Presentation from the June 22 Greater Memphis Chamber Small Business Council breakfast meeting featuring Kimberly Medlock.

1. 1
TIME WELL SPENT
HOW TO GET MORE TIME OUT OF
YOUR DAY.
With Kimberly Medlock, CPO of
Productive Matters…
For quicker, easier, better results.

2. Get to know you better…
2
 Who walks into a room and has no idea why?
 Who makes to-do lists?
 Who here thinks they have “ADD?”
 Who remembers when there were only 3 channels?
Life is more complicated.
The busier you are,
the more organized you have to be.

3. Look familiar?
3
What does “clutter” create, say, imply?

4. The 3 questions…
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 How would you feel/act if you were more
organized?
 How would this affect the way you treated or
interacted with others?
 How could this affect the way they treated or
responded to you?
How could this change the entire culture of your business?
Let’s look at some of the other connections…..

5. Time is money…
5
 The average American worker spends 28% of their
day on unnecessary distractions and interruptions
 The average professional spends at least 1 hour a
day just looking for things
 If 50 employees each spent only 10 minutes a day
on unnecessary email = over 2,000 hours a year
 Over 75% of workers have not participated in any
modern information management training

6. Stress and money…
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 Information and workload management was reported
as the leading cause of stress by employees.
 According to the CDC, 50% of all deaths before age
65 are because of stress related lifestyles.
 Up to 80% of all doctor’s appointments are from
stress related lifestyles.
 Up to 60 percent of employee absences are due to
psychological problems such as stress and depression.
What are these “stress-related” health affects?

7. Excessive stress warning signs…
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 Fatigue, low energy
 Poor sleep
 Weight changes
 Irritability, short fuse
 Can’t focus, forgetful
 Stomach problems
 Bowel problems
 Frequent headaches
 Depression

8. Your work – home connection
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The quality of your work life will greatly
influence the quality of your home life.
I want to help you have as much energy,
enthusiasm and commitment left for when you
get home.
Do I have your attention?

9. The only two ways to create more time in
your day…
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1. Eliminate - Reduce the number of activities
you are currently doing
2. Simplify - Reduce the time it takes to do the
things you have to do

10. 6 Key Areas for
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Productivity Success
1. Be clear with your roles, goals and objectives
2. Proper planning and prioritizing
3. Your tools and systems
4. Ability to stay focused
5. Ability to delegate, ask for help
6. Your energy and wellness factor

11. 1. Be clear with your roles, goals and
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objectives
“If you don’t know where you are going, you will
probably end up someplace else.”
 More time for what?
 Know where you are spending your time now.
 “Begin with the end in mind.” – Stephen Covey
 It takes time
 It takes courage

12. 2. Proper daily/weekly planning
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Who starts their day with a written plan?
Average of only 1 out of 5.
Statistics repeatedly confirm that for every hour of
planning, 3-4 hours are saved from redundancy,
waiting for information, not being prepared,
and poorly managed tasks.

13. Best practices for daily/weekly planning:
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 Write everything down!
 Keep it centralized
 Never work from one endless “to-do” list
 Schedule really important tasks on your calendar to
work on, not just left on a to-do list
 Avoid hard-scheduling more than 50% of your
day/week
 Include 2-3 HVA’s for every day
 “Time out” each of your tasks (Do the math)

14. Prioritizing your 168 hours…
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“If everything is a priority, then nothing really is.”
 Only 37% of those that make a “to-do” list prioritize
what needs to be done.
 Are you familiar with the Pareto Principle?
 Are you spending at least 20% of your day/week on
the most important things you should do?
 20% of your day is 96 minutes. Imagine your
productivity level if you focused on the most important
things for the first 96 minutes of your day.

15. 3. Your tools and systems
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 Planning requires a planner tool(s)
 Your planning tool(s) should include consideration
for:
 Calendar
 Tasks (To-do’s)
 Contacts
 Note taking
 Portability (ease of use)

16. Tools and Systems
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 Who uses Outlook?
 Paper filing system –(this can make or break you!)
 Have your e-files mirror your paper files as
much as possible
 Group like with like (items and activities)
 Create routines for task and activities

17. 4. Ability to stay focused
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Identify and learn to push-back distractions and
interruptions.
How can you reduce these common types of
interruptions?
 People
 Email
 Clutter/Disorganization
 Noise
 Phone

18. 5. Ability to delegate, let-go and get
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help
“You could do anything but you can’t do
everything.”
 Do you have control issues?
 Practice delegation.
 Does it require your unique talent or expertise
to be completed?

19. 6. Stay well!
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Disease is dis-ease.
 Be clear on the priorities – eliminate mental
clutter
 Eliminate the tolerations and clutter in your
environment
 You are what you eat
 Be active
 Disconnect
 Reconnect

20. 3 Ways to fix a problem…
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1. Change something about yourself
2. Change something about your environment
3. Change something about someone else
What will you do?

21. Did you know?
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If you reduced your caloric intake by only 67
calories for just two meals a day, at the end of a
year you could lose up to 14 pounds?

22. Thank you for your time…
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I KNOW how valuable it is.
Productive Matters
For quicker, easier, better results.
www.kimberlymedlock.com
662-893-7933