Expert vs. Novice Time Management Coaching was presented at the International Coach Federation Conference in July 2014. The edited audio is available at - http://goo.gl/3JxGFB - the slides are minimalist. Visit my site to receive a great deal more information on time advisng: http:/mytimedesign.com

1. Expert vs. Novice Time
Management Coaching
Presentation to the International
Coaching Federation Conference 2014
Francis Wade
2Time Labs
Audio Link- http://goo.gl/3JxGFB

2. Strong start- question or claim
…That Good!

3. How many of you - connect
Mom

4. Clients: better, smarter

5. “Time can’t be managed!”
The distinction
between the
past, present
and future…
…only a
stubborn
persistent
illusion.

6. “I’m already
good at time
management”
(…even with
all the
symptoms)

7. Advice: “I know a guy who…”

8. Tricks
Tips

9. Rigid Rules

11. Recent Research
“Memory”

12. Time Management
Coaches School

13. YOU:
Helpful,
even to
clients
who know
a LOT

14. How do you get to that point?
How?

15. 3 Requirements
Conceptual model
Approach to Improving
Way to Coach
1
2
3

16. Don’t manage time
1

17. A Time DemandAn internal, individual
commitment to complete
an action in the future
1

18. Discrete,
Psychological
Objects
1

19. 7 Fundamentals1

20. Always,
Already
Juggling
1

21. Capturing
1

22. Capture Points1

23. 7 Fundamentals1

24. “Capturing”
• Time Demands flow into your life and get
collected in “Capture Points”
• These are temporary points of storage / triage,
where they wait for you to make a decision on
what to do next with each time demand
• Useful analogies: kitchen sink
1

25. Potential Capture Points
25
Automatic
• email inboxes (personal /
work / private, etc.)
• voice-mail box
• postal mail-box
• paper inbox
• Twitter
• Facebook / social
networking
• Beeper / text messages
• notes passed to you on
paper
Manual
• mental memory
• paper pad
• digital voice-recorder
• post-it’s / bits of paper /
palm of hand
• cell phone / pda /
smartphone
• software (Outlook,
OneNote etc.)
• Siri on an iPhone
1

26. Capturing Rubric
1

27. 1

28. White Yellow Orange Green
Capturing
Emptying
Tossing
Acting Now
Storing
Scheduling
Listing
1

29. Conceptual model
Approach to Improving
Way to Coach
1
2
3

30. Approach to Improving2
?

31. Role Play Number 1
Practicing Diagnosis
2

32. Role Play 1 – Diagnosis Practice
Purpose: To discover good practices for
diagnosing a client’s current skills.
Exercise: In a 5 minute role play, the coach will
diagnose 2 behaviors with a coachee. At the
end, debrief the exercise for 5 minutes.
2

33. Coaching Practice Session
1. Circle up into groups of 4/5
2. Role play – pick a Coach and a Coachee
3. The other group member(s) are observers
2

34. Role Instructions
Coach’s Instructions: Interact with the Coachee
until a diagnosis of 2 behaviors in Capturing
is complete. Take 5 minutes.
Coachee Instructions: Play the role of a
typical/average client
2

35. An example of the End Result
Save these results for the next step
2

36. Role Play Time-Line
10 minutes:
• conduct role play (5 min)
• group debrief / feedback (5
min)
In the debrief ask:
“What worked?”
“What didn’t work?”
“What was missing?”
Useful
Principles
2

37. Debrief both Role Plays
2

38. Role Play Number 2:
Creating a Plan with Milestones
2

39. Role Play 2 – Creating a Plan
Purpose: To discover good practices for setting
an improvement plan based on a rubric of
time-based productivity behaviors
Exercise: In a 5 minute role play, the coach will
develop a plan with a coachee. At the end,
debrief the exercise for 5 minutes.
2

40. Creating a Plan with
Milestones
Behavior Today
6/19
Milestone
#1
Milestone
#2
Milestone
#3
Carry a manual
Capture Point
with you at all
times
White 8/31/14
Yellow
12/31/14
Orange
6/30/15
Green
Use a manual
Capture Point
instead of a
memory
Yellow 9/30/14
Orange
3/31/15
Green
n/a
2

41. Coaching Practice Session - 1
1. Stay in the same groups
2. Role play – pick a new Coach and a Coachee
3. Coach’s Instructions: Interact with the
Coachee until a plan is complete
2
Behavior Today Milestone
#1
Milestone
#2
Milestone
#3
Carry a manual
Capture Point
with you at all
times
White Date/belt Date/belt Date/belt
Use a manual
Capture Point
instead of a
memory
Yellow Date/belt Date/belt Date/belt

42. Coaching Practice Session - 2
Coachee Instructions: Play one of the following
roles but don’t tell the coach until the end:
Role 1 – the passive client who needs to change
but isn’t motivated
Role 2 - the aggressive client who wants to
become a Green Belt as fast as possible
Role 3 – the know it all client who
underestimates the challenge
2

43. Role Play Time-Line
10 minutes:
• conduct role play
• group debrief / feedback
In the debrief ask:
“What worked?”
“What didn’t work?”
“What was missing?”
Useful
Principles
2

44. Debrief both Role Plays
2

45. Approach to Improving2
• Observation
• Structured
Assessment
• Client Self-
Evaluation
Coach’s Options

46. Best Practices
• Train the client to do their own evaluations
and plans
• Allow them to take the lead
• Explain and Teach right before they try it for
themselves
• Plus one more… a big one.
2

47. Setting up a
support
environment
2
47
An
Ironman
triathlete
Paid for
the race
Told
everyone
Got friends
involved in
the sport
Made a
schedule
Set alarm
on watch
Followed
online
discussion
groups
Joined
clubs
Kept a
journal

48. “Fool-Proof”
Client committed
Based on Small Steps
Ultra-Supported
2

49. 3 Requirements
Conceptual model
Approach to Improving
Way to Coach
1
2
3

50. A New Way to Coach3

51. Goal 1: To Use an Effective Consulting Process
Satisfaction
Business Success
3

52. Goal 2: To Leave Coachees Empowered
3

53. “My
upgrade is
working”
3

54. “Plus, I can
upgrade again
whenever I
want”
3

55. An Effective Process
in 8 Phases1. Gauging
2. Probing
3. Contracting
4. Teaching 5. Co-Diagnosing
6. Co-Planning
7. Co-Crafting an Environment
8. Supporting
3

56. 1. Gauging: Is there a real problem?
3

57. 2. Probing: How do we reveal the problem?3

58. 3. Contracting: What’s the new agreement?
3

59. 4. Teaching: What does the coachee need to
learn?
Capturing
3

60. 5. Co-Diagnosing: How does the coachee’s
skills stack up?
3

61. An Effective Process
in 8 Phases1. Gauging
2. Probing
3. Contracting
4. Teaching 5. Co-Diagnosing
6. Co-Planning
7. Co-Crafting an Environment
8. Supporting
3

62. 6. Co-Planning: What do you do and when?
3

63. 7. Co-Crafting: What environment does the
client need?
3

64. 8. Supporting: What long-term coaching
help is required?
3

65. 8 Effective
Phases
1. Gauging
2.Probing
3. Contracting
4.Teaching 5. Co-Diagnosing
6. Co-Planning
7. Co-Crafting an Environment
8. Supporting
3

66. Probing3

67. Pick a client
3

68. Probing: A High Stakes Conversation
Goal: To agree on the new problem – time
management – and shift the consulting
relationship
• A surprise?
• “I already know time management”
It could go badly
3

69. How do we agree on the problem?
Permission
Purpose/Agenda/Logistics
Feedback Model
Client at face
value?
Start
Coaching
Temporal
Behavior Patterns
3

70. Skill Practice Session #3
3

71. Role Plays - Probing
Purpose: To discover and rehearse
good practices for Probing
Exercise: In a role play, the Coach will
attempt to conduct an effective
Probing conversation with a
Coachee.
At the end, debrief the exercise.
3

72. Practice Probing
1. Stay in the same groups
2. Role play – pick a new Coach and a Coachee
Background: They have been working together
for the past 6 months on topics unrelated to
time management or personal productivity.
3

73. Practice Probing
Coach’s Instructions: Interact with a current
Coachee in order to convert them into a time
management client. You have observed their
late arrivals at each session and their
persistent multitasking in coaching sessions.
Take 5 minutes.
3

74. Practice Probing
Coachee Instructions: You have arrived at least 10
minutes late to each of your last coaching
sessions. Play one of the following roles but
don’t tell the coach until the end:
Role 1 – the client who doesn’t understand what
time management even means
Role 2 - the client who is an “expert” at time
management
Role 3 – the client who resists changes in close
relationships
3

75. Role Play Time-Line
10 minutes:
• conduct role play
• group debrief/feedback
In the debrief ask:
“What worked?”
“What didn’t work?”
“What was missing?”
Useful
“Probing”
Principles
3

76. Useful Practices? Shout One Liners!
3

77. Probing Cheat Sheet
(available on my website
at the ICF Conference
page
www.mytimedesign.com)
3

78. An
Example
Skill
Tracking
Form
Sep 22, 2012
Dec ‘12
Dec ‘13
Jun ‘14
Wilma
3

79. An Effective
Process
1. Gauging
2.Probing
3. Contracting
4.Teaching 5. Co-Diagnosing
6. Co-Planning
7. Co-Crafting an Environment
8. Supporting
3

80. Teaching: What’s the stuff you don’t know?
3

81. Teaching: New Distinctions
• You take the lead
• You illuminate a new principle in a way that
makes something possible for the first time
You could overwhelm
3

82. Critical Content
 Time Demands
 7 Fundamentals
 Peace of Mind
3

83. How to Teach and Co-Diagnose?
Teach 7
Fundamentals
before Co-
Diagnosing all 7?
Alternate Teaching
and Co-Diagnosing,
one Fundamental
at a time?
3

84. Teaching Co-Diagnosing Steps
1. Summarize the Distinction
2. Distinguish the Extremes
3. Co-Diagnose with a Cheat Sheet
4. Look for Gaps
5. Complete Component Chart
3

85. Teaching
Cheat
Sheet
3

86. Skill Practice Session #4
3

87. Role Plays - Teaching
Purpose: To discover and rehearse good
practices for Teaching
Exercise: In a 4 minute role play, the coach will
Teach “Capturing” to a coachee.
At the end, debrief the exercise.
3

88. Instructions
• Stay in your same groups
• Assign a Coach and Coachee
• Coach’s Instructions - Teach the Coachee
about Capturing.
• Coachee Instructions: Play the role of the
average / typical client.
3

89. Role Play Time-Line
8 minutes
• read over roles
• conduct role play
• debrief - distinguish at least 2 useful practices
to use going forward (they may/not have been
demonstrated)
3

90. Useful Practices? Shout One Liners!
3

91. In Summary…

92. A relationship that
works

93. You can help
anyone

94. “You can
help
anyone”
The strong
The weak
The oblivious

95. Free Download
www.mytimedesign.com
Twitter
@fwade