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Time Management

Time Management

Time Management

Time Management Habits

Time management is a lifetime activity. To become good at it you must have the correct attitude, workable strategies and most of all, an adequate amount of discipline to form good habits. You must have the discipline to do what you ought to do and the ability to delegate what you should not do.

PROACTIVE METHODS FOR DEVELOPING GOOD HABITS

1. Be on time for appointments. Expect associates to be on time also.
2. Make note taking a habit. Don't trust your memory to record appointments, activities, details, ideas, etc. Automate this process.
3. Respect the power of momentum.
4. Have a place for everything so you don't spend time looking for lost files and information.
5. Plan unavailability. Plan a "quiet hour" each day for concentration and creative thinking.
6. Define the ideal week. This insures scheduling key high-payoff activities.
7. Place greater emphasis on what you do each day, rather than on how much you do.
8. Earn the reputation for being busy. Others will show more respect for your time.
9. Establish deadlines with plans you make. Set time limits for doing certain jobs.
10. Have an agenda to save meeting time. Have "stand up" meetings to get certain business handled quickly and efficiently.
11. Avoid the false economics of overworking and under exercising.
(Adapted from the article, "Protecting Your Resources: Time Management" by William L. Moore, Senior Consultant with Kinder Brothers International.)

Protecting Your Resources Pt. III

This is the last message in our series on protecting your greatest resource, time. Today, we look at "firefighting" or managing crises and handling appointments and visitors.

"FIREFIGHTING" 

Avoid any tendency to actually create "fires" to fight or crises to manage. While it can give you a sense of feeling important and needed and can distract your attention from more mundane but important tasks, "firefighting" is definitely an attack on your time. Obviously, some "fires" will always be with us, but they can be minimized.

PROACTIVE METHODS FOR "FIREFIGHTING" 

•  Build time in the day for the inevitable problems that will arise. Schedule perhaps an hour every day or whatever breakdown is appropriate, based on your experience. 
•  Think before acting. In many situations this may diminish the need for future "firefighting." 
•  Analyze patterns. Every time you put out a "fire," find out why it started and determine whether or not it could be handled differently in the future, and how. List and categorize all "fires" over a period of time and set down specific methods of prevention. 
•  Do first things first. Stay focused on those things that produce the desired results. 
•  Have your assistant handle as much as possible before involving you. 
•  Remember, attitude is everything. "We will get on top of this immediately!" Many times, problems that come up can be opportunities for relationship building with clients.

VISITORS 

The number one objective in dealing with visitors is to conduct the business of the interview as quickly as possible with the utmost concentration on what is being said and then terminate the visit as soon, and as graciously, as possible.

PROACTIVE METHODS FOR VISITORS

•  Schedule visits by appointment, when possible. 
•  Set a dollar value on your time so that the visit will not "spend too much time," which translates to dollars. 
•  Limit socializing. 
•  Prepare adequately for the visit, if it is a client. 
•  Develop techniques for closing conversations with others whenever appropriate. 
•  If the visit is unexpected, you may choose to remain standing. You can acknowledge people that come into your view with a quick greeting. 
•  Be sure people know you value their time as much as you do yours!

Protect your selling time!

(Adapted from the article, "Protecting Your Resources: Time Management" by William L. Moore, Senior Consultant with Kinder Brothers International.)

 

Protecting Your Resources Pt. II

Another all-important resource is your telephone activity.

The telephone should be considered a servant, not the master. Yet, how often do you accept telephone calls from people you would not see at all, would refer to someone else, or would defer until later?

Determine to make the telephone pay every day!

PROACTIVE METHODS FOR HANDLING OUTGOING CALLS

•  Schedule specific times to make calls. 
•  Make calls to your Home Office at a time when most people you want to reach will be available. 
•  Train your assistant to initiate calls on your behalf, then forward the calls to you. 
•  Use a timing device such as a three-minute hourglass to remind you to limit the time spent on calls. 
•  When leaving voice mail messages, specify a time frame when you can be reached for a return call. 
•  Train your assistant to handle as many outgoing calls as possible. This will allow you to do what you do best, SELL!

PROACTIVE METHODS FOR HANDLING INCOMING CALLS

•  Train your assistant to answer and screen calls appropriately. If you do not have an assistant, activate your voice mail to answer all calls. "I am currently not available, please leave a message and I will return the call after 3:00 this afternoon." CAUTION: MAKE SURE YOU RETURN ALL CALLS PROMPTLY! 
•  Never allow the telephone to interrupt important meetings or face-to-face conferences. 
•  Again, use a timing device such as a three-minute hourglass to remind you to limit the time spent on calls. 
•  Again, by training your assistant to handle as many incoming calls as possible, you can be free to do what you do best, SELL!

(Adapted from the article, "Protecting Your Resources: Time Management" by William L. Moore, Senior Consultant with Kinder Brothers International.)

 

Protecting Your Resources Pt. I

The first line of defense in protecting your time is to identify precisely how it is eroded and then learn effective means of managing your time.

We offer proactive strategies for such time management issues as, "firefighting," failure to delegate, procrastination, delays, plus many others.

1. PROACTIVE STRATEGIES FOR DELEGATING - In order to use time effectively, you should never do anything that can be accomplished by others.

•  Determine what is to be delegated, then assign responsibility and give authority to others. 
•  Set deadlines and make sure that they are met. 
•  Give increased responsibility to assistants that is commensurate with their abilities. 
•  Provide thorough training and instructions to your assistant. This aspect is often overlooked!

2. PROACTIVE STRATEGIES FOR HANDLING DELAYS - Delays are sometimes the result of your procrastination or failure to anticipate a situation.

•  Set up a schedule for following up on details or projects within a specific time period. 
•  When planning a project, anticipate delays. They are inevitable, so don't let them bother you. Do what you can and go on to something else if the delay can't be helped. Every agent must continually juggle several balls in the air at the same time. 
•  Communicate delays. When delays are caused by the actions of others, there may be a sense of anticipation or lack of control. For example, if the medical history of an applicant requires more information, the delay can't be eliminated, but calling and informing the client will make them aware of it. This reduces frustration for everyone concerned.

(Adapted from the article, "Protecting Your Resources: Time Management" by William L. Moore, Senior Consultant with Kinder Brothers International.)

 

 

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