How To Get Control Of Your Day, Life & CareerPresented by Bruce LeeMarch 2, 2010

From Good To Great!Planning, Organizing, People SkillsProductivity up + 40%

Presentation Objectives1. Take control of your day - reactive to proactive - time wasters, personal & career priorities, getting organized, Priority Matrix, Pareto Principle, Prime Time and To Do lists

2. Take control of your career- career building talents, expectations, time analysis

3. Put the power of Excellence to work- goals, coaching, controlling meetings

Time ManagementProductivity / processes Profitability / efficiencyChoices / where/what/when/whyFreedom things we want to doQuality of life

Action Needed- What will you start doing / do better?- Prioritize / Must Do- What will you stop doing?- What can you recommend to others to do or change or improve?

If It Is To Be It Is Up To Me Profound knowledge combined with massive action is life changing

How successful are you ready to be?

Evaluation Form

or Business Card All Coaching follow up This session includes a one hour private coaching call on the topic of your choice: ie: for clarification / recommendations.

T.I.M.E.T Time controlI Improved skillsM Management systemE Effective Goals

Work Alignment Up to 37% of employee activities are not aligned with the overall business strategy. Harvard Business Review

Nothing happens for you until it happens to you What would you do with an extra hour a day? - how would your lifestyle change? (career/family/mental/relationships/ physical/ financial/spiritual/social)

Manage yourself not time Time is the currency of the day.

Procrastination is the thief of time. Edward Young

Work expands to fill the time allotted. Parkinsons Law

- Barbara Hemphill Author Of Kiplingers Taming the Paper Tiger and Taming the Office Tiger

Top 10 Time WastersShifting Priorities fire fightingTelephone tag leave specific messagesLack of written priorities plan & write downAttempting to do too much loose focusDrop in visitors idle chit chatIneffective delegation chasing thingsCluttered desk and losing things files!Procrastination high priority tasks first not lastInability to say no to little time, too much stress?Meetings 21 weeks a year

GMP Greatest Time WastersLack of planning create daily To Do list

2. Cluttered desk concentrate on removing distractions

3. Routine & Travel leave for low energy times / bundle

4. Trying to do too much delegate, learn to say no

5. Drowsiness in afternoon light lunch, stretch walk

6. Paper handling handle paper only once

Deal with paper based on two optional questions: Option A or Option B, YES or NO:Yes/No A. Is there ever, in the near or distant future, a possibility that I may need this piece of paper ever again?

Yes/No B. If I should ever need this information again, could I get it somewhere else (conveniently and at a reasonable cost)? For B above: A. If yes, ditch it. B. If no, keep it. C. If not certain, add to slush file

GMP Greatest Time Wasters

Too many interruptions set aside undisturbed time

8 Drop in visitors screen, set visiting hours

9. Telephone screen, set time to return calls, timer

Meetings attend ones that advance you, back to back

11. Indecision set deadlines for deciding paid to

12. Procrastination break into smaller steps

Getting Organized Assignment:1.Invest uninterrupted hours2.Empty your desk completely3.Keep only those things you actually use!4.Organize to fit your personality style5.Make a date

Alan Laiken Question:Is this (activity) the most valuable use of my time at this moment?Manage yourself not time!

Getting Organized!Set goals & priorities (plan, plan, plan)Stop procrastinatingDont be a packrat (clutter control) Plan & scheduleWrite things downOrganize your environment (files)Work smarter, not harderAvoid the tyranny of the urgent Harold Taylor

Career Building Talents Forward thinking Productive relationships / connect with people Bias for getting things done Motivational / Inspirational Honest Competent Pursue their role with passion Demonstrate solid values & self-discipline

7 Habits of Highly Effective People1. Be Proactive2. Begin with the end in mind3. Put first things first4. Think Win / Win5. Seek first to understand then to be understood6. Synergize7. Sharpen the saw

The Power of 1% Excellence Excellence (Latin roots) ex meaning out from cellere meaning rising Rising out from the original state of potentiality.

Be the best you can be! - A rejection of the status quo - Good Enough Never Is!

Journey of a Lifetime!

Set High ExpectationsHigh achievement always takes place in the framework of high expectations.- Jack and Garry Kinder

General Norman SchwarzkopfCindy Klassen

Rate Your Personal and Work Priorities

Then We Will Chart Your Peaks & ValleysXXX

Turn sideways 3 Conclusions1. Watch dips

3s & 4s are great

5s set new goals

Prioritizing Career Projects**Customer urgencyCash flowMarketingDebt reductionManager priority

Sources of Busy - nessDo I have difficulty saying no? (taking on more than my share of responsibility?)Do I think I am the only one to do that task?Do I procrastinate?Do I underestimate the time & effort needed?Do I think I work better under pressure?Do I lack structure?

The Priority MatrixImportant action required Urgent time sensitive

The Priority MatrixMajor ProjectsTo DoPlanningNot to Do

Sample To-Do Form

Sheet1

Service Excellence Daily To Do PrioritizeDayDate

Time ESTI Important & UrgentTime ESTIII Not Important & Urgent

Time ESTII Not Urgent & ImportantTime ESTIV Not Urgent/Not Important

Encore Seven Inc. 403-241-6212

Sheet2

Sheet3

5 ThemesClarify your prioritiesDo the do-ableControl the controllableDont feel guilty about the restBe nice to yourself

To Do Lists What is the real value to you of having an organized To Do list?

How To Control Too Many Projects What about bosses and co-workers who keep adding to your To Do lists?

- negotiate / delegate / change

Prime Time Golden RulesIdentify your Prime Time - the time of day when you function at your best

Plan one hour, unless..

Apply the Pareto PrincipleThe concept of the Critical few versus the Trivial many.

80/20 RulePareto Principle

Benefits of Prime Time

Key Prime Time QuestionsWhat should I focus on next week in order to move toward my personal goals?What major things should I be concerned about in my Department? (then sequence of actions)What 3 things should I be doing to further my career?What future problems can I avoid?What are the things not assigned to me as yet, but which I should assign myself to do as they really matter?

Incorporate Project VerbsResearchUpdateRoll outSet upOrganizeRe-organizePublishEnsureResolveHandleClarifySubmitMaximizeFinalizeImplementInstallLook into

DescriptionPriorityStartEndTime DateDateEstimate123Maintain a Multi-Project Master

Guiding Rule:Plan no more than 50% of your day as uncontrollable time whenever possible.

Tomorrows To-Do list, should be prepared today!

A Perspective

Strategy: Organize so you are not indispensable

Great questions to guide youWhat urgent problem are you experiencing?What unique solution is now available?Why are you stuck with the problem?Whats the process for you to find a solution?Whats your next action to get started?

If This Is A Good Idea How do you plan to implement one hour of Prime time. and when?

Analyzing Your Time What would be the value of knowing how you actually spend your time?

(Your past will show you your future!)

Time Analysis Form

*

Time Analysis Form

Telephone Tag:

How to avoid? Be pro-active with your outward-bound calls.1.Call me at 3:22 pm!

2.Leave a detailed/complete message

3.Make an appointment call

How can I be of assistance today?Is there anything else?Have to take/make a long distance call.Theres someone in my office.The Truth! (no!) How to Prevent or Conclude Lengthy Calls

Procrastination- the thief of time- creates stress the hanging on, never getting done- just start decide - worst first create a great day

Question Your ResultsWhat am I doing that doesnt really need to be done? (the time / benefit ratio)What I doing that could/should be done by someone else? (delegate / ask)What am I doing that could be done more efficiently? (quicker, easier, accurate)What am I doing that wastes time of others?How does my use of time match up with my priorities? (become dispensable)

Delegation 10 Reasons ToYou cant do it all.You can reduce your burden.Get more done through others.Best return on your personal investment.Makes you indispensable and unpromotable!Decrease your stress if you cant be in office.More time to handle important matters.Helping company grow by developing others.Some jobs might be better done by others.A one person army seldom won anything.

Goals! Creating an exciting new future for you and your family!

Attention & Intentions

Self Coaching- You On YouA coach: helps others to develop insights and actions to achieve mutually understood goals.

They help them identify, develop and grow their present and potential strengths.

Predictable goals give predicable futures (Trick question: 5 years from now?)

Help set impossible goals

Impossible goals inspire!

Dream BigCherish your visions and your dreams as they are the children of your soul; the blueprints of your ultimate achievements.Napoleon Hill

Big Goals = Big ResultsNo goals - no resultsor somebody elses goalsAmericas Ambassador of Possibility

Stressors that goals can solveRelationshipsMoneyTimeLifestyleJob security6. Change7. Approval8. Family pressures9. Over achievement10. Value conflict

S.M.A.R.T. GoalsS SpecificM MeasurableA Action directedR RealisticT Timed -E Evaluate-ableR Repeatable

Short Term Goals Personal1.2.3.4.5.6.7.8.9. Professional1.2.3.4.5.6.7.8.9.

Lifetime Goals Long Range Personal1.2.3.4.5.6.7.8.9. Professional 1.2.3.4.5.6.7.8.9.

Master PlanTasks that will cause my short and long term goals to happen.

Item Date Started Date Completed1.2.3.4.5.6.7.8.9.10.

90% of employees: recognition is critical to job satisfaction and performanceDo You:Match reward to person & accomplishment

Link reward and recognition programs to your company values and strategy

Create a thorough program of rewards and recognition

Build in accountability for recognizing employees

Control Meeting Time 50% of people are in meetings that run 50% longer than necessary - **** should not be there. ***

Meeting Decision What is it like to attend an unnecessary meeting?

Common Poor Meeting PerceptionA meeting is a collection of individuals who individually can do nothing, but who get together and collectively decide that nothing can be done.

Are you lonely?Dont like working on your own?Hate making decisions? Then call a meeting!

Are you lonely?Dont like working on your own?Hate making decisions? Then call a meeting! You can: See people Draw flowcharts Feel important Impress your colleaguesAll on company time.Meetings the practical alternative to work.

M.E.E.T.I.N.G.Benefits Of Good Meetings1.2.3.4.5.6.7.Barriers To Good Meetings1.2.3.4.5.6.7.

Good News!Please share the best thing that has happened to you personally and / professionally since the last time we got together.

Meeting Wrap Up Good of the Group

Please share the best idea obtained, or make any comment, suggestion or criticism (along with a positive solution) in the best interest of the group.

Top 8 Personal Action StepsPersonal follow upSend informationEnter new informationStart actions agreed by youClarify where necessary: who / what / whenMend strained fencesMentally integrate action stepsFile!

Making Meetings WorkDecide if meeting is necessaryCreate a proper AgendaStart / end on timeMake it fun such as Good newsProper ChairmanshipInvolvement by everyoneGood minutes decisions made, who to do what Follow up

Care & Feeding of Monkees

EXCELLENCEWhat happens when you give a task your best shot, and you know it!

Love Your Job Oh my God, I love my job!

Find a job you love, and you will add 5 days to the week!

Action Steps 1. The Law of Probability: The more books you read, classes you attend, tele-seminars you take and their ideas and techniques you practice, the sooner you get to your success

2. Clarity is power. Decide what you want!

Jack Canfield, June 20, 2006

Action To Accelerate Your Organization & Your Career! What is the best idea you gained today that you will take action on in the next 30 days?

Persistence - Dont Give UpOur greatest weakness lies in giving up. The most certain way to succeed is always to try just one more time.Thomas Edison 1847 1931

Persistence Pays That last ditch effort can pay off

In Summary Some people have a Truck list, many have a Will, but what about a Moments Worth Living list?

How Do I Make A Difference?inspireset goalscreate high expectationscheck your circled notes that are Action Itemsbe present be committed

Intent of Workshop Something wonderful is about to happen.2010

Measurement Resources to assist you to develop your reputation.

Talent and ProductivityTop 1% vs. Average Productivity*Hunter, Schmidt, & Judiesch(1990), Journal of Applied Psychology, vol 75(1), p. 28-42. 52

85

127Low ComplexityThe top performs 52 % betterthan the average.Medium Complexity The top performs 85% betterthan the average.High ComplexityThe top performs 127% betterthan the average.

Coaching Skills Self Assessment

Below are 20 characteristics employees have used to describe bosses they rate as effective coaches. Rate yourself in terms of what you think your employees would say about you. Please be honest. These answers are meant for your eyes only. SCORING KEY: 1. Rarely Displayed 2. Sometimes Displayed 3 Frequently Displayed 4. Usually Displayed 5. Almost Always Displayed As a coach, I:1. Capitalize on my employees strengths 1 2 3 4 52. Give my employees visibility1 2 3 4 53. Provide freedom to do their job1 2 3 4 54. Set high standards of excellence1 2 3 4 55. Orient employee to our company values and business strategies1 2 3 4 56. Hold employees accountable1 2 3 4 57. Protect employees from undue stress at work 1 2 3 4 58. Encourage employees when he/she is discouraged or about to undertake new or difficult assignments1 2 3 4 59. Provide information about the company and the employees role in the attainment of company goals1 2 3 4 510. Make performance expectations and priorities clear1 2 3 4 511. Take the time to build trust1 2 3 4 512. Provide appropriate training and support when needed1 2 3 4 5 13. Solicit and really listen to their ideas1 2 3 4 5

Presentation Conclusions1. Taking Control of Your Day - Being proactive - Reducing time wasters - Personal & career priorities, - Priority Matrix /Pareto Principle - Prime Time and To Do lists2. Taking Control of Your Career- Career building talents, expectations, time analysis

3. The Power of Excellence to work- Goals, coaching, controlling meetings

Complimentary ResourcesComplimentary Productivity Articles:1. Conflict Resolution (Winning With Difficult People)2. How To Remember Names *3. Meetings That Count (productive meetings)4. Time Management Templates5. Time Management Strategies & 50 Time Saving Tips

Complimentary Retention Articles6. Top 100 Canadian Companies Compensation Incentives * 6A Oil & Gas / Energy / Engineering7. Corporate Retention Strategy #1 TRUST!8. The Total Cost of Employee Turnover9. What The Best CEOs Know10. Working With Generation Y

Complimentary Articles11. Recommended Reading / Listening / Viewing12. Famous Lefties of the World

Complimentary Tests13. Self Image & Leadership Success Test14. Leadership Empowerment Survey15. COACHING Skills Self Assessment Test

Unique:16. Personality Styles Matrix (optional fee based TTI DISC PAIV reports)17. Tele-seminar / Newsletter / e-zine list18. Corporate Ombudsman service (confidential employee complaint handling)19. Singing Inspirational Keynotes www.tonimcmillanlee.com20. This Power point presentation

Book Of The MonthGlobal Perspective The World Is Flat 2005 A Brief History of the Twenty-First Century by Thomas L. Friedman www.thomaslfriedman.com Longitudes & Attitudes 2002 The Lexus and the Olive Tree 2000

Coaching Skills Self AssessmentBelow are 20 characteristics employees have used to describe bosses they rate as effective coaches. Rate yourself in terms of what you think your employees would say about you. Please be honest. These answers are meant for your eyes only. SCORING KEY: 1. Rarely Displayed 2. Sometimes Displayed 3 Frequently Displayed 4. Usually Displayed 5. Almost Always Displayed As a coach, I:1. Capitalize on my employees strengths 1 2 3 4 52. Give my employees visibility1 2 3 4 53. Provide freedom to do their job1 2 3 4 54. Set high standards of excellence1 2 3 4 55. Orient employee to our company values and business strategies1 2 3 4 56. Hold employees accountable1 2 3 4 57. Protect employees from undue stress at work 1 2 3 4 58. Encourage employees when he/she is discouraged or about to undertake new or difficult assignments1 2 3 4 59. Provide information about the company and the employees role in the attainment of company goals1 2 3 4 510. Make performance expectations and priorities clear1 2 3 4 511. Take the time to build trust1 2 3 4 512. Provide appropriate training and support when needed1 2 3 4 5 13. Solicit and really listen to their ideas1 2 3 4 5

Speaker InformationBruce LeeStrategist, Productivity Coach, Speaker, MC

(403) 241 6212BruceLeeSpeaker@shaw.cawww.BruceLeeSpeaker.com

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