High hotels march 2014 time management mona approved

Time Management:
The Art of Getting
Things Done
Coach Thom Finn
March 2014

A Day in my Life…..March 1997
Beverly and Linda called off…
New Room attendant MIA…
Auditor didn’t do a bucket check…
Shuttle driver was behind…
2 days to get ADR up by $10…
A beat down on the STAR report...
2 “death threat” comment cards…
Rumors of Inspector in the area…
I accidentally ordered $4000 of hand towels
yesterday….

“Thom, you need….”
1. Move away from Chaos to Order.
2. Improve your core competency of time
management.
3. Your most important inventory were the
hours in a day.

Why Are You on Payroll?
• Our first Table Exercise: a few minutes
discussing this existential question @ your
tables.
• Clue: It’s the essence of commerce; of
every business in a capitalist society.
• 2nd Table Exercise: repeat with why are
you NOT on payroll?
• Spokesperson =longest service.

Why are/are not You on Payroll?
• Discuss and Learn
• Take notes of what the other tables came
up with.

Master Your Time and
• Reduce your stress
• Get more 2nd Quadrant things done
• Have better work/home balance
• Deliver the results that matter
• Advance your career
• Move from Manager to Leader

Manager vs. Leader
• A Manager…
• Works IN the business
• Hides in the shuttle van
• Talks “I, me, you”
• “I’ll fix it. I’ll save you.”
• Enables those under her
• Puts out Fires
• A Leader…
• Works ON the business
• Tackles the core problem of
the call offs & schedule
• Talks “We, us, plural You”
• “What are our possible
solutions to solve this?”
• Develops every single
person in her charge
• Fire Prevention

Manager vs. Leader
• A Manager…
• Works IN the business
• Hides in the shuttle van
• Talks “I, me, you”
• “I’ll fix it. I’ll save you.”
• Enables those under her
• Puts out Fires
• A Leader…
• Works ON the business
• Tackles the core problem of
the calls offs & schedule
• Talks “We, us, plural You”
• “What are our possible
solutions to solve this?”
• Develops every single
person in her charge
• Fire Prevention

Ownership
Accountable
Responsible
Blame
Excuses
Denial

To Make Sure You Get the Most
Out of Your Learning ...
I KNOW

Take What You Need….
•Leave the rest
behind…

Old Way/New Way of Coaching
• OLD WAY
• https://www.youtube.com/watch?v=Ow0lr63y4Mw
• NEW WAY*
• No More Yelling
• Ask WHY to get to
root cause
• Explore any
roadblocks and
constraints
• * thank you Prozac

Expert by necessity
• Planning is easy. Executing is hard
• How it usually starts out for me…
– Sales Client
• No sales steps/Need Sales steps
• Not Direct enough for 2014/need to learn how
• No Selection/Start De Selection
– Plan GoalTasksExecute
• Understand, Buy In, Whirlwind

Expert by necessity
• 90% of time
• Time Management
• My Choices
– A) Beat them
– B) Scream at them
– C) Start Coaching on TM
– THEN results

UDE’s=Undesirable EventS
• IP says “Problems have blocking connotation.”
We have UDE’s not problems.
• We hide. My favorite hiding places
– The Van, BJ’s and Laundry
• Hide somewhere enjoyable. Golf vs Laundry
• Take Smart time vs. Abdicating: oversold,
150 checkouts, snow storms,

UDE’s=Undesirable EventS
• Enabling. “Boss Man, this lady needs
directions.” “We are out of toner.”
• Glorified Baby Sitter. Fear of not being
needed? Fear of moving up from the JV
team?
• Not a wise career path

Expert by necessity
• No Blame, No fault, Nothing “Bad“
• Bigger Whirlwinds in 2014

You
• Are Not:
• Stupid, lazy, unorganized
• Hopeless
• Incapable of getting it
• Are:
• Facing a whirlwind
• Too many demands
• Not suited for traditional
TM
• maybe a little ADHD

Tools not Short Cuts
• Tools
• Principles/Disciplines
• Rules
• Address the ROOT
problem
• Tricks
• Promise fast results
• Band Aids
• Treat symptoms not
root cause

4 Tools Help Leverage
• Inter-dependent
• Master them one tool at
time
• 17-30 days….
• Try, Try Try again
• At end, decide which tool
you want to start with
Execute
stuff

Paper vs. Technology
• What % of time do you sit in one spot?
• Best for communication with yourself
• In 15 seconds, I can write……but
• Faster, easier, more creative
• Defeats the purpose if technically
challenged
• Loose the BIG idea

Loops Cause Stress
• Looping, repeating, round and round
• 5 loops and you are “stressed”

I do not have time.
Start HERE. Anywhere.

My Word that this Works.
• It will get worse before it gets better.
• Results will sneak in, creep in, dissolve in
• Watch for them; They come faster than
you think.
• Warning: In 3 months, you could be
working just as much but your results will
be greater, goals achieved faster, etc.
• Your 9 hour day in April > 9 day in Jan.

The 4 Tools Of Execution
1. The Coach Thom style TASK LIST
2. The Default Schedule
3. Office Hours
4. Simplified Project Management

Multi-Tasking is Evil
• Prove I can save you half the time
• Exercise part 1: write down the sentence I
gave you AND the numbers I give you.
Note your time
• “Multi-Tasking is the Biggest Lie
you have ever been taught.”
• 1 2 3 4 5…..27
• What was your time?

Multi-Tasking is Evil
• Exercise part 2: write down the sentence I
gave you ONE LETTER AT A TIME
Immediately Followed by ONE NUMBER at a
time.
• M
• 1
• U
• 2
• What was your time?

The Coach Thom Style
Task List
• Loops stink
• Priority systems don’t work in 2014
• Ignore your CAPACITY
• Capture the details right away
• How long will this take
• WHEN will you do it
• More than a to do list…or multi-tasking…..

Task List
• CAPACITY or INVENTORY management
• Use your inventory/resources wisely
• Forced quick prioritization
• Saying NO
• Saying NOT NOW
• Focus on only a few smart things

Task List
• 3 columns
• #1 SPECIFIC Task
–Grab those ideas ASAP and record them
–Underestimate how fast brain processes
–Ancillary thoughts wont be lost
–Natural sequential nature of your brain

Task List
• 3 columns
• #2 HOW LONG in minutes
– FORCES you to address capacity and consider
inventory
• #3 WHEN will you do it
– FORCES you to address capacity and consider
inventory
– Prevents biting off too much

Task List
• Warehouse or Parking Lot
• As big as you want
• Good idea but not now
• Store in your warehouse
• Next 4th of July…
• Next time I hire a receptionist….

Task List
Any time you have a Task -a to do- it goes
here
It DOES not go anywhere else
It does NOT go on a PDA, IPHONE,
Blackberry….
Loss of control of your time and tasks
causes stress

Exercise to Lock in the Learning
• Brain Dump as much as you can
• Even if recorded somewhere else
• SPECIFICS of the task
• HOW LONG in minutes
• WHEN will you do it
• The winner is she/he with biggest list

Task List
Never Ever Ever Lose
When you are done with a page or even a
page of TO DO's…get a great big giant
magic marker and CROSS IT OFF!
This is NOT a calendar nor does it replace
one…..keep using your paper calendar,
your Franklin Planner, your PDA…..for
appointments only.

Delegate with Systems
• Brief coaching: Save Your Self Time
Energy & Money
• The Toner System
• Continental Breakfast Ordering
• Systemize the Routine/Humanize the
Experience
• Class Discussion: “What can be
systemized?”

Delegation
• #1 Reason no delegation is absence of a
system. #2 Megalomania
• Easy- “White Board Menu”
• Medium- Everyone has an inbox
• Medium 2 part task list
• Complex-Larry the Van Specialist
• Small Group: Write 1 easy system to
delegate
• Spokesperson=furthest traveled

Delegate With Systems
• Spokesperson Report out
up with.

Before we move on….
• Learnings?
• Is this clear?
• Can I clarify?
• Tell me how I can help increase buy in?
• What will keep you from using it?

Optional Tool: A Journal
• ANYTHING in your life where you want to
record notes should go in the front with the
date and a title
• For faster reference, you can add these
items to your table of contents
• Ideas for staff meeting
• Stuff you want to torture your assistant
with

• Use it for anything and everything
• Me? Coaching clients-listening and note
taking in addition to their plan
• So I'll put my notes in the front part of the
book
• Label the top of the page with the details-
like client, date

• Or maybe I'm in a workshop and want to
take notes…..date and seminar name at
top
• Or maybe I'm packing for a Conference
and I want to make a note of what I
need….
• Or maybe I'm writing out my menu plan to
keep under 1000 calories a day…..

Tool: Default Schedule
• Default - “fall back on”
• Done in advance
• The Story of Wise
Thom and Simple
Thom
• Wise Thom leaves
notes for simple
Thom

Default Schedule... more…
• The Wise you: un-rushed,
calm, thinking PRO
Actively, working Smart,
quiet…
• Leaves instructions so
the Simple you can just
show up and see what
needs to be done..
• Default- typical,
regular, but not
carved in stone-
flexible, starting point

• Interruptions in your professional life….
• BIG High Schools…
• Did you sit in Math Class all day or all week?
Then move onto Gym?
• Try to set up your week like a High School Class
Schedule.
• Flip chart- what are some examples of the
classes you SHOULD be taking?
– Gym class/Planning class/Prospecting class/Meetings
class…

Reactive
• How you spend it is
up to OTHERS
• BIG whirlwind
• Catching balls
• Hotel Owner/Manager
• Only a few classes on
the schedule
Proactive
• How you spend it is
up to YOU
• Small whirlwind
• Throwing Balls
• Business Coach
• Lots of classes on the
schedule

• The MOST IMPORTANT CLASS YOU CAN
TAKE: PLANNING
• Even if you work the Complaint Department at
US AIRWAYS, you must find time for Planning
• Every day - 10 minutes
• Ideally the last class of the day
• Or first thing in the morning
• Review your appointments, go through your
notes, update your Task List

Class Schedule/Default Schedule
• Our next table exercise: divide 80-90% of
your tasks into no more than 5 categories.
• Examples could be:
– Guest Interaction
– Paperwork for Franchise/Corp.
– Team Meetings
• Spokesperson from table=newest team
member

Class Schedule/Default Schedule
up with.

Small Group: 5 Classes
• @ Tables, what are the 5 classes you
should be taking every week
• The duration?
• Ideal time to do them?
• Spokesperson =most hair

5 Classes To Take
• Spokesperson Report out
up with.

Creating YOUR Default
Schedule
• Step 1: Start with a blank week
Fill in the days you work, the times you work
Monday Tuesday Wednesday Thursday Friday Saturday
700
900
1100
100
300
500

Schedule
• Step 2: Going back, and using “blocks of time”,
put in when you must react (MUST) ….
700 Staff Meeting Staff Meeting Staff Meeting Staff Meeting Staff Meeting
Departures
900
Answer
Phones Answer Phones Departures
Answer
Phones Answer Phones Departures
1100
100
300 Check ins Check ins Check ins
Check ins Check ins Check ins

• Because – in reality - we have these
“musts”
• You saw some of mine, what are yours?
• Rule - The Musts Cannot take up your
whole schedule
• For our goals and our exercise shoot for
no more than 50% of your total Default
Schedule
• Need time to EXECUTE

Schedule
• Step 3: Using only 25% of what is left over, fill in
your Important Reaction Items ….
FUP/Admin FUP/Admin FUP/Admin FUP/ADMIN Departures FUP/ADMIN
900
Answer
Phones Answer Phones Payroll Departures FUP/Admin
Answer
Phones Answer Phones Payroll Departures
1100 Training Payroll Sales Calls
FUP/Admin Training Sales Calls
100 Training Sales Calls FUP/Admin
Sales Calls
300 Check ins Check ins Sales Calls Check ins Check ins
Check ins Check ins Sales Calls Check ins Check ins

Schedule
• Step 4: Take what is left and create your
PLANNING time, or your OFFICE HOURS (OH)
….
FUP/Admin FUP/Admin FUP/Admin FUP/ADMIN Departures FUP/ADMIN
900
Answer
Phones Answer Phones Payroll Departures FUP/Admin
Answer
Phones Answer Phones Payroll Departures
1100 Training Payroll Sales Calls
FUP/Admin Training Sales Calls
100 Training Sales Calls FUP/Admin
Sales Calls
300 Check ins Check ins Sales Calls Check ins Check ins
Check ins Check ins Sales Calls Check ins Check ins

• The Importance of the Buzzer….Class
Dismissed…
• From Lunch to Home Ec.
The CLOCK!

• I Guarantee you'll find minutes in a day,
hours in a week and DAYS IN A MONTH
by running by the clock.
• "I don't want to be a slave to the clock".
You won't…you'll have more time to do the
things you REALLY want to do.
• Students-What are some things you want
to do but don't seem to have time for?

• These tools will keep you focused!
• ADHD expert
• Bright shiny objects
• You will be more plan-full and get the
important stuff done.
• AND…you'll save a lot of emotional energy
• AND…you'll get the wonderful feeling of
accomplishment by looking at the stuff
crossed off.

Default Schedule
• Use it over and over..
• Starting point, a pattern, a jig,
• Some can use the same pattern
EXACTLY from one week to the next….
• Others (Sales?) will have to alter it
slightly…
• Minority may have to adjust it more..

Calendar vs. Default
Schedule
Calendar
• Appointments -
meetings, sales calls
• Personal dates
• Vacations, etc
Default Schedule
• INCLUDES the items
from your calendar
• But also includes the
Reaction, the
Important and the
Office Hours
• To start with - use
both, ideally - you are
just going off your
D.S.

Quick Check
• Color codes for %
• 65% for billable
• 15% for admin
• 10% for ______

Exercise to Lock in the Learning
• 7 minutes
• Create Draft #1 of your Default
Schedule
• Start with MUSTS
• Add Reaction Times
• Include PLANNING classes
• Only 75% filled

Before we move on….
• Is this clear?
• Can I clarify?
• Tell me how I can help increase buy in?
• What will keep you from using it?

Tool: Office Hours
The SECOND MOST IMPORTANT CLASS
YOU CAN TAKE: OFFICE HOURS
An appointment with yourself
60-120 minutes
Once or twice a week
This is when you work on your Task TO-DO
list…

Tool: Office Hours
• This is where you can get stuff done!
• When you have Office Hours, use your
Task TO-DO list like a menu…
– What is a priority….
– What is due….
– What can I get done in the time allowed….
– What do I feel like doing….

Tool: Office Hours
Step 1. You shut your door.
Step 2. You don’t answer it.
Step 3. You don’t look at your email
Step 4. You don’t answer your phones
My guarantee that no one will die.
One Hour a week.

Tool: Office Hours
• 3 Mojo Traps
1. Burned out or Lazy
2. Multi-tasking
3. Interruptions
• CLOSE YOUR DOOR and Unplug
• Sprint-rest, Sprint-rest, its not a marathon
yet
• Start small

Tool: Office Hours
A) For Projects-tasks with multi steps
B) Banging out smaller tasks
Use this rare uninterrupted time wisely

Tool : Simple Project Planning
• Many connected tasks make up a project
>30 Minutes
>3 steps
• There are more projects in your life than
you realize
• To get a project accomplished, break it
into bite size pieces

Tool : Simple Project Planning
• Master the other tools first
• GANTT Charts, MS Project, Spreadsheets
• Not Paper- easiest is Excel

Tool: Simple Project Management
• 100’s : Details about setting it up
– Size of the room
– The time
– Coordinating with Melissa and Will
• 200’s: Introduction, Welcome
• 300’s: Overview
• 400’s: Default Schedule

• 500’s: Task List
• 600’s: Office Hours
• 700’s: Project Planning
• 800’s: Wrap Up
• 900’s: My Admin

Project Management on Paper
• Replace Kenny: look thru old apps/call
Brenda/get approval from HR/place on ad
on line
• Deep Cleaning: Create chart of all rooms
/create list of items for completion/ get
input from Karen/Decide when to start
• Expense review: Get report from last
year/find items > 10%/List 2 possible
reasons

Existential Time Management
• Non specificity makes me nervous
• Mandates corporate or self induced
• “Reduce Expenses”
• Brilliant tools: “What 3 things can I do…”
• “What’s my very first step?”
• “What are the first 5 steps to take”

Existential Time Management
• Balanced Diet is one Frog for Breakfast
• Ask, “What’s the intention/The Goal?”
• Record on separate location the steps to
take
• Secret for busy reactive managers to get
projects completed
• A bite here, a bite there.
• Wise use of your OH

Lock in the Learning
Small Group
• Review your notes privately
• Mark your top 3 learnings from today
• Share them with your table
• Start with person with least hair

This Stuff Works!
• Bob was able to launch his 2nd business
• Henry was finally able to roll out his new
product line
• Teresa had much more effective staff
meetings
• Gary was able to be at home by dinner

Time
Management:
The Art of Getting
Things Done
Coach Thom Finn

Now what….
• Pick one tool to focus on for 30 days
• Master that then add to it
• Try, try, try again
• Down and out homeless alcoholic who
tried getting sober 71 times……

Time Management:
The Art of Getting
Things Done
Coach Thom Finn
Friday September 13th, 2014

To get your copy
• Email melissaaument@actioncoach.com
• Send you a slide share link
• Cost
– 1 thing I did well on
– 1 thing I could improve upon

High hotels march 2014 time management mona approved

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