You ARE in control of your day!

I work with executives - lots of executives. One main complaint sounds something like this, "I don't have enough time during the day. I have to come in early and work late to get anything done and get enough time billed." Time and time again, after diving into the mechanics of their days, we inevitably uncover lots of time-wasting activities (including, but not limited to: small talk, answering emails in real time, answering the phone right in the middle of being productive, surfing the web and good old procrastination). Further dissection leads to the conclusion that much more could be done, in much less time, leaving additional time for business generation, marketing activities and even (*gasp*) free time.

Of course, these same time-wasting activities run rampant through all professional disciplines, and all of them require new business to keep the doors open. Here are some tips for getting those 8 hours billed, or making the most of the time you are in the office.

• Use the structure of the 50-minute hour. I call this "going into the tunnel." In those 50 minutes, you can get a lot of work done when you turn off the cell phone, turn down the ringer on your office phone, turn off the email "dinger" and shut (lock!) your office door. This minimizes interruptions and allows you to focus and remain focused until YOU decide to pop your head out and see what's been happening. Ask your assistant to take messages and let unscheduled visitors know you'll be getting in touch with them at your next opportunity.*
• Be the one to decide the urgency (or lack thereof) of the work coming across your desk. I've noticed a lot of false urgency brought on by ego and the need for instant gratification. Use your experience and education to discern which items need to be addressed immediately (is it really a fire?) and which ones can be done in a reasonable amount of time. Prioritize those items, then stick to the schedule you've put in place.
• Based on your goals, create a list of marketing, practice and business-building tasks to complete during the in-between times. Once you've fnished a project or closed a deal, give yourself a finite, short period of time to relax and recharge. It could be an hour, an afternoon or the weekend. Then break out the list, put your task items on the calendar and get them completed. This will ensure you continue to have projects to complete and deals to close ...

If your argument is: "I have to be available every minute of every day, all the time" think back to a time when you were on a plane, or on vacation (with no cell service) or in any number of situations where you simply weren't available. The fires and seemingly crucially important things that came up were handled by someone else or they were right there waiting for you when you were available. Its not that you can't, it's that you haven't up until this point. You absolutely have a huge say in how your day goes. Or you can from now on!

Its Not Too Late to (Still) Achieve Your 2008 Goals

What happened to your New Year’s Resolutions? Are you making serious progress – or are they long-since forgotten? Now is the time for a quick review of what happened in the first quarter, and a serious check-in to what you wanted to achieve for the entire year. Use my coaching focus form to stay (or get back on) track --

Second Quarter Coaching Focus Form

What I have accomplished in the first quarter of this year:
What I need to let go of or quit striving for:

Yearly Income Goal, if Applicable: $_______________
Where I am so far: $______________
I am right on track ____ or
I am behind by $_______ or ____% or
I am ahead by $_____ or ____%.

What is working:
What is not working:
What action(s) would take me closer to my goals in the next 30, 60 & 100 days:
What opportunities exist right now?
What new skill(s) and/or ability(ies) could I develop so I am more efficient/effective:
My 3 Top Business Priorities/ Goals for the second quarter of 2008:
My 3 Top Personal Priorities/ Goals for the second quarter of 2008:
What must you be held accountable for between now and the end of the second quarter:
Your most important goal that must be met before the end of this year is:
Why must this goal be met?
How I am doing toward this goal so far is:
What is the reward for achieving this goal:

Who gets the job?

One of my clients is in the process of hiring a new general manager for one of his businesses. He's narrowed it down to three competent candidates, all of whom can do the job. The question is, who does he hire? I suggested he take some additional time, interview them again and ask them the following Interview Questions that I found here, using the Answer Guide for the clues he needs to make his final decision:

Interview Question: How do you handle a situation where the workload is beginning to be too much and your emotions start to be involved in the situation?

Answer Guide: Candidate should be able to step outside of an emotive situation, evaluate the problems, come up with solutions, and be character driven?

Interview Question: How do you handle yourself when you feel the world is against you?

Answer Guide: Response should show applicant is in control of their attitude, that they think rationally, and they do not see, or allow, themselves to be a victim.

Interview Question: How would your mother describe your attitude towards work?

Answer Guide: Applicant should respond with humor and yet still attempt to give an honest appraisal of his/her character traits. This includes both positive and negative traits as viewed from another person’s perspective.

Interview Question: Have you ever had an occasion when you discovered a strong point in your character, that you didn’t know you had? Then think of the same occasion, but with a personal limitation.

Answer Guide: Answer should demonstrate whether or not there is an ability to recognize and exploit strength of character and/or recognize weakness.

Interview Question: Is it useful to be able to quickly and accurately appraise another person’s temperament?

Answer Guide: Candidate should show that their personal perceptions are not biased and that they have the ability to make accurate judgments quickly.

Interview Question: When was the last time you had a project that really energized you.

Answer Guide: Applicant should demonstrate a high level of enthusiasm, energy, and dedication.

Interview Question: What is your general attitude towards life?

Answer Guide: Candidate should have a positive confident attitude. Words and body language will be evaluated to determine whether or not a truthful answer was given.

Interview Question: Do you attempt to predict how others will react to a given situation or a suggestion?

Answer Guide: Job seeker should anticipate reactions and objections which shows the skill to plan ahead. Job seeker should value people and understand the necessity of finding common goals and grounds.

Interview Question: How do you react when asked to do something beyond your capabilities?

Answer Guide: Job seeker should be able to admit that they do not know some things. They should have the ability push themselves forward in a challenging situation.

Interview Question: Would you describe yourself as an optimist or a pessimist?

Answer Guide: Most people are a mixture of the two, but the applicant’s words, presence and body language (especially the energy in the eyes) will indicate the predominant personality trait(s) and/or beliefs.

The next time you are looking to hire the next member of your team, be sure to "get into their heads" to make sure they will be the right fit.