Chapter 15 "Time Management"

Time attitudes to bring success

1.) Make a list of thing you want to complete during the next week 2.)For an entire week, keep an hour by hour record of exactly what you do with your time 3.) At the end of each day and at the end of each week, take a personal accounting of what you have accomplished compared to what you sell out to do 4.) List the five habits or attitudes that were the biggest obstacles to the achievement of the results you wanted.

Heuristics Routing patterns

15.8 pg 344

Costs of Stress

80% of all modern diseases have their origins in stress. In the UK, 40 million working days per year are lost directly from stress - related illness. Costs in absenteeism to British industry is estimated at £1.5 billion pounds per year. USA is 2.5 times larger = cost of $6.2 Billion

Attitude towards time

86,400 seconds per day to use! How will you spend your time? How will you invest your time? How much to business, service, family, leisure? How much for yourself? We have the ability, but what about the desire? Lack of organization contributes to failure Organization must become a habit HAVE THE DESIRE Go to work at 5am to work three times a week and you will gain an extra day

The Master Calendar

A pocket calendar using 1-31 files kept on your smartphone or office computer Should only list specific time commitments such as appointments with clients and meetings to attend

Behavioral Symptoms

Appetite changes - too much or too little Eating disorders - anorexia, bulimia Increased intake of alcohol & other drugs Increased smoking Restlessness Nail biting Hypochondria

Negative Stress

It is a contributory factor in minor conditions, such as headaches, digestive problems, skin complaints, insomnia and ulcers. Excessive, prolonged and unrelieved stress can have a harmful effect on mental, physical and spiritual health

Mental Symptoms

Lack of concentration Memory lapses Difficulty in making decisions Confusion Disorientation Panic attacks

Symptoms of bad time managem

Letting papers pile up on your desk and emails pile up in your in-box. Delaying decisions, thus frustrating both your superiors and your co-workers. Getting farther behind every day. Working late and having to work weekends

Internal stressors

Lifestyle choices Negative self - talk Mind Traps Personality traits

People Interruptions

Most frustrating. Who the person is makes a big difference It is okay to say "No" to a superior if you have other work Don't see a client as a "disruption"

Individuals

Most of the stress we experience is self-generated. How we perceive life - whether an event makes us feel threatened or stimulated, encouraged or discouraged, happy or sad - depends to a large extent on how we perceive ourselves.

Physical Environment

Noise Bright Lights Heat Confined Spaces

Estimate your time

Not too short of a dead line but not too long

Paper Interruptions

People take too much time thinking of "how" to handle it Sales people who say hate paperwork because they feel that it is less important in producing their income than their direct selling activities

Personality traits

Perfectionists Workaholics

Negative Self Talk

Pessimistic thinking Self criticism Over analyzing

External Stresses

Physical Environment Social Interaction Organizational Major Life Events Daily Hassles

Planning your time

Plan about 70% of your time Leave 30% for the unexpected

Get organized

Poor organization is one of the most common causes of stress. Structured approaches offer security against 'out of the blue' problems. Prioritizing objectives, duties and activities makes them manageable and achievable. Don't overload your mind. Organization will help avoid personal and professional chaos.

Time abusers are...

Procrastinators, people pleasers, perfectionists

Clutter

REMOVE IT 84 % of sales people are "pilers"

Re-framing

Re-framing is a technique to change the way you look at things in order to feel better about them. There are many ways to interpret the same situation so pick the one you like. Re-framing does not change the external reality, but helps you view things in a different light and less stress fully.

Stress related illnesses

Stress is not the same as ill-health, but has been related to such illnesses as: Cardiovascular disease Immune system disease Asthma Diabetes Digestive disorders Ulcers Skin complaints - psoriasis Headaches and migraines Pre-menstrual syndrome Depression Stress does not cause disease, but it brings out the cancer earlier

What is Stress? :(

Stress is the reaction people have to excessive pressures or other types of demand placed upon them. It arises when they worry that they can't cope. Stress is the "wear and tear" our minds and bodies experience as we attempt to cope with our continually changing environment Stress = Pressure is greater than your resources

Change your thinking to that of a positive one

Stress leaves us vulnerable to negative suggestion so focus on positives; Focus on your strengths Learn from the stress you are under Look for opportunities Seek out the positive - make a change.

Time wasters

Telephone Interruptions Inefficient Delegation Extended Lunches or Breaks Cluttered Work Space Poorly Run Meetings Socializing On The Job Misfiled Information Poor Planning Procrastination Waiting/Delays Paperwork Junk Mail Drop-In Visitors Not Setting/Sticking to Priorities

Interruptions

The average American worker has fifty interruptions a day, of which seventy percent have nothing to do with work That salespeople spends an average of only two hours a day in productive selling

Recognize the Problem

The most important point is to recognize the source of the negative stress. This is not an admission of weakness or inability to cope! It is a way to identify the problem and plan measures to overcome it.

Definition of time management

The predictable control an individual can exercise over a series of events.

Daily to do list

This forces you to attach time to each task Type or write down tasks Rank them in order of priority Attack them in order

Identifying Priorities

Understand Pareto Principle= 80 percent of the value (or frustration) of any group of related items is generally concentrated in only 20 percent of them. "A minority of the input produces a majority of the results" Which items you complete, not how many items you complete determine your success

Mind Traps

Unrealistic expectations Taking things personally All or nothing thinking Exaggeration Rigid thinking

Why time management

We all have the same amount of time It depends on you how effectively you use it! It is about prioritizing. It is about vision. It is about knowledge

Stress Feelings

Worry Tense Tired Frightened Elated Depressed Anxious Anger

Time/self management

You do not manage time, but manage yourself, others, and your work Use your time instead of simply spending it. Time is made up of a series of events

The integrated system

Your notes, master calendar, and to do list can all be merged into one file that is capable of being synced with your technology

Detailed personal time-analysis study

do this at least twice a year. (step number 4) So you can compare and determine whether you are making progress in replacing these habits or attitudes with new ones.

The circular and straight line patterns

pg 343 15.6

Straight line and circular routing pattern

pg 344

The hopsctoch Pattern

pg 343

Two types of stress

External & Internal

Handling Interruptions

First determine if it is whether an occurrence is truly an interruption of your job

Figuring out the 20 %

"A" priority - items are the most pressing "B" priority- can be done at any time within the next week or month "C" - suffer no real loss if you never got around to them

Sort clutter

1.) Collect all of it and put it in one area 2.) Sort it. Dive the clutter into "time critical material" and "someday" . 3.) Deal with priorities. Deal first with the most important. Provide a series of thirty one folders to represent the day of the month (I-31 file). 4.) Set up categories for the rest. Now begin to organize the someday material. Set up 2 files= (the stacked in out file boxes are helpful) Lable these files as "reading" and "projects"

Change your behavior

Be assertive Get organized Humour Diversion and distraction

Major Life events

Birth Death Lost job Promotion Marital status change

Emotional Symptoms

Bouts of depression Impatience Fits of rage Tearfulness Deterioration of personal hygiene and appearance

Lifestyle choices

Caffeine Lack of sleep Overloaded schedule

Stress Management techniques

Change your thinking Change your behavior Change your lifestyle

Daily Hassles

Commuting Misplaced keys Mechanical breakdowns

How to use time effectively

Consolidate Similar Tasks. Tackle Tough Jobs First. Delegate And Develop Others. Learn To Use Idle Time. Get Control Of The Paper Flow. Avoid The Cluttered Desk Syndrome. Get Started Immediately On Important Tasks. Reduce Meeting Time. Take Time To Plan. Learn To Say "No." Remember That Now Is The Time To Put It All Together.

Stress management

Develop stress-free work environment Maintain optimistic outlook Practice healthy emotional expression Maintain healthy lifestyle

Change your lifestyles

Diet Smoking & Alcohol Exercise Sleep Leisure Relaxation

Social interactions

Rudeness Bossiness Aggressiveness by others Bullying

Organizational

Rules Regulations "Red - Tape" Deadlines Lack of resources

Environmental Interruptions

Schedule a specific telephone time each day to set up appointments etc. Email and social networking are notorious time zappers

Physical Symptoms

Sleep pattern changes Fatigue Digestion changes Loss of sexual drive Headaches Aches and pains Infections Indigestion Dizziness Fainting Sweating & trembling Tingling hands & feet Breathlessness Palpitations Missed heartbeats

Positive Stress

Stress can also have a positive effect, spurring motivation and awareness, providing the stimulation to cope with challenging situations. Stress also provides the sense of urgency and alertness needed for survival when confronting threatening situations.