Time Management - Sales

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Time Management - Sales
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Characteristics Of Time

• Theres a finite amount of time.
• Its the same for everyone. Nobody has more than
  anyone else.
• Cannot be replaced, saved, made up or overspent.
• Time is either used or wasted.
• Time is your toughest competition.

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The Value Of Time

• How much is your time worth?
• Time is money, right?
• Wrong! Money is time.
• You can always get more money--time is more
  valuable.
• Exercise - How much is an hour worth to you?

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Time Management

• Time management helps you work smarter, not
  harder just the opposite.
• Smart people get the right things done.
• People who work smart make more money and get
  promoted faster.
• Time management requires self-management and
  self-discipline.

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Four Steps In Time Management

• Planning
• Organizing
• Controlling (Keeping track of it)
• Evaluating (Time Logs, Weekly Planners, and Daily
  Schedules)

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Planning

• Set objectives (always time framed - deadlined).
• Yearly Income, projects/tasks, improvement areas
• Monthly updates
• Weekly Planners
• Daily Schedules
• Prioritize Everything 1s, 2s, 3s.

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Planning

• Remember the 80/20 rule 80 of your results come
  from 20 of your activities.
• Plan for the full range of your job functions and
  activities
• Sales Prospecting, Identifying Problems,
  Generating Solutions, Presenting, Negotiating and
  Closing, Servicing

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Time Investment Examples

• Prospecting 10
• Identify Problems 10
• Generating Solutions 10
• Presenting 30
• Negotiating/Closing 30
• Servicing 10
• Plan carefully to invest your time according to
  your primary job functions and activities.

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Self-Management

• If youre unsure about priorities, ask your
  manager.
• I dont have enough time, blames time, not
  yourself.
• Dont be a victim, take responsibility for
  managing and controlling your time.
• Take responsibility for results.
• If you take responsibility, youre more likely to
  get credit.

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Self-Management

• People who are habitually late or constantly
  procrastinate
• Arrogant Try to establish power consciously
• Poor self-image Try to establish power
  subconsciously
• Unhealthy fear of failure

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Self-Management

• Overcome these problems with self-discipline
• Time management and priority setting
• Professional help
• Dont procrastinate on getting started or getting
  help in planning your time.

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Planning

• Yearly Goals
• Monthly Updates
• Weekly Planners
• Daily Schedules
• The keystone of an effective system

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Planning Tools

• To-Do List
• Action Folder (Desktop)
• Management Folders (Desktop)
• Project Folders (Desktop)
• Calendar
• Weekly Planners
• Daily Schedule
• Often the above are in SalesForce or other CRM
  software tools.

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To-Do List Problems

• The longer, the worse depressing
• Unconscious, stupid tricks we play on ourselves
• Do lots of little things first to give ourselves
  achievement feedback.
• Do the easiest things first.
• Do the most fun things first.

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To-Do List Solutions

• Scrub it every week to keep it short.
• Reward accomplishments
• Deadline all items.
• Prioritize all items (bosss priorities).
• Listen to boss carefully.
• Listen for stuff you dont want to hear.
• Dont listen defensively--its not personal
  criticism, its improvement advice.

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Weekly Planner

• Assign priorities in Action Folder and on to-do
  list.
• Look at last weeks Weekly Planner.

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Weekly Planner

• Look at calendar for scheduled appointments and
  meetings.
• Synthesize into a new weekly planner.
• Keep weekly planners for later analysis.

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Daily Planning

• Set a time for your daily planning (first thing
  in a.m.).
• Look at your e-mail - DRAS it.

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Daily Planning

• E-Mail
• Delete it - delete new mail you dont need.
• Refer - Delegate, forward, or put in an
  appropriate folder.
• Act - Do it immediately if it takes less than two
  minutes.
• Save- Dont save what others save.

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Daily Scheduling Tips

• Be tough on yourself do the hardest, nastiest
  things first.
• Save the easiest, most fun for last in the day
  look forward to them.
• On every activity, ask how is this helping me
  achieve my goals? How much money is this making
  me?
• Prioritize 1, 2, 3. You shouldnt be doing 4s and
  5s.
• You distract yourself.

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Daily Scheduling Tips

• Break big jobs into smaller chunks.
• Turn off your computerno e-mail, IMs, Facebook,
  Twitter, or texting during chunking.
• Each chunk completed builds momentum.
• Dont attempt too much. Make yourself feel like a
  winner.
• Allow for interruptionsleave one-eighth of your
  time unscheduled.
• Managers leave one-quarter unscheduled.

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Daily Scheduling Tips

• Set a time limit on each appointment or meeting.
• If you add something during the day, drop
  something.
• Make time for call-backs (no-screening time).

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Working Your Plan

• Number-one time management rule
• Do one task until its finished.
• We interrupt ourselves (e-mail, IMs, Facbebook,
  Twitter, texting).
• You must focus intensely.
• Champion athletes know the value of focused
  concentration.

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Follow-Up

• Conduct a desk check at the end of the day.
• Nothing open
• No random piles of stuff organized piles
• No Post-It notes all over the place
• What color is your desktop?

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Organize Your Desk and Computer

• Phone on the left (if youre right-handed)
• Use a headset
• Calendar on Desktop (only one and synch it daily)
• Vital information at your fingertips
• Work space neat and clean
• Write everything down.
• Put often-used online information in Favorite
  Places or Bookmarks.

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Organize Your Computer and Desktop

• Vital information handy
• Action Folder
• Management Folder
• Project Folders
• Goodie File for examples of excellent
  communications

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Organize Written Communications

• Analyze repetition use forms, templates
• Analyze correspondence
• Have separate files and templates for letters and
  paragraphs.

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Organize Knowledge Acquisition

• Sales organization examples
• Competitive media organization specialists
• Category specialists
• Competitive salespeople analysis
• Product specialists
• General business, industry, advertising, media,
  marketing knowledge

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Organize Support Staff

• Have no-interrupt hours for support people.
• Utilize quiet hours for the entire office or
  department.

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Organize Support Staff

• Have the support staff keep time logs
  occasionally.
• Meet regularly with the support staff to discuss
  problems, solutions.
• Make the support staff part of the team.

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Organize Your Associates

• Use liaisons/scrums.
• Consolidate meetings.
• Compress meetings (set time limits, use and
  follow agendas).

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Manage Your Boss

• Get specific instructions.
• Get agreement on priorities.
• Expand autonomy parameters gain trust.

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Controlling Time

• Proper use of time separates winners from losers.
• Winners take credit, losers blame time and
  others.
• View time management as an edge opportunity.

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Evaluating

• Time logs (every six months)
• We misjudge time. What we like to do goes fast.
  What we dislike to do goes slowly.
• Time logs must be accurate.
• Analyze logs carefully and identify the biggest
  time wasters
• Overextended lunch and coffee breaks
• Extended, unproductive phone conversations
• Inconsequential personal discussions, IMs

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Evaluating

• Look at your time log and ask these questions
• Am I doing the right things?
• Could I have done things in less detail?
• What kind of interruptions? How long did it take
  me to recover?
• How long were my conversations?
• Did I say no often enough?

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Summary

• Time isnt money, it cant be saved. Its more
  precious.
• Know how you use your time (time logs).
• Know your bosss priorities.
• Set deadlines for everything.

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Summary

• Eliminate time wasters.
• Be nice but firm with others who waste your time.
  Say no or dont respond.
• Focus, focus, focus on results.
• Prioritize, prioritize, prioritize

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Next Steps

• Remember, youre the one who makes yourself
  unhappy with unreasonable expectations and
  disorganization. Create a plan.
• Get organized and smell the flowers.