Time Management Is An Oxymoron - Priority Management FTW!

Time is beyond our control, the clock never stops ticking! Priority management is the answer to maximising our time in the workplace (and in life!), presenting a series of frameworks and hacks to take back control and become a more productive marketer.

Transcript

1. PRIORITY MANAGEMENT FOR THE WIN! TIME MANAGEMENT IS AN OXYMORON
2. INDERPAUL RAI HEAD OF PERFORMANCE MARKETING UFURNISH.COM SPEAKER AT: • OPTMYZR TOWN HALL • HEROCONF • SMEC GOOD DAY • FEATURED ON MIKE RYAN’S GROWING ECOMMERCE PODCAST https://www.linkedin.com/in/inderpaul-rai/ https://twitter.com/inderpaul_rai
3. TIME MANAGEMENT WHY IS IT A PROBLEM?
4. WHY IS IT A PROBLEM? STUDIES SHOW… IT TAKES BETWEEN 11 TO 25 MINUTES TO RETURN YOUR FOCUS TO A TASK AFTER BEING INTERRUPTED OR DISTRACTED CONVERSELY IF YOU TRY TO FOCUS MORE THAN 90 MINUTES ON ONE PIECE OF WORK YOU BECOME MORE UNPRODUCTIVE & INEFFICIENT AT DOING THAT TASK
5. ENEMIES OF TIME MANAGEMENT PROCRASTINATION SOCIAL MEDIA OVERSLEEPING INABILITY TO SAY NO TIME WASTING INNATE NEED TO BE IN CONTROL NOT BEING ABLE TO TRUST OTHERS NOT TRAINING OTHERS SUFFICIENTLY INABILITY TO DELEGATE DOING MORE THAN YOUR CAPACITY MISGUIDED SENSE OF DUTY TO DO EVERYTHING FEAR OF LOSING OUT FEAR OF FAILURE DISEASE TO PLEASE OVERREACTING
6. WHY IS IT A PROBLEM? MULTITASKING IS AN ENEMY OF PRODUCTIVITY ONLY 2% OF THE POPULATION ARE GOOD MULTITASKERS THE OTHER 98% CAN’T MULTITASK AND DO TWO TASKS AS WELL AS THEY COULD DO THEM ONE AT A TIME
7. THESE ARE THE MOST COMMON EXCUSES FOR NOT STARTING/FINISHING SOMETHING “I’M SO BUSY” WHY IS IT A PROBLEM? THE BUSY TRAP – WHY CAN’T WE DO WHAT WE NEED TO DO? “I’M RUSHED OFF MY FEET” “THERE AREN’T ENOUGH HOURS IN THE DAY” YOU CANNOT ADD MORE HOURS TO A DAY, BUT YOU CAN BE BETTER WITH YOUR TIME
8. WHY IS IT A PROBLEM? APPEARING PRODUCTIVE… FILLING EVERY MOMENT OF THE DAY WITH TASKS & ACTIVITIES IS NOT THE SAME AS BEING PRODUCTIVE “IT’S NOT ENOUGH TO BE BUSY, SO ARE THE ANTS… THE QUESTION IS, WHAT ARE WE SO BUSY ABOUT?” HENRY DAVID THOREAU
9. WHY IS IT A PROBLEM? YOU MAY THINK YOU HAVE NO TIME TO EXERCISE… BUT IF SOMEONE OFFERED YOU £250,000 TO EXERCISE ONCE A WEEK WOULD YOU STILL HAVE NO TIME TO EXERCISE? IT’S NOT ABOUT TIME IT’S ABOUT PRIORITIES
10. WHY IS IT A PROBLEM? STUCK IN THE BUSY TRAP ARE YOU PUTTING YOUR OWN PRIORITIES AND GOALS TO THE BACK OF THE QUEUE? THE BACK OF THE QUEUE NEVER GETS TO THE FRONT
11. THERE’S ONLY 24 HOURS IN A DAY AFTER COMMUTING, CHECKING & WRITING EMAILS, MEETINGS, LUNCH… THAT DOES NOT GIVE YOU A LOT OF TIME
12. TIME MANAGEMENT “IF IT AIN’T BROKE, DON’T FIX IT” HOW DO WE IMPROVE? “DON’T UPSET THE APPLE CART” BUT WHAT IF THERE’S A BETTER WAY? BUT WHAT IF THEY’RE ROTTEN?
13. HOW DO WE IMPROVE? PARETO PRINCIPLE 80% OF RESULTS COME FROM 20% OF YOUR WORK 20% OF YOUR FRIENDS GIVE YOU 80% OF YOUR JOY YET WE TRY TO FIT EVERYTHING AND EVERYONE IN? 20% EFFORT 80% RESULTS
14. HOW DO WE IMPROVE? FACE YOUR FEARS BY KEEPING BUSY EVERYDAY WE CAN’T BLAME OURSELVES FOR NOT PURSUING OUR OWN PRIORITIES & GOALS THIS IS WHERE FEAR BECOMES A COMFORT BLANKET
15. HOW DO WE IMPROVE? FACE YOUR FEARS IF YOU KEEP DOING WHAT YOU’VE ALWAYS DONE, YOU’LL KEEP ON GETTING WHAT YOU ALWAYS GET RISK CHANCE A SITUATION INVOLVING EXPOSURE TO DANGER, THE POSSIBILITY THAT SOMETHING UNPLEASANT OR UNWELCOME WILL HAPPEN AN OPPORTUNITY TO DO OR ACHIEVE SOMETHING, THE PROBABILITY OF SOMETHING PLEASANT HAPPENING
16. HOW DO WE IMPROVE? THE WHEN TRAP I WANT TO SPEND MORE TIME ON MY OBJECTIVES …BUT CAN’T UNTIL I WANT TO EXERCISE MORE …BUT CAN’T UNTIL I WANT TO SET UP MY OWN BUSINESS …BUT CAN’T UNTIL
17. HOW DO WE IMPROVE? STOP GIVING ALL TASKS EQUAL IMPORTANCE. AT THE START OF EACH DAY WRITE DOWN WHAT YOU NEED TO DO AND WHAT WILL HAVE THE BIGGEST IMPACT STOP DON’T BE AFRAID TO ASK FOR HELP. SOMETIMES OTHERS ARE IN A BETTER POSITION TO PRIORITISE YOUR WORK ASK BUSYNESS JUST CREATES MORE CONFUSION. REGAIN YOUR FOCUS ON AN AREA YOU FEEL IS OUT OF CONTROL. SMALL CHANGES MAKE A BIG DIFFERENCE FOCUS
18. HOW DO WE IMPROVE? RE-EVALUATE ALL MEETINGS • DOES THIS MEETING NEED TO OCCUR? • IS THERE AN AGENDA? • ARE THERE ACTION POINTS AFTER? • INCLUDE AS FEW PEOPLE AS POSSIBLE • SET A CLEAR, SHORT AGENDA • STICK TO TIME LIMIT OF THE MEETING • CREATE AN ACTION PLAN • AGREE WHO IS RESPONSIBLE FOR WHAT • AGREE TIMEFRAMES ON ACTIONS LESS IS MORE
19. HOW DO WE IMPROVE? TIME MANAGEMENT IS PRIORITISING HOW & WHERE TO INVEST YOUR TIME TRYING TO BE ALL THINGS TO ALL PEOPLE RESULTS IN NOT HAVING TIME OR ENERGY TO GIVE PEOPLE & THINGS THE ATTENTION THEY DESERVE DISCRIMINATE BETWEEN THE THINGS THAT HELP YOU GROW AND THE THINGS THAT SET YOU BACK OR KEEP YOU STANDING STILL
20. HOW DO WE IMPROVE? TIME MANAGEMENT IS PRIORITISING HOW & WHERE TO INVEST YOUR TIME SAY YES IF… SO NO WHEN… • IT NEEDS TO BE DONE • IT’S WORTH DOING • YOU ARE CAPABLE • YOU WANT TO • YOUR HEAD & HEART AGREES • ITS PURPOSE IS UNCLEAR • IT’S NOT GOING TO BENEFIT LONG RUN • SOMEONE ELSE CAN DO IT AS WELL OR BETTER • YOU’RE ONLY SAYING YES OUT OF FEAR • YOUR HEAD OR HEART DISAGREES
21. I’D LOVE TO DO THIS, BUT CAN’T BECAUSE…[GIVE A GOOD REASON] MY CURRENT TASKS ARE X, Y, Z. WHICH WOULD YOU LIKE ME TO DELAY IN ORDER TO DO THIS? HOW DO WE IMPROVE? HOW TO SAY NO…. LET ME THINK ABOUT IT AND GET BACK TO YOU I DON’T THINK I’M THE BEST PERSON TO HELP, BUT PERHAPS YOU CAN TRY [INSERT NAME HERE] I CAN’T RIGHT NOW, BUT I CAN GET IT TO YOU BY…[SUGGEST A DATE] I CAN’T DO THIS, BUT WHAT I CAN DO IS…[SUGGEST SOMETHING ELSE]
22. DON’T SAY YES TO EVERYTHING STRAIGHT AWAY EVERY TIME YOU SAY YES TO SOMETHING YOU’RE NOT ENGAGED WITH OR WILL HAVE NO REAL IMPACT THEN… …YOU’RE TAKING AWAY TIME FROM THE THINGS THAT WILL HAVE AN IMPACT FOR YOU AND OTHERS
23. TECHNIQUES & TOOLS
24. TECHNIQUES & TOOLS COVEY TIME MANAGEMENT MATRIX NOT IMPORTANT URGENT IMPORTANT NOT URGENT • DEADLINE DRIVEN PROJECTS • LAST MINUTE CHANGES • KITCHEN FIRE • CRYING BABY • EXERCISE • RELATIONSHIP BUILDING • RECOGNISING NEW OPPORTUNITIES • TRAINING & DEVELOPMENT • CREATIVE WORK • VACATION PLANNING • INTERRUPTIONS • SOME MEETINGS • SOME EMAILS • REPORTS • PRESENTATIONS • BUSY MANUAL WORK • SOME EMAILS • GOSSIP • IDLE SPECULATION • SELF INDULGENT PERFECTIONISM MUST ACTIVITIES: IMPORTANT & URGENT SHOULD ACTIVITIES: NOT IMPORTANT & URGENT IMPORTANT & NOT URGENT COULD ACTIVITIES: NOT IMPORTANT & NOT URGENT
25. TECHNIQUES & TOOLS A-B-C PRIORITISATION A PRIORITIES HIGH VALUE & PRIMARY CONCERN B PRIORITIES MEDIUM VALUE & SECONDARY IMPORTANCE C PRIORITIES LITTLE VALUE & LITTLE IMPORTANCE
26. TECHNIQUES & TOOLS SCHEDULING ALWAYS SCHEDULE YOUR TASKS, ESPECIALLY NON-TIME CRITICAL BUT IMPORTANT TASKS & GOALS. THESE GOALS/PROJECTS CAN GO ON INDEFINITELY WITHOUT SPECIFIC DEADLINES IF IT’S NOT IN THE SCHEDULE…………IT WON’T HAPPEN
27. TECHNIQUES & TOOLS EAT THAT FROG WHEN PLANNING AND PRIORITISING YOUR DAY, PICK THE ONE TASK THAT SCARES YOU OR YOU’VE BEEN PUTTING OFF THE MOST. DO IT FIRST. IF YOU DON’T EAT THAT FROG YOU’LL SPEND ALL DAY OR WEEK WORRYING OR BEING DISTRACTED BY IT. YOU’RE SABOTAGING YOUR DAY AND INCREASING YOUR OWN STRESS BY NOT DOING IT.
28. TECHNIQUES & TOOLS BATCH TASKS ARRANGE TASKS INTO GROUPS AND WORK ON THOSE GROUPED TASKS TOGETHER REDUCES AMOUNT OF TIME SPENT SWITCHING FROM ONE TASK TO ANOTHER, KEEPING YOUR FOCUS
29. TECHNIQUES & TOOLS OTHER TIPS AND TRICKS BEFORE LEAVING WORK WRITE DOWN YOUR TOP 6 PRIORITIES FOR THIS WEEK IN YOUR NOTEBOOK WRITE THE TOP PRIORITY ON A POST IT NOTE & PUT IT ON YOUR COMPUTER SCHEDULE 60-90 MINUTES THE NEXT DAY WITH NO DISTRACTIONS AND COMPLETE THIS ONE TASK ONCE COMPLETE, REPEAT THE FIRST STEP ☺
30. TECHNIQUES & TOOLS OTHER TIPS AND TRICKS WHEN GETTING A NEW CLIENT, PROJECT, OR LIST OF ACTIONS FOLLOWING A MEETINGS: • GET THE QUICK AND EASY THINGS DONE FIRST • PRIORITISE AND PUT IN A PLAN FOR ALL DIFFICULT/LENGTHY THINGS THAT WILL HAVE AN IMPACT • ALL ACTIONS THAT ARE DIFFICULT/LENGTHY WITH NO OR LOW IMPACT, DON’T DO OR DE-PRIORITISE ANOTHER TIP: SCHEDULE MAJOR PRIORITIES (ESPECIALLY YOUR OWN) THAT WILL TAKE TIME INTO YOUR CALENDAR
31. PULL 3 TASKS FROM THE EASY LIST AND DO THEM NOW. SET A DEADLINE FOR EVERYTHING ELSE TECHNIQUES & TOOLS OTHER TIPS AND TRICKS PUT ALL EASY TASKS ON THE LEFT AND ALL DIFFICULT/LENGTHY TASKS ON THE RIGHT CROSS OFF ALL TASKS ON THE RIGHT THAT HAS LITTLE TO NO IMPACT EASY DIFFICULT/LENGTHY • IMPLEMENT ACCOUNT LEVEL IMAGE EXTENSIONS • PAUSE NON PERFORMERS • CHANGE BID STRATEGY TARGETS • CHANGE LANDING PAGES • IMPLEMENT GRANULAR SITELINK STRUCTURE • OPTIMISE GOOGLE SHOPPING FEED • TROUBLESHOOT TRACKING ISSUES • LARGE ANALYSIS ON CAMPAIGNS WITH < 50 IMPRESSIONS • A/B TESTING IN CAMPAIGNS WITH 10 CLICKS PER MONTH
32. TECHNIQUES & TOOLS • ELIMINATE EVERYTHING YOU’RE NOT GOING TO DO NOR DELEGATE • ASK YOURSELF DOES IT NEED TO GET DONE? • IF IT DIDN’T, WHAT WOULD HAPPEN? • WOULD IT FREE UP MORE TIME FOR MORE USEFUL THINGS? DITCH IT • WHAT WOULD YOU NEED TO DO TO GIVE THESE TASKS TO SOMEONE ELSE? • ARE THERE GAPS IN TRAINING? • WORRYING SOMEONE ELSE CAN’T DO IT AS WELL AS YOU KEEPS YOU TRAPPED DELEGATE IT • FOR ACTIONS YOU HAVE TO DO YOURSELF, PRIORITISE, BATCH THEM, BREAK THEM DOWN • PRIORITISE EACH DAY FIRST THING IN THE MORNING SO YOU HAVE A CLEAR HEAD • BREAK YOUR TO-DO LIST INTO MANAGEABLE CHUNKS DO IT
33. SMALL VICTORIES ARE CRUCIAL FOR MOMENTUM 1. DETERMINE OVERALL SUBJECT 1. WRITE THE OUTLINE OF THE BOOK 1. THEN OUTLINE EACH CHAPTER 1. WORK ON ONE CHAPTER AT A TIME 1. GET FEEDBACK FROM OTHERS 1. EDIT MANUSCRIPT 1. SEND TO THE PUBLISHER WRITE A BOOK TO ACHIEVE GOALS YOU HAVE TO BREAK IT DOWN INTO MANAGEABLE PARTS COMPLEXITY JUST MAKES THINGS MORE DIFFICULT TECHNIQUES & TOOLS OTHER TIPS AND TRICKS
34. TECHNIQUES & TOOLS FILTER PRUNE FOCUS 1 2 3 4 PRIORITISE IDENTIFY WHO & WHAT IS IMPORTANT LET GO OF WHAT ISN’T IMPORTANT BRING WHAT MATTERS TO THE FRONT OF THE QUEUE DO WHAT YOU LOVE AND DO IT WELL
35. OVERTHINKING LEADS TO… FEAR CAUSING YOU TO LOSE THE COURAGE TO START ANYTHING PROCRASTINATION INSTINCT & INTUITION DISRUPTED CONCERNS ABOUT GETTING THINGS WRONG FAILURE TO FOCUS ON WHAT YOU’RE DOING BECAUSE YOU’RE WORRIED ABOUT WHAT YOU’RE NOT DOING SAYING YES TO EVERYTHING FOR FEAR OF UPSETTING/DISPLEASING PEOPLE TOO MANY OPTIONS, TOO MUCH RESEARCH NEVER FEELING READY TOO MANY EXCUSES NOT TO DO IT
36. FOCUSED ACTION LEADS TO… LIVING WITH PURPOSE GETTING RESULTS HAVING TIME FOR THE PEOPLE THAT MATTER FINISHING THE PROJECTS YOU START NOT BEING AFRAID TO CHANGE DIRECTION TRUSTING YOUR INSTINCTS TRUSTING OTHERS TO ASK FOR HELP SHARING YOUR BEST IDEAS WITH THE WORLD
37. THANK YOU! SOURCES: DO LESS GET MORE – SHAA WASMUND FAST COMPANY – VARIOUS ARTICLES PPC HERO – VARIOUS ARTICLES SEARCH ENGINE LAND – VARIOUS ARTICLES THE NO. 1 TIME MANAGEMENT MISTAKE - GREG MCKEOWN