Secrets of Billionaires

Transcription

1 Session 4 Time and Results Management Secrets of Billionaires Videos in Session 4: 4.1 The Got-A-Minute Manager 4.2 Six Steps to Transform Your Company 4.3 Planning Your Day 4.4 Prioritize and Organize This Workbook is provided to support each of the areas described above. It is important that you take notes as you watch each video and to follow and conduct the workshops provided for you and your team, so you can begin implementing what you learn. 1

2 4.1: The Got-A-Minute Manager Secrets of Billionaires. The Minute-By-Minute Manager ( Got A Minute ) Most managers are minute-by-minute managers. They do not manage their time, nor do they insist on the same from staff. Thus, most managers are in a reactive mode all day long. These managers have to work a lot of extra unnecessary hours. Taking Control of Your Valuable Time You need to be Strategic and Proactive. You want to be accessible to all these great people, don t you? You ll help them much more if you force and YOU to PLAN your meetings rather than have them on the fly. No Formal Info-Sharing or Growth Structure Few formalized meetings, everything done on the fly. Anyone can interrupt anyone else, any time for any reason. A Minute-By-Minute Manager functions at 25% of potential efficiency. The Reactive Office The minute-by-minute manager does not plan their day, instead they are in reactive mode all day. The minute-by-minute manager runs their department / company by the got-a-minute meetings. The manager does not manage their time and does not require others to manage theirs either. The No More Got-a-Minute Meeting Memo 2

3 The Proactive Office The manager sets their schedule each day, with specific times for miscellaneous meetings and interruptions. The manager has a formal meeting each week with the goal to improve some aspect of their department and organization. Every meeting has an agenda to achieve the goals set. Agendas Employees are expected to meet weekly and to have specific agenda items established in advance. Unless urgent, employees keep a running tally of discussion items With Boss to be covered during scheduled meetings. Proactive Mode Weekly department meetings are held without fail. Staff is asked to hold ideas (i.e. anything that does not need an answer on the spot can be held) until the weekly meeting. Ideas are discussed in the weekly meeting. The manager always has an agenda (proactive) for this meeting. Tasks. Deliverables, and strictly enforced deadlines are assigned. Manager allocates an hour per day in which he or she will take got-aminute meetings. Manager continually addresses strategic solutions to problems. Focus on the Six Steps that will transform your company if you get everyone doing them every day. NOTES: Good time management shouldn t take time. Five minutes per day, but it s discipline all day. Chet Holmes 3

4 4.2: Six Steps to Transform Your Company Transforming your company can be done in six steps, IF they re done every day. Step 1 Touch it Once; Take Action Organize your desk and computer for maximum efficiency and that requires that you create organizational files for everything. Either deal with it or delegate it. Step 2 List the Six Most Important Tasks Stick to the SIX most important things you are looking to accomplish. Write out what those six are every day. NOTES: 4

5 Workshop #1: Time Management Exercise: Make a To Do list for your next day in the office. (Include everything you need to do). Then select the 6 most important tasks, labeling them 1-6, To Do 1. 6 Most Important

6 4.3: Planning Your Day Planning out your day based on the tasks you plan to accomplish. Step 3 Plan How Much Time Allocated for Each Task Once you have established your primary six tasks, you need to allocate specific time to each of them. Workshop #2: Allocating Time: Now, list those six most important things you have to do on your next day in the office: Time allocated to each item (hrs/min) Step 4 Plan When You Will Do Each Task It is essential that you plan your day. NOTES: 6

7 Workshop #3: Plan Your Day: Now estimate how much time you will dedicate to EACH item (right hand column). Now list WHEN you will do each task. 8:00am 8:30am 9:00am 9:30am 10:00am 10:30am 11:00am 11:30am 12:00pm 12:30pm 1:00pm 1:30pm 2:00pm 2:30pm 3:00pm 3:30pm 4:00pm 4:30pm 5:00pm 5:30pm NOTES: 7

8 4.4: Prioritize and Organize Prioritizing the most important things is essential. Step 5 Prioritize and Do the Most Important Things First Do not put off the most important things. Do them first. Practice Chunking the Big Tasks Keep those big things on your schedule in small chunks at a time. Without Time Management Your Time 20% Productive Activities 80% Non-Productive Activities Step 6 Will It Hurt Me To Throw This Away Stop cluttering your desk and your life. Act, delegate, or can I just throw away! 80% of all filed information is never referred to again. Plan, Plan, Plan List the 6 most important tasks you have to do today. How long will each task take? Organize WHEN you will do them. Stay on schedule as much as possible. When something interferes with your schedule, go back to your list! 8

9 Session 4 Quiz: Time and Results Management Please Note: This test can be copied only for repeated usage, by the original program purchaser, and not to be resold or used for any profit. Uses for the test: a) Used as a primer before viewing the video, this test will prompt you to note the important points as they arise. b) The test should be given after viewing the video to show how well you retained the information. c) The test can be used as a vehicle to measure the comprehension of employees who view the video (for current employee new-hires, or any employee who uses the video for self-study or in a training situation). d) The test can be given every eleven weeks as a means for promoting memorization (the minimum acceptable level of learning) of the material. Name: Score (7 points for each correct answer, 56 points = 100%): 1. Define a got a minute manager: 2. A good meeting has no assigned goals, deadlines or tasks. (Circle one) True False 3. A proactive office has a manager that sets their schedule each day, with specific times for miscellaneous meetings and interruptions. (Circle one) True False 4. When something interferes with your schedule, what should you do? 5. Having a to do list is more important than actually planning out each hour of your day. (Circle one) True False 6. What percentage of all filed information is never referred to again? 7. What is the mother of invention? 9

10 8. List the Six Steps to Time Management : 1) 2) 3) 4) 5) 6) 10