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Time Management Tips
Time is a unique resource. Day to day, everyone has the same amount. You can't turn it on and off, accumulate it or replace it. It has to be used at the rate of sixty seconds every minute. Since time can't be manufactured, the only 3 ways to have more usable time are:
- Stop doing low priority items
- Be more efficient at what you do
- Delegate some of your work to others
The best starting place to improve your use of time is to log your current use of time for a few days. While this isn't the magic approach we would hope for, it does help you learn where your time goes. Since a great deal of our time is spent on "required" activities, be sure to look closely at what you do with more discretionary time.
You're probably thinking, "I don't have time to do this!" One of the biggest obstacles to making any change in our life is that change involves some time commitment. Focus on the benefits of having more control of your time, then set aside a small block of time that you can fit in your schedule. Try one hour a week or 15 minutes a day when you solely focus on improving your time management. Putting how you spend your time in the spotlight for a few weeks will pay off.
Make notes below on how you spend your time each day. Look especially for time spent on things that hold little value for you. This should be the first place you try to change.
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After you complete the time log, review for it for three things:
- Is it necessary? Are there things that you do out of habit or that are past their usefulness? For example, a monthly report where the information is no longer used. On the home front, look at activities that aren't important to you but are mostly done to "keep up with the Jones's". Let those go and fit in something of higher priority.
- Is the appropriate person doing it? Are there items at work that can be assigned to someone else? At home, is everyone in the household helping? It's great experience for kids' to cook dinner or do the laundry.
- Are things done efficiently? Once you are satisfied the things you do are necessary, ask "is there a better way to do them". Find repetitive tasks and let technology help with those, for example mailing labels or an e-mail list to replace phone calls to a group.
Setting Priorities
Most of us have more things we want or need to do than the time available. Since time cannot be created, we need to make choices and make a plan. Planning is the key to relieving the stress of too little time. Plans can be made for long-term or short-term goals. Start by making daily plans. Lots of calendars/time-trackers are available or use a small spiral notebook.
A daily plan involves two things. First, list the items you want to do, then prioritize the items on the list. The ABC method works quite well. Use it at home and at work.
- Priority A: "Must do" items
. These are critical items. Frequently they have an approaching deadline. But don't let deadlines keep you from putting the items important to you in this category such as time with family. Most of your time should be spent on these.
- Priority B: "Should do" items
. These are not essential, but are important. They can be done tomorrow.
- Priority C: "Nice to do" items. These can be fit in slack periods or done later.
Time Wasters
Despite a perfectly planned and prioritized daily list, time can still slip away. Several common time wasters will invite themselves into your day. Try the suggestions below:
Environmental Distractions:
- Visitors: Keep your door partially closed or closed when you need to concentrate. If someone stops by to chat, stand up to talk. This shortens conversations. Say "Thanks for stopping by. I have a project I need to finish so please excuse me."
- Phone calls: When you need uninterrupted time, have your calls screened or use your voice mail if available. Just like with visitors, people will understand if you have work to do- politely end the conversation once the purpose of the call has been achieved.
- Mail: Sort mail into two piles, "information only" and "action". The information only pieces can be put in a folder to read when you have time. Read the action pieces and if the action required is brief do it right then. If more time is required, put the mail in an "action" folder and return to it when you have time. Your goal is to handle each piece of mail only once.
- Waiting: Take your "information only" mail folder and other items you need to read with you whenever you expect a wait. Keep a magazine in your car for unexpected waits. Waiting time is also a great time to plan. Plan work projects, meals, vacations, etc.
- Meetings: Make sure meetings you are involved in have an agenda of what the meeting should accomplish. Speak up if the group strays from the agenda. Also, meetings should have an end time. Be sure that decisions and assigned responsibilities are written down. This insures that decisions lead to action, otherwise you are likely to cover the same ground over again.
- Crises: Unexpected events happen in every work setting and home. Some crises are preventable and these are the ones you want to focus on. Is there a pattern to the crises? Could a contingency plan avoid the crisis? If crises are a regular time waster, start to look at them closely.
Personal Distractions:
- Disorganization: Do you spend time looking for things you know are there but can't find? Is your work area cluttered, especially with out of date items? A system of folders may help minimize this problem and save you lots of frustration. Keep a file for all your projects and keep everything related to that project in one folder. Keep a folder of items that need to be read and one for action items that come in during the day. There are a wide variety of labels and colored folders available if it helps to color-code. If folders don't work for your work area, find another system that allows "a place for everything and everything in its place".
- Interruptions:
There will always be interruptions, expect them. Once they are over is the critical time. Don't jump to a new task but assess the priority of the request. Most often it is best to finish the task you were working on when the interruption occurred.
- Procrastination:
We all put things off, especially things we think are difficult, boring or unpleasant. Try setting a start date as well as a finish date for these tasks—write it in your calendar. Give yourself a reward for finishing the task. Also, try to tackle difficult tasks first thing in the day before you are tired.
General Tips:
On a regular basis (yearly, monthly, etc) review your long-term desires. Is your career what you want? Are there skills you want to learn? Are you happy with your family life? Remind yourself of your long-term goals and this will help you chose how you spend your time on a daily basis.
Energy Cycle: We all have a prime time-- are you best in the morning, afternoon or evening? Whenever possible, do the tasks that require concentration during your prime time.
Keep asking yourself, "What's the best use of my time right now?"
Say "No" when demands exceed what can be done. Try "I'll be glad to handle that, however, I can't get to it till I finish what I'm doing." Or "I can work on that but I will need to delay the other project until next week, is that agreeable with you?"
Perfectionism: Know which tasks require perfection. Be willing to sacrifice unnecessary "perfection" to get things done.
Schedule breaks during the day. This helps improve concentration and creativity. It will also help you have more energy for evening activities.
On the Home Front:
- Take some personal time- you should not be the last person on your list!
- Food preparation: Plan meals and shop only once each week. Keep meals simple. Cook extras and freeze. Have family members help shop, plan and prepare meals especially teenagers.
- Pay bills once or twice a month. Sign-up for automatic drafts to further simplify.
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