YOU’RE ALREADY LATE!

SECRETS OF TIME MANAGEMENT,

ORGANIZATION + PRODUCTIVITY
 Slides + Values Exercises + Bonuses:

andrewmellen.com/EO20
 OUR AGENDA

Costs of Disorganization
Mindset Shifts
Story + Core Values
The Organizational Triangle®
The 7 Deadly Time Thieves™
Interruptions
Multitasking
Poor Planning
Overcommitting
Email
Meetings
Procrastination
BREATHE
SET YOUR INTENTION
 80%
UNUSED
4-6 WEEKS
ANNUALLY
3% LOST
FOREVER
INTERRUPTION
RECOVERY
 $20
$120
$250
200 LIES
1 YEAR
WASTED
1 Minute

BIGGEST CAUSES
OF LOST TIME?

[INDIVIDUAL WORK]
2 Minutes

HOW DO YOU TALK

ABOUT THIS?

[PAIRS WORK]
5 + 5 Minutes

WHAT DO YOU ALREADY

KNOW?

[TABLE WORK]
MINDSET
FREEDOM
NO ONE IS BORN ORGANIZED
YOU CAN’T MANAGE TIME
‘HAVE TO’ BECOMES ‘GETS TO’
ABUNDANCE
CLUTTER = DEFERRED DECISIONS
I’M BUSY
 There isn’t enough time.

I don’t know where to start.

The people around me are worse than I am.

NO STORY, JUST FACTS
NO STORY, JUST FACTS
 THE PROBLEMS

Comfort rather than values.

Unimportant interruptions.

Yes to unsuitable requests.

Defer decisions.

Concentrative limits.
 THE SOLUTIONS

Calendar to time = budget to money.

Excellence > perfection.

Stop deferring to the future.

Delegate.

Eat the frog.

“SOMEDAY” DOESN’T EXIST
EVERY TASK HAS AN END
A SIMPLE LIFE =
SIMPLE CHOICES
[90 Seconds]

ONE ITEM
COMPLICATED NOT EASIER

[PAIRS ACTIVITY]
URGENT VS. IMPORTANT
WHAT’S AT YOUR CORE?
[20 Mins] CORE VALUE EXERCISES

Select 15 words that most clearly define the values you espouse and live by—actual values, not aspirational.

Imagine yourself at the end of your life. Looking back, what are the three most meaningful memories that you have—
good, bad, happy, sad? What makes each of them so significant?

Think of someone you deeply respect and admire—you may never have met them. What are five qualities
that they possess that most define them for you?

Think of a mentor or someone who has influenced your thinking and choices in a fundamental way.
What are five qualities that they possess that most define them for you?

What do you want to be remembered for?

If resources and access were not obstacles, what would you choose to do with your life?

What do you want to accomplish in the world?

What do you want to give back to the world?

Of the first fifteen words + everything else you’ve written down, what are your top five values?
 INDIVIDUAL CORE VALUES
Abundance Compassion Fame Insightfulness Practicality Social Justice
Aesthetics Competence Family Intelligence Pragmatism Spirituality
Acceptance Competitiveness Fidelity Integrity Precision Stability
Accomplishment Composure Financial growth Intimacy Professionalism Stamina
Accountability Conscientiousness Financial security Irreverence Profitability Status
Accuracy Consideration Flexibility Joy Prosperity Stewardship
Achievement Consistency Fortitude Justice Purposefulness Strength
Adaptability Constancy Freedom Kindness Prudence Success
Adventure Contribution Friendship Leadership Punctuality Support
Affability Cooperation Frivolity Learning Quality Survival
Altruism Courage Fulfillment Liberty Reason Teachability
Ambition Creativity Fun Listening Receptivity Teamwork
Appreciation Decency Generosity Location Recognition Thoughtfulness
Articulation Dedication Gentleness Love Reconciliation Tolerance
Assertiveness Democracy Gracefulness Loyalty Relationships Tradition
Authenticity Determination Graciousness Mindfulness Relaxation Tranquility
Balance Dependability Gratitude Moderation Reliability Transparency
Benevolence Dignity Growth Mutual respect Resourcefulness Trust
Beauty Discipline Happiness Nature Resiliency Trustworthiness
Boldness Diversity Health Naturalness Respect Truth
Calmness Ease Holiness Obedience Responsibility Understanding
Camaraderie Education Honesty Open communication Responsiveness Uniqueness
Candor Effectiveness Honor Openness Righteousness Unity
Caring Efficiency Hope Opportunity Sacrifice Virtue
Casual Elegance Humility Order Safety Vitality
Challenge Empathy Humor Originality Security Vulnerability
Charity Energy Impactfulness Passion Self-control Warmth
Chastity Entrepreneurship Independence Patience Self-esteem Wealth
Clarity Environmental concern Industriousness Peace Self-sufficiency Wholeness
Cheerfulness Equality Influence Perception Sensitivity Willingness
Cleanliness Ethics Informality Perseverance Serenity Wisdom
Cleverness Excellence Ingenuity Persistence Service Wit
Collaboration Excitement Initiative Personal Growth Simplicity Zeal
Commitment Fairness Inner harmony Philanthropy Sincerity
Community Faith Innovation Power Sobriety
 Slides + Values Exercises + Bonuses:

andrewmellen.com/EO20
THERE IS ENOUGH TIME FOR WHAT’S IMPORTANT
NOT ABOUT DOING MORE
YOU VALUE WHAT YOU CHOOSE
VALUE IS NOT GUARANTEED
YOUR BEST FRIENDS
WINNERS DO WHAT THEY HAVE TO DO
THE ORGANIZATIONAL TRIANGLE®
ONE HOME FOR EVERYTHING
LIKE WITH LIKE
SOMETHING IN, SOMETHING OUT
 7 DEADLY TIME THIEVES™

INTERRUPTIONS
MULTI-TASKING
OVERCOMMITTING
POOR PLANNING
EMAIL
MEETINGS
PROCRASTINATION
TIME THIEF: INTERRUPTIONS
INTERRUPTIONS VS DISTRACTIONS
INTERRUPTIONS + DISTRACTIONS

[INDIVIDUAL WORK]
[1 Minute] WORK

INTERRUPTIONS DISTRACTIONS
____________ ____________
____________ ____________
____________ ____________
____________ ____________
____________ ____________
____________ ____________
____________ ____________
[1 Minute] HOME

INTERRUPTIONS DISTRACTIONS
____________ ____________
____________ ____________
____________ ____________
____________ ____________
____________ ____________
____________ ____________
____________ ____________
 COMMON
INTERRUPTIONS DISTRACTIONS
Ringing phone Checking your cell phone
Unexpected visitors Streaming Media: Television/Radio/Music
Supervisor/Colleagues Food/Hunger
Family + pets Worrying
Emergencies Seeking comfort with pets/family
Fire drills—both kinds Smoking
Email prompts Grooming
Equipment malfunctions Reading non-work stuff at work
Alarms, other ambient noise Gossip/Eavesdropping
Physical pain, headaches Reading + sending emails
Strong odors Surfing the Internet
 MINIMIZE INTERRUPTIONS

Shift the culture.

Make constraints known.

Run an errand.
Turn all notifications OFF.

Gang all online activities together.

Isolate yourself for concentration.

Keep something on chairs.
TIME THIEF: MULTITASKING
SHE CAN’T
HE CAN’T
MULTITASKING IS A LIE
TIME THIEF: OVERCOMMITTING
 NO IS A COMPLETE SENTENCE

No excuses.
Trade off?
Don’t wait.
Saying NO to something is saying YES to something you value more.
SAYING NO
[2 Minutes]

TO A FRIEND OR COLLEAGUE

[TABLE WORK]
[2 Minutes]

TO AN EMPLOYEE

[TABLE WORK]
[2 Minutes]

TO A FAMILY MEMBER

[TABLE WORK]
TIME THIEF: POOR PLANNING
 ADD IT UP

168
HOURS
 YOU CAN’T MANAGE
WHAT YOU DON’T MEASURE
PARETO’S PRINCIPLE
[2 Minutes]

WHAT IS YOUR 20%?

[INDIVIDUAL THEN TABLE WORK]

 TO DO LISTS + PLANNING

Change expectations.

Be thorough.

Be singular.

Be specific.

To-do lists are to your tasks what your closet is to your clothes.
 WORK BUCKETS

q Admin + Clerical q Project 1

q Research q Project 2
q Planning q Project 3
q Sorting + Filing q Volunteering + Community
q Marketing q Professional Development
q Financial q Other
q Client Services
 LIFE BUCKETS

q Education q Health + Fitness

q Friends + Family q Financial
q Self-Care q Medical
q Self-Development q Errands
q Giving Back q Home Maintenance
q Spiritual Practices q Organizing + Simplifying
q Creative Expression q Other
ANDREW MELLEN TIME BUCKETS
2 Minutes

NAME TIME BUCKETS

[INDIVIDUAL WORK]
 WORK LIFE

q Admin + Clerical q Project 1 q Education q Health + Fitness

q Research q Project 2 q Friends + Family q Financial
q Planning q Project 3 q Self-Care q Medical
q Sorting + Filing q Volunteering q Self-Development q Errands
q Marketing + Community q Giving Back q Home
q Financial q Professional q Spiritual Maintenance
Development Practices q Organizing
q Client Services
q Other q Creative + Simplifying
Expression q Other
Internal Email Alternatives
MICROSOFT TEAMS
 PRIORITIZING QUESTIONS

Does this have to be done today?

Is this a step in a larger project or a one-off?
Is there something more important to do first?
Does this get me closer to my goal? How?
Can I delegate this task? To whom?
TIME THIEF: EMAIL
 TOP 5 EMAIL TIPS

Check only when you can read + reply to it.

Stop using email for internal communications.

Don't read and answer constantly.

Automate using rules or filters.

< 15 words = the subject line. EOM. NRN.

 PART 3

INTERNAL EMAIL ALTERNATIVES

Internal Email Alternatives
MICROSOFT TEAMS
TIME THIEF: MEETINGS
NO AGENDA = NO MEETING
 TOP 5 MEETING TIPS

Standing meetings.

Handouts + agenda > 24 hours prior.

Time limits for every agenda item.

No back-to-back meetings—ever.

Debrief yourself after the meeting.

TIME THIEF: PROCRASTINATION
WHY DO YOU PROCRASTINATE?
 YOUR REASONS

Feels too much like work Too much pressure

Hope it will go away Too sick to start
Someone else will do it Too tired
Don't see the value Faulty concept of time
Fear of the outcome, either good or bad Living in fantasy
Fear of what you’ll do next Bad habits
Fear of others’ judgment Bad math
Fear of conflict + possible delays Because the task is easy
Resent your boss Impatience
Resent the task Perfectionism
Waiting for the perfect time Something better to do
Not sure how to start Overwhelmed with other things
Not sure where to start Prefer to do other things
Not in the right mood Prefer to spend time outdoors
Lack of inspiration A sense of entitlement
Lack of information Distracted
Lack of perceived space Romancing the deadline
Lack of perceived time Adrenaline junkie
Lack of support Another crisis interferes
Lack of money or other resources There’s always tomorrow
Lack of motivation Your vacation or leave is starting soon
Lack of expertise “Not my job”
HOW CAN YOU BEAT
PROCRASTINATION?
EAT THE FROG

Eat The Frog

© 2019 Andrew, Inc. All rights reserved.

WHEN EVERYTHING IS PRECIOUS

NOTHING IS PRECIOUS
PERFECT PASSWORD
 PERFECT PASSWORD

4 DIGIT NUMBER

2018
 PERFECT PASSWORD

SYMBOL OR CHARACTER

#
 PERFECT PASSWORD

FIRST 3 LETTERS OF SITE

UPPERCASE
(AMAZON.COM)

AMA
 PERFECT PASSWORD

3 DIGIT NUMBER

169
 PERFECT PASSWORD

LOWER CASE LETTER

x
 PERFECT PASSWORD

2018#AMA169x
 PAPERS + FILING

WHAT
SUPERIOR FILING TOOLS
 SIZE DOES MATTER

1 Megabyte = One small novel

1 Gigabyte = A pickup truck filled with paper

1 Terabyte = 50,000 trees made into paper

10 Terabytes = Printed collection of US Library of Congress

Source: InfoTrends.com
 8 RECEIPTS TO KEEP

Capital improvements to real estate.

Major purchases = appliances, equipment, etc.
Service + repairs to a home or vehicle.
Tax-deductible expenses.
Reimbursable expenses.
Medical expenses > copay.
Cash receipts.
Items you may return.
 BEFORE FILING, ASK:

Why do I want it?

Why do I need it?
Can I get it elsewhere?
When will I use it or need it?
Is it quality information?
Do I need it for more than a few days?
 NAMING FILES

1. What is common and what is unique?

2. Like with like:

INSURANCE: AUTO
INSURANCE: HEALTH
INSURANCE: HOMEOWNER’S

3. Keep Folder Names Simple And Structured.

20XX PROJECTS: WEBSITE REDESIGN

FILING NAMING LEXICON
NESTING BASKETS
 DIGITIZING BIZ CARDS

CamCard Free and Pro ($2.99) ScanBizCards Business Card Reader ($4.99)
Business card scanner and reader. Business card scanner and reader.
WHAT’S FIRST?

[TABLE WORK]
SLIDES + VALUES EXERCISES + BONUSES

andrewmellen.com/EO20
THANK YOU!
 MULTI-TASKING IS A LIE

http://articles.chicagotribune.com/2010-08-10/opinion/ct-oped-0811-multitask-20100810_1_iqs-study-
information-overload

Nat'l Academy of Sciences: Brain Bottleneck

Brainfacts.org: The Multitasking Mind

NPR: The Myth Of Multitasking

Wired.com: Multitasking

PBS.org: Is Multitasking Bad?

Forbes.com: Worse than Marijuana?

Interfaces.com: Multitasking Myths

QUESTIONS
 Slides + Values Exercises + Bonuses:

andrewmellen.com/EO20