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Time Leadership Jim Estill, CEO SYNNEX Canada Limited.

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1 Time Leadership Jim Estill, CEO SYNNEX Canada Limited

2 “ Time is the scarcest resource and unless it is managed nothing else can “ Time is the scarcest resource and unless it is managed nothing else can be managed. Peter F. Drucker be managed. Peter F. Drucker “Life is short, art long, occasion sudden.” Hippocrates “Life is short, art long, occasion sudden.” Hippocrates “To save time, you must know where you are losing it.” “To save time, you must know where you are losing it.” John Randolph Sauer “Time goes, you say? Ah, No! Alas, time stays, we go!” “Time goes, you say? Ah, No! Alas, time stays, we go!” Henry Dobson “Those who dare lose a day are dangerously prodigal; those “Those who dare lose a day are dangerously prodigal; those that dare mis-spend it desperate.” Joseph Hall “Everything comes to he who hustles while he waits.” “Everything comes to he who hustles while he waits.” Thomas Edison QUOTES

3 MORE QUOTES “Sense of urgency wins.” Jim Estill “Sense of urgency wins.” Jim Estill “Time stays long enough for anyone who will use it.” Leonardo Da Vinci “Time stays long enough for anyone who will use it.” Leonardo Da Vinci “You can’t escape the responsibility of tomorrow by evading it today.” Abraham Lincoln “You can’t escape the responsibility of tomorrow by evading it today.” Abraham Lincoln “Killing time is really murdering opportunities” Richard Elmes “Killing time is really murdering opportunities” Richard Elmes

4 WHY TIME LEADERSHIP? Leadership is doing the right things Leadership is doing the right things Management is doing things right Management is doing things right Management comes after Leadership Management comes after Leadership

5 LEADERSHIP VS MANAGEMENT Leadership focuses on effectiveness Leadership focuses on effectiveness Management focuses on efficiency Management focuses on efficiency

6 Time Leadership is about Quality If time is about quantity – it is scarce If time is about quantity – it is scarce Think of your highly productive hours/days in the last year Think of your highly productive hours/days in the last year The key is to raise the number of Quality hours The key is to raise the number of Quality hours

7 “Things which matter most should never be at the mercy of things which matter least.” Goethe “Things which matter most should never be at the mercy of things which matter least.” Goethe

8 WHAT WE WILL COVER Writing a Book Writing a Book Goal Setting Goal Setting Figure out how you spend time Figure out how you spend time Organizational systems Organizational systems To Do List To Do List Procrastination Procrastination Delegation Delegation The Powers The Powers Tricks Tricks

9 REPLACE YOUR CLOCK WITH A COMPASS What direction do you want to go? What direction do you want to go? Do you have clear goals? Do you have clear goals?

10 GOALS You will get what you strive for You will get what you strive for Anything you focus on will improve Anything you focus on will improve

11 GOALS ARE DREAMS … with Action

12 GOALS SETTING What - specific What - specific Why Why When - start, completion, milestones When - start, completion, milestones How How S - Specific M - Measurable A - Appropriate R - Realistic T - Timed - milestones

13 GOAL SHEETS Values Life time 6 months to live 1 year goal

14 GOALS 1 - Career 1 - Career 2 - Earnings 2 - Earnings 3 - Personal relationships 3 - Personal relationships 4 - Family 4 - Family 5 - Health 5 - Health 6 - Spiritual 6 - Spiritual 7 - Personal appearance 7 - Personal appearance 8 - Education/learning 8 - Education/learning 9 - Free time/hobby 9 - Free time/hobby 10 - Vacation 11 - Improve your home

15 GOALS 1 - Remind daily - re-write - speak - listen to them on tape 2 - Tell others - get support 3 - Visualize

16 GOALS Delete any goal that you are not prepared to spend 1 hour on per week Delete any goal that you are not prepared to spend 1 hour on per week

17 GETTING TO GOALS Willpower is power Willpower is power Set out the why - Motivational Set out the why - Motivational Link all Actions to Goals Link all Actions to Goals Break them down Break them down Track them Track them Write them; read them Write them; read them

18 GOALS Plan - Action Plan Plan - Action Plan Deadlines/check points Deadlines/check points Block time to work on them Block time to work on them Select space Select space Get Tools Get Tools Full attention Full attention Clean up Clean up

19 HOW DO YOU SPEND YOUR TIME? Does it need to be done? Does it need to be done? Change frequency Change frequency Change quality Change quality Change method (phone) Change method (phone) Delegate part or all Delegate part or all

20 THE 5 WHY’S Why Why

21 TIME LOG

22 ON TIME SHEETS L/D - Like/Dislike Energy - High/Low Productivity - High/Low

23 ORGANIZE To reduce stress To reduce stress To know your limits To know your limits To be reliable To be reliable To feel good about your job To feel good about your job

24 THE BASIS OF TIME MANAGEMENT The “To Do” list The “To Do” list Prioritize Prioritize Make it yours Make it yours Make it simple and effective Make it simple and effective Don’t let the simplicity fool you Don’t let the simplicity fool you

25 YOU NEED A TO DO LIST To know what to do To know what to do To be reliable To be reliable To be able to prioritize To be able to prioritize To know your loading To know your loading

26 TO DO LIST Put the item plus the first action step you can take Put the item plus the first action step you can take The act of thinking of the next step can move you forward quickly The act of thinking of the next step can move you forward quickly

27 TO DO LIST Write down the time to complete each task beside each item. Write down the time to complete each task beside each item.

28 TRAPS TO AVOID WITH “TO DO LIST” Overwhelming list - make a small list of items Overwhelming list - make a small list of items “Crossing off” syndrome “Crossing off” syndrome Over listing - over planning Over listing - over planning

29 PROCRASTINATION Set goals - limit time Set goals - limit time Do the pleasant part of a goal Do the pleasant part of a goal Tell someone Tell someone Do it with someone Do it with someone Break it down - instant tasks Break it down - instant tasks Get more information Get more information Choose between 2 tasks Choose between 2 tasks Reward/Punish Reward/Punish Written contract Written contract Chart progress Chart progress

30 PROCRASTINATION Successful people do tough things Successful people do tough things Repeat that often Repeat that often

31 PROCRASTINATION We take action when it is more painful than not taking action We take action when it is more rewarding than not taking action Make the Pain/Gain more real Make the Pain/Gain more real List Pros/Cons List Pros/Cons Reward/Punish Reward/Punish

32 PROCRASTINATION Goal review Goal review To Do List review To Do List review Great for keeping on track

33 PROCRASTINATION The power of having someone start the job. The power of having someone start the job.

34 ASK YOURSELF THE QUESTION, “Would you like to have… Accomplished Accomplished Worked out Worked out Finished it, etc. Finished it, etc.

35 Consider journaling

36 HOW TO DELEGATE What needs to be done? What needs to be done? When does it need to be done by? When does it need to be done by? How should it be done? How should it be done? Who should do it? Who should do it? Why it needs doing? (background) Why it needs doing? (background) Oral, written - both is best Oral, written - both is best , voic - dangerous because , voic - dangerous because it is impersonal - unable to sense person it is impersonal - unable to sense person Ask - don’t demand (get feedback) Ask - don’t demand (get feedback)

37 WHO TO DELEGATE TO Your employees Your employees Your peers/supervisors (if they can do the job more easily or better) Your peers/supervisors (if they can do the job more easily or better) Suppliers Suppliers Customers (thanks is even more important) Customers (thanks is even more important) DELEGATION IS A LOT LIKE NETWORKING

38 DELEGATION When someone else can do the job significantly faster, better and more easily than you When someone else can do the job significantly faster, better and more easily than you When you are overloaded (you will only know this if you have a To Do List) When you are overloaded (you will only know this if you have a To Do List) Don’t delegate unless it is necessary (you waste brownie points!) Don’t delegate unless it is necessary (you waste brownie points!) Don’t over delegate - find a balance - don’t alienate people Don’t over delegate - find a balance - don’t alienate people

39 HOW TO DELEGATE Respect the person you delegate to Respect the person you delegate to Attitude is everything Attitude is everything Do they understand the “What, When, Why & How”? Do they understand the “What, When, Why & How”? Treat them with respect Treat them with respect we all have strengths we all have strengths accentuate these and try to coach on weaknesses accentuate these and try to coach on weaknesses Sometimes it is a long-term investment - it takes time to train Sometimes it is a long-term investment - it takes time to train

40 RECIPROCATE Accept jobs delegated to you Accept jobs delegated to you Do them well Do them well Give feedback to delegator Give feedback to delegator Be cheerful and considerate Be cheerful and considerate Ask for clarification if required Ask for clarification if required Be reliable - have a “To Do” list Be reliable - have a “To Do” list

41 WHEN DELEGATING... CHECK BACK IF... You lack confidence in the person You lack confidence in the person The job is very important The job is very important Remember - it is still your job/responsibility! FEEDBACK Thanks Thanks Training/give feedback nicely Training/give feedback nicely At the time, can this person handle it? At the time, can this person handle it? People will respond better if they feel you are pulling your weight People will respond better if they feel you are pulling your weight

42 THE POWER OF WHILE What can you do while… driving driving exercising exercising watching TV watching TV

43 IN THE CAR Drive safely - hands free cell phone Drive safely - hands free cell phone Listen to motivational tapes (also while exercising/doing things around the house etc.) Listen to motivational tapes (also while exercising/doing things around the house etc.) Use dictaphone - another great time saver Use dictaphone - another great time saver use bullets use bullets “dictated but not read” “dictated but not read”

44 WHILE WATCHING TV Exercise Exercise Read Read Stretch Stretch

45 WHILE EXERCISING... Listen to audio books Listen to audio books Do it with a friend Do it with a friend Read Read

46 TIME WASTERS AND SAVERS TIME WASTERS AND SAVERS TIME WASTERS Busy work Busy work Jobs not suited to you Jobs not suited to you Re-doing work Re-doing work Handle paper only once Handle paper only once Extra steps/motions Extra steps/motions Bits of paper and sticky pads Bits of paper and sticky pads Computer games/ Internet Computer games/ Internet Identify your TIME WASTERS Identify your TIME WASTERS TIME SAVERS Voice mail/ Voice mail/ Fax Fax Form letters Form letters Hand written notes Hand written notes Do not reinvent the wheel - it is not cheating in business to copy Do not reinvent the wheel - it is not cheating in business to copy A place for everything, everything in its place A place for everything, everything in its place

47 AN ORGANIZATIONAL SYSTEM THAT WORKS FOR ME To Do list To Do list To Do today To Do today Tickler files - next week, next month Tickler files - next week, next month Project box Project box Microsoft Outlook - networked Microsoft Outlook - networked RIM pager - Synced RIM pager - Synced In Box In Box Slush drawer Slush drawer Reading material/files - always carry. Tapes/CDs in car Reading material/files - always carry. Tapes/CDs in car Person files Person files Phone call organization Phone call organization

48 DOING YOUR JOB PERFECTIONISM - can waste time PERFECTIONISM - can waste time DIRFT - Do It Right the First Time DIRFT - Do It Right the First Time Accuracy Pays Accuracy Pays Is good enough - good enough? Is good enough - good enough?

49 SAYING NO It’s okay to say no It’s okay to say no Explain why not Explain why not Be diplomatic Be diplomatic Suggest someone else who may be able to help Suggest someone else who may be able to help Don’t always say no - you may need their Don’t always say no - you may need their help one day Let your supervisor know your limit Let your supervisor know your limit Be realistic in what you can do in what time Be realistic in what you can do in what time

50 BALANCE BE HEALTHY Eat right Eat right Sleep well Sleep well Relax Relax Exercise Exercise DETERMINE YOUR DAILY RHYTHM Schedule creative work Schedule creative work When is your high energy time? When is your high energy time?

51 THE AIRPLANE ANALOGY 50,000 ft – years 50,000 ft – years 20,000 – 3 months 20,000 – 3 months Runway – the urgent now Runway – the urgent now We travel farther faster at 50,000 ft We travel farther faster at 50,000 ft

52 TIPS Efficient people use every minute Efficient people use every minute There is no waiting time, it is There is no waiting time, it is always used always used e.g., Empty the dishwasher while waiting for the toast to pop up. e.g., Empty the dishwasher while waiting for the toast to pop up. e.g., Read eight pages of a magazine while waiting in line. e.g., Read eight pages of a magazine while waiting in line.

53 TIPS Think on paper Think on paper The splatter diagram The splatter diagram

54 TIPS 3 pages at a time 3 pages at a time 12 curls at a time 12 curls at a time 4 stretches at a time 4 stretches at a time

55 TIPS Stand up while on the phone Stand up while on the phone

56 TIPS Avoid clutter Avoid clutter

57 TIPS Take speed reading course – Take speed reading course – and read tons and read tons Read first and last paragraph Read first and last paragraph

58 TIPS Always carry reading for waits Always carry reading for waits

59 Tips Reduce your interactions by 20% Reduce your interactions by 20%

60 Tips Microactions inch-by-inch

61 One More Thing…

62 THE POWER OF MANTRAS What the heck go for it anyways What the heck go for it anyways I am very healthy; I heal very quickly I am very healthy; I heal very quickly Successful people do tough things Successful people do tough things

63 THE POWER OF MOMENTUM Success breeds success Success breeds success Small success lead to larger ones Small success lead to larger ones

64 THE POWER OF ENERGY Be inspired Be inspired Eat light Eat light Exercise Exercise Breathe Breathe Meditate Meditate Analyze what gives you power and what drains Analyze what gives you power and what drains

65 THE POWER OF INSPIRATION This can create frictionless productivity This can create frictionless productivity Flow Flow Brainstorm on the why Brainstorm on the why

66 THE POWER OF BREAKS AND CHANGES Change from one productive task to another Change from one productive task to another

67 THE POWER OF NEW YEARS RESOLUTIONS Jan 1; Sept 1 Jan 1; Sept 1 Write them Write them Publicize them Publicize them

68 The Power of 3 Goals

69 THE POWER OF BEING THANKFUL Develop an attitude of gratitude Develop an attitude of gratitude Mantra – “I lead a charmed life” Mantra – “I lead a charmed life”

70 THE POWER OF LEAVING THE ROOM NEATER Always leave the room neater than before Always leave the room neater than before

71 POWER OF TYPING Take a course Take a course

72 TIPS Move closer to work - 15 minutes each way saves 2 weeks or 100 hours/year Move closer to work - 15 minutes each way saves 2 weeks or hour/day costs $12,800 after 1 hour/day costs $12,800 after tax

73 TIPS Build a “Don’t Do List” Build a “Don’t Do List”

74 TIPS ROA – Return On Attention ROA – Return On Attention

75 TIP 2 minute rule 2 minute rule Drop to 15 seconds in tight times Drop to 15 seconds in tight times

76 TIPS Do the most difficult job first thing every day Do the most difficult job first thing every day Do the worst thing – first thing Do the worst thing – first thing Swallow a frog Swallow a frog

77 TIPS The better I know myself; the better I am able to spend my time The better I know myself; the better I am able to spend my time

78 TIME SAVING TIP Group similar tasks together Group similar tasks together Reduces learning time Reduces learning time Reduces clean up time Reduces clean up time Reduces time to find things Reduces time to find things

79 VOIC TRICKS Forward to assistant Forward to assistant Leave real message - draconian Leave real message - draconian Give alternatives Give alternatives Give address Give address When leaving voic , leave real message and number When leaving voic , leave real message and number

80 TRICKS Dictate s Make sure your contact info is included with your (company, address, telephone & fax numbers) Get off lists Use mail folders well Use filters

81 TRICKS Eliminate Temptation No TV No TV No Food No Food Pack car with workout clothes Pack car with workout clothes

82 TRICKS 2 P’s Perfection/Procrastination Perfection/Procrastination 2 T’s TV/Telephone TV/Telephone Control them all

83 PLANT THE SEED Most solutions and “polish” come to me when I am not thinking about it I set myself in a situation which spawns problem solving

84 TRICKS Plan errands Plan route Plan common stuff

85 TRICKS Cut sleep by just one hour a day 14.5% increase in productive time every year You can always sleep when you are dead

86 TRICKS Personal Coach Personal Coach Friend Friend

87 TRICKS Be a minimalist cost of storage cost of storage have space for everything have space for everything Owning things costs time and causes stress

88 TRICKS TOTAL FOCUS 100% in the Moment

89 TRICKS Lakein’s question What is the best use of your time right now?

90 TRICKS Be Punctual Moral Power Moral Power Less Stress Less Stress

91 TRICKS Meetings Max one hour Max one hour Agenda Agenda Standing up Standing up Before lunch/dinner or another meeting Before lunch/dinner or another meeting Learn to run a tight meeting Learn to run a tight meeting

92 TRICKS Use an Assistant Can more than double output Can more than double output Delegate appropriately Delegate appropriately High responsibility High responsibility Not personal Not personal

93 TRICKS File in only one place Why have two places for the same thing? Why have two places for the same thing?

94 TRICKS Close door Close door Hide Hide

95 TRICKS Self-discipline Forms a habit - 21 days Forms a habit - 21 days Success in small goals Success in small goals e.g., exercise e.g., exercise

96 TRAPS Motion is not action Motion is not action Motion is not always effective Motion is not always effective

97 TRICKS Create a “SPACE” outfit it with the tools – pen/paper etc. outfit it with the tools – pen/paper etc.

98 TRICKS Have multiple common use items stapler stapler scissors scissors screwdriver screwdriver

99 TRICKS Live off Peak Shopping Shopping Rush hour Rush hour Avoid lines Avoid lines

100 TRICKS Schedule phone calls Schedule phone calls Plan content Plan content

101 TRICKS When leaving a voic , say the number as if you are writing it, and say it twice When leaving a voic , say the number as if you are writing it, and say it twice

102 TRICKS Time Blocking Time Blocking

103 TRICKS TV tape shows tape shows speed watch speed watch

104 TRICKS Talk fast Talk fast Walk fast Walk fast Speed up Speed up It’s healthier

105 TRICKS In reading newspapers and magazines, read the first and last paragraphs In reading newspapers and magazines, read the first and last paragraphs

106 TRICKS Track things you want to do Track things you want to do Track things you want to stop Track things you want to stop

107 TRICKS You cannot stop a habit You cannot stop a habit You can only replace it You can only replace it We are the product of what we repeatedly do

108 TRICKS Audio books Audio books Listen only once Listen only once

109 IN THE END Be effective (Goals) Be effective (Goals) Efficient (time use) Efficient (time use) Leadership (direction)comes before Management (efficiency) Leadership (direction)comes before Management (efficiency)

110 SET A PACE Set a pace that you can maintain forever, but sense of urgency wins

111 Time Leadership Jim Estill, CEO SYNNEX Canada Limited /


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