TIME MANAGEMENT

FORMULAS FOR SUCCESS:

USING TIME WISELY

Overview

Develop a more clear understanding of strategies for effective time management Develop a greater self-awareness of how you currently use your time

What Do We Do With Our Lives

Spend

27 years sleeping 3.3 years eating 5 months waiting at traffic lights 8 months opening unwanted mail 1 year looking for misplaced objects

2 years attempting to return phone calls 4 years doing housework 5 years waiting in lines 13.8 years working

Why arent we organized?

Why arent we organized?

It takes too much time.

We dont know how. We want to do it perfectly.

What is the price of not being organized?

The price of not being organized?

Missed goals.
Overlooked opportunities. Wasted time. Wasted money.

A Shift In Focus
Concentrate on results, not on being busy!

The Rule

Many people spend their days in a frenzy of activity that produces few results because they are not concentrating on the right things.

The 80:20 Rule

80% of unfocussed effort generates only 20% of results. The remaining 80% of results are achieved with only 20% of the effort.

Ten Myths about Time

Ten Myths about Time

1.

Myth: Time can be managed. Myth: The longer or harder you work the more you accomplish. Myth: If you want something done right, do it yourself. Myth: You arent supposed to enjoy work. Myth: We should take pride in working hard.

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Ten Myths about Time

6.

Myth: You should try to do the most in the least amount of time. Myth: Technology will help you do it better, faster. Myth: Doing one thing at a time will help you succeed. Myth: Pay attention to any paperwork that crosses your desk. Myth: Get more done and youll be happier.

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TIME MANAGEMENT,PLANNING, AND PRIORITIZATION

The "Three Ps" of Effective Time Management

1.

Planning.

2.

Priorities.
Procrastination.

3.

PLANNING OR NOT?
If you dont know where youre going, will any road will get you there?
If you dont know where youre going, how will you know when you get there? Strategic planning solves these problems.

PLANNING

Why Plan?

It focuses your thinking on the future

It clarifies your goals and objectives. It will save time in the long run.

Why Plan?
What are some other reasons why you feel you should plan?

How Do I Plan?
Beckwiths Three Cornerstones of Planning - Plus 1
Selling the Invisible: A Field Guide to Modern Marketing

1. Predicting the future. 2. Decide what you want your future to look like. 3. Analyze the results. 4. Implement the plan.

1. Predicting the future

This is hard

What results did you expect last year? What does your manager want?

What do your agents want?

2. Decide what you want your future to look like

What will this years result look like? Share your expected result with your team. Remember to plan for alternative futures.

3. Analyze the results

Figure out ways to make sure your future comes out the way you want.

4. Implement the plan

The planning process is important, maybe as important as the result. BUT

the object of a plan is to change somethingso it MUST be implemented.

PRIORITIZATION

Just because you can do something doesnt mean you should.

You Can and Should, Say No

People take advantage of you only with your permission.

it MUST be implemented

it MUST be implemented
What tool can you use to implement your plan?

The to do list: a power tool

Pg 6

Keep a record of your time for one full week--168 hours. Make a realistic time budget sheet. Make daily to do list -- use the A, B, C system to prioritize the list:

As must be done today

Bs important but not As

Cs would be nice but

Annual to do list
Pg 6

Your annual list should include:

Major recurring events/projects

Example: Agency Manager Meetings

Major new projects major/minor subtasks

Example: Opening new areas, new markets

Minor new projects major/minor subtasks

Example: Competitive advantage information

Monthly to do list
Pg 6

Your monthly list should include:

Regular reporting deadlines

Example: monthly production report

Important standing meetings

Example: Weekly sales meetings

Long-term follow-up ticklers

Example: Performance review for agents

Daily to do list
Pg 7

Your daily list should include:

Meetings

Example: Monday 9:30 a.m. phone clinic

Appointments

Example: 5:30 p.m. dentist

Follow-up phone/email

Example: Return call from Terry W in a.m.

Short-term follow-up ticklers

Example: Check on pending business

Procrastination
The Roadblock To Time Management

Why Do We Procrastinate?

Why Do We Procrastinate?

Poor Time Management

Difficulty Concentrating Fear and Anxiety Negative Self-beliefs Unrealistic Expectations & Perfectionism

How to Beat Procrastination

1.

Recognize when you are procrastinating become aware of your favorite procrastination tactics and learn to catch yourself as soon as you start to wander off.
Break Inertia do small things to get yourself started (e.g., make the first phone call, get out of the office, etc)

2.

How to Beat Procrastination

3. Divide activity into small manageable pieces take one step at a time. Make use of small chunks of time. Making recruiting calls a little may inspire you to do more later.
4. Set reachable sub-goals that are specific Making 10 calls now is better than saying Ill make some calls later.

How to Beat Procrastination

5. Dont sabotage yourself set up your environment with as few distractions as possible. Arrange your work day when you have your peak energy and keep going.
6. Reward non-procrastinating behavior Youve finally made a dent in that paper work. Give yourself a little reward. 7. Enjoy Your FREEDOM when you complete an unpleasant task, take time and feel how nice it is to have it over and done with.

Hear me Now, Believe me Later

Being successful doesnt make you manage your time well. Managing your time well makes you successful.

Give Yourself Permission to Fail

Failure is okay, if...

If you have not failed, it means you have not risked, not challenged yourself.

Be both efficient and effective

Efficiency is
Effectiveness is Too many managers spend lots of time making sure they are doing things right and not enough time determining if they are doing the right things.

The 80/20 Rule

Good judgment comes from experience Experience comes from bad judgment

Inspiration
If you can dream it, you can do it
Walt Disney

Disneyland was built in 366 days, from ground-breaking to first day open to the public.

A New Tool to Manage Your Time

Agency Desk Calendar

Using Your Calendar

Using Your Calendar

Monday
Agent Sales Meeting

Phone Techniques Training

Scrub/FedEx business Recruiting Calls Agent Reports

Agent Sales Meeting

Sales Meetings

Monday meeting

Have your turn in prior to meeting starting Target train, one topic/subject, with the end in mind Engage others in training

Sales Meetings

Monday meeting
Purpose: Train for Results

Sales Meetings
Sample Agenda
1. 2. 3. 4. 5. 6.

Introduce new people Recognition Top 10/5/$ amount Top District only their producers News & Notes Training District managers conduct End on a high note - contest

Phone Technique

Phone Technique Training

Tell them how to make phone calls:

Have necessary tools available Purpose of phone call

Schedule the week

Scrub/Fax

Scrubbing New Business

How to ensure your agency submitted business is clean Application

All questions initialed by the client when required

Details provided on all YES answers

Complete information is provided for Doctors, Hospitals such as complete address, city, zip code and phone number

Contact information for applicants including alternative contact numbers if needed

Signatures and dates are obtained from applicants and agents

Scrubbing New Business

Forms

Required HIPPA form completed and signed (This is Required in all States) All State Specific required forms obtained, completed, and signed by applicant, other proposed insured when required and agent (if applicable (ex. BGO (Business Group of One) form completed and signed by Colorado only).

Scrubbing New Business

Premium check payable to American Republic Insurance Company

App signed and completed, copy of voided check or deposit slip attached (if Automatic Payment mode selected) Credit cards - check with customer and make sure they have enough open credit so the card is not declined when the Home Office runs the amount through

Scrubbing New Business

By checking these items you ensure the smooth submission of your business and the best chance of business being processed and issued.

Recruiting Calls

Recruiting

What are some keys to taking Recruiting?

Recruiting
Ad Calls/Resumes

Take calls personally Make the call conversational You are the cookie jar Have them read directions back

Agent Reports

Agent Reports
Require agents to call you each Monday Evening
1.

This enables you to have a way of holding them accountable Helps you determine if their activity plan is achievable Provides an expected time to coach them about their activity plans

2.

3.

Agent Reports

Mondays 5:00 p.m. 9 p.m. Talk to the agent personally

Dont just let them leave a message

Direct communication is preferred Have them report the number of appointments set for the week

Using Your Calendar

Tuesday
Recruiting/Orientation Set Personal Appointments Second Interviews

Recruiting/Orientation

Group Recruiting

Group Recruiting

Follow Recruiting Training Manual

Give corporate brochure, preliminary interview form out

Chair giveaway
Collect Preliminary Interview Form at end of Recruiting

Schedule second interview

Send Recruiting DVD home

Set Personal Appointments

Set Personal Appointments

Make concentrated calls Schedule with training in mind

Accept fewer excuses from your agents

Second Interviews

Second Interview

Second Interview

Schedule after Group Interview Schedule all on same day if possible

Use Second Interview Form

Second Interview

What happens after the Second Interview?

Second Interview

Complete Final Evaluation Checklist for all candidates from second interview
Make the job offer Put all paperwork in Personal Folder for hired agents Recruit Referral Bonus for agent

Using Your Calendar

Wednesday
Second Interviews Field Training and Selling Agent Reports

Field Training and Selling

Field Training

Always take agent out on your appointments

Demonstrate different prospecting methods: walk & talk, take one placement, etc Let them carry the ball Establish a program for continual followthrough

Keys to Role Playing during Field Training

Teach Agents to:

1. Solve their own problems 2. Be accountable

3. Set goals

Agent Reports - Wednesday

Agent Reports Wednesday

Wednesday 5 p.m. 9 p.m.
1. 2. 3. 4.

Number of presentations Number of sales Amount of written business Number of remaining appointments Dont let them leave a message Direct communication is most effective

Agent Reports Wednesday

1.

You can help them re-establish/recommit to their goal Use this opportunity to role play and improve their sales skills
Catch them doing something right

2.

3.

Using Your Calendar

Thursday Personal Selling/Field Training every other week

Agent Classroom Training every other week

Prepare/place newspaper ad

Agent Classroom Training

Agent Classroom Training Purpose

Teach Agents to:

1. Solve their own problems 2. Be accountable

3. Set goals

Agent Classroom Training

Important points

Have material ready in advance

Have classroom set up when they arrive

Stick to a schedule Plan breaks, snacks, lunch and ending

Agent Classroom Training

Stress Key Points

Do not try to teach too much at one time Give the agent no more than she or he can handle

Set a High Standard as you teach and demonstrate

Newspaper Ad

Recruiting
Recruiting activity: Thursday

Place ad in Sunday paper

Coverage area
Give a time frame for calling Ask for a tear sheet Read ad when it comes out Call other ads in paper

Using Your Calendar

Friday
Recruiting Follow-up

Agent classroom training every other week

Prepare agent leads Prepare expense reports Final prep for Monday Sales Meeting

Prepare agent leads

Prepare agent leads

Review sales potential share with agent

Suggest techniques to work leads zip code, routing number, phone approach, etc Suggest product/referral options Help new agents put together their activity plan

Prep For Sales Meeting

Sales Meetings

Principles of a good meeting:

Planned, handouts Active participation

End on a high note

Sales Meetings
Structure your training presentation into three sections
1.

Tell them what you are going to say, the Opening 10% of time Say it - the Body - 80% of time Tell them what you said - Closing - 10% of time

2.

3.

Sales Meetings
Sample Agenda
1. 2. 3. 4. 5. 6.

Introduce new people Recognition Top 10/5/$ amount Top District only their producers News & Notes Training District managers conduct End on a high note - contest

You are always free to change your mind and choose a different future or a different past. Richard Bach

Argue for your limitations and sure enough theyre yours.

Richard Bach