Expanding your business

Persuasion is necessary
Providing information to your client does not necessarily make them change their behavior. Explain the risks of not changing, provide the benefits of changing, and then give them the tools, techniques and methods they need in order to change.

80% Rule of Delegation
If someone else can do a task 80% as well as you can, let them do it.

 

Time on your side

Simplify the tasks
The more steps there are in any task or procedure, the more complicated it becomes and the greater the chance of error. It will also increase the amount of time consumed and as well as the cost. “Keep it simple” should be your motto.

Work on priorities
Good advice from the book, Eat That Frog by Brian Tracy: “You can get your time and your life under control only to the degree to which you discontinue lower value activities.”

 

The time management process

Managing your time refers to planning life in such a way as to utilize the hours as efficiently and effectively as possible. Not just efficiently, which refers to doing things in the best possible way, but also effectively, which involves spending time on the best possible things. What’s best for you may not be what’s best for your clients, and vice versa.

As a part of this process, people should visualize the future they want and then take the necessary action in the present in order to make that vision a reality. Their goals are simply snapshots of the future they visualize.

These snapshots are then expressed in writing and entered in the goals section of their planner as a constant reminder of where they are headed. So in my opinion, a planner must have a place to record goals since goals are an integral part of planning. I also believe that their mission statement should be recorded in their planner as well. It reminds them of why they are in business. Just as goals determine what gets entered into the weekly planning section, so the mission statement determines what gets written in the goals section. Their goals must be compatible with their mission.

Finally, blocks of time are scheduled in their planner to actually work on those goals. Goal-related tasks and activities, the true priorities, should never be relegated to a “To Do” list.

 

Making Time Work For You: Getting off to a good start

Experienced time managers will tell you that the first hour of the day usually determines your level of productivity for that day. Here are five suggestions for starting the day off right.

1.    How your morning starts is affected by how the previous day ended. Plan your day the previous afternoon or evening. Leave your work in an organized state.

2.    Get a good night’s sleep, preferably going to bed early rather than getting up late. Never sacrifice sleep in order to get more work done. Long term memories are formed and cells repaired during sleep.

3.    Get up early. Don’t linger in bed once you’re awake. Get involved in exercise (a brisk walk will do) to get you going.

4.    Review your plans for the day. Confirm that what you plan to do will help achieve your goals, and that the greater priorities are scheduled early in the day.

5.    Skip email and other distractions until you have completed your first scheduled task. Don’t waste prime time on administrative or routine tasks. Days that start well usually end well.

If you are an early bird, as opposed to a night owl, this advice is particularly important. Don’t spend your prime time, when you are most energetic and mentally alert, on trivial or routine tasks that can be left until later.

Going faster slows you down

When you hurry, you frequently forget to do things – such as double check that address before you leave home, or turn off the stove, or pack a lunch – that ends up wasting more time than you saved by hurrying. How many times have you forgotten to bring something to a meeting or phone someone or close the windows or pick up the mail, simply because you were in a hurry?

Slow down and you will save time. Think about what you will say before making a call, review a mental checklist before you leave home, plan each day in the morning, review results in the afternoon, update your list in the evening. Think before you act.

Drive slower, walk slower and talk slower. You will experience less stress, improved communications, and fewer errors. Haste does make waste in many circumstances. Accidents increase with speed.

Do one thing at a time. And take the time that’s needed to do that one thing properly. The same people who don’t have the time to do something well are the same ones who seem to have the time to do it over again. Slow down and you will have the time to enjoy life as it passes. Speed up and life will not only pass more quickly, you will remember less of it later in life.

Wherever you are, BE THERE

by Dr. Alan Zimmerman

I shouldn't have to write this article today. After all, no one needs to be reminded about living in the present. Or do they?

Apparently they do. As I watch people and the media go crazy with our tough economic times, I see them living everywhere except the PRESENT.

Some people are living in the PAST, filled with regret, as they incessantly talk about "the good old days ... how things used to be ... and ... what they should have done."

Other people are living in the FUTURE. They're overwhelmed with worry, wondering what tragedy will befall us "if a certain candidate is elected President ... if another terrorist attack should occur ... or ... if the economy doesn't bounce back soon."

Still other people are worshipping at the altar of "MULTI-TASKING." They talk about multi-tasking as though they're doing something noble and somehow being more productive. In reality, they're living their life somewhere else than where they're at ... at the moment.

And, in my opinion, when you live anywhere but the PRESENT ... when you live in the past, in the future, or in the land of multi-tasking ... the results range from sad to disgusting.

I think it's sad when I see a young couple out on a date, eating at a restaurant, while one of the youngsters spends most of his/her time on a cell phone talking to someone else. And I think it's disgusting to go into a men's room and see men lined up at the urinals as they talk to clients on their cell phones.

All these people are missing out on one of the surest keys to a peaceful life, a productive career, and a positive relationship ... and that is... BEING THERE ... being totally present ... wherever they are. But lots of people never learn this key.

Jan Halper talked about that in her book, "Quiet Desperation: The Truth About Successful Men." She said 48% of all middle managers in her study described their lives as "empty and meaningless," despite the many, many years they spent striving to achieve their personal goals.

And 68% of the senior executives said they neglected their families to pursue their professional goals. Half of those executives said if they could start over again, they would spend less time working and more time with their wives and children.

DON'T make that same mistake. I urge you ... I challenge you to BE THERE ... to be totally present ... wherever you are. As author Dan Millman puts it, "In every moment, the quality of your life is on the line. In each, you are either fully alive or relatively dead."

So how can you learn to live in the present? I've found three things that work.

=> 1. Ruthlessly eliminate unnecessary hurry from your life.

In my "Journey To The Extraordinary" program, I remind people that speed and success are two different things. Sometimes the best results come from a slower, more thoughtful approach.

In fact, Todd Livingood from the Mayo Clinic, attended my "Journey" program and later sent me an example. He noted that Jesus was never in a hurry. Even though he was quite busy, he was never in a hurry. He always had time for another person and time to be with His Father.

Nonetheless, it's hard for some people to think of any other way to be successful than to hurry, hurry, hurry. For example, one wealthy businessman was horrified to see a fisherman lying lazily beside his boat, smoking a pipe.

"Why aren't you out fishing?" asked the businessman.

"Because I caught enough fish for one day," replied the fisherman.

"Why don't you catch some more?"

"What would I do with them?"

"You could earn more money," said the businessman. "Then with the extra money, you could buy a bigger boat, go into deeper waters, and catch more fish. Then you would make enough money to buy nylon nets. With the nets, you could catch even more fish and make more money. With that money you could own two boats, maybe three boats. Eventually you could have a whole fleet of boats and be rich like me."

"Then what would I do?" asked the fisherman.

"Then," said the business man, "you could really enjoy life."

The fisherman looked at the businessman quizzically and asked, "What do you think I am doing now?"

So it will be worth your while to eliminate some of the unnecessary hurry in your life. Instead of hurrying to work and arriving there a bit frazzled, get up ten minutes earlier, so you can allow a few minutes to read your morning devotions, take a walk around the block, and literally smell a rose along the way.

With all the turmoil in the marketplace these days, the last thing you should do is worry about the future and hurry through the present. That approach will steal your peace of mind and make things worse than they already are. Instead, notice the good, the kind, the beautiful little things along your daily path, at home and on the job, and BE THERE.

And then...

=> 2. Learn to focus on one person at a time.

Don't even try to have a nice dinner with your spouse if you're thinking about all the work you have to do ... back on the job ... tomorrow. Because even though your body is at the dinner party, you're not.

And don't even think you can have a decent conversation with a colleague in your office if you're glancing at your computer screen or Blackberry every few moments. Because once again, even though your body is at the meeting, you're not there.

No!!! Learn to focus on one person at a time. I saw a demonstration of how that could be done at a Northwest Airlines counter when several flights had to be rescheduled. People were clustered all around, each with a burning question that couldn't wait. As I waited for my turn, I became fascinated by the man behind the counter. There he was, pressured by all those people and yet perfectly calm and composed.

Finally when it became my turn, I said, "I've been admiring the way you handle the public."

He raised his head and looked at me squarely and said, "I don't deal with 'the public,' I deal with one person, and then another, and another and another. Now, what would you like to know?"

He knew how to live in the present by focusing on one person at a time. He didn't allow himself to become tense or anxious because of pressure. He simply took one person at a time. He knew how to BE THERE.

I don't know exactly what your life is like, but I know this Northwest Airline agent has a lesson for all of us in these scary times ... and that is ... don't get over stimulated. Don't try to listen to three TV channels and two radio stations a the same time. Don't try to answer the demands of two customers, one boss, one spouse, and four kids all at once.

You'll be a lot more calm, a lot more clear headed, and a great deal more pleasant ... if you focus on one person ... or one input ... at a time ... whenever possible. That way you can truly BE THERE.

Finally,

=> 3. Practice detachment.

If you really struggle with living in the present, keeping your focus, and putting first things first, remove yourself from all the things that distract you. Detach ... occasionally. It's great practice for a more positive life ... and a great deal more comforting than watching the latest news from the stock market.

Toni Newman learned to do that ... or should I say ... was forced to learn that. On a recent vacation, she left the following message on her voice mail, "If you get this message, please be aware that I am being held hostage by two wonderful children under the age of 6. They have hidden my Blackberry and my cell phone. They have locked me out of my office and away from my computer. The red light on my phone blinks helplessly but alas, I am forbidden to check my messages. Their demands are simple: two weeks of my undivided attention. If I obey, I will be allowed to return to my office on Monday, August 1st. I look forward to reconnecting with you then."

Strangely enough, Toni actually left that message on her home as well as her work voice mail. And that takes guts. Most of us wouldn't want our clients and coworkers to know that we are so detached from business that we couldn't be reached. It might be interpreted as a career-limiting move.

But Toni did it. And the result? When she got back to work, her clients were so impressed with her candor ... and her willingness to stick to her values ... that her sales actually shot up

What about you? Are you living in panic mode? Are you checking your Blackberry or your wireless connection to the Internet every chance you get? Maybe it's time to realize that everyone needs some time to detach from the hustle and bustle. Even you.

And how are you doing when it comes to scheduling time with your family and friends? As Dr. Terry Paulson states, "If your calendar truly is your creed, it's time to put your calendar where your mouth is."

And once you schedule the time, how well do you honor that time by truly BEING THERE? It's time to put your mind where your body is.

Action:
Where are you living your life? In the past ... filled with regrets ... about what you should have done? In the future ... with all its worries about our economic uncertainties? Or in the present ... where calmness reigns and creativity flourishes?

Dr. Alan Zimmerman

time management

First Things First

A Beautiful Story I cam across on Time Management and Setting Priorities.

A professor stood before his class and had some items in front of him. When class began, wordlessly he picked up a large empty jar and proceeded to fill it with rocks right to the top, rocks about 2" diameter.

He then asked the students if the jar was full? They agreed that it was.

So the professor then picked up a box of pebbles and poured them in to the jar. He shook the jar lightly. The pebbles, of course, rolled into the open areas between the rocks. The students laughed.

He asked his students again if the jar was full? They agreed that yes,it was.

The professor then picked up a box of sand and poured it into the jar. Of course, the sand filled up everything else.

"Now," said the professor, "I want you to recognize that this is your life. The rocks are the important things - your family, your partner, your health, your children -anything that is so important to you that if it were lost, you would be nearly destroyed.

The pebbles are the other things in life that matter, but on a smaller scale. The pebbles represent things like your job, house, or car.

The sand is everything else, the "small stuff."

"If you put the sand or the pebbles into the jar first, there is no room for the rocks.

The same goes for your life. If you spend all your energy and time on the small stuff, material things, you will never have room for the things that are truly most important.

Pay attention to the things that are Important in your life.

Spend time with your Family.
Spend time with your people.
Play with your children.
Take time to get medical checkups.
Take your partner out once a while.
Take time to renew yourself.
Find time for maintainance.
Spend time on Preventing than on Solving Problems

***** Take care of the rocks first - the things that really matter.****

Set your priorities, the rest is just pebbles and sand.

 

Save An Hour Each Day... Get Organized!!!

What does your desk look like? * A toxic waste dump? * A bomb exploded? * Burglars had ransacked your office?

In corporate America, most business people associate a messy, dis-organized desk/office with being productive, effective and efficient.

Are you a member of this club?

Did you know that most people are “wasting” an hour each day looking for “STUFF” that’s lost on their desk? How about you? (Do you wish it was “only” an hour?)

And it always happens at the most inopportune time. How many times last week did you call someone up, ask them a question, and they responded, “Hold on a second and let me find the letter/file/proposal. I know it’s here... somewhere.”

And five minutes later they come back and sheepishly said: “I can’t find it, let me call you back later.” Thus beginning another round of telephone tag, stretching a quick five-minute conversation into a five-day odyssey.

If you want to get ahead in life, make more money, and even get home for dinner every once in a while, follow these 6 steps and you’ll be organized. (This complete procedure is explained both in my best-selling “Success is a Journey” and “Time Management for Dummies” books.)

Step #1. Schedule An Appointment With Yourself
For most people, it takes about 2 hours to get organized. Write it on your calendar, and KEEP THE APPOINTMENT!!!

Step #2. No Interruptions
Turn off the telephone, close the door (or put up a Do Not Disturb sign across the entrance to your work space), and allow NO INTERRUPTIONS!

Think of this session as a meeting with your boss or most important client.

Step #3. Bring A Dumpster
Sixty percent of the stuff on most peoples desk can be tossed. That includes you!!!

So keep the papers, documents, and files you need, and throw the rest away.

Remember: Don’t succumb to Cleaner’s Remorse. (Going thru the trash and pulling out the stuff you just threw away because you think you may “Need It Again.”

Step #4. Pickup A Piece Of Paper
Now that you’ve closed the door and turned off the phone, pick up a piece of paper - any one will do - and ask yourself 3 questions

• What is it?
• Why do I have it?
• What am I going to do with it?

If you can’t come up with a good answer, THROW IT AWAY!!!

Step #5. File Your Papers
If you need to keep a piece of paper, (file or proposal), put it in a properly labeled file folder. If one doesn’t exist, create one on the spot.

Step #6. Record Your To-dos On A Master List
If there’s work to do, note it on your Master List, which is a to-do list written on a big piece of paper - like a legal tablet.

You can also record your tasks inside your contact manager - like ACT!, or your PIM - like Outlook, or your PalmPilot.

Before you know it, your desk will look like the flight deck of an aircraft carrier, and your garbage can will be filled to the brim, overflowing, and spilling onto the floor.

You’ll be organized, efficient and productive. You’ll spend your time doing things that make you successful.

Never Save Something for a Special Occasion

Please do read this ... do not be too busy Earning a Living and in the process Forget to Live. Here is a hair raising story which shows the importance of Time Management and understanding what Life and Priorities are all about.

Trust you will enjoy the read and start Living each day.. each moment...!!!

A friend of mine opened his wife's saree drawer and picked up a silk paper wrapped package:

"This, - he said - isn't any ordinary package." He unwrapped the box and stared at both the silk paper and the box.

"She got this the first time we went to New York, 8 or 9 years ago. She has never put it on. Was saving it for a special occasion.
Well, I guess this is it. He got near the bed and placed the gift box next to the other clothings he was taking to the funeral house, his wife had just died. He turned to me and said:

"Never save something for a special occasion. Every day in your life is a special occasion".

I still think those words changed my life.

Now I read more and clean less.

I sit on the porch without worrying about anything.

I spend more time with my family, and less at work.

I understood that life should be a source of experience to be lived up to, not survived through.

I no longer keep anything.

I use crystal glasses every day.

I'll wear new clothes to go to the supermarket, if i feel like it.

I don't save my special perfume for special occasions, I use it whenever I want to.

The words "Someday..." and "One Day..." are fading away from my dictionary.

If it's worth seeing, listening or doing, I want to see, listen or do it now.

I don't know what my friend's wife would have done if she knew she wouldn't be there the next morning, this nobody can tell. I think she might have called her relatives and closest friends.

She might call old friends to make peace over past quarrels.

I'd like to think she would go out for Chinese, her favourite food.

It's these small things that I would regret not doing, if I knew my time had come.

I would regret it, because I would no longer see the friends I would meet, letters... letters that i wanted to write "One of this days".

I would regret and feel sad, because I didn't say to my brothers and sons, not times enough at least, how much I love them.

Now, I try not to delay, postpone or keep anything that could bring laughter and joy into our lives.

And, on each morning, I say to myself that this could be a special day.

Each day, each hour, each minute, is special.

If you got this, it's because someone cares for you and because, probably, there's someone you care about.

If you're too busy to send this out to other people and you say to yourself that you will send it "One of these days", remember that

"One day" is far away... or might never come...

Live everyday .. every moment as if it is your last day... last moment....!!!!

How To Get Cooperation from Other Departments

How To Get Cooperation from Other Departments

• Other departments may appear to slow you down. In dealing with them, begin with an assumption that they are as competent as you are. Everyone is doing his or her best, and everyone is busy. Remember that ultimately, you're all on the same team. Your positive attitude will get better results than antagonism. Treat them as you would like to be treated.
• Handle your special requests of other departments as you would handle a task that you would delegate:
1. Clarify the task to be done and the standards to be met.
2. Establish a timetable.
3. Ask if there is anything else that the person needs to complete the task.
4. Confirm the commitment that they made (don't make it for them).
• If others let you down; be careful not to react with one of two opposite emotions; aggression and passivity. Aggression is fighting back, yelling, name calling, threatening to go to a higher authority, becoming impatient and being forceful. Passivity is giving in, ignoring an issue, procrastinating, apologizing or running away.
• Be assertive instead. Use the person's name. Say please and thank you. Ask, don't tell.
• Be straightforward with your request. "Our department needs this delivered to us by tomorrow." Adding an explanation helps to validate the request. Then ask if there's anything else they need, or anything you can do to help the process. Clarify the agreement made.
• If the person objects, repeat the request, stating it slightly differently each time. "Jillian, I'd like to get a copy of that report by tomorrow." She answers that she's too busy. "I can understand how you've got a big workload. (Avoid the dreaded "but") I do need the report finished by tomorrow so can we find a way to complete it somehow?"
• Ask "Would it be helpful if I…" Sometimes they can do a better job if you help first. Your offer also displays genuine empathy.
• Use the phrase, "What would have to happen..." For instance, "I understand most of the staff have left for the day, but what would have to happen for this to be finished by tomorrow morning?" Sometimes the person might suggest a solution that you can help achieve: "Well I'd have to send it over in a taxi and we're not allowed to do that." Maybe they can't authorize a taxi, but you can.
• Don't appeal to a higher authority. If you say "I need this done, and I can get my boss to speed things up if I have to," you may not be successful. Instead, build a relationship. Take an interest in things that are important to them.
• If problems persist, keep a log of transactions. Include the date you sent something to another department and the date you got it back. Use this to support process improvement, not to blame someone.
• Create routines for standard requests from other departments that are repeated. For instance, automate your expense report. This isn't bureaucracy, it's efficiency.
• On the other hand, remove routines that were created for occasional exceptions that no longer occur. Old routines may be slowing other departments down.
• Ask what the holdups are. Convene a meeting to outline your concerns. The other department might identify blocks that can be removed.

 

Five Time Management Mistakes that Wastes a lot of Time

Have you heard people say “Time Flies”, “There is no Time”, “Where is the Time” and sort of pharases. In my career of conducting Time Management Workshop, I have experienced some of the major flaws that people do which becomes an excuse for the above mentioned pharases.

For all those who would like to master their time management skills, must avoid these 5 major Time Management Mistakes.

1. Procrastination:

Those things which have to be done now are being procrastinated of being postponed. This is one of the traits which is not outside but within us. We have made up a habit that we will do it later as it is not urgent now, we keep on delaying it till one day it becomes burning and urgent, and then we have no choice to act on it. At this point of time, we have to leave aside something that was important but not urgent to complete this task.

Many of the corporate executives also get a kick from doing something that is urgent, they love to take pressure, their common phrase is “ohh, don’t worry there is still a lot of time”.

2. Do it Myself Attitude:

"This is too important. Better let me do it." "By the time I show them how to do it, I will finish it myself." There are these executives and managers who always want to be in the thick of the things. They also get a feeling of threat if some one else starts doing what I do. Some have this misconception about their indispensability.

3. No Clearly Defined Goals:

Because we do not know what to do, we keep on doing whatever comes our way. We keep on working very hard but still do not get results or the sense of achievement because we never have defined what we want to achieve. “A journey of thousand miles begins with the first single step.” We all want to take the first step and we are ready to take it, unfortunately we have not defined our journey so we do not know in which direction to take the first step.

4. Not taking Decisions:

One of the major mistakes which waste a lot of our time is in-decision. We keep on procrastinating our decisions. We do not take the right decision at the right time be it with our professional life or our personal or social life or be it related to our health. And unfortunately many of our decisions are not our decisions at all. They are being imposed on us by our boss, colleagues, family and friends. We also have this urge to be perfect at time and we need a lot of data and testimony to justify our decisions and also always we want to be right at all the time so we remain in-decisive.

5. No Action:

This one is the giant of the time waster which waste chunk of our time. We do not Act on our Goals, we do not take any action on the decisions we make. Many a time people decide to change their habits and behaviour but seldom they take any action step on their plan. So no action – no results. Some times people who do not have clarity of goals, do not see the destination, so, if this set of people act today and cloud sit with a book and pen and start writing down their goal, probably this action step will bring them closer towards their goal.

So if you want to start managing your time, start managing the above five mistakes. So here is your short brief powerful action plan:

Step 1: Stop Procrastination

Step 2: Empower people around you

Step 3: Write down your goals of paper

Step 4: Make those tough decisions

Step 5: ACT now on the above 4 steps.

Wish you all the best. Time management is all about self management. The better you manage your self, automatically your time is managed.

 

Planners say "no" for you

We tend to say yes or no based on our apparent availability rather than on the importance of the task. Some of us are used to saying yes; it is almost an involuntary reaction when we see that our planning calendar is free on the day in question.

The point is that our planning calendar should not reveal a lot of free time. That is why we refer to this important time management tool as a planner, not a calendar. Included in it should be our plan for the week. Important tasks should never be relegated to a “To Do” list; they should be scheduled at specific times in your planner.

When asked to do something, a glance at your planner will tell you that the time has already been spoken for. And unless the new request is even more important than the scheduled task, you would be compelled to say no.

“To Do” lists encourage “yes” because there is unlimited space for those requests. Scheduled activities in your planner encourage “no” since it reveals that your discretionary time has already been committed to other things.

 

First Things First

A Beautiful Story I cam across on Time Management and Setting Priorities.

A professor stood before his class and had some items in front of him. When class began, wordlessly he picked up a large empty jar and proceeded to fill it with rocks right to the top, rocks about 2" diameter.

He then asked the students if the jar was full? They agreed that it was.

So the professor then picked up a box of pebbles and poured them in to the jar. He shook the jar lightly. The pebbles, of course, rolled into the open areas between the rocks. The students laughed.

He asked his students again if the jar was full? They agreed that yes,it was.

The professor then picked up a box of sand and poured it into the jar. Of course, the sand filled up everything else.

"Now," said the professor, "I want you to recognize that this is your life. The rocks are the important things - your family, your partner, your health, your children -anything that is so important to you that if it were lost, you would be nearly destroyed.

The pebbles are the other things in life that matter, but on a smaller scale. The pebbles represent things like your job, house, or car.

The sand is everything else, the "small stuff."

"If you put the sand or the pebbles into the jar first, there is no room for the rocks.

The same goes for your life. If you spend all your energy and time on the small stuff, material things, you will never have room for the things that are truly most important.

Pay attention to the things that are Important in your life.

Spend time with your Family.
Spend time with your people.
Play with your children.
Take time to get medical checkups.
Take your partner out once a while.
Take time to renew yourself.
Find time for maintainance.
Spend time on Preventing than on Solving Problems

***** Take care of the rocks first - the things that really matter.****

Set your priorities, the rest is just pebbles and sand.

 

 

Never Save Something for a Special Occasion

Please do read this ... do not be too busy Earning a Living and in the process Forget to Live. Here is a hair raising story which shows the importance of Time Management and understanding what Life and Priorities are all about.

Trust you will enjoy the read and start Living each day.. each moment...!!!

A friend of mine opened his wife's saree drawer and picked up a silk paper wrapped package:

"This, - he said - isn't any ordinary package." He unwrapped the box and stared at both the silk paper and the box.

"She got this the first time we went to New York, 8 or 9 years ago. She has never put it on. Was saving it for a special occasion.
Well, I guess this is it. He got near the bed and placed the gift box next to the other clothings he was taking to the funeral house, his wife had just died. He turned to me and said:

"Never save something for a special occasion. Every day in your life is a special occasion".

I still think those words changed my life.

Now I read more and clean less.

I sit on the porch without worrying about anything.

I spend more time with my family, and less at work.

I understood that life should be a source of experience to be lived up to, not survived through.

I no longer keep anything.

I use crystal glasses every day.

I'll wear new clothes to go to the supermarket, if i feel like it.

I don't save my special perfume for special occasions, I use it whenever I want to.

The words "Someday..." and "One Day..." are fading away from my dictionary.

If it's worth seeing, listening or doing, I want to see, listen or do it now.

I don't know what my friend's wife would have done if she knew she wouldn't be there the next morning, this nobody can tell. I think she might have called her relatives and closest friends.

She might call old friends to make peace over past quarrels.

I'd like to think she would go out for Chinese, her favourite food.

It's these small things that I would regret not doing, if I knew my time had come.

I would regret it, because I would no longer see the friends I would meet, letters... letters that i wanted to write "One of this days".

I would regret and feel sad, because I didn't say to my brothers and sons, not times enough at least, how much I love them.

Now, I try not to delay, postpone or keep anything that could bring laughter and joy into our lives.

And, on each morning, I say to myself that this could be a special day.

Each day, each hour, each minute, is special.

If you got this, it's because someone cares for you and because, probably, there's someone you care about.

If you're too busy to send this out to other people and you say to yourself that you will send it "One of these days", remember that

"One day" is far away... or might never come...

Live everyday .. every moment as if it is your last day... last moment....!!!!

Save an Hour Each Day - Get Organized

What does your desk look like? * A toxic waste dump? * A bomb exploded? * Burglars had ransacked your office?

In corporate America, most business people associate a messy, dis-organized desk/office with being productive, effective and efficient.

Are you a member of this club?

Did you know that most people are “wasting” an hour each day looking for “STUFF” that’s lost on their desk? How about you? (Do you wish it was “only” an hour?)

And it always happens at the most inopportune time. How many times last week did you call someone up, ask them a question, and they responded, “Hold on a second and let me find the letter/file/proposal. I know it’s here... somewhere.”

And five minutes later they come back and sheepishly said: “I can’t find it, let me call you back later.” Thus beginning another round of telephone tag, stretching a quick five-minute conversation into a five-day odyssey.

If you want to get ahead in life, make more money, and even get home for dinner every once in a while, follow these 6 steps and you’ll be organized. (This complete procedure is explained both in my best-selling “Success is a Journey” and “Time Management for Dummies” books.)

Step #1. Schedule An Appointment With Yourself
For most people, it takes about 2 hours to get organized. Write it on your calendar, and KEEP THE APPOINTMENT!!!

Step #2. No Interruptions
Turn off the telephone, close the door (or put up a Do Not Disturb sign across the entrance to your work space), and allow NO INTERRUPTIONS!

Think of this session as a meeting with your boss or most important client.

Step #3. Bring A Dumpster
Sixty percent of the stuff on most peoples desk can be tossed. That includes you!!!

So keep the papers, documents, and files you need, and throw the rest away.

Remember: Don’t succumb to Cleaner’s Remorse. (Going thru the trash and pulling out the stuff you just threw away because you think you may “Need It Again.”

Step #4. Pickup A Piece Of Paper
Now that you’ve closed the door and turned off the phone, pick up a piece of paper - any one will do - and ask yourself 3 questions

• What is it?
• Why do I have it?
• What am I going to do with it?

If you can’t come up with a good answer, THROW IT AWAY!!!

Step #5. File Your Papers
If you need to keep a piece of paper, (file or proposal), put it in a properly labeled file folder. If one doesn’t exist, create one on the spot.

Step #6. Record Your To-dos On A Master List
If there’s work to do, note it on your Master List, which is a to-do list written on a big piece of paper - like a legal tablet.

You can also record your tasks inside your contact manager - like ACT!, or your PIM - like Outlook, or your PalmPilot.

Before you know it, your desk will look like the flight deck of an aircraft carrier, and your garbage can will be filled to the brim, overflowing, and spilling onto the floor.

You’ll be organized, efficient and productive. You’ll spend your time doing things that make you successful.

How To Get Cooperation from Other Departments

How To Get Cooperation from Other Departments

• Other departments may appear to slow you down. In dealing with them, begin with an assumption that they are as competent as you are. Everyone is doing his or her best, and everyone is busy. Remember that ultimately, you're all on the same team. Your positive attitude will get better results than antagonism. Treat them as you would like to be treated.
• Handle your special requests of other departments as you would handle a task that you would delegate:
1. Clarify the task to be done and the standards to be met.
2. Establish a timetable.
3. Ask if there is anything else that the person needs to complete the task.
4. Confirm the commitment that they made (don't make it for them).
• If others let you down; be careful not to react with one of two opposite emotions; aggression and passivity. Aggression is fighting back, yelling, name calling, threatening to go to a higher authority, becoming impatient and being forceful. Passivity is giving in, ignoring an issue, procrastinating, apologizing or running away.
• Be assertive instead. Use the person's name. Say please and thank you. Ask, don't tell.
• Be straightforward with your request. "Our department needs this delivered to us by tomorrow." Adding an explanation helps to validate the request. Then ask if there's anything else they need, or anything you can do to help the process. Clarify the agreement made.
• If the person objects, repeat the request, stating it slightly differently each time. "Jillian, I'd like to get a copy of that report by tomorrow." She answers that she's too busy. "I can understand how you've got a big workload. (Avoid the dreaded "but") I do need the report finished by tomorrow so can we find a way to complete it somehow?"
• Ask "Would it be helpful if I…" Sometimes they can do a better job if you help first. Your offer also displays genuine empathy.
• Use the phrase, "What would have to happen..." For instance, "I understand most of the staff have left for the day, but what would have to happen for this to be finished by tomorrow morning?" Sometimes the person might suggest a solution that you can help achieve: "Well I'd have to send it over in a taxi and we're not allowed to do that." Maybe they can't authorize a taxi, but you can.
• Don't appeal to a higher authority. If you say "I need this done, and I can get my boss to speed things up if I have to," you may not be successful. Instead, build a relationship. Take an interest in things that are important to them.
• If problems persist, keep a log of transactions. Include the date you sent something to another department and the date you got it back. Use this to support process improvement, not to blame someone.
• Create routines for standard requests from other departments that are repeated. For instance, automate your expense report. This isn't bureaucracy, it's efficiency.
• On the other hand, remove routines that were created for occasional exceptions that no longer occur. Old routines may be slowing other departments down.
• Ask what the holdups are. Convene a meeting to outline your concerns. The other department might identify blocks that can be removed.

 

How To Get Cooperation from Other Departments

How To Get Cooperation from Other Departments

• Other departments may appear to slow you down. In dealing with them, begin with an assumption that they are as competent as you are. Everyone is doing his or her best, and everyone is busy. Remember that ultimately, you're all on the same team. Your positive attitude will get better results than antagonism. Treat them as you would like to be treated.
• Handle your special requests of other departments as you would handle a task that you would delegate:
1. Clarify the task to be done and the standards to be met.
2. Establish a timetable.
3. Ask if there is anything else that the person needs to complete the task.
4. Confirm the commitment that they made (don't make it for them).
• If others let you down; be careful not to react with one of two opposite emotions; aggression and passivity. Aggression is fighting back, yelling, name calling, threatening to go to a higher authority, becoming impatient and being forceful. Passivity is giving in, ignoring an issue, procrastinating, apologizing or running away.
• Be assertive instead. Use the person's name. Say please and thank you. Ask, don't tell.
• Be straightforward with your request. "Our department needs this delivered to us by tomorrow." Adding an explanation helps to validate the request. Then ask if there's anything else they need, or anything you can do to help the process. Clarify the agreement made.
• If the person objects, repeat the request, stating it slightly differently each time. "Jillian, I'd like to get a copy of that report by tomorrow." She answers that she's too busy. "I can understand how you've got a big workload. (Avoid the dreaded "but") I do need the report finished by tomorrow so can we find a way to complete it somehow?"
• Ask "Would it be helpful if I…" Sometimes they can do a better job if you help first. Your offer also displays genuine empathy.
• Use the phrase, "What would have to happen..." For instance, "I understand most of the staff have left for the day, but what would have to happen for this to be finished by tomorrow morning?" Sometimes the person might suggest a solution that you can help achieve: "Well I'd have to send it over in a taxi and we're not allowed to do that." Maybe they can't authorize a taxi, but you can.
• Don't appeal to a higher authority. If you say "I need this done, and I can get my boss to speed things up if I have to," you may not be successful. Instead, build a relationship. Take an interest in things that are important to them.
• If problems persist, keep a log of transactions. Include the date you sent something to another department and the date you got it back. Use this to support process improvement, not to blame someone.
• Create routines for standard requests from other departments that are repeated. For instance, automate your expense report. This isn't bureaucracy, it's efficiency.
• On the other hand, remove routines that were created for occasional exceptions that no longer occur. Old routines may be slowing other departments down.
• Ask what the holdups are. Convene a meeting to outline your concerns. The other department might identify blocks that can be removed.

 

Five Time Management Mistakes that Wastes a lot of Time

Have you heard people say “Time Flies”, “There is no Time”, “Where is the Time” and sort of pharases. In my career of conducting Time Management Workshop, I have experienced some of the major flaws that people do which becomes an excuse for the above mentioned pharases.

For all those who would like to master their time management skills, must avoid these 5 major Time Management Mistakes.

1. Procrastination:

Those things which have to be done now are being procrastinated of being postponed. This is one of the traits which is not outside but within us. We have made up a habit that we will do it later as it is not urgent now, we keep on delaying it till one day it becomes burning and urgent, and then we have no choice to act on it. At this point of time, we have to leave aside something that was important but not urgent to complete this task.

Many of the corporate executives also get a kick from doing something that is urgent, they love to take pressure, their common phrase is “ohh, don’t worry there is still a lot of time”.

2. Do it Myself Attitude:

"This is too important. Better let me do it." "By the time I show them how to do it, I will finish it myself." There are these executives and managers who always want to be in the thick of the things. They also get a feeling of threat if some one else starts doing what I do. Some have this misconception about their indispensability.

3. No Clearly Defined Goals:

Because we do not know what to do, we keep on doing whatever comes our way. We keep on working very hard but still do not get results or the sense of achievement because we never have defined what we want to achieve. “A journey of thousand miles begins with the first single step.” We all want to take the first step and we are ready to take it, unfortunately we have not defined our journey so we do not know in which direction to take the first step.

4. Not taking Decisions:

One of the major mistakes which waste a lot of our time is in-decision. We keep on procrastinating our decisions. We do not take the right decision at the right time be it with our professional life or our personal or social life or be it related to our health. And unfortunately many of our decisions are not our decisions at all. They are being imposed on us by our boss, colleagues, family and friends. We also have this urge to be perfect at time and we need a lot of data and testimony to justify our decisions and also always we want to be right at all the time so we remain in-decisive.

5. No Action:

This one is the giant of the time waster which waste chunk of our time. We do not Act on our Goals, we do not take any action on the decisions we make. Many a time people decide to change their habits and behaviour but seldom they take any action step on their plan. So no action – no results. Some times people who do not have clarity of goals, do not see the destination, so, if this set of people act today and cloud sit with a book and pen and start writing down their goal, probably this action step will bring them closer towards their goal.

So if you want to start managing your time, start managing the above five mistakes. So here is your short brief powerful action plan:

Step 1: Stop Procrastination

Step 2: Empower people around you

Step 3: Write down your goals of paper

Step 4: Make those tough decisions

Step 5: ACT now on the above 4 steps.

Wish you all the best. Time management is all about self management. The better you manage your self, automatically your time is managed.