Efficient Time Management Strategies: Get Things Done and Increase Productivity

Time Management Feb 26, 2014

Why Time Management? […] systems and structure are logical responses to complexity, which grows almost exponentially as the company expands1 Verne Harnish (the Growth Guru): Mastering the Rockefeller Habits: What You Must Do to Increase the Value of Your Fast-Growth Firm, page 16

To manage your time efficiently… The challenge is not to manage time, but to manage ourselves! -- Stephen Covey

Get Things Done1 Idea : Use a method to move planned tasks and projects out of your mind : • Record them externally • Break them into actionable work items This way you can take action on tasks instead of on recalling them Next pages inspired David Allen's Getting Things Done Books and by the Journey of a Serial Entrepreneur Blog

Step 1: Collection Collect all your information in one system. Cluttered desks, messy drawers, loose papers, Post-Its, over flowing inboxes and over loaded thoughts.

Step 2: Processing Does this item require an action? Yes: • Do it (if less than 2 minutes) • Delegate it • Defer. No: • Trash it • Incubate • Store as reference

Step 3: Organizing Organize in buckets or topics • Batch tasks using context (phone calls, errands, emails) to be more productive • Use checklists: what to bring when doing a conference, staff meeting, parts to order

Step 4: Reviewing Refresh your mind on commitments and tracks delivery of ongoing projects • Daily: ensure that your schedule is structured to maximize your time • Weekly: track what you accomplished compared to your goals • Monthly: ensure that you your gettingnearer to your goals

Step 5: Doing Know yourself! Define what you will do based on the following criterions: • Context: When commuting, do your phone calls. • Time available: look up for a tech sheet before getting in a customer’s home • Energy available: If low, do data processing • Priorities: execute task with high priority in your task list

Toodledo.com One of the solutions available to you to manage your tasks that is convenient and works well on mobile devices. We negotiated a promocode for USA members called "ASTI2014" that will be good for 20% off a subscription. It is valid until the end of March.

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Why Bother? Because it works!

Ivy Lee’s 90 days drill

Time savers Ideas to help you save time

5 Whys technique Clients angry that the part they are waiting for was supposed to be available, but B/O, but is now NLA. Lots of wasted time extinguishing fires. First why? No tight follow-up on part status Second why: service manager, part clerk AND CSR are all in contact with the PD but none is accountable. Third why: roles and responsibilities are not clearly defined

Root Cause – the solution Define roles & responsibilities: • Make 1 person accountable to follow-up with PD. Clarify the process: • Put a reminder in your task scheduler to follow-up ETA for all B/O parts on a bi-weekly basis. • Call customers to manage their expectations before they call you! Talking about time management!

Other time savingtips • Deactivate email/Facebook/Candy Crush/Hay Day pop-ups on your screen / on your mobile. • Take your emails 3 times a day (morning, noon, end of day). • Closed door policy: if closed, you need an important urgent reason to have this door opened. • Train yourself/your people not to disturbunlessimportant AND urgent. • Learn and apply the Pareto Analysis

Do It! Stephen Covey: The successful player has the ability to do the things failures don’t like to do. They don’t like to do them either necessarily, but their disliking is subordinated to the strength of their purpose.

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Efficient Time Management Strategies: Get Things Done and Increase Productivity

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