10 Minute Time Management Lesson

Many of you will know how to create a prioritized “to-do” list for the next day. Most of you will do this the night before you leave your work. This is good. But let’s take this a little further in three different areas. 

1. The components of the task.
2. The degree of urgency to complete the task by you.
3. The degree of urgency to complete the task for the client.
4. Who else can help, enrich, hinder or hold up the completion of the task?

Components Of The Task

Let’s say the task was to put together a presentation. So you would need to identify the various bits of the task that need to be addressed such as:

• Research and support notes
• Presentation covering letter
• Executive summary
• Missing questions not answered by the person doing the presentation
• Investment or costing figures
• Product recommendation
• Benefits page
• Order of information in the presentation
• Brochures, visuals or sales aids
• Case studies
• Technical information
• Testimonials
• Objections that may arise
• Answers to those objections 

Timing And Urgency Of The Task

Determining how long the task will take depends on the degree of urgency that you and the client attach to its completion, doesn’t it? Remember, you may think it urgent, but does the client have the same sense of wishing to complete the task?

Let’s use the concept of preparing a presentation again to highlight some areas to be addressed

• How long will the task take?
• Can the task be broken down into components for completion?
• What are the least pleasant bits of the task to be attended to first?
• What is your deadline for completion?
• What is the client’s deadline for completion?
• Is the task urgent by your judgement?
• Is the task urgent by your client’s definition?
• Build in time buffers in case someone else lets you down
• What can be completed quickly with information already at hand?
• Who else can help?

Who Else Can Help, Enrich, Hinder Or Hold Up The Completion Of The Task?

Ever been in the situation where you are ready to roll on a project or presentation and it is suddenly held up by someone else? When considering projects that have a finite time for completion always try and look ahead as to who or what may slow down the early or on time completion of the task.

Consider the impact others may have in things like:

• Compliance issues and delivery of determinations
• Legal implications for you and the client
• Advertising
• Marketing
• Compilation prerequisites
• Case study completions and relevance
• Technical information from boffins with no sense of urgency
• Your own capacity to deliver
• Your staff’s situation and workloads
• Your staff capacity to perform under deadline conditions
• Who do you know that are good circuit breakers in other areas outside your control?
• What incentives can you offer "institutionalised" people to put you at the top of their “to- do” list?

All this may take as little as 10 minutes. But it may save you hours, days or even weeks. If you are not at the top of someone else’s "to do" list, then remember this; you are not in control. That means you will find it hard to deliver on promises you may have made to meet deadlines!

This article is reprinted with permission from Jim Prigg CEO and founder of Knowledgemaster International Pty Ltd. Knowledgemaster International is an online resources company that delivers practical communications, interaction, sales and soft skills tips, tactics, techniques. Learn more about winning business programs by calling Jim Prigg at 03 5232 1500 mobile 0408 520453 or visit www.kmec.com.au