Time Management for Managers RAB Webinar

Transcription

1 Time Management In a Multi Tasking Environment Mark Levy VP/Educational Services mlevy@rab.com Remember Grade School? And summers that lasted forever Page 1

2 Does time really go faster as we grow older? Where the heck does it go? To be is to do. Aristotle To do is to be. Socrates Do be do be do. Sinatra Feel more like Sinatra? Do you have more or less time than last year? Page 2

3 Don t Say You Don t Have Enough Time You have exactly the same number of hours per day that were given to Louis Pasteur, Michelangelo, Mother Teresa, Leonardo da Vinci, Thomas Jefferson, and Albert Einstein. H. Jackson Brown, Jr. Can we really manage time? Time management is actually managing ourselves! We are a product of what we repeatedly do. We are creatures of habit! Page 3

4 What things do you do that waste time? Things that can waste time Incomplete information Employee problems Lack of support (subordinate and superior) Handling routinetaskstasks Putting out fires Meetings Phone calls E mail Completing reports Lunch Personal obligations Things that do waste time Working on assumptions Failure to listen Correcting avoidable mistakes Lack of organization Procrastination Crisis management Micro management Unwillingness to say no Unwillingness to delegate Failure to plan Failure to prioritize Page 4

5 12 Steps to Effective Time Management 1. Keep a daily time log 2. Plan your work and work your plan Page 5

6 2. Plan your work and work your plan Steps to a successful plan Access situation Develop assumptions Establish objectives Develop alternatives Decide course of action Measure and evaluate results Take corrective actions if necessary TO DO Check Turn in weekly planner to sales manager Prepare annual proposal for Wendy's Copy approval Tom's Auto Prep for one-on-one with sales manager Return call to Bill at DDB Advertising Write up plan to hit monthly goal Read trade magazines Approve remote dates for Jack's Tire Get balloons for Jack's remote Write copy for Mack Trucks schedule Send corporate my success stories PRIORITY Page 6

7 TO DO Check Turn in weekly planner to sales manager Prepare annual proposal for Wendy's Copy approval Tom's Auto Prep for one-on-one with sales manager Return call to Bill at DDB Advertising Write up plan to hit monthly goal Read trade magazines Approve remote dates for Jack's Tire Get balloons for Jack's remote Write copy for Mack Trucks schedule Send corporate my success stories PRIORITY A B B A B A B C A B B C TO DO Check Turn in weekly planner to sales manager Pr epar e annual proposal for W endy's Copy approval Tom'sAuto Prep for one-on-one with sales manager Return call to Bill at DDB Advertising W rite up plan to hit monthly goal Read tr ade magazines Approve remote dates for Jack's Tire Get balloons for Jack's remote W rite copy for Mack Trucks schedule Send corpor ate my success stories PRIORITY A3 B4 B1 A3 B3 A1 B2 C2 A2 B6 B5 C1 TO DO Return call to Bill at DDB Advertising Approve remote dates for Jack's Tire Check Copy approval Tom'sAuto Pr epar e annual proposal for W endy's W rite up plan to hit monthly goal Prep for one-on-one with sales manager Turn in weekly planner to sales manager W rite copy for Mack Trucks schedule Get balloons for Jack's remote Send corpor ate my success stories Read tr ade magazines PRIORITY A1 A2 A3 A3 B1 B2 B3 B4 B5 B6 C1 C2 Page 7

8 Is what I m doing now helping me reach my goals? 4. Delegate Page 8

9 4. Delegate Barriers to delegation include Managers preference for operating Managers need to know minute details I can do it better syndrome Perfectionism / no tolerance for mistakes Failure to train subordinates No systems to measure and evaluate results Understaffing Confusion in authority and responsibilities 5. Solve little problems before they become big ones 6. Get organized and stay organized Page 9

10 7. Avoid slavery 8. Differentiate between urgent and important 9. Avoid procrastination Never put off until tomorrow what you can do the day after tomorrow. Mark Twain Page 10

11 10. Break big projects into bite-size pieces 11. Know when to say no 12. Learn the art of minimizing / maximizing meetings Page 11

12 12. Learn the art of minimizing / maximizing meetings The most productive meetings Are scheduled to minimize disruption to productivity Start on time Have a limited, focused agenda Stay on point End on time Are followed up with summary, assignments, and timelines 12. Learn the art of minimizing / maximizing meetings 7AM - 1PM 70% After 4PM 10% 1PM - 4PM 20% When most sales occur Know your management type Do you: Focus well and stay on task? Naturally assume a leadership role? Seek out win win solutions? Perform best under pressure? Page 12

13 Knowing what to do is seldom the problem Top Managers Plan Prioritize Delegate Solve problems quickly Are organize Avoid procrastination Can say no Thank you for joining us! Page 13