Time Mastery & Personal Effectiveness - For Those Who Never Seem to Have Enough Time
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Transcript of Time Mastery & Personal Effectiveness - For Those Who Never Seem to Have Enough Time
For People Who Never Seem to Have Enough Time
Time Mastery &Time Mastery & Personal Effectiveness Personal Effectiveness
WorkshopWorkshop
OH-2 Power Link Dynamics – www.pldynamics.com
Seminar PurposeSeminar Purpose
Identify ways that you use time effectively and ineffectively.
Determine specific ways you can improve your time management.
Examine how you manage your time during the day.
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BenefitsBenefits
Time Management can:
Help you increase your productivity on the job and at home.
Help you enhance the quality of your work with less stress.
Give you a sense of personal satisfaction and accomplishment.
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Today’s AgendaToday’s Agenda Introductions Fundamentals of Balance & Success Winning Attitudes Exploring Twelve Dimensions of Time
Mastery Attitudes, Goals, Priorities, Planning,
Scheduling, Analyzing, Interruptions, Procrastination, Delegation, Meetings, Paperwork & Team Effectiveness
Your Personal Action Plan for Success
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IntroductionsIntroductions Name Job/position
Complete the sentence:
One reason time is wasted in my organization is ….
One area I would like to improve my time management skills in is …
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Key to Time Management Key to Time Management
Question:
What is the key to good time management?
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Good Habits = Good Results Good Habits = Good Results
Worth Remembering …
“Our habits may control our destiny, but we can control our habits. Before we change our habits we must change our thinking”
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1. Introductions2. Getting Started
Seminar AgendaSeminar Agenda
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You Can Change You Can Change
C = Commit to a new beginning
H = Habits – out with the old start the new
A = Action not words so start now
N = Never give up
G = Goal orientated set a smart target
E = Evaluate your plan and reward yourself
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Seminar AgendaSeminar Agenda
1. Introductions2. Getting Started3. Improving Attitudes
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Attitude is Everything Attitude is Everything
Worth Remembering …
“Everything can be taken away from you but one thing – to choose – one’s attitude in a given set of circumstances, to choose one’s own way”
Viktor Frankl – Man’s Search for Ultimate Meaning
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AttitudesAttitudes
“Our ability to control our time is related to our attitude toward controlling our environment.”
Internal or external
It’s up to you
Time is life
Success habits
Self-management
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Take Control Take Control
“Worth Remembering …
“The more we believe we CAN control, the more we will TRY TO control, and the more we WILL control”
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Positive Attitude ProverbPositive Attitude Proverb
“Plant a thought, harvest an act.Plant an act, harvest a habit.Plant a habit, harvest a character.Plant a character, harvest a destiny.”
…Worth Remembering …
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Seminar AgendaSeminar Agenda
1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals
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Setting Goals Setting Goals
Question: Do you write a “To Do” list of what
you hope to accomplish each day? Do you write annual performance
objectives for your career? What are some characteristics, or
criteria, of a well written goal? Please write an example of a good
goal.
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GoalsGoals
Specific
Measurable
Achievable
Realistic
Timed
…and Written
“Well-developed goals are SMART.”
Criteria
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Goals WorksheetGoals Worksheet
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Sample Project RecordSample Project Record
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Short vs. Long Range Goals Short vs. Long Range Goals
Short-range projects are those that need to be completed within the next few weeks.
Long-range projects are those that need to be completed in the next two or three months.
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Aspects of LifeAspects of Life
Family
Spiritual
Career
Social
Personal
Health
Wealth
Leisure
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Time is Life Time is Life
Worth Remembering …
“I thought 24/7 was a new kind of convenience store not a new way of life. This new technology was suppose to improve the quality of our lives not compound it”
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Personal Goals Personal Goals
Question:
Do you have a personal life plan? Where do you see yourself in 1 year,
2 or 3 years from now? Which of these goals will bring you
the greatest personal satisfaction?
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Seminar AgendaSeminar Agenda
1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities
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Chinese Proverb Chinese Proverb
Worth Remembering …
“Besides the noble art of getting things done, there is the noble art of leaving things undone. The wisdom of life consists of eliminating the non-essentials”
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Establishing Priorities Establishing Priorities
Question:
Why do you do what you do when you do it?
What criteria do you use for allocating your time?
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Establishing Priorities Establishing Priorities
Question:
List the 3 most important things in your life
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Time is Life Time is Life
Worth Remembering …
“We all have the same amount of hours in a week. No more or no less. How are you spending your 168?
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UURRGGEENNTT
IMPORTANTIMPORTANT
CrisisTrivial Work
Work to Do
Time-Wasting
Work
YES
YES
NO
NO
Urgent vs. ImportantUrgent vs. Important
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Important Things Are?Important Things Are?
Important things are those that contribute significantly to our goals; they have high value. The more direct the contribution, the more important the activity. Important things also tend to have long term consequences. They make a difference for a long time.
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Urgent Things Are Urgent Things Are
Urgent things have short term consequences. They must be done now; they won’t wait. They may or may not relate to our goals or make significant contributions. But urgent things are far more demanding than important things.
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Importance over Urgency Importance over Urgency
Worth Remembering …
“Just because something is urgent doesn’t mean it’s important. What we need is the wisdom, courage, and discipline to do the important things first”
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Saying “No”Saying “No”
“You may be surprised at how reasonable people can be when your turn down their requests.”
Tell them why
Don’t feel obligated
Be honest, but firmKnow why before saying “yes”
Use your schedule
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80/20 Rule80/20 Rule
“Eighty percent of our activities produce 20 percent of the results, while only 20 percent of our activities produce 80 percent of the results.”
Worth Remembering …
Worth Remembering …
Worth Remembering …
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1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing
Seminar AgendaSeminar Agenda
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Analyzing Analyzing
Worth Remembering …
“No problem can be solved until it is well defined”
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Time Logs Time Logs
Question: How many of you have kept Daily
Time Record Logs before? What has been your experience? Challenge: Keep a Daily Time Record
Lot for 2 weeks and contact me so we can analyze the results. It’s important to know where your time is going
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Daily Time Record LogDaily Time Record Log
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Three PerspectivesThree Perspectives
“Examining all three perspectives will give you valuable insight into your job and time problems.”
What you ought to be doing
What you are actually doing
What you think you are doing
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Another Point of View Another Point of View
Think about:
1. What do you want to stop doing?2. What do you want to keep doing?3. What do you want to start doing?
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1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning
Seminar AgendaSeminar Agenda
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Planning Planning
Worth Remembering …
People who fail to plan, plan to fail. If you fail to plan effectively than what you are saying is that anyplace you end up will do”
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Planning Planning
Question: How many feel you plan too little? How many feel you plan too much?
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Planning GuidelinesPlanning Guidelines
“The key to successful planning is to plan both work and time.”
Activities
Schedules
Priorities
Time estimates
Results
Flexibility
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Planning Planning
Question: How many of you put together daily
or weekly plans? Are these plans a list of things to do,
or do they include other details? Have you found these plans effective
in helping to manage your time each day, each week?
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Sample Weekly PlanSample Weekly Plan
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Sample Daily PlanSample Daily Plan
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Coordination MeetingsCoordination Meetings
Question:
What major goals or projects will be worked on and/or completed this week?
What coordination and cooperation is needed from co-workers to accomplish this work?
How do you let your co-workers know what you are working on?
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Planning Planning
Worth Remembering …
“The more you do of what you’re doing, the more you’ll get of what you’ve got.”
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1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning8. Scheduling
Seminar AgendaSeminar Agenda
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Scheduling GuidelinesScheduling Guidelines
“Things that are scheduled tend to happen on time. Things that are not scheduled may never happen.”
Early start
Group items
Big blocks
Small jobs
Flexibility
Prime time
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Sample Daily PlanSample Daily Plan
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Quiet Time IdeasQuiet Time Ideas
NO…
“Scheduling quiet time is often an effective way to get things accomplished.”
Paging
Drop-in visits
Unnecessary talkingDistractions
Telephone calls
Interruptions
Emails
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Scheduling Scheduling
Worth Remembering …
“What is the best use of my time right now”
- Alan Laken
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Scheduling Scheduling
Question:
What is your most productive time of the day?
Do any of you schedule quiet work times?
How do you do this? How do you let your co-workers know
when it’s your quiet time?
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1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning8. Scheduling9. Curbing
Interruptions
Seminar AgendaSeminar Agenda
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Sample Interruption RecordSample Interruption Record
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Handling Drop-in VisitorsHandling Drop-in Visitors
“If we allow room for the unexpected, we are beginning a strategy for handling interruptions that occur most often.”
Keep visits short
Go see them
Stay on track
Meet outside office
Consider priorities
AppointmentsRearrange furniture
Open vs. Closed door
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Handling TelephonesHandling Telephones
“Managing time spent on telephone calls and email will enable you to stay focused and work more efficiently.”
Screen
Cut small talk
Plan
Set preferred times
Analyze
Use timers
End the call
Use alternatives
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Interruptions Interruptions
Worth Remembering …
“The average person in an open office environment is interrupted almost 6 times an hour, all day long”
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1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning8. Scheduling9. Curbing
Interruptions
Seminar AgendaSeminar Agenda
10. Improving Meetings
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MeetingsMeetings
“Although meetings are notorious time-wasters, they are also easy to control.”
Who, how many?
Plan — organize
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MeetingsMeetings
Worth Remembering …
“Intelligence is no substitute for information; Enthusiasm is no substitute for ability; Willingness is no substitute for experience; And a meeting is no substitute for progress”
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Meetings Meetings
Question: How many of you ever waste time in
a meeting? What in your experience are the
most common reasons why people waste time in meetings?
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Meeting PlannerMeeting Planner
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MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
“Although meetings are notorious time-wasters, they are also easy to control.”
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Meeting AgendaMeeting Agenda
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MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
Take minutes
Stay in control
Follow up
“Although meetings are notorious time-wasters, they are also easy to control.”
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Meeting Follow-upMeeting Follow-up
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MeetingsMeetings
Who, how many?
Plan — organize
Have an agenda
Take minutes
Stay in control
Follow up
Critique
“Although meetings are notorious time-wasters, they are also easy to control.”
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Meetings Meetings
Question: Do you have any tips or suggestions
that you would like to share on how to save time in meetings?
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1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning8. Scheduling9. Curbing
Interruptions
Seminar AgendaSeminar Agenda
10. Improving Meetings11. Handling Written
Communications
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Mastering Paperwork Mastering Paperwork
The Four D’s Dump it Delegate it Do it or … Delay it
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Incoming Paper Incoming Paper
Ask Yourself:
1. Will I really do anything with this paper?
2. When will I do it?3. Where will I keep it?
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Written CommunicationsWritten Communications
“There are only four things you can do with a document: dump it, delegate it, do it, or delay it.”
Analyze the flow
Handle it once
Sort
Develop a system
Resist junk mail
Schedule time for it
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Reading & Writing Reading & Writing
Question: Do you speed read? Do you schedule time in your day that
you dedicate to reading reports, etc? What are some basic questions you
can ask yourself before you read that report?
What are some of the reasons why sometimes we write down too much?
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Why Wait for Perfect Why Wait for Perfect
Worth Remembering …
“You can do an adequate job in about 10 percent of the time it takes to do a perfect job.”
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Keep it Short and Simple Keep it Short and Simple
Remember to:
1. Plan what to write before you write 2. Know the purpose of your writing 3. Write for the reader
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10. Improving Meetings11. Handling Written
Communications12. Delegation
1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning8. Scheduling9. Curbing
Interruptions
Seminar AgendaSeminar Agenda
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Delegation Delegation
Question:
Why aren’t we better delegator’s? What are some common reasons for
ineffective delegation? How would you define delegation?
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DelegationDelegation
Worth Remembering …
“ Delegation is sharing responsibility and authority with others, and holding them accountable for performance”
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Delegation GuidelinesDelegation Guidelines
“Delegation is sharing responsibility and authority with others.”
Responsibility/results
Checkpoints
Right person
Authority
Plan first
Motivating environmentAccountability
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Delegated AuthorityDelegated AuthorityLevel 1: Get the facts; I’ll decide.Level 2: Suggest alternatives; I’ll decide.Level 3: Recommend an alternative;
I’ll decide.Level 4: Decide; wait for my approvalLevel 5: Decide; act unless I say no.Level 6: Act; report results.Level 7: Act; report if unsuccessful.Level 8: Act, reporting not needed.
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Sample Delegation AnalysisSample Delegation Analysis
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1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning8. Scheduling9. Curbing
Interruptions
Seminar AgendaSeminar Agenda
10. Improving Meetings11. Handling Written
Communications12. Delegation13. Conquering
Procrastination
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ProcrastinationProcrastination
Question: What are the sort of things at work that
you find yourself putting off, or delaying?
Why do you think people procrastinate? Keep in mind that procrastination can
also be doing low priority actions or tasks rather than higher priority ones.
Are you picking low lying fruit?
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Conquer ProcrastinationConquer Procrastination
“Changing your do-it-later urge into a do-it-now habit requires positive action.”
Consider consequences
Use pep talks
Take small steps
Delegate it
Admit it; analyze it
Reward yourself
Make commitments
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Fear of Failing Fear of Failing
Worth Remembering …
“I have not failed 10,000 times. I have figured out 10,000 ways that do not work”
- Thomas Edison
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10. Improving Meetings11. Handling Written
Communications12. Delegation13. Conquering
Procrastination14. Improving Team
Time
1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning8. Scheduling9. Curbing
Interruptions
Seminar AgendaSeminar Agenda
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Working with Team MembersWorking with Team Members
“Communicate with your team regularly to ensure everyone knows the team’s goals and priorities.”
Meet deadlines
Keep them informed
Reduce interruptionsBe a good example
Respect their time
Encourage improvement
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Team Time Improvement LogTeam Time Improvement Log
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1. Introductions2. Getting Started3. Improving Attitudes4. Setting Goals5. Establishing
Priorities6. Analyzing7. Planning8. Scheduling9. Curbing
Interruptions
Seminar AgendaSeminar Agenda
10. Improving Meetings11. Handling Written
Communications12. Delegation13. Conquering
Procrastination14. Improving Team
Time15. Where Do We Go?
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ReviewReview Improving attitudes Setting goals Establishing
priorities Analyzing Planning Scheduling Curbing
interruptions
Improving meetings
Handling written communications
Delegating Conquering
procrastination Team time
management
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Did You Get Your WIIFM Did You Get Your WIIFM Today?Today?
Your Personal Action Plan:
What are you going to share with someone else about what you’ve learned in this workshop?
What 2 things are you going to take away with you today and try?
Be sure to set a SMART Target. Remember – Only you can change you.
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Keep in Touch Keep in Touch
Worth Remembering … My help doesn’t have to end when this
workshop is over. If you have any questions, comments or concerns please give me a call. Consider me your “Personal Coach and Trainer”.
Contact me by phone: (613) 829-4578 or via email: [email protected]
For People Who Never Seem to Have Enough Time
Thank You Thank You for Participating for Participating