Finding an Extra Hour:

Time Management Tips and Strategies

for Busy Managers and Professionals

Presented for:
MASSP Annual Conference

DATE: May 2, 2008

Program Led By Randy Dean of:

Randall Dean Consulting & Training, LLC

CONSULTING
TRAINING

1881 Linden Street ! E. Lansing, MI 48823 ! Phone: 517-336-8906 ! Cell: 517-896-6611

Fax: 832 550-3308 ! Web: http://www.randalldean.com ! E-mail: Randy@randalldean.com

Key Learning Points for Todays Program:

1. Understanding possible impact of interruptions and project transitions on overall
productivity
2. Utilizing effective task reminders to reduce productivity traction loss
3. Incorporating task reminders into MS Outlook task program
4. Strategy for reducing the impact of phone tag on productivity loss
5. Effective use of padding for managing information receivables; setting and
managing appropriate timing expectations for task and project deliverables
6. Tracking information receivables and taking effective proactive action with them
7. Key strategies for making your time in meetings more productive and efficient
8. Learning to utilize expected dead time for forward productivity
9. Calendar strategies for repeating engagements; effective use of calendar
reminders/alarms
10. Contact management strategies that allow for significantly enhanced
client/customer information retention and relationship development
11. Utilizing notes within Outlook (or on paper) to reduce mental clutter;
enhance clarity and productivity
12. Managing office and information clutter via the three minute, one touch rule
13. Setting appropriate priority for remaining task/information items
14. Key strategies for keeping e-mail under control, including reducing the loss of
focus and productivity associated with constantly monitoring e-mail
15. A couple ideas on effectively incorporating PDAs/SmartPhones within personal
productivity/information management systems.

Time Management/Office Organization

Finding an Extra
Hour Every Day:
Top Time Management Tips for
Busy Managers and Leaders
Presented by
Randall (Randy) Dean
President, Randall Dean Consulting &
Training, LLC
A Leading Time Management/PDA Usage/E-mail &
Info Overload Training Firm
Originally published and presented February 2006. Randall F. Dean 2006.

Agenda of Program
Introduction
Managing Tasks and Dealing w/ Interruptions
Simple Project Management/Project Organization

Time Savers
Strategies for Managing Meetings and Wasted

Meeting Time
Handling & Managing E-mail and Information

Overload
Some Fun Additional Tips

Tasks, Traction, and

Interruptions

Randall F. Dean

Time Management/Office Organization

Cost of Interruptions to
American Business:
$650 Billion/Year
Average Time Lost
Per Interruption:
4-15 Minutes

A Project Kick-Start:
The Next Step Habit
Never backtrack on a project
Also great for interruptions
Low-tech: The Sticky Note
High-tech: Software/PDA
Mid-tech: Come see me!!

Speaking of Phone Calls

Ever get caught in phone tag?
Heres a way to end phone tag forever

Randall F. Dean

Time Management/Office Organization

Waiting Ons . . .
Anything owed to you by anybody . . .
Money? Tax refund?
Books/CDs loaned to friends/relatives
Phone calls/faxes/e-mails with info you

are waiting on.

Develop your new personal brand the

polite but persistent pest

A great urgency reduction tool

Time for a Meeting?

When Asked to Attend

Ask to see agenda first
Ask why if attendance reason not clear
Meeting attendees should be:
Meeting leader
Referent expert
Task managers

Final fun tip on meeting start times

Randall F. Dean

Time Management/Office Organization

Standard Meetings Memo

A running agenda collector for any

standard meetings
Allows you to capture items to be

discussed whenever the thought crosses

your mind
Can use Desktop/Memo Software to cut
and paste into agenda e-mail/document

When the eagles are silent,

the parrots begin to chatter.
Sir Winston Churchill

Four Great Strategies for

Late-Starting Meetings
Interpersonals Memos
2. To Review File
3. Planning Time
4. Delete Those Junk E-mails!
1.

Randall F. Dean

Time Management/Office Organization

THE Definitive CLUTTER Buster!

The Three-Minute Rule
Every piece of information (paper, fax, e-mail, vmail, etc.) that you get you should touch one
time.
If you can take care of this task (accomplish,
reply, file, read, forward, delete, toss, etc.) in
three minutes or less, DO IT RIGHT NOW!!!
If not, file appropriately into the Priority box or
task list to be accomplished in order of priority
or urgency (you decide).

Key E-mail Strategies

Primary account, personal account, Internet account
Rationale: 1) Maintain focus; 2) Mitigate junk/SPAM
Goal is to keep Inbox empty
Reply, forward, tickle, file, delete
Build file structure to accommodate easy filing
Be ruthless poorly titled, just delete?
SHIFT_DELETE strategy

Dont Be a Blinger
Resist temptation to constantly monitor
Turn off sound
Turn off ghost
Instead, check at set points throughout

day
To balance productivity with responsiveness

Are you being forced to bling?

Ask for a habit change

Randall F. Dean

Time Management/Office Organization

So when do you check

e-mail?
For most professionals four times per

day:
First thing in morning
About an hour before lunch
Right after lunch
About an hour before you leave

Can also check after project completions

and after meetings

A Few Fun Tips, Tactics, and

Techniques

A Calendar/Tickler Tip
for the Guys
Ever forgot a birthday? Or anniversary?
NEVER do it again!
Use the same strategy for meetings and

appointments

Randall F. Dean

Time Management/Office Organization

Address Book Strategies

More than just name, address, phone, fax
Use as way to build stronger relationships:
Spouse/Kids Names
Directions
Quirky Habits/Behaviors
Contact Management Tracking
Your Own Personal Biz Card to E-mail/Beam

How About Some

Useful Memos/Lists?
Staff Management Memos

Driving Log

Company/Firm Archive

Hours Log

Personal Goals/Dreams List

Calls Log

Shopping Lists
Travel/Financial/Medical Archives
Business/Personal Trip packing list
Golf Club Shot Selector

Workout/Diet Diary
Books to Read list
Movies to See list
Music to Buy list

Final Thoughts:
Lots of info to chew on here:
Pick the ideas/strategies that work best for you
Come back to your notes later to integrate more
If an area of opportunity, consider a longer-form program

in time management/personal organization

Continue learning/practicing/perfecting your use of time
Send me a note if you think of more!

Randall F. Dean

Time Management/Office Organization

Where to Get More Info:

Randys New E-book: Taming the E-mail Beast: 45 Key

Strategies for Managing Your E-mail Overload
http://www.emailsanityexpert.com
Randall Deans Major Satisfactors = Major Success
David Allens Getting Things Done
Stephen Coveys Seven Habits of Highly Effective People
and First Things First
Anthony Robbins Awaken the Giant Within (great goalsetting program)
Kenneth Blanchards The One Minute Manager
Alan Lakeins How to Get Control of Your Time and
Your Life

Other Randy Dean Programs:

Taming the E-mail Beast: Key Strategies for Managing

E-mail & Info Overload (1-3 hours)
Time Management Strategies for Busy Managers,
Leaders & Professionals (1/2 to full day)
Keynote/Breakout Session: (RE)Awakening the Passion
and Energy in Your Work (and Life)
The PDA Power Program: Advanced Time Management
Principles for PDA Users
PDA Power Hour: A Fun Conference/Meeting Program
Managing & Leading Great Staff & Team Meetings
(1-2 Hours)
Go to www.randalldean.com/programs.html

Were Done!!!

Randall Dean Consulting & Training, LLC

1881 Linden Street
East Lansing, MI 48823
Phone: 517-336-8906
Fax: 832-550-3308
Email: randy@randalldean.com
Web: www.randalldean.com

Randall F. Dean