Dean L. Forbes

How to Become Highly Effective at Time Management

How many times have you heard about or been a victim of the time management trap? Why is it that some people seem to do it so effectively while others constantly struggle?

 

This seems to be a never-ending battle between time and man and it doesn’t look like there is much light at the end of the tunnel… or is there?

 

Highly Effective Time Managers are not born or made – they develop through diligent practice. If you wish to become skilled at anything, it won’t happen unless you practice. When you practice over and over again, you become highly skilled and eventually you form a habit. Certainly natural affinity towards anything will vary from person to person; however, the underlying factor is that those who become the best practice ritually – especially when everyone else isn’t.

 

To become a highly effective at time management, there are a few guidelines that will help you to achieve the results you desire.

 

Accept and understand the truth

The first and foremost thing that you must realize and come to terms with is the irrefutable truth – you cannot control time. You can only control what you do with the time you have. Highly Effective Time Managers understand this simple truth all too well which is what makes them so darned efficient.

 

The common misconception that most people make is to focus on managing the time they have rather than what they do with that time. You see – time exists and keeps on ticking no matter what you do – it is never-ending and completely out of our circle of control. What we do with the time we have however, is completely in our circle of control.

 

Accept the fact that you can only control you and make what you do with the time you have the focus and you will already be light years ahead in the game. Just let time be, because it ticks away regardless of what you do – let it go. J

 

Plan your time

Now that you understand the truth about what you can control and what you can’t, it’s time to make use of it.

 

Have you ever heard the phrase “fail to plan – plan to fail?”

 

Nothing could ring more true when it comes to planning what you do with your time. Show me a day without a plan and I’ll show you one with no real results; in some cases it may end up being a day of chaos. Now don’t get me wrong – it can be a lot of fun to spend an unplanned day with your family and friends where you do whatever tickles your fancy in the moment. Even then though, at least you’ve planned to do that so the expectations are still realistic.

 

Here’s the deal – what you can see you can manage – what you can’t see manages you.

 

Let me say that again…

 

WHAT YOU CAN SEE YOU CAN MANAGE – WHAT YOU CAN’T SEE MANAGES YOU.

 

What this means is that for each moment in your day you don’t plan, you are subject to the circumstances that arise within those moments. This is not to say that every single second of your day should be planned; however, it is important to plan accordingly for the things you want to accomplish in a given day. Flying by the seat of your pants will only result in a frustrating and pointless day. It will be hard for you to be where you want to be at the times you want to be there without a blueprint to follow.

 

If your day moves along on a whim or on impulses, you cannot expect significant results because you will not be prepared to deal with what comes. If you can’t see where you are going, how can you expect to get there?

 

If you have ever seen people in your workplace who exist in a constant state of chaos, you know what I’m talking about. Without plans everything becomes and emergency no matter how important or worst yet – how trivial it happens to be.

 

Have you ever seen what happens when a meeting without an agenda? The tone of the room instantly changes to one of uncertainty and a free-for-all session to talk about the latest pain each person is suffering. This is what happens when you don’t plan your time.

 

Remember – what you can see you can manage – what you can’t see manages you.

 

If you can see your day laid out on a calendar, then you will know exactly how to prepare and how much time you need to execute each item. You will most certainly be better equipped to be where you need to be at the times you need to be there and your day will have much less emergencies – especially unimportant ones.

 

When you can see what is in store for your day, you will undoubtedly be able to manage your actions more effectively thus making more efficient use of your time. Conversely, when you can’t see what your day looks like, you become a victim of whatever the day throws at you. Time and tide wait for no man so make sure you’re focused on your action plan.

Put first things first

One of the biggest mistakes people make is failing to put first things first; they don’t prioritize. This always results in disorganization and scattered thoughts which beget the same type of results.

 

Planning your time in order of priority is crucial because it helps you focus on the most important things.

 

One of my mentors attaches this quote to the bottom of her e-mails: “The most important thing is keeping the most important thing the most important thing.” Now that is a profound statement. Do you get the point?

 

Many people spend their day buzzing away as busy as a bee only to reach the end of the day and realize they’ve accomplished nothing they set out to. The reason for that is lack of planning and prioritization. If you don’t know what the most important thing on your agenda is, how will you ever achieve the results you desire in an effective manner?

 

Highly Effective Time Managers understand the power of priority – they thrive on it so that they never miss a beat.

 

Here’s the deal; when you plan your day in order of priority, it shows you how to direct your energies and where. It doesn’t mean that the most important things get done first; it just means that they get greater consideration in the grand scheme. All your days won’t go perfectly so when you have to make a decision on what things to do and which to leave for another day, knowing the order of importance becomes crucial.

 

Value your time

Here’s a mistake that many people make – they don’t put enough value on their time and this can really throw a major monkey wrench in your plans.

 

Highly Effective Time Managers place high value on their time and they act accordingly. The fact is that people will value your time only as much as you do. If you place no value on your time, neither will they so you must make sure that you do.

 

I can just see all of you reading this going – I don’t know who he’s talking about but I value my time. I must have struck a nerve… J

 

Perhaps I’m not talking to you – BUT – many people do not put value on their time and in some cases they do not even understand how to do that.

 

When I say “value your time” what I am talking about is executing your calendar as you planned it regardless of what others are doing and the circumstances that arise. Of course, there will be exceptions; however, these should be few and far between and should not become the rule.

 

For instance, if you have a meeting scheduled from 10 AM to 11 AM and the other party is late, you should have no trouble stating that due to your busy schedule, this meeting must end at 11 AM. In some cases, if you have to wait more than 10 or 15 minutes on another person, it is totally OK to reschedule for another time that is convenient to you.

 

So much time is wasted waiting for others or other things which can absolutely hamper your entire day. Once you get behind in your day, you’re behind the entire day unless you stick to executing your calendar as you’ve planned it. People will value your time more when they see that you are serious about how you spend it.

 

Once people realize that they can make you wait on them until they are ready to meet with you – they will.

 

To become highly effective at time management (self management), you must put high value on your time. That means that you do what you plan at the time you planned to do it. It means that you do not allow anything that you can control to impede your mission. Certainly there’s nothing you can do about unforeseen circumstances, the weather and the unknowns that may arise and land like a fly in your ointment – BUT – you can certainly pull yourself away from your Facebook page to make that conference call at 4 PM. J

 

Additionally, you should not allow other people to waste your time; if someone agrees to meet you at a certain time, then that is what needs to happen without excuses. Yes there are exceptions; however, the rule is that you show up on time or lose credibility with me. I’m sure people don’t like it when I’ve shown up late for an appointment – and I have – I don’t feel too good about it either because I value my time and I value others’ time as well.

 

Value other peoples’ time

If you value your time and you expect other people to do the same, then you must value other peoples’ time. The door swings both ways so as you place high value on your time so should you on other peoples’.

 

This comes with a caveat though; if a person does not value his/her time, more often than not he/she won’t value yours either. It stands to reason that if you place high value on your time, you will automatically place high value on other peoples’ time – well for the most part anyway.

 

I am not talking about the delusion of thinking that your time is more valuable that someone else’s; what I’m talking about is genuine value placed on time. One of the highest forms of respect you can pay someone is to show that you value his/her time. That earns you more brownie points than you can imagine; besides when you show others that you value their time, more often than not they will reciprocate. The fact is like attracts like so if you value yours, you will value others and vice versa.

 

At the end of the day…

Time belongs to no one; it is infinite and never-ending so trying to manage it is fool’s errand. Attempting to control time is futile; the only thing you can control is yourself. What you do with time is entirely up to you and when you begin to focus your energies there, your “time management” skills will undoubtedly improve. Highly Effective Time Managers understand this concept and that’s what makes them so efficient.

 

How will your day go tomorrow? J

Killer Series: 7 Steps to Building a Killer Team

Have you ever watched a high-performing team in action? Better yet, have you ever been a part of a high-performing team?

I don’t how many of you watched the show that the Chinese put together for the 2008 Summer Olympic Games but I can tell you it was truly a spectacular sight and accomplishment. This was the pinnacle of a high-performing team in action – what I like to call a Killer Team. The pure energy and masterful synchronicity was absolutely impeccable. They were fluid and flawless during every show and absolutely electrifying with every move. It was definitely a sight to behold and if you didn’t have the opportunity to see it, I can say without a doubt that you missed something very special.

I don’t know what they will do when the games hit London in 2012 but I do know they’ve got their work cut out for them. I have had the opportunity to experience the difference between a Killer Team and a team that gets killed. It is always a much happier, more productive, more efficient and more creative scene when you are on a Killer Team – as if that’s not obvious. It is so much more powerful that my ultimate goal when working with a team is to be a part of and cultivate a Killer Team. This is of the utmost importance the moment you begin to work in multiples.

 

Whether you are leading or are a part of a team, this should be your ultimate goal. Everything else that the team accomplishes rests with the way they are able to work together. It will be next to impossible to achieve any result of great value if your team is not working together. If some of you are pushing while others are pulling, it will create negative energy and in some cases wreak havoc on the whole team. Contrary to the popular belief – opposites do not attract, especially when it comes to teams.

 

Like-mindedness is essential for team success; the goal of the team must be the focus of every team member in order to achieve the best results. That being said, following are my best ideas on what it takes to build a Killer Team. I’ve broken it down into 7 steps that you can begin to apply immediately and achieve immediate and positive results.

 

 

1. Embody the mission

This is something that will come up over and over again on this website in some context or another. So many people embark on new journeys, start new projects or new relationships without ever creating a mission for what they want to achieve. It is actually ludicrous when you think about it; see yourself in your mind’s eye getting ready to do something or go somewhere without knowing exactly what it is you are trying to accomplish.

Does that make sense? Of course it doesn’t. That would only make sense to a moron and I know that’s not you.

 

So then, the first step in building a Killer Team is to embody the mission. Embodying the mission though means several things. In order to be one with your team mission, every member must be willing to commit to it without wavering; you must all see it through together.

Several things occur when a mission has been embodied successfully.

 

Creating and living the mission – when the whole team is involved in creating the mission, it makes them feel like they are a part of something greater than themselves. Their values become a part of the whole which makes it personal and therefore automatically commands more commitment. It is a lot easier to live a mission that you created than it is to live someone else’s; in fact I’d say it’s damn near impossible to live a mission you didn’t have a hand in creating. This is absolutely essential if you want your team to fully embrace the mission – be one with it. You must all be involved in the creation of it and then you must all live it every single day for maximum impact.

 

Clarity in purpose – nothing beats the knowledge of destiny. When you know exactly what you want to achieve and precisely where you’re going, it’s pretty difficult to miss the mark. At that point you only have to choose the right vehicles to get you to your destination – to your goal. A purpose-driven goal is one destined for success. Once every team member is clear on what the purpose is, expectations are aligned and focus is singular. This creates power beyond your imagination and productivity skyrockets under these conditions.

 

Roles & responsibilities defined – this cannot be stressed enough. I’ve seen so many teams implode because the members have no clue what each is supposed to be doing. This is what creates chaos on a team and breeds frustration that lead to conflicts that lead to undesired or disastrous results. It is absolutely imperative that roles and responsibilities are clear and that each team member knows not only what he or she is supposed to be doing but also exactly what each of the other team members are supposed to be doing. This is important in order to achieve maximum efficiency and efficacy. It allows your team to execute at a high level with the least effort. No double work!

 

The tie that binds – this is what embodiment of a mission does; it creates a deep bond among those who’ve created and are indeed living it. This is a very important element as you will see in the next step, Cultivate Synergy. If you create a mission together, live it daily together and commit together to see it through, this creates a powerful and almost unbreakable bond. It creates unshakable focus and through your commitment, it crystallizes your purpose – the team’s purpose.

 

2. Cultivate Synergy

Synergy is supremely important for any team to function at its peak. This is the pinnacle of togetherness in a common cause. When a team is synergized, each move they make is like flowing water; they move in fluidity and synchronized harmony. It’s really a beautiful thing to experience and if you have, you know exactly what I am talking about.

 

Cultivating synergy requires transparency and openness among all the team members. It requires the desire to listen with the intent to first understand each other and also the courage to state your point of view. It requires that, when trying to resolve issues or come up with solutions where you do not all agree, that you always seek

The Third Alternative

which is a solution derived from all the desires combined to create a better solution than any of the individual ideas – it promotes and demands win/win.

 

Furthermore, cultivating synergy also requires that you cherish teamwork in all facets and eliminate competition – at least against each other. Competition among the team can easily, and often does, lead to “I first and team second” and selfishness. This creates the “what’s in it for me” mentality which throws the whole idea of the team purpose right out the window.

 

Rather than promote competition, Killer Teams promote collaboration; they promote cooperation and fellowship. Instead of sitting on opposite sides of the table, members of a Killer Team sit on the same side. Side by side is better than opposing sides – both from a physical and psychological stand point.

 

When a team is synergized, trust is at its pinnacle – each teammate trusts the other to do exactly what he is supposed to do. Each member covers the other and is confident that his/her backside is covered at all times. If you are unable to trust your teammates, you will be unable to achieve success as a team.

 

Synergy is what made the L.A. Lakers of the 80’s and Chicago Bulls of the 90’s so great. The players trusted each other – they knew when to give the ball up to the next man. They seemed to always know where each other was on the court and every man seemed to know where he needed to be in order to receive the ball and sink a basket. It was like watching beautiful choreography when these teams played. 

 

3. Level the playing field

For the most part, every team has a leader as well it should. There should be someone in the director position – the person responsible for making sure the blueprint is followed and the goals are met. That being said, one of the most important elements of a Killer Team is a level playing field.

 

This means that no one and I mean no one is above the law so to speak. As a matter of fact, the first person upholding the laws of the team should always be the leader. His/her example should be like a shining beacon to all other team members.

 

Leveling the playing field is simple – it requires that every member of the team is accountable for his/her actions. Each person from the top down is held to the same standard and has equal opportunity to voice opinions, ideas and grievances without fear of negative recourse. Each team member must treat every other team member as an equal and with love and respect.

 

Leveling the playing field in this manner can often create powerful and unbreakable bonds – it fosters loyalty. When every team member knows that his part is just as important and is given equal standing to the next person’s, it becomes easy to commit. The purpose of the team comes alive and thrives in the harmony of collaboration – in synergy.

 

4. Foster heretics

Killer Teams are notorious for going against the grain – they often observe the masses and do the opposite. As such, even though a team usually has a leader, Killer Teams expect leadership to come from any rank, any position, anywhere. This is why they foster heretics.

 

Killer Teams are always looking for leaders – not just one. Heretics are leaders because they don’t wait for others to make change, they start it and others follow. Heretics abhor the status quos – they are not interested in the discovery from last week, they want to go forth into new frontiers and make the next discovery.

 

The best Killer Teams are usually made up entirely of heretics – leaders. Mindless sheep get left in the pasture while the heretics steal the dawn of the day. While you whine about breakfast, heretics are busy eating your lunch and stealing your supper. Killer Teams are known for beating others to the punch and the reason is that they only recruit innovative and forward-thinking individuals; those that would sooner crush the status quos than live a day by it. Killer Team members only like the status quos because it gives them a new challenge – it gives them a change to champion.

 

Killer Teams are at their best when they are fueled by heretics because there are leaders in every hall making changes and breaking new ground. When you are part of a team that operates this way, you are constantly in a state of inspiration because you see the world anew each and every day.

 

5. Discourage conformists

As Killer Teams foster heretics, something else happens automatically, they discourage conformists. Conformists are those who uphold the status quos – they fight for the status quos. Conformists hate change, they consider most change a threat and that’s why they live in fear.

 

Killer Teams have no use for these types of individuals because they know they won’t bring any creativity or innovation to the table. They will simply do what others are doing without ever giving a thought to change; even in the face of a broken system, conformists will still fight for the status quos.

 

A team of conformists create nothing, build nothing and change nothing. They simply do what they are told or what they are expected to do. There is a place for these people… in an ant hill. Ants are like programmed soldiers – they each have a job that they were born to do and they do it until they die. It’s great for an ant, probably get a medal or a crumb, but very sad for a human being.

 

As one comedian said of our 43rd president and I’ll paraphrase, “conformists do the same thing on Wednesday that they did on Monday, no matter what happened on Tuesday.”

 

Teams that consist of conformists are the teams that are getting killed by Killer Teams. Conformists are managers, not leaders; they manage the assembly line and do exactly as they’re told. Heretics are leaders; they chase all that is considered taboo in the hopes of positive change. Killer Team members are heretics because they thrive on change and crushing the status quos.

 

6. Be A Square

If you want to build a Killer Team or lead one, you must understand and master how to be a square. Ever wonder why it almost always never works when a third party tries to solve problems in a relationship, especially when no request was made for help? These people are usually told to butt out!

 

On a team, one of the worst things you can do is create triangulation in a problem. Triangulating a problem means taking a problem that occurred between and affected two individuals or two groups and inserting a third party to fix the problem. What usually happens is, the conflicting parties end up confessing each other's sins and then the mediator is left in the difficult position of deciding who’s right and who’s erred.  This almost always never ends well – at least one person usually comes out of this situation unhappy.

 

Individuals who build and lead Killer Teams never create triangulation in a problem. Instead, they promote one-on-one Third Alternative resolution. This approach basically says that if you have a conflict with another teammate, you agree to work through the issue together until you reach a resolution that you are both happy with. If a third party is ever inserted into the equation, it would only be because the conflicting parties both agreed that it was best in the course of resolving their issue.

 

When you build and lead a Killer Team, you must commit to being a square with every team member, no triangulation ever unless explicitly requested by both conflicting parties. Be a square and you will always be fair.

 

7. Get out of the way

Many teams have been thrown completely off track when this element gets muddled. It is possible to build and lead a Killer Team only to find that you’ve limited its potential by constantly getting in the way. Part of the reason for adhering to the 6 steps above is so that it makes it very easy for you to follow the 7th.

 

Once your Killer Team is in place and every team member knows what to do, as a leader your job is to now get out of the way. When you remove yourself from every nook and cranny, remarkable things begin to happen. Team members work together, creativity is high and results are astounding. I’ve seen so many talented leaders fail at getting out of the way so badly that the team failed and the mission never got off the ground.

 

I remember once when I was charged to lead a group of about 90 individuals at a company symposium. My task was to lead the team of individuals who were monitoring classrooms and catering to the customers. This by far was one of the most important leadership roles at the symposium. On the morning of the pep rally just before the event got underway, I was scheduled to give my team a pep talk – prepare us for what was ahead.

 

I said many things that morning but one of the most important things I did was recognize the incredible talent that was on my team, plant the seeds of the mission and then stepped aside and watched a well-oiled machine run. The results were, as you can imagine, astounding. I was confident in the tenacity of my team, I knew that it was packed with heretics and experience so I simply shared the mission, gained unanimous consensus with it and then provided a platform for them to execute – I got out of the way.

 

This is often very hard for leaders to do – instead, they try to control every outcome and every process. For the most part though, all they end up doing is managing instead of leading which defeats the entire purpose of building a Killer Team.

 

What kind of team are you on?

So, are you on a team? Where do you think your team falls, Killer or Getting Killed?

 

If you want to build teams that accomplish great things, you must be willing to commit to the 7 steps above. I realize that it may seem like you don’t have much of a choice when it comes to who is on your team, especially if you have a job; however, you can still be a heretic, a leader.

 

You can start your own Killer Team within a team. Perhaps you want to start a Killer Team at work whose sole purpose is to create positive changes in the workplace and stamp out the status quos. Just remember, the top doesn’t always mean the CEO, the top can start with you.