty arises in recognizing there is a limitation of time available and a choice has to be made between different items that are of value to that person.  This may mean trying to accept all items, and lack effectiveness in execution. Alternately this may have the implication of immobilizing action, getting in a rut in the decision making process. 

The first element to time management is to be very clear what is important. Identify your values, so as to be able to prioritize when something new pops up. Values drive objectives, which in turn drive goals, that need action.  The net effect is doing something integral to the core of that person.  From this basis, one can effectively say `No` to the items that are merely good; and send a resounding `Yes` to those things truly great and deeply fulfilling.

  • Prioritize things against those values
  • Stop yourself frequently and ask if what you are working on is consistent with your values and your plan
  • Plan each day the day before
  • Schedule in buffer time for the unexpected challenges
  • Often many of the things that arise as "Urgent" do not need to be done today, but schedule them for tomorrow
  • Focus on the task at hand single mindedly follow it through execution
  • Block in specific times for specific tasks, for example a defined time to return phone calls or check e-mail or write reports or what needs to be done
  • Give yourself the recognition when you have done well

Mark Lindsay - Certified FocalPoint Business Coach - Edmonton, AB

Protect your time, and

June 3, 2010 — Steve Rosebaugh (not verified)

Protect your time, and others' time, too!  This is a great topic and these are some great ideas!  No matter how successful someone becomes, this remains a challenge -- how can I be more productive?!?  To build on these great suggestions, let me add this thought.

With all the tools and tricks at hand, personal discipline is often at the core of progress.  It is up to the successful person to "train" those involved in their life and business to interact in ways that don't interrupt their day.  Let me give an example.  If you give a client complete open access to your time, they will expect to get quick answers to their questions anytime they call you.  

This certainly seems like great customer service, no?  But if you give anyone completely open access to yourself, you undervalue both yours and their time!  Have them accumulate their questions for a preset meeting time, or for an expected return call within 24 hours.  This way you don't open your block scheduling to interruptions, don't disappoint people, and don't loose valuable momentum working on important tasks.  

You also give them more opportunity to reflect and reconsider their inquiry.  Maybe they will come up with the answer for themselves.  This is actually a huge positive in leading others.  They will actually trust and respect you more for this leadership behavior.

Keep up the great comments!

Steve Rosebaugh

Certified Business Performance Coach

Austin, Texas

http://steverosebaugh.com

Great  thoughts and comments

June 3, 2010 — Greg De Simone (not verified)

Great  thoughts and comments by everyone.

The one thought I would add is to ask yourself am I busy or am I productive?   A lot of us tend to try to kill off a lot of little pesky to-do's in an attempt to feel like we've accomplished something.  Answering email for example.

I recommend identifying the 1 or 2 activities or tasks that add the most value to your business (or drive you closer to hitting your key metrics as Declan mentioned).  

You may have less "check marks" on your daily task list at the end of day, but you'll have more $$$ in your bank account over time.

The 80/20 rule in effect.

Greg De Simone

Greater Boston and Providence

http://www.gregdesimone.com

All great suggestions ... In

June 3, 2010 — Chris Allen (not verified)

All great suggestions ...

In addition, I'd like to point out my top 3 strategies:

1) Set goals as a starting point - it's important to know what you're working towards to help the priority setting process.  Goals should be SMART - Specific, Measurable, Aligned to your values, Realistic and Time-bounded.  Anything that matches with an important goal and has major consequences if you don't do now would be an A priority.  Less urgent or less consequences would be B's.  Anything else is a C/D/ or E priority.

2) Develop self-discipline (something Brian Tracy preaches on a regular basis) to do what you need to do when you need to do it!  As was mentioned earlier, focus on the most important task until complete; you may want to break it down into smaller chunks so you can see the progress each day.  It's important to stay focused on the final outcome though as there may be ways to skip steps as you let your superconscious mind help you at night (it was mentioned already but a key part of good time management is planning; every min. planning saves 10 min. in execution.  If you review your plan before you go to bed, your mind will work on the plan while you sleep.

3) The final thought I'll leave with everyone is a great tip I got from Dan Creed - top business coach in Arizona - for those that haven't been using a daily planning process and using prioritized task lists, it's great to develop a list with EVERYTHING on it to start with.  Why do this?  It allows you to dump everything from your mind that's been nagging at you for weeks/months and even years.  Once on the list, be realistic on priorities.  Anything that's a "D" priority gets delegated to someone else.  Anything that's an "E" task is eliminated.  This process can be very cleansing because typically removing D's and E's from your massive EVERYTHING list gets rid of 60%-70%+ of your total tasks!  What an eye-opener ... and it leaves you refreshed to tackle the most important tasks in priority order and really move your business ahead.

Good luck!

Chris Allen, The Business Spotlight, Inc.

"Lighting the Way to Your Success!"

www.TheBusinessSpotlightInc.com

www.LinkedIn.com/ln/christophershawnallen

513-272-6224   (513-27COACH)

Time management is one of the

June 3, 2010 — Syd Howlett (not verified)

Time management is one of the most critical factors every business owner, manager and employee faces each and every day that can make a business successful, average or even fail. The tips offered by our coaches are absolutely of high value!

I have met with several owners and it seems the most common situation they face is the day is over before they know it and they still have not completed their top value (most important) tasks for the day. I like to offer them a few tips that have a profound effect in changing their habits.

1) Jot down everything you do every 15 minutes in the day. Try this for a week. How often are you checking emails? How many calls do you take and how long do they last? How many people enter your office and who are they (repeat offenders)? This will help determine where your time is being spent on valuable tasks and non value added tasks.

2) Use the first part of your day to "Eat That Frog". Brian Tracy talks about this strategy in his book of the same name. The concept is to tackle the highest priority task in the start of your day when you are freshest and most energetic. Complete the task in it's entirety before moving onto another task. If the task is of high importance, advise your staff that you must not be interrupted. Once completed, you will feel energized and enthusiastic to tackle more tasks throughout the day.

3) Here is a simple concept that helps to keep you focused on high value tasks. Consider filling a jar with sand (low value tasks), gravel (medium value tasks) and rocks (high value tasks). If you start with the sand, you will quickly run out of room for the rocks and gravel. However, fill the jar with rocks and gravel, the sand will fit in the empty spaces. Fill your day with rocks and gravel and your business will be sure to prosper. You can even fill an actual jar and leave it on your desk as a reminder!

Syd Howlett, Certified FocalPoint Business Coach

www.sydhowlett.com

Calgary, Alberta, Canada

I Agree with most of the

June 4, 2010 — Anthony Beale (not verified)

I Agree with most of the comments already mentioned. What i have adopted myself is the Pareto Principal or better know as the 80/20 rule. Now what does this mean? it in its basics 80% of results will come from 20% of the efforts and where time management comes in is to identify the 20% of the efforts and work more on those, as Brian Tracy looks at time management he says that you need to either do more of some tasks and less of others as you already have too many tasks . For us To become more effective and to us our time wisely we need to identify the tasks that are moving us forward and the tasks that are holding us back, but it is not easy to look hard at all the things we do that hold us back. A great example that we hear regulary  is i dont have the time to read that book or make that extra call or close that sale or get my tasks done but yet we seem to have the time for an hour lunch, 2 or 3 15 minute coffee breaks and my favorite 4-6 hours of TV/ surfing the net.

Another way to get more from our time is to adopt another Brian Tracy method form his book eat that frog which is the ABCDE method of task assignment . An A Task is a task that has serious consquences or results if done or not done and should be completed 1st. A B task is a task that is important may not have major consequences right now but left undone will become an A task , a C task is a nice task that has no conseqences ie the coffee break reading the newspaper talking with colleagues . A D task is a task that you need to delegate to a capable person and an E task is a task that needs to be elimated in other words there are tasks that did serve a purpose at one time but they no longer gerate a result. How it works is always do an A task first once all A tasks are done then do b tasks never do a b task when an A task is left undone and never to a C task when a B task is left undone , by adopting these to practices you will definatly increase your effectives and use your time far more efficently.

Posted By Anthony Beale Focal Point Navan

Meath, Ireland

email abeale@focalpointcoaching Web www.anthonybealecoaching.com

 

 

Here in New Jersey, my

June 6, 2010 — Margaret Maclay (not verified)

Here in New Jersey, my clients with time issues have found 2 things they swear by:

Block Scheduling

White Space

In addition to all the great ideas mentioned above, controlling the daily schedule as opposed to letting it control you, has had a significant impact on the productivity levels of those who commit to "taking the time to develop a schedule" . Let's face it, we all have the same number of hours in a day and we all have more to do than we could ever get done! So, how do we make sure the important things get done?

Block scheduling is a method which helps insure time is alotted, in advance, to all the things you need to.

1. Put everything on your schedule you know about. Sleeping, eating, exercising, events, recurring meetings and appointments.

2. List all the activities you know you need to do but don't schedule. Marketing, administration, sales calls, delivery of services, etc. Figure out how much time you need to devote weekly to each activity, what time of day and which day. Add to your schedule. Be as specific as necessary.  

3. White Space-assess the white space. How much do you have?  Be sure to include some time for thinking and planning. Make sure enough time has been alotted to activities related to building and maintaining your business. The rest of the white space is for something unexpected, emergencies and overruns.

Now when you write your list and prioiritize activities, you know exactly when you will do what.

Block scheduling Tips:

Stop and reassess periodically.

Some of my clients actually schedule answering emails, writing blogs/newsletters, preparing presentations/proposals, returning calls. The benefit is knowing there is time devoted to each important task which makes it easier to resist the temptation to get stuck in some non-productive activity.

Schedule administrative duties outside of the "golden hours" if possible.

Colorcode like activities. A quick look by day, week, month and you know whether or not you are focusing on the "right" activities.

If you are in business building mode, about 60% of your work time should be devoted to marketing activities.

Sound like alot of work?? A minute of planning saves 10 in execution!!

Margaret Maclay

Professional Business Coach with FocalPoint Coaching by Maclay Associates

Edgewater, New Jersey

Website: http://margaretmaclay.focalpointcoaching.com

LinkedIn: http://www.linkedin.com/in/margaretmaclay

Blog: http://www.maclayassociates.com/blog1/

Delegate

June 7, 2010 — Mike Alpert (not verified)

Delegate Effectively

Effective delegation and follow-up can be an additional strategy to further leverage the time you have each day.  I find that many entrepreneurs either micro manage the delegated tasks or don't provide enough direction and expectations.  The tips below are from Brian Tracy. 

To combat this problem start by selecting the right person for the task or project you want to delegate.  Who in your organization has demonstrated the competence required to complete the project?

Next, define the task clearly and establish a deadline.  Make sure the person taking on the task or project is very clear about what is expected.  A great technique is to have them repeat back to you their understanding.  If the person taking on the task has only a basic level of competence then you will need to go into more detail and expect to have frequent check points.  If the person has competence and is skilled then you can usually present the task as a goal or objective that is measurable. 

Make sure you agree on the resources that will be needed to complete the task or project.  The resources can be other personnel, other departments, technology or money.

Most importantly, agree on consequences.  This step is so critical and is the one that is most often missed in my experience.  You should clearly discuss the consequences from the successful completion of the task or project.  These should have meaning to the person taking on the task.  Similarly, make sure to discuss the consequences of not completing the task as well.  Once the consequences are established it is vital for you and your organization to follow through on them.  Breaking your promised consequences will lay a foundation for distrust.

Put all of the details, expectations and consequences for the project in writing!  Create a written agreement and both of you sign and date it.  This is proven to transform the mutual understanding into a true commitment.

INSPECT WHAT YOU EXPECT.  Don't fall into the trap of delegating a task and then forgetting about it.  One of my clients did this within his company a few years ago and by his estimation it cost him $600K!  Build into your weekly schedule time to check on the progress of delegated tasks and ensure that timelines are being met.  Regular check points will enable you to catch problems early and make corrections.

This may seem like more process than what you need for your company.  But do not miss the opportunity to leverage your time through effective delegation.  Even if you don't agree with these steps, go out and try it anyway.  This has worked for way to many other people to think you are different

Mike Alpert, Certified Business Coach

Orange County, California

www.mikealpert.com

All of the suggestions and

June 8, 2010 — Jerold S. Cohen (not verified)

All of the suggestions and tips that have been offered by our coaches are some of the best ways available to improve your accomplishments on any given day.  It is important to remember that all of us have the same 24 hours in the day, and our accomplishments are dependent on how we use those hours.  In reality, we are not managing the time, but managing ourselves, and how we utilize that time.  As Brian Tracy states in "Eat That Frog", "The time is going to pass anyway.  The only question is how you use and where you are going to end up at the end of the weeks and months.  And where you end up is largely a matter of the amount of consideration you give to the likely consequences in the short term."

As my colleagues have already stated, by planning your day in writing, and identifying your ABCD tasks, you are much more likely to use the time more effectively and efficiently.  However, you need to be sure that you don't spend all your time in planning rather than taking action.   Remember the 10/90 rule, that says the first 10% of time that you spend planning and organizaing your work, before you begin, will save you as much as 90% of the time in getting the work done.  The important part of this rule to remember to get the work done.  If you don't take action it doesn't matter what time management tools you use, you will still not be productive at the end of the day.   Another rule that Brian Tracy teaches us, that goes along with this idea, is to remember that one of the very worst uses of time is to do something  very well that need not be done at all.  Those are the D tasks that have been mentioned that we might be good at, but really in the end become time wasters.

Take advantage of all of the tools that are available to you, both electronic and paper, and use the tools, tips and techniques that fit your personality, and work the best for you.  If the system you chose doesn't fit,  you will not use it consistently, and won't really end up managing how you utilize your time.

Jerold S. Cohen

Certified Business Performance Coach with FocalPoint Coaching by Sharpen Your Focus Associates, LLC

New York and New Jersey

212-599-1851

http://jeroldcohen.focalpointcoaching.com

 

 

One way to gain more control

January 14, 2011 — Don Ramage (not verified)

One way to gain more control of your time is to remove as many distractions as possible.  It takes a tremndous amount of energy and time to be constantly stopping and restarting tasks everytime you are interrupted. 

Everyone knows that a clean desk is a more productive environment.  How about also removing as much background noise and distraction as well.  Avoid the ditractions of the internet, emails and all the social media distractions that can so easily suck up  your time and productivity.  

Here is one easy trick I learned recently, and believe me it works; you can free up a significant amount of time in your day.  Simply turn off the notification on your email.  You know that everytime the email notifier dings, we are conditioned like Pavlov's dog to respond and this distraction continually pulls you off task and causes loss of focus.  Turning off the notifier removes the distraction and your productivity can increase by hours a day.

Don Ramage, Certified Executive Leadership Coach

Saskatoon SK  (306) 373-4503

dramage@focalpointcoaching.com

www.focalpointcoaching.com/don.ramage

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