You have 10 clients to meet with today and still have prospecting to do. One of your carriers has introduced a new line of life products whose marketing materials you need to review, and the attendance for next Wednesday's seminar needs to be boosted by at least 50 participants. When are you going to find time to do all that plus the minute-to-minute things that come up in both your work and personal life?
You do not have to be a slave to time. Following are eight tips to help you master the time you have while still getting done the things you need to do.
1. Treat everything as an appointment
Bottom line: If it takes up time, then consider it an appointment and schedule it. Treating every activity as an appointment will allow you to plan better. It will also keep you honest about what you feel you can and cannot do.
2. Plan for the unplanned
Externalities, or things that we don't necessarily plan for, often go unnoticed when we're trying to map out our week.
Take a look at your past week and the unexpected things that came up, derailing your perfectly crafted schedule. Work those blocks of unexpected activity into next week's schedule to stay ahead of the game.
3. Establish a timeline
Create blocks of designated time for specific activities or tasks throughout the day that are aligned with the actual number of hours you have available each day. However, before you can effectively do so, you must prioritize the tasks and activities to be included in your routine and establish timelines for each. Consider allocating blocks of time to each activity during certain intervals throughout your day. For example, instead of risking interruptions from incoming calls or emails throughout the day, try blocking out specific portions of time to make and return calls or respond to emails.
4. Build buffer time into each activity
Create a routine that reflects a healthier and more respectful relationship with time. Instead of planning your day around the best-case scenario, plan around the worst-case. This will provide you with the additional cushion you need.
5. Plan for time to plan
How much time do you invest each week in planning? Take the time to plot out your week ahead of time. Forecast what it will look like. Whether that means putting aside 30 minutes Sunday night or Monday morning, use this time to plan your routine or develop a list of what needs to be accomplished during the week.
6. Become a pro at saying "no"
If you always say "yes" to keep everyone happy but don't follow through with your commitments, you'll wind up creating what you wanted to avoid from the start -- letting others down and creating stressful situations that cost time, money, and problems. Being honest and honoring your boundaries -- saying "no" -- is a very attractive trait.
The next time someone asks you to do something, give yourself the time to process their request by saying, "Let me check my schedule and I will get back to you" or, "Thanks for the opportunity. I will consider it." Then, ask yourself five questions before you respond: Is this something I really want to be doing? Is this something that I have to do? Can I meet this person's expectations? Do I really have time for this, or do other things take priority? And what is a reasonable deadline to which I can commit?
7. Let the action be the reward
Rather than having the result be your reward, let the action be your reward. Here's why: Once you have outlined a path and a success formula to follow, allow the doing or the process to be the reward. This way, you can be responsible for your future goals without having to worry about them.
8. Get off the adrenaline train
Many people today are hooked on adrenaline. The classic symptoms? Saying "yes" when you mean "no." Over-committing or overbooking your schedule, then finding it difficult to deliver on deadlines or complete tasks. Procrastinating until the last moment. Believing you work best under pressure. Being easily distracted. Consider that an adrenaline addiction may be creating many of the problems, employee challenges, and sales obstacles that you want to avoid. Aside from feeling drained, burnt out, and exhausted, adrenaline lowers your productivity level and sets you up for failure. If you thrive on chaos, it's difficult to maintain your focus, concentration, peace of mind, or mental clarity. A congested mind does not allow for the space to create the best solutions, including solutions for your clients.
Keith Rosen is a sales coach and author of several books, including "Time Management for Sales Professionals" and "Coaching Salespeople into Sales Champions." He can be reached at info@profitbuilders.com.
