Time Management Secrets of Billionaires

Time Management Secrets of BillionairesJoseph Rugger, CPA, CGMA Arkansas Society of CPAs@joerugger Emerging CPAs Conferenceslideshare.net/josephrugger [email protected]

Time Management Quotes

▪ “Until we manage time, we can manage nothing.”– Peter Drucker

▪ “People often complain about lack of time when lack of direction is the real problem.”– Zig Ziglar

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Got a Minute Manager

▪ Reactive mode vs proactive mode

▪ After 5:00 I can get something done

▪ Better it, barter it, bag it

▪ Master the art of “No”

▪ Cubicle is your sanctuary– Use headphones


Meeting Rules

▪ Beginning and End Time

▪ Limit discussion

▪ Meetings are for making decisions

▪ Avoid meetings with no clear objectives

▪ Carry a notebook


Phone Etiquette

▪ You are always in the middle of something– But have a few quick minutes

▪ Avoid chit chat

▪ Get to the point

▪ I have another call in 5 minutes

▪ Caller ID is the best– Unrecognized phone numbers


Touch it Once

▪ Describe a typical day at work

▪ 20 minutes = 1 day

▪ If you touch it – take action

▪ Work in progress - get organized

▪ Unopened email


Email, ah the email

▪ Never start your day with email– 11 am & 4 pm

▪ Turn off audible alert & auto receive

▪ Subject line changes with content

▪ Tip on scheduling meeting times– Propose once reply with 3 counters

▪ Email = convenience– If it isn’t convenient – don’t answer it

▪ Unsubscribe


Efficiency vs Effectiveness

▪ Learn to be effective – ditch efficiency

▪ To use auto folders for emails

▪ “Busy People” or “Busy Bodies”

▪ Work 4 Work Sake

▪ Better it, barter it, bag it


80/20 Principle

▪ What 20% of customers are causing 80% of the problems?

▪ What 20% of my efforts are producing 80% of my results?

▪ What are the most important tasks – know the deliverables

▪ What are your 2 or 3 biggest pain points?– Manage them up or manage them out


Make a List

▪ No more than 6 items

▪ Those without a to do list are very reactive

▪ Piece of Paper 1/3 fold

▪ Sticky note – W4W


Am I creating work for myself?

No Work for Work Sake!

Plan How Much Time it Will Take

▪ Be realistic – can they all be accomplished today?

▪ If not – what section can be completed today – how long?

▪ Know how much time to plan– 5 hours?– 6 hours?– 7 hours?


Parkinson’s Law

▪ “The amount of time which one has to perform a task is the amount of time it will take to complete the task.”– C. Worthcote Parkinson

▪ The most productive day is the one right before vacation.

▪ Active vs productive?


Assign Time Slots


- 8-8:30 Reconcile Bank Accounts- 8:30-9:30 Billing Meeting- 9:30 – 11:30 Journal Entries / Financial Statements- 11:30 – 12 Lunch- 12 – 1 Email / telephone calls / text messages- 1 – 2:30 Monthly Sales Reports- 2:30 – 3:30 Prepare update / analysis for owners- 3:30 – 4:30 Got a minute / email / text / phone- 4:30 – 5 Plan for 10/6/15

10/5/2015 Schedule

Focus on Difficult Projects First

▪ Know the deliverables

▪ Prioritize

▪ Revisit 80/20 principle

▪ Put first things first

▪ Get things done

▪ People REspect what you INspect


Will it hurt me to throw it away?

▪ Clear the clutter clear your life

▪ 80% of all filed or stored information is never referred to again

▪ Email dump every 45 days unless you “save” it

▪ You can recreate it


End Multitasking

▪ You know the answer – it doesn’t get your best work

▪ One thing at a time

▪ Brain is incapable of focusing on two things at the same time


Low Information Diet

▪ Quit reading the news for 1 week

▪ Go on a social media fast for 1 week

▪ Ask colleagues “anything going on in the world I need to know about?”


Technology Time Management Hacks

▪ Airplane mode

▪ Doodle – schedule group meetings

▪ Rescue Time

▪ e.ggtimer.com

▪ Stay Focused website blocker

▪ Freedom Apple App

▪ Turn off all notifications


Recommended Reading & Sources

▪ Tim Ferris “The 4 hour Workweek”

▪ Chet Holmes “The Ultimate Sales Machine”

▪ Steven Covey “The 7 Habits of Highly Effective People


Pigheaded Discipline

▪ Try it for 21 days

▪ Avoid asking “Have I heard this before?” Ask “Am I using this every day?”

▪ Do you have the pigheaded discipline to put it into practice?


Thank You!

Joseph Rugger, CPA, CGMA Arkansas Society of CPAs@joerugger Emerging CPAs Conferenceslideshare.net/josephrugger [email protected]

Time Management Secrets of Billionaires

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