# (hashtags), 149
80/20 rule (Pareto principle)
focusing energy at work, 57–58
matching time investment to return, 54–56
as successful method of maximizing productivity, 53–54
• A •
Abraham, Carolyn
Facebook For Dummies, 145
action items, meeting agendas, 238, 247–248
activities
coaching time management, 306
setting goals, 30
administration. See also time management for administrative staff
80/20 rule in, 58
Adobe Connect online meeting platform, 124–126
advance planning
achieving peace of mind by, 8
activating subconscious mind, 9
advantages, 9
assembling everything needed, 9–10
lack of, 9
throwing out unneeded items, 10–11
time-efficient habits, 332
aesthetics, workspace, 97
air-conditioning system, 245
appointments, 332
The Art of Exceptional Living audio program (Rohn), 328
assistants, 286
attachments, email, 175
automation
contact information, 112
email response, 137
time-saving technology, 120–121
awareness, 291
• B •
Backblaze backup service, 127
backups, 127
balancing work and personal time, 22–23
behavior styles, boss, 226–229
benchmarks, 312
birthdays, client, 200
blocking time. See time-blocking system
body language
in face to face communication, 172
in telephone conversation, 172–173
bosses
approaching in private, 230
asking for work request in writing, 199
discussing concerns with, 198, 230
following rules and procedures, 227–228
handling of deadlines, 228–229
interruption-oriented, 197–199
offering solutions to problems to, 230
people-focused, 227
performance appraisal from, 222
risk-seeking, 228
seagull manager type, 198
tackling new projects, 228
taking responsibility and responding to missed goals, 229
task-focused, 227
time management for administrative staff, 254–258
verbal-delegator type, 198–199
work pace, 229
breaks
administrative staff, 260
sharpening focus with time off, 17
working without, 323
bronze customer category, 111
build-as-you-go organizational chart, 292
business owners. See time management for executives
business page, Facebook, 143–144
business trips
portable planner utility, 103
salespeople, 279
• C •
caller ID, 193
capital, achieving goals, 38
carbon copy (cc) email function, 178
Carbonite backup service, 127
career goals, 30
Carnegie, Andrew (steel entrepreneur), 30
cell phone, 322
chairs
comfort, 98
home office, 78
charity, 30
cheat sheet, 3
check-ins, 312
children, 50
chores, 47
clients
birthdays, 200
calling back, 201
calling on regular basis, 200
expressing appreciation to, 200
forwarding professional articles to, 201
sending thank-you note to, 200
closed group (Facebook), 148
closed-ended questions, 180–181
clothing, 81
clutter-free workspace
filing regularly, 94
overcoming procrastination, 219
coaching time management
accepting inability of employees to change, 316
accountability and performance change, 312
activities, 306
attitude toward improving time management, 305–306
being consistent in, 313
benchmarks, 312
check-ins, 312
dealing with lack of progress, 315–317
discerning if employee is ready for change, 307
do-not-disturb policies, 310–311
finding out who would benefit from, 304–308
fostering partnership and encouraging success, 311–314
giving employee second change, 316–317
helping employee to change, 307–308
knowledge to time management principles, 304–305
as part of job, 303
prioritization tool, 310
replacing employee, 317
role as mirror, 313
skill in time management techniques, 305
team-based approach, 313
time-blocking system, 310
time-tracking charts, 310
colleagues. See coworkers
communication
asking targeted questions, 178, 180–181
closed-ended questions, 180–181
clutter in language, 170
conversation starters, 171–172
determining answers needed, 179
dream questions, 183
email, 167
essential communication techniques, 170
listening, 182
miscommunication mistake stats, 163
obscure words, phrases, and unnecessary language, 170
obstacles of time management, 20
positive tone, 182
procrastination, 179
saying no, 171
short and to the point, 169
through time-saving technology, 121–126
computer
accessing information, 104–106
archiving and deleting files, 107–108
cleaning up, 108
naming and organizing files, 104–105
consistency, 313
contact information
automating, 112
contacting target groups all at once, 111–112
creating client profiles, 112–113
managing with CRM program, 109–115
continuing education, 279
conversation starters, 171–172
core purpose, 299
core values
basing management plan on, 296
on time, 299
costs, procrastination, 208–209
Covey, Steven
First Things First, 64
coworkers
interactions with, 23
with nothing to do, 195
peer pressure, 213
who do not want to work, 196
who like talking about themselves, 196
who treats work as social outlet, 197
CrashPlan backup service, 127
CRM (customer relation management)
advantages, 110
automating contact information, 112
contacting target groups all at once, 111–112
creating client profiles, 112–113
file organization, 89
managing contact information, 109–115
portable planner utility, 103
putting on server or cloud service, 113–114
software and services, 110
customers interaction, 23
• D •
daily objectives
decreasing in time, 297
prioritizing, 56
daily on time, 300
deadlines, 207
decision making
obstacles of time management, 21
recognizing procrastination, 211
delegation
as caller confidence, 193
executive, 294
overcoming procrastination, 218
for salespeople, 285
time-efficent habits, 336
deleting
desks
limiting items on, 99
organizers, 87
placement, 99
selecting, 78
desktops, 79
determination, 211
digital recording features, teleconference, 242
DIPA (direct income-producing activities), 266–268, 275–276
discipline, recognizing procrastination, 211
distractions. See interruptions
DocuSign storage program, 128
do-not-disturb policies, 310–311
dream questions, 183
• E •
early arrival
administrative staff, 260
time-efficient habits, 331–332
eating right, 333
education, 279
80/20 rule (Pareto principle)
focusing energy at work, 57–58
matching time investment to return, 54–56
as successful method of maximizing productivity, 53–54
electronic files. See also filing system
creating new documents, 106–107
date information, 106
filing tree, 104
going paperless, 90
naming and organizing, 104–107
carbon copy (cc) function, 178
deceptive, 174
disadvantages, 168
dump folder, 134
forwarding to Evernote, 129
interruptions, 190
length, 175
misunderstandings in, 174
misused, 168
multiple addresses, 133
new arrivals folder, 134
nonverbal communication delivery stats, 169
organizing and storing, 133–134
private, 178
proofreading, 177
reviewing before sending, 168, 177–178
searching specific topic, 134
sending as attachment, 175
separating work from personal, 132–134
time-wasting behaviors, 322
employees
accepting inability to change, 316
check-ins, 312
knowledge of time management principles, 304–305
motivation to coach time management, 306–308
ready for change, 307
replacing, 317
talents, 298
The E-Myth (Gerber), 288
end of day meetings, 240
ergonomic workspace, 97
Evernote feature
extensions, 129
finding notes in, 130
forwarding email to, 129
getting notes, ideas, and thoughts into, 129
notebooks, 128
setting up computer to work with, 128
time-saving technology, 126, 128–130
excuses
organization, 12
executive leadership, 57. See also time management for executives
expectations
overcoming procrastination, 218
realistic, 218
Experience section (LinkedIn), 156–157
• F •
Fabulous 50 goals. See goals
face to face communication
body language, 172
conversation starters, 171–172
power and effectiveness of, 165–166
reading others and taking cue from their behavior, 172
video-based meetings, 164
acknowledging others, 146
for business use, 140
controversial topics in, 145
deciding who to friend, 145
disadvantages, 140
discussing business on personal page, 142–143
Groups feature, 148
list feature, 147
personal profile, 141
photos, 146
setting specific times of use, 140–141
sharing articles and links, 146
time-saving technology, 122–123
time-wasting behaviors, 325
what to post, 145
Facebook For Dummies (Abraham), 145
FaceTime, 123
facilitators, meeting, 247
family
balancing work and time with, 22–23
investing in personal relationships, 59
phone interruptions from, 192
traditions, setting up, 60
file folders, 88
filing system. See also electronic files
filing regularly, 94
First Things First (Covey and Merrill), 64
Fitton, Laura
Twitter For Dummies, 153
flex time, 68
focus
lack of, 322
time-wasting behaviors, 322
folders, file, 88
Free Conference Calls service, 125
free time, 19
friends
balancing work and time with, 22–23
investing in personal relationships, 59
phone interruptions from, 192
traditions, setting up, 60
• G •
Gerber, Michael
The E-Myth, 288
goals
goal-seeking, 15
lining up with wants, 27
linking time management to, 25–26
naming, 15
narrowing down, 36
non-number-based, 28
number-based, 28
personal growth, 32
realistic, 308
target date, 309
thinking big, 27
time management coach, 308–309
what you want to do, 30
what you want to have, 29
what you want to see, 29
who you want to become, 31
Goals (Ziglar), 328
gold customer category, 111
GoToMeeting online meeting platform
alternative meeting options, 242
engaging through online platforms, 124–125
GoToWebinar online meeting platform, 125
Groups feature (Facebook), 148
• H •
half hour activity tracking, 289
handouts, meeting, 244
hashtags (#), 149
health
nutrition, 333
poor procrastination costs, 208–209
sleep habits, 334
heating and air-conditioning system, 245
Hill, Napoleon
Think and Grow Rich!, 36
home office
chairs, 78
creating productive environment in, 73–74
desk, 78
desktop, 79
discipline and accountability assessment, 74–75
ergonomics, 78
establishing boundaries, 80–81
laptops, 79
lighting, 80
location, 77
music in, 80
noise-canceling options, 80
scanners, 79
working with kids at home, 82
hourly income
human resources
resource needs, 39
Hussain, Anum
Twitter For Dummies, 153
• I •
IIPA (indirect income-producing activities), 268–269, 283–284
impromptu meetings, 237
in time, decreasing
awareness as first step toward, 291
daily priorities, organization, 297
job descriptions, crafting, 293–295
management plan, 296
No Problems, Only Solutions Policy, 297
inbox, 87
incandescent blind spot, 297
income, hourly
indirect income-producing activities (IIPA), 268–269, 283–284
time-saving technology, 122–123
time-wasting behaviors, 325
instant messaging, 169
interruptions. See also time-wasting behaviors
creating visual barriers, 187
delegating responsibility, 193
do-not-disturb policies, 310–311
email, 190
loss of productivity, 185
management by walking around concept, 188
obstacles of time management, 20
phone calls from loved ones, 192
rebooking discussions, 194
scheduled time for interactions, 188–189
scheduling time offline, 189–190
shortening conversation, 194
state of waiting danger, 189
voice mail, 190
• J •
job descriptions
management plan creation, 296
Join.me online meeting platform, 124–125
Juran, Joseph M. (quality control pioneer), 54
justified procrastination, 209–210
knowledge
expanding your, 38
of time management principles, 304–305
• L •
labels, file folder, 88
laptops, 79
LastPass feature, 126
Lead the Field audio program (Nightingale), 328
Leaning, Brittany
Twitter For Dummies, 153
leisure activities, 48–49. See also personal life
lighting
creating ambiance, 99
home office, 80
checking twice a day, 159
checking weekly, 159
defining goals, objectives, and connections, 157–158
describing your skills, 157
photo, 157
two-check system of reviewing, 159
using abbreviations in, 156
list feature (Facebook), 147
listening, 182
living in the present, 338
location
home office, 77
long-term projects, 217
lunch meetings, 241
• M •
mailing lists, 132
management
80/20 rule in, 57
plan, 296
master lists, 62
meetings
administrative staff, 254
alternative options, 242
being yourself, 235
end of day, 240
face to face communication, 164–166
facilitator, 247
getting input from participants, 247
ground rules, 245
handouts, 244
heating and air-conditioning system in, 245
as important part of business life, 233
impromptu, 237
keeping meetings moving, 246–248
latecomers, 246
late-meeting fund, 246
lunch, 241
mid-afternoon, 240
mid-morning, 240
mini-meetings, 237
minutes, 236
note-taking in, 236
off-site, 241
overload, 235
pitch-ins, 241
preliminary, 237
reminding attendees of agenda, 247
rewarding early attendees, 246
teleconference, 242
ten-minute warning before end of, 247
testing equipment before, 244
time-saving technologies, 123–126
unresolved issues in, 249
video-based, 164
Merrill, Roger
First Things First, 64
mid-afternoon meetings, 240
mid-morning meetings, 240
mid-process procrastination, 206–207
Miles, Elizabeth
Organizing For Dummies, 88
mini-meetings, 237
minutes, meeting, 236
monetary value of time
assigning, 16
chores and responsibilities in, 47
hourly income calculation, 43–45
leisure activities, 48
making wise decisions based on, 41
monetary and time costs, 48–49
teaching kids about, 50
time-equals-money concept, 42–43
money, procrastination costs, 208
monthly on time, 300
motivation
to coach time management, 306–308
through written goals, 27
multiple code features, teleconference, 242
multiple email addresses, 133
multitasking
administrative staff, 261
scheduling time offline, 189
time-wasting behaviors, 322
music, 80
• N •
newsletters, 132
Nightingale, Earl
Lead the Field audio program, 328
No Problems, Only Solutions Policy, 297
notebooks, Evernote, 128
note-taking
clutter-free workspaces, 94–95
Evernote feature, 129
in meetings, 236
notifications (Twitter), 152–153
number-based goals, 28
nutrition, 333
Nutrition For Dummies (Rinzler), 333
• O •
obstacles of time management
communication, 20
interruptions, 20
making decisions, 21
procrastination, 21
office. See home office
off-site meetings, 241
on time
in company' vision and values, 298
core purpose, 299
core values, 299
daily, 300
monthly, 300
quarterly and yearly review, 301
online meetings, 257. See also meetings
open group (Facebook), 148
organization
daily priority, 298
desk, 87
excuses, 12
work area evaluation, 11
organizational chart
management plan creation, 296
Organizing For Dummies (Roth and Miles), 88
outbox, 87
outline, meeting agendas, 238
• P •
paper
delegating, 93
depot, 93
detouring, 93
dumping, 92
paperless workspace, 90
Pareto principle. See 80/20 rule
Parkinson, C. Northcote
Parkinson's Law, 291
peer pressure, 213
people-focused boss, 227
perfectionism
frustration caused by, 72
time-wasting behaviors, 323
performance measurement, salespeople, 271–275, 281–282
personal growth, 32
personal life
balancing household tasks with at-home hobbies, 60–61
balancing work and time, 22–23
investing in personal relationships, 59
openness to experiences and using time wisely, 49
overcoming procrastination, 219
rewards, 48
setting aside downtime, 334–335
value-based time decisions in, 46–49
personal page, Facebook, 142–143
phone calls
administrative staff, 254
time-wasting, 322
photos
Facebook, 146
LinkedIn, 157
pictures, workspace, 99
pitch-ins, 241
platinum client category, 111
portable planners, 103
PowerPoint presentations, 242
preferences (Twitter), 152–153
preliminary meetings, 237
presentations
alternative meeting options, 242
sales, 278
prioritization tool, 310
prioritizing tasks
decreasing in time, 297
importance, 53
master lists, 62
private email, 178
private messages, Facebook, 145–146
procrastination
altering mindset and discipline, 211–215
avoiding unpleasant tasks, 204–205
carrot-or-stick approach, 211–213
in communication, 179
emotional unpleasantness caused by, 203–204
long-term projects, 217
obstacles of time management, 21
outside source assessment, 214
putting off, 215
seeking reward, 212
shortsighted logic, 204
tackling small jobs, 216
tackling toughest job first, 216
thrills from deadlines, 207
triggering fears, 205
waiting until the time is right excuse, 206
production-support activities (PSA), 270, 284–286
productivity
administrative staff, 260
profiles
proofreading email, 177
PSA (production-supporting activities), 270, 284–286
The Psychology of Achievement audio program (Tracy), 328
public posts, Facebook, 145–146
• Q •
qualifying prospects, 277
quality, procrastination costs of, 208
questions
dream, 183
listening, 182
putting positive tone on, 182
• R •
realistic expectations, 218
realistic goals, 308
recurring interruptions, 195–197
research and development, 292–293
resources, goal achieving
capital, 38
human resources, 39
imbalance of resources, 37
knowledge, 38
responding to email
automation, 137
deferring until later, 136–137
email response system, 135–137
voice text or video email, 135
retweets (Facebook), 149
rewards, 48
Rinzler, Carol Ann
Nutrition For Dummies, 333
risk-seeking boss, 228
Rohn, Jim
The Art of Exceptional Living audio program, 328
Roth, Eileen
Organizing For Dummies, 88
• S •
sales
80/20 rule in, 57
sales presentations, 278
salespeople. See time management for salespeople
saying no
being direct and succinct, 171
time-efficient habits, 336–337
scanners, 79
schedule
conflicts, 332
offline, 189
scheduling, electronic
calendar-sharing benefits, 102–103
portable planner, 103
search engine optimization (SEO), 156
secret group (Facebook), 148
security features, teleconference, 242
seminars, 278
SEO (search engine optimization), 156
service-based roles, 58
sharing Facebook posts, 146–147
simplifying your life, 337
skills
setting goals, 30
in time management techniques, 305
Skype
alternative meeting options, 242–243
time-saving technology, 123
sleep
subconscious mind, 9
taking care of health, 334
smart phones, 103
smiling, 173
social media
time-saving technologies, 122–123
time-wasting behaviors, 325–326
sticky notes, 95
strength and weakness assessment, 14–15
stress, 287
subconscious mind, 9
success in time management
assigning value to time, 16
balancing work and time, 22–23
feeling of free time through scheduling, 19
importance of time management, 13
interactions with coworkers and customers, streamlining, 23
naming goals, 15
organizing your surroundings, 18–19
scheduling time and creating routine, 18
strength and weakness assessment, 14–15
taking breaks, 17
summarization, meeting, 248–249
SweetProcess feature, 127
• T •
tags, 129
talent, employee, 298
target date, goals, 309
task list
creating room for growth with, 295–296
task-focused boss, 227
tasks
80/20 rule in, 58
justified procrastination, 210
T-chart analysis, 289
team-based approach, time management, 313
technology. See time-saving technology
teleconference, 242
telephone communication
advantages, 166
caller ID, 193
inability to reach recipient, 173
interruptions, 192
personal sense of warmth and caring, 166
smiling during, 173
standing up during, 173
time-wasting behaviors, 322
telephone conversation, 172–173
Telephone Sales For Dummies (Zeller), 167
templates, 285
texting, 169
thank-you note, 200
Think and Grow Rich! (Hill), 36
tickler files, 89
time frames
justified procrastination caused by, 209–210
time investment returns
prioritizing daily objectives, 56
sizing up current situation, 55
time management
as evolving process, 311
as mindset to focusing on priorities, 7
personal organization techniques, 11–12
time management for administrative staff
asking the right questions, 257–259
basic description, 253
boosting admin image, 255
early arrival to work, 260
getting priorities in order, 262
guided meetings, 257
informal meetings, 256
management plan creation, 296–297
meetings, 254
multitasking, 261
online meetings, 257
peak productivity, 260
phone calls, 254
pitfalls, 254
productivity, 256
seeking clarification about objectives, 262–263
short meetings, 256
stalled projects, 254
time-blocking system, 261
time-tracking sheet, 261
work breaks, 260
time management for executives
daily priority organization, 298
delegation, 294
half hour activity tracking, 289
hierarchical structure, 292
identifying how time is spent, 288
increasing time on growth activities, 290–291
job descriptions, crafting, 293–295
stress levels, 287
supplemental task lists, 295–296
T-chart analysis, 289
work balance, 288
time management for salespeople
assistants, 286
business travel, 279
continuing education, 279
delegation, 285
direct income-producing activities, 267–268, 275–276
indirect income-producing activities, 269, 283–284
low-quality leads, 283
monthly productivity, 274
performance measurement, 271–275, 281–282
production-supporting activities, 270, 284–286
qualifying prospects, 277
quarterly productivity, 274
sales presentations, 278
sales results review, 283
streamlining process, 285
templates, 285
time-investment portfolio, 266–271
time-tracking sheets, 273
webinars, 279
weekly productivity, 274
work responsibilities, 265
Y Theory of Choice, 281
yearly productivity, 274
time, value of. See monetary value of time
time-blocking system
administrative staff, 261
building in flex time, 68
coaching time management, 310
factoring in work activities, 67
scheduling personal activities, 66–67
small investments in, 66
time-efficient habits, 337
weekly self-evaluation and planning, 67–68
time-efficient habits
delegation, 336
eating right, 333
living in the present, 338
planning for next day, 332
saying no, 336
setting aside downtime, 334–335
simplifying your life, 337
taking care of health, 333–334
time-blocking system, 337
uninterrupted planning time, 332
time-investment portfolio
direct income-producing activities, 267–268
indirect income-producing activities, 268–269
production-supporting activities, 270
time-saving technology
advantages, 119
backup services, 127
communication through, 121–126
DocuSign storage program, 128
Evernote feature, 126, 128–130
Facebook, 122–123, 139–140, 144
FaceTime, 123
LastPass feature, 126
Skype, 123
SweetProcess feature, 127
technology choices, 120
Twitter, 122
time-tracking sheet
administrative staff, 261
coaching time management, 310
salespeople, 273
time-wasting behaviors. See also interruptions
assessing your bosses situation, 222–223
demanding perfection, 323
failing to stop and think, 321
killing time in transit, 328
maintaining personal boundaries, 223–224
multitasking, 322
spending time with negative people, 328–329
Twitter, 150
working without breaks, 323
worrying and waiting, 324
time-wasting bosses
choices of dealing with, 221
initiating win-win discussions, 229–230
irreconcilable differences with, 231
The Psychology of Achievement audio program, 328
deciding who to follow, 149–152
following people whom you can profit from, 151
following people you can teach, 152
following people you have fun with, 151
following people you learn from, 151
negative tweets, 150
retweets, 149
time-saving technology, 122
time-wasting behaviors, 150, 325
Twitter For Dummies (Fitton, Hussain, and Leaning), 153
• V •
vacation, 17
value of time. See monetary value of time
video-based meetings, 164
voice mail
interruptions, 190
VOIP (voice over Internet protocol), 124
• W •
wall decoration, 98
wasting time. See time-wasting behaviors
WebEx online meeting platform, 124, 242
white noise, 80
willpower, 215
working from home. See home office
workspace
aesthetics, 97
chair comfort, 98
electronic files, 90
ergonomic, 97
evaluating, 11
furniture, 99
paper product, 88
paperless, 90
personalization, 99
setting up, 98
worry, 324
• X •
• Y •
Y Theory of Choice, 281
• Z •
Zeller, Dirk
Telephone Sales For Dummies, 167
Ziglar, Zig
Goals, 328