Pro356 Goal Setting and Time Management Workshop

Pro356 ConsultingPro356 Consulting 11
Goal Setting/Time ManagementGoal Setting/Time Management
WorkshopWorkshop
Leadership SeriesLeadership Series
January 2012January 2012
Rick Miller, Pro356 ConsultingRick Miller, Pro356 Consulting

AgendaAgenda
 Goal SettingGoal Setting
 Time ManagementTime Management
 DistractionsDistractions
 Productivity TipsProductivity Tips
 Take AwaysTake Aways

Time Management QuotesTime Management Quotes
 ““Lost time is never found again.” – ProverbLost time is never found again.” – Proverb
 ““Until we manage time, we can manage nothingUntil we manage time, we can manage nothing
else.” –else.” – Peter DruckerPeter Drucker
 ““The surest way to be late is to have plenty ofThe surest way to be late is to have plenty of
time.” –time.” – Leo KennedyLeo Kennedy
 ““While we are postponing, life speeds by.” –While we are postponing, life speeds by.” –
SenecaSeneca
 ““No one asked for more money on theirNo one asked for more money on their
deathbed.”deathbed.” RickRick

Time Management QuotesTime Management Quotes
 ““The bad news is time flies. The goodThe bad news is time flies. The good
news is you are the pilot.” -news is you are the pilot.” - MichaelMichael
AltshulerAltshuler
 ““Time is the coin of your life. It is the onlyTime is the coin of your life. It is the only
coin you have, and only you cancoin you have, and only you can
determine how it will be spent. Be carefuldetermine how it will be spent. Be careful
lest you let other people spend it for you.”lest you let other people spend it for you.”
–– Carl SandburgCarl Sandburg

My Favorite QuoteMy Favorite Quote
 ““I am definitely going to take a course on timeI am definitely going to take a course on time
management… just as soon as I can work it intomanagement… just as soon as I can work it into
my schedule.” –my schedule.” – Louis E. BooneLouis E. Boone

GOAL 'gol -- An intended
result we want to achieve.
--
1-5

Goal SettingGoal Setting
 Balance is more important than speed.Balance is more important than speed.
 Begin with the end in mind!Begin with the end in mind!

GOAL EXERCISEGOAL EXERCISE
 WHAT ARE YOUR TOP 3 GOALS FORWHAT ARE YOUR TOP 3 GOALS FOR
YOUR LIFE?YOUR LIFE?

GOAL EXERCISEGOAL EXERCISE
 WHAT ARE YOUR TOP 3 GOALS FORWHAT ARE YOUR TOP 3 GOALS FOR
YOUR LIFE?YOUR LIFE?
 RELATIONSHIPRELATIONSHIP
 SPIRITUALSPIRITUAL
 WORK/FINANCIALWORK/FINANCIAL
 HEALTHHEALTH Pro356 ConsultingPro356 Consulting 99

STRESSSTRESS
 WHEN YOUR OUTER BEHAVIORSWHEN YOUR OUTER BEHAVIORS
(TIME) DO NOT MATCH YOUR INNER(TIME) DO NOT MATCH YOUR INNER
VALUES (GOALS).VALUES (GOALS).

GOAL SETTINGGOAL SETTING
 WRITEWRITE THEM DOWN – TOP 5% DO!THEM DOWN – TOP 5% DO!
 VISUALIZEVISUALIZE THEM: IF YOU KNEW YOUTHEM: IF YOU KNEW YOU
WOULD EVENTUALLY SUCCEED,WOULD EVENTUALLY SUCCEED,
WHAT WOULD YOUR LIFE LOOK LIKEWHAT WOULD YOUR LIFE LOOK LIKE
IN THE FOLLOWING AREAS?IN THE FOLLOWING AREAS?
 CAREERCAREER
 FAMILYFAMILY
 HEALTHHEALTH
 WEALTHWEALTH
 PUT APUT A DEADLINEDEADLINE ON THEM!ON THEM!

Now go make them happen!Now go make them happen!
 FamilyFamily  FriendsFriends
 WorkWork  Church or CommunityChurch or Community

BRIDGING THE GAPBRIDGING THE GAP
TODAYTODAY
 FINANCIALFINANCIAL
 HEALTHHEALTH
 SPIRITUAL/SERVICESPIRITUAL/SERVICE
VISION OF SUCCESSVISION OF SUCCESS
 FINANCIALFINANCIAL
 HEALTHHEALTH
 SPIRITUAL/SERVICESPIRITUAL/SERVICE

BRIDGING THE GAPBRIDGING THE GAP
ONCE YOU HAVE IDENTIFIED THE GAPSONCE YOU HAVE IDENTIFIED THE GAPS
ASK IN EACH AREA:ASK IN EACH AREA:
WHAT STEPS COULD I START TAKINGWHAT STEPS COULD I START TAKING
TODAY TO MOVE ME TOWARD MYTODAY TO MOVE ME TOWARD MY
GOAL?GOAL?
WHAT SKILLS DO I NEED TO STARTWHAT SKILLS DO I NEED TO START
LEARNING TO MOVE ME TOWARD MYLEARNING TO MOVE ME TOWARD MY
GOAL?GOAL?
WHAT ONE BEHAVIOR IS HOLDING MEWHAT ONE BEHAVIOR IS HOLDING ME
BACK?BACK?

HOW DO YOU EAT AN ELEPHANT?HOW DO YOU EAT AN ELEPHANT?
 ORGANIZEORGANIZE YOURYOUR DAILYDAILY ACTIVITIESACTIVITIES
TO DO MORE AND MORE OF THETO DO MORE AND MORE OF THE
BEHAVIORS THAT FOCUS ON YOURBEHAVIORS THAT FOCUS ON YOUR
TOP LIFE PRIORITIES.TOP LIFE PRIORITIES.
 SMALL,SMALL, CONTINUOUSCONTINUOUS DAILY ACTIONDAILY ACTION
FOCUSEDFOCUSED ON YOUR KEY GOALSON YOUR KEY GOALS
YIELDS EXTRAORDINARY RESULTSYIELDS EXTRAORDINARY RESULTS
OVER TIME.OVER TIME.
 BY THE YARD ITS HARD, BUTBY THE YARD ITS HARD, BUT
INCH BY INCH IT’S A CINCH!INCH BY INCH IT’S A CINCH!

OBSTACLES TO GOALSOBSTACLES TO GOALS
 YESITIESYESITIES -The more talented and-The more talented and
ambitious you are, the more likely you areambitious you are, the more likely you are
to have your time get out of control.to have your time get out of control.
 SOME DAY ISLESOME DAY ISLE – Procrastination’s– Procrastination’s
home residence.home residence.
 EXCUSITIESEXCUSITIES – Inflammation of the– Inflammation of the
excuse gland wherein you blameexcuse gland wherein you blame
everyone and everything to avoid a trip toeveryone and everything to avoid a trip to
the mirror.the mirror. Pro356 ConsultingPro356 Consulting 1616

TIME MANAGEMENTTIME MANAGEMENT
 WITHOUT GOALS WHAT DIFFERENCEWITHOUT GOALS WHAT DIFFERENCE
DOES IT MAKE?DOES IT MAKE?
 CAN YOU REALLY “MANAGE” TIME?CAN YOU REALLY “MANAGE” TIME?
 LET’S CALL IT PRIORITYLET’S CALL IT PRIORITY
MANAGEMENT!MANAGEMENT!

20% OF THE
ITEMS/TIME
EXPENDED
80% OF THE
ITEMS/TIME
EXPENDED
80 % OF THE
RESULTS
20% OF THE
RESULTS
PRODUCES
PRODUCES
PARETO'S PRINCIPLE
1-15

UrgentUrgent
veryvery not verynot very
 II
mm
pp
oo
rr
tt
aa
nn
tt

verynotveryverynotvery

UrgentUrgent
 II
mm
pp
oo
rr
tt
aa
nn
tt

Crisis
Deadlines
Emergencies

UrgentUrgent
 II
mm
pp
oo
rr
tt
aa
nn
tt

Interruptions
Some meetings
Sales calls
Emails and social
conversations

UrgentUrgent
 II
mm
pp
oo
rr
tt
aa
nn
tt

Web surfing
Email checking
Mindless tasks
Junk Mail
Some meetings

UrgentUrgent
 II
mm
pp
oo
rr
tt
aa
nn
tt

Planning
Relationship Building
Preventive Maintenance
Goal Setting
New Opportunity Exploration

UrgentUrgent
 II
mm
pp
oo
rr
tt
aa
nn
tt

veryverynotverynotvery
PUTTING 20% OF
YOUR TIME
HERE WILL YIELD AT
LEAST 80% OF YOUR
DESIRED RESULTS.
DON’T MAJOR IN THE
MINORS AND
BECOME AN
“EXPERT” AT THINGS
THAT DON’T MATTER!
PLANNING AND
PREVENTIVE
MAINTENANCE
REDUCES THIS 10:1.
DON’T LET OTHERS
STEAL YOUR TIME.

Managing ActivitiesManaging Activities
“You can’t do everything, but you can“You can’t do everything, but you can
always do the 1 most important thing.”always do the 1 most important thing.”
 A – Activites with major consequencesA – Activites with major consequences
 B – Activities with mild consequencesB – Activities with mild consequences
 C – Activities with no consequencesC – Activities with no consequences
 D – Activities you could delegateD – Activities you could delegate
 E – Activities you could eliminateE – Activities you could eliminate

Mr. Ivy Lee and CharlesMr. Ivy Lee and Charles
SchwabSchwab
Each Night:Each Night:
 Write down your most urgent projects.Write down your most urgent projects.
 Study them and list them in order of importance.Study them and list them in order of importance.
 Begin the day by tackling priority number one.Begin the day by tackling priority number one.
 Stay on it until you complete it and then go toStay on it until you complete it and then go to
number two.number two.
 At the end of the day repeat the process.At the end of the day repeat the process.
 Once you see how well it works, share it withOnce you see how well it works, share it with
others.others.

PRIORITY MANAGEMENT-PRIORITY MANAGEMENT-
POSTERIORITIESPOSTERIORITIES
 YOU CAN ONLY CHANGE YOURYOU CAN ONLY CHANGE YOUR
ACTIVITIES TO THE DEGREE YOUACTIVITIES TO THE DEGREE YOU
STOP DOING SOMETHING.STOP DOING SOMETHING.
 WHAT ARE YOU WILLING TO GIVE UPWHAT ARE YOU WILLING TO GIVE UP
IN 2012 TO INSURE YOU MOVEIN 2012 TO INSURE YOU MOVE
FORWARD ON YOUR GOALS?FORWARD ON YOUR GOALS?
 AVOID THE TEMPTATION TO DO THEAVOID THE TEMPTATION TO DO THE
SMALL THINGS FIRST.SMALL THINGS FIRST.

PRIORITY MANAGEMENTPRIORITY MANAGEMENT
 KWYKNKWYKN – Knowing what you now know– Knowing what you now know
what would you do differently?what would you do differently?
 Don’t fall into the “Don’t fall into the “sunksunk” cost trap.” cost trap.
 People do not change,People do not change, yet most continueyet most continue
to hope they will.to hope they will. 85% of all stress is85% of all stress is
related to people issues.related to people issues.
 Peter DruckerPeter Drucker – Better to– Better to chop offchop off a non-a non-
working activity than to pare back!working activity than to pare back!

 WHAT ONE BEHAVIOR IS KEEPINGWHAT ONE BEHAVIOR IS KEEPING
YOU FROM MAKING PROGRESS ONYOU FROM MAKING PROGRESS ON
YOUR TOP GOAL?YOUR TOP GOAL?
 WRITE DOWNWRITE DOWN THE CHANGE YOU WANTTHE CHANGE YOU WANT
TO MAKE IN THETO MAKE IN THE PRESENT, POSITIVEPRESENT, POSITIVE
TENSETENSE..
 ““I REMAIN FOCUSED ON MY TOP TASKI REMAIN FOCUSED ON MY TOP TASK
UNTIL I COMPLETE IT.”UNTIL I COMPLETE IT.”
 ATAT EACHEACH DAY’S END,DAY’S END, WRITE HOW YOUWRITE HOW YOU
DIDDID AT THIS NEW BEHAVIOR.AT THIS NEW BEHAVIOR.
 REPEAT FOR 21 DAYSREPEAT FOR 21 DAYS..

 TheThe Golden HourGolden Hour – Invest in your attitude– Invest in your attitude
to set the mental rudder for your day’sto set the mental rudder for your day’s
activity!activity!
 Get upGet up 2 hours2 hours before you leave for work.before you leave for work.
 Invest the first hour in somethingInvest the first hour in something inspirationalinspirational
oror educationaleducational for your goals.for your goals.
 List your daily goals on paper and then ask, “IfList your daily goals on paper and then ask, “If
I could only do one thing before the day blewI could only do one thing before the day blew
up, what would it be?” REPEATup, what would it be?” REPEAT

PRIORITY MANAGEMENT:PRIORITY MANAGEMENT:
BALANCE AND FORCEDBALANCE AND FORCED
EFFICIENCYEFFICIENCY
 PLAN YOUR ACTIVITIES BASED ONPLAN YOUR ACTIVITIES BASED ON
IMPORTANCE.IMPORTANCE.
 BOOK YOUR VACATION IN ADVANCE ANDBOOK YOUR VACATION IN ADVANCE AND
PLAN AROUND IT, NOT THE OTHER WAYPLAN AROUND IT, NOT THE OTHER WAY
AROUND.AROUND.

5 Star Ideas for Enhanced5 Star Ideas for Enhanced
ProductivityProductivity
 Keep an emotional journal.Keep an emotional journal.
 Track your interactions with others and recordTrack your interactions with others and record
whether you were R (reactive) or P (proactive).whether you were R (reactive) or P (proactive).
 Keep a journal for a week.Keep a journal for a week.
 Show me where a person puts his/her time andShow me where a person puts his/her time and
money, and I will show you his/her priorities!money, and I will show you his/her priorities!
 Stop looking for More Time.Stop looking for More Time.
 Learn to take and give.Learn to take and give.
 Interrupt YOURSELF.Interrupt YOURSELF.
 Is what I am doing Right Now, the most important useIs what I am doing Right Now, the most important use
of my time?of my time?

Time Management/ProductivityTime Management/Productivity
TipsTips
 Schedule time each month to review 1/12 ofSchedule time each month to review 1/12 of
your files and PURGE untouched material.your files and PURGE untouched material.
 ““What’s the worst that can happen if I throw thisWhat’s the worst that can happen if I throw this
away?”away?”
 Review your workspace for clutter.Review your workspace for clutter.
 Invest time at the end ofInvest time at the end of EACHEACH day:day:
 Filing and organizing work done that day.Filing and organizing work done that day.
 Planning your activities for the next day.Planning your activities for the next day.
 Every minute spent planning reduces executionEvery minute spent planning reduces execution
time by 10 minutes.time by 10 minutes.

TipsTips
 Build on your strengths rather than focus onBuild on your strengths rather than focus on
your weaknesses.your weaknesses.
 Delegate or hire people to do things that are fun forDelegate or hire people to do things that are fun for
them and work for you.them and work for you.
 Learn to say no or make the boss choose.Learn to say no or make the boss choose.
 Schedule time to:Schedule time to:
 Be unproductive (take breaks).Be unproductive (take breaks).
 Work on Important and Not Urgent (80/20 rule).Work on Important and Not Urgent (80/20 rule).
 Invest in your self development.Invest in your self development.
 If you read an hour a day in your career field, that is a book aIf you read an hour a day in your career field, that is a book a
week or 50 books a year.week or 50 books a year.

TipsTips
 Apply the 70/30 rule. Never schedule overApply the 70/30 rule. Never schedule over
70% of your day and allow for 30%70% of your day and allow for 30%
unexpected.unexpected.
 Practice 80/20 with your time.Practice 80/20 with your time.
 Look at what the masses do and do theLook at what the masses do and do the
opposite.opposite.
 Spend 80% of your time with the mostSpend 80% of your time with the most
productive people you know (the 20%).productive people you know (the 20%).

TipsTips
 Do what you love that you are good at. KeepDo what you love that you are good at. Keep
doing it. Keep doing it.doing it. Keep doing it.
 ______________________________________________________________________________
 ““Personally, I have never received a promotionPersonally, I have never received a promotion
in my life that I could not trace directly toin my life that I could not trace directly to
recognition that I had gained by rendering morerecognition that I had gained by rendering more
service and better service than that for which Iservice and better service than that for which I
was paid.”was paid.” Dr. Napoleon HillDr. Napoleon Hill –– The Law ofThe Law of
Increasing ReturnsIncreasing Returns,, The Laws of SuccessThe Laws of Success ..
 ““Do what you love and you will never work a dayDo what you love and you will never work a day
in your life.”in your life.” ConfuciusConfucius

TipsTips
At quitting time each dayAt quitting time each day
 Write down the following question andWrite down the following question and
answer it in writing:answer it in writing:
 ““What have I learned?”What have I learned?”
 ““The unexamined life is not worth living.” –The unexamined life is not worth living.” –
SocratesSocrates

The Law of PrioritiesThe Law of Priorities
 ““Leaders Understand that Activity is NotLeaders Understand that Activity is Not
Necessarily Accomplishment.”Necessarily Accomplishment.” JohnJohn
Maxwell –Maxwell – The 21 Irrefutable LawsThe 21 Irrefutable Laws
of Leadershipof Leadership

Goal Setting and TimeGoal Setting and Time
ManagementManagement
 QuestionsQuestions
 Follow UpFollow Up
 Take AwaysTake Aways

Pro356 Goal Setting and Time Management Workshop

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