Time Management Tools & Tips

www.cssimonsconsulting.com 603-770-6516
C.S.Simons Consulting
Management Consulting & Business Strategy
Time Management Tools & Tips
The Enterprise Center
May 15, 2014

“Simplifying your Life” Series
Art of Personal Management

Agenda
1. History, Influences & Mindset1. History, Influences & Mindset
2. Priorities2. Priorities
4. Importance of Roles4. Importance of Roles
5. Urgent vs. Important5. Urgent vs. Important
3. The Clock & The Compass3. The Clock & The Compass
7. Change Management7. Change Management
8. Tools8. Tools
6. Goal Setting6. Goal Setting

If I had a nickel….
“There’s just not enough hours in the day”
“I don’t know how I’m gonna get this done”
“I just wish people would leave me alone, so
I could get this done”
“I am going to have to work late tonight”
“Why does everyone always come to me”

Time Management
A brief history…

Generations of Tools
• First Generation – Making a checklist of
daily reminders
– A simple way of not forgetting
• Second Generation – Prep and Plan
– Beginning use of calendars and appt. books
• Third Generation – Prioritize & Control
– Value driven, many planners & binders
• Fourth Generation – Week at a Glance
– Introducing Vision, Goals, & Principles in
priorities, a more holistic approach

Issue’s with Generation’s
• First Generation – Narrow minded
approach to the days events
• Second Generation – Place emphasis on
schedule over people. See’s people as an
interuption or barrier to completion
• Third Generation – Codependency
forming, can reduce flexibility, not holistic

Heavy Influences
The One Minute Manager –Blanchard/Johnson
“The Time Trap” - Alec Mackenzie
“First Things First” – Stephen Covey
12 Rules of Management - Ben Franklin!

Time Management
Basic principles & tools

You need an Understanding of…
1. What drives you – Mission / Values
2. What do you need to accomplish –
Planning / Goal Setting
3. How to manage interruptions – Prioritizing
4. Why do I fail at it – Goal Setting, Change
Management & Set for Success

Stephen Covey

What kind of person are you?
Two kinds of Time Managers –
1. Those that schedule every minute of the day
2. Those that schedule based on Goals &
Mission
Which is better?

What drives you?
Clock? Compass?

Powerful tools
What we do with it -
How we MANAGE our
time
What is important to us -
How we LEAD our life

The Dilemma
The farther the gap between the Clock and
the Compass, the more empty or frustrate
people tend to feel

How to Plan
So where do you start?
What are you planning for?

Prioritizing
• The 5 P’s of Planning
• Exercise #1 – Roles /
Jobs
• Exercise #2 –
Urgency Matrix
• Exercise #3 -
S.M.A.R.T. Goals

5 P’s of Planning
Prior
Planning
Prevents
Poor
Performance

Determining Priority
“The Main thing, is to keep the
Main thing, the Main thing!”
-Dr Stephen Covey

Step 1
Your Roles
&
Role Development

Roles - 4 easy steps!
1. Be aware of your many roles
2. Create goals for each role
3. Set yourself up for success in each
role by planning and scheduling
4. Add the most IMPORTANT things to
your schedule first

Time Management
• Exercise #1
•Roles/Jobs Exercise
•List your multiple roles
•List goals for each
•Daily / Weekly / Monthly

Roles - Examples
• Parent
• Spouse
• Sibling
• Supervisor
• Employee
• Team member
• Provider
• Business Partner

Roles / Goals- Examples
• Parent
• Sibling
• Supervisor
• Employee
• Team member
• Provider
• Spouse
• Soccer game – Weds
• Brothers Birthday
• Evaluations due
• Project start
• Meeting, deliverables
• Obligations
• Date night

Your turn!
Please take a moment and note
some of your roles and goals

Start your weekly Planning
X
4
X
3
X
2
1
X
12
X
11
10
XX
9
X
8
SunSatFriThursWedsTuesMon

Now start filling in your week
X
4
XPM
3
APX
2
A
1
X
12
PXP
11
MA
10
XMXA
9
MXMA
8
SunSatFriThursWedsTuesMon

“ If you fail to plan, you
should plan to fail”

Step 2
Understanding daily interactions
How they effect you
How to handle them!

Definitions
• Urgent –
– Compelling immediate action or attention
– Insistent
– Conveying a sense of pressing importance
• Important –
– Of great significance
– Strongly effecting the coarse of events
– Valuable in content

Urgent vs. Important
• Understand the
origin of a task
• Plan accordingly
• Spend your time in
QII
• Avoid QIV at work!

•Exercise #2
•The Urgency Matrix
•Dr. Stephen Covey – Habit #3
“First ThingsFirst”
•Difference of Urgent vs. Important

Covey’s Urgency Matrix

So, where are we?
You know what you need to
plan for……
You have tools to help you
find time….
Now lets talk Goal Setting!

S.M.A.R.T Goals
S – Specific
M – Measurable
A – Attainable
R – Relevant
T - Time Oriented

Goal Setting
•Exercise # 3
•The S.M.A.R.T. Chart
•Each goal can have
multiple action steps- but
must be measurable.

2 monthsYesYes
Eat 3 healthy meals a
day. Plan meals for
the week to avoid
slips. Only healthy
snacks/rewards
Eat healthy diet at home
and at work.
Lose 10 pounds of
weight
2 monthsYesYes
Exercise 3 times a
week at gym and twice
at home.
Exercise over the next two
months because medicals
show that I am
overwieght. Exercise at
local gym & home.
Lose 10 pounds of
weight
By when?
Is it important
to what you
want to achieve
ultimately?
Achievable?
How much? How
often? How many?
Who? What? Why?
Where? When?
What do want to
achieve
Time basedRelevantAttainableMeasurableSpecificIntention
Goal (s)
The "S.M.A.R.T." Chart

Recap….
• Understanding of what you want in life
• Strategize key roles & Goal set
• Begin your weekly planning
• Understand how you spend your time and where
you waste time.
• Focus on Quadrant II
• Set fully actionable, realistic Goals
• Let’s review the pyramid by Dr. Covey
• Questions?

Change Management

Defined
Change Management
Wiki - “The approach of shifting/transitioning
individuals, teams or organizations from the
current state to a desired future state.”
Simons – “the utilization of basic structures and
tools to control any change effort. To
achieve a desired outcome while minimizing
the impact to self or others”

Change Management
• Small Business make changes all the time, often
too quickly (because they can)
“Too many detours in the road, can get you lost quickly”
• Change Management involves thoughtful
planning and sensitive implementation.
• Common Problem -Need, urgency, expected
outcome, and methods may not be thoroughly
vetted or communicated.
• *Small Business must keep Brand in focus

Change Pillars
Action
Plan
Vision
Skills
Incentives
Resources
Current Habit
Change

Mismanaged Change creates
ConfusionConfusion
AnxietyAnxiety
Gradual ChangeGradual Change
FrustrationFrustration
False StartsFalse Starts

How?
I’ll show you how….

Absence of Pillars
=False
Starts
Resources+Incentives +Skills +Vision +
= Frustration
Action
Plan
Incentives +Skills +Vision +
= Gradual
Change
Action
Plan
Resources+Skills +Vision +
= Anxiety
Action
Plan
Resources+Incentives +Vision +
= Confusion
Action
Plan
Resources+Incentives +Skills +
= Change
Action
Plan
Resources+Incentives+Skills +Vision +

Why is this important
If your not properly equipped for
Change, it may lead to poor
change

Confusion
Frustration
Gradual Change / False Starts
Anxiety
Mismanaged Change creates….
People that don’t like change!
Once Again…

OK, so where are we..
• We have talked about
methods for WHAT roles
you need to plan for…
• Did a quick review of
Goals
• We have discussed
methods for discovering
TIME WASTERS and key
components that help
drive CHANGE.

Planning Tools &
Tips

“Set for Success”
• Good Planning Tool
• Effective office space
• Identify and limit interruptions
– Turn off the Blackberry periodically
• Set Priorities and keep them
• Daily, Weekly & Monthly planning
• Review/Preview your day – everyday!
• Report out weekly! Accountability Partner

Planning Tools
• Contains
– Week and Month at a Glance
– Task list
– Daily scheduler
– Room for notes
– Page Finder
• Needs to be personalized
• Needs to be part of your lifestyle
• Needs to be accessible
• Needs room for multiple months - binder

Style of Tool
Digital
vs
Paper

Weekly needs
• Designated time to plan future needs
– Utilize Roles & Goals mindest
• Tools to record and track progress
• Goal writing – SMART Chart
• Compare Actual to Projected time
– Urgency Matrix
– Daily effectiveness

Daily needs
• Review Daily needs & Priorities
• Keep your promises – Role Goals
• “Exercise Integrity at the moment of Choice”
• Know when to say “No”
• Stay focused but be flexible
• Evaluate your meetings, R,S,P,C,F
– Relationship Building, Socializing, Production or Prep,
Customer, and Family
• Review today & Preview tomorrow at end of day

Questions?

Thank you!

Scott Simons
C.S.Simons Consulting, LLC
Management Consulting & Business Strategy
Atkinson, NH
603-770-6516
www.CSSimonsConsulting.com

Time Management Tools & Tips

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