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My Best Practices
Time Management & Productivity
By Vit HorkyBrand Embassy Inc., February 2016
Where did you come up with the best ideas in your life?
Where do I come up with new ideas?
Where do I come up with new ideas?
Where do I get sh** done?
Where do I come up with new ideas?
Where do I get sh** done?
Where do I have efficient meetings?
Where do I come up with new ideas?
Where do I get sh** done?
Where do I have efficient meetings?
Where do I planand reflect best?
Where do I come up with new ideas?
Where do I get sh** done?
Where do I have efficient meetings?
Where do I planand reflect best?
When I walk
Where do I come up with new ideas?
Where do I get sh** done?
Where do I have efficient meetings?
Where do I planand reflect best?
When I walk In Starbucks
Where do I come up with new ideas?
Where do I get sh** done?
Where do I have efficient meetings?
Where do I planand reflect best?
When I walk In Starbucks In a meeting room
Where do I come up with new ideas?
Where do I get sh** done?
Where do I have efficient meetings?
Where do I planand reflect best?
When I walk In Starbucks In a meeting room
When I walk
Envision what are you going to do before you do it.
Professional sport people envision that are they going to do including all distraction that may happen. Play video (3min): http://www.nytimes.com/video/sports/olympics/100000002720727/flying-high-while-still-on-the-ground.html
At home: What I want to do today?
On the way: How am I going to do it?
In office: Just do it.
Prepare what are you going to do before you turn on your laptop.
When you get stuck Redirect > Reflect > Finish later
Envision how your team / customer will be happy once you achieve your goal.
What’s the point of a Vision?
Problem: BEEs want to improve in time management.
Idea: We are going to make a workshop.
Goal: BEEs will feel great about being in better control of their time, they have more fun, they will appreciate our effort.
WE A L L L O V E Y O
U
Envision how your team / customer will be happy once you achieve your goal.
What’s the point of a Vision?
Problem: BEEs want to improve in time management.
Idea: We are going to make a workshop.
Goal: BEEs will feel great about being in better control of their time, they have more fun, they will appreciate our effort.
WE A L L L O V E Y O
U
What do you need to do to make them happy?
Work in time blocks.
BLOCK1:20 hod / 50 min / 25 min
BREAK10 min / 5 min
1:20 hod - just for workshops, Typically 50min is more productive50 min - suitable for most individual activities, when you need to produce something. 25 min - suitable for most individual meetings or statuses
Have time for reflection after max 3 blocks
how do you feel about the progress?re-read notesthink about how it wentplan how to improve next time
Have time for reflection after max 3 blocks
how do you feel about the progress?re-read notesthink about how it wentplan how to improve next time
Example of my day schedule
Reward yourself accordingly
Each new customer 12 customers in 6 months $450k in New Won revenues by 6/2016
Effective meeting habitsPlanning
Owner assignedAppropriate time block createdGoal shared
Effective meeting habitsPlanning
Owner assignedAppropriate time block createdGoal shared
On Meeting
Goal repeated and agreedMeeting notes createdGoal vs. ResultNext steps Owners updated
Effective meeting habitsPlanning
Owner assignedAppropriate time block createdGoal shared
On Meeting
Goal repeated and agreedMeeting notes createdGoal vs. ResultNext steps Owners updated
After Meeting
ReflectionRe-read and update meeting notesThink about results and next Steps as well how to improve the process next time
Meetings, BLOCKS for individual activitiesCca 80% of my work time arranged.
Use the right tools for the right activitiesScheduling
Daily todos (resolved in BLOCKS)Cca 3-10 resolved daily.Every project contains all tasks needed for project success.
Simple tasks related to specific leads/prospects/customers.
Ideas, conception drafts, notes on flySome moved to Google Drive/Hubspot once finishedCca 50-70 notes a month
Use the right tools for the right activitiesNote taking
Documents/decks/spreadsheets shared with othersI create new document only once conception is made in Evernote and I'm happy about it.
Any internal communication, no internal emailsTurning off notifications during meetings, blocksResponding cca 10x a day in cca 10min blocks
Use the right tools for the right activitiesWritten Comms
Checking Primary emails cca 5x day in 10min blocks, responding right away Checking other emails 1x day
Use the right tools for the right activitiesVoice Comms
Scheduled calls with customers, internal group calls.Using webcam, screen sharing3-5x calls a day
Typically just for 1-3min quick internal consultationsAvoiding non-scheduled calls1-2x calls a day
Prioritize: Apply easy 5-step prioritization process
Prioritize: 1. What are the tasks someone else is waiting for?
Prioritize: 2. What will help me to get closer to achieve my current goals?
Prioritize: 3. What simple urgent tasks I can resolve immediately?
Prioritize: 4. What tasks will I enjoy working on?
Prioritize: 5. What tasks will help me to learn in the area I am interested in?
Delegate: What are the tasks someone else will do better?
Learning: 1. How do you learn most?
BooksAudiobooks
(Video) Lectures
Coaching
Learning: 2. Where do I learn most?
At home
At a coffeeshop
In a library
Learning: 3. What do I want to learn?
To achieve my work goals To feel better every day To fulfill my dreams
Reflect the day before you go to sleepWhat have you done you have positive feeling about?
And negative feeling?What are you going to change tomorrow?
Additional productivity hacks★ Avoid useless content - TV only on demand★ No daily news, use peer curation on Facebook/TW/Li, Subscribe to
inspirational people that share trusted opinions/news★ Magazine/book audio editions★ Be militant about time for your own. Regular sleep, sports, friends, ...
Exercise: Do you split your work time based on your goals?
1. Goal: Structure your work time accordingly to your work and career goals2. Individual exercise: Each person defines max 7 categories of their work time and attribute ideal
time spend on them 3. Measure your work time for one week and present comparison Ideal vs. Reality.
I need more time on coaching and be more efficient in planning.
Don't forget: Making the right things and having funis more important than doing things right.
Thank you.
Vit
