Time Management 101
11 Tips to
Take Control of Your Time
by Greg Smith,
author of Here Today, Here Tomorrow
Louis Boone, a poet and novelist once said, "I definitely am going to
take a course on time management... just as soon as I can work it into my
schedule." The most important skills I learned in life were not taught in
school. Time management is one of those skills needed in today's 24 X 7 work life.
A person who can't manage time hurts teamwork. Poor time management makes for a
poor salesperson. A teenager who doesn't show up for work on time will get
fired. Best of all, managing time well reduces stress and anxiety. Included here
are a few time management tips I've picked up over the years.
1. Know what is important. Clearly define the most important aspects
of your job--the effort that generates key results. If you don't know what that
is ask questions such as, "What has the greatest impact or value on your
staff members or clients?" "What will increase sales?" Focus on
the 20 percent that generates 80 percent of the results.
2. Prioritize and make "To Do" lists. Now that you know what
is important about your job make a master weekly "To Do" list. Write a
"A," "B," or "C" next to each item based on
importance. At the beginning of each day make a daily "To Do" list.
Stop and think--which item absolutely must be completed today? This does not
include items you'd like to get done today, but only the item(s) that have to be
completed today.
3. Avoid the "feel like its." Poor time managers base their
actions on their feelings and moods. You know the type, "Yeah, I know the
garbage can is overflowing, but I don't feel like taking it out right now." Effective
time management is more about habit than feelings. Most people do the easy and
simple elements of their job first... like reading their email, scanning the
newspaper, cleaning off their desk etc. Good time managers do what is important
first, irregardless of their feelings. As Nike says, "Just Do It!"
4. Schedule your biggest project for your peak energy period. It took
me many years to figure out not everyone is a morning person like me. I hop out
of bed before the sun comes up ready to head off to the office, while others
don't hit their stride until 3 p.m. Therefore, during your peak energy period
focus your mental and physical resources on the largest projects.
5. Learn to delegate. A person who refuses to delegate will likely be
a very busy, frustrated and heading for burnout. It is not necessary for a
manager to personally handle every item. One very successful regional sales
manager readily attributed part of his success to the fact that he trusted his
administrative assistant to handle routine items that did not require his
personal decision. This left him free to concentrate on working with sales
personnel outside the office.
6. Toss it or file it. Follow the rule to touch paper only once. Know
what is important and throw away every piece of paper you don't think you will
need. If you want to keep it spend 10 seconds filing that important paper now
rather than 30 minutes searching for it later.
7. Use folders to prioritize your work; sub-divide files. If you are a
paperless office, use your computer to sub-divide files. For example, I created
electronic folders for my articles titled, "Articles for 2001," and
"Articles for 2002." This way I can quickly find what I am looking
for. If you have paper files use colors folders to see which jobs need your
immediate attention. I use red folders for hot projects and client files. Yellow
folders are for new ideas and projects. Blue folders tell me this is for
research. Get the idea?
8. Be realistic and stay flexible. One way to set yourself up for a
panic attack is to plan an unrealistic amount of work for one day/week/etc. Use
your common sense to recognize when you have over-scheduled yourself. Don't get
so organized where you become unapproachable.
9. Schedule time for you. Schedule a "personal time"
appointment on your calendar each day. If someone wants to see you at that time,
just say, "I'm sorry, I have an appointment then." Whether you use
this for personal reflection or as a few quiet minutes to catch your breath or
simply time to think, it's a legitimate use of time. And you will still get as
much, if not more, done.
10. Make sure your electronic planner does not cost you time. People
who use electronics enjoy the orderly convenience of a digital assistant, but
sometimes they take longer to enter and maintain information in a gadget than to
jot it down with a pencil in an old-fashioned paper planner.
11. E-mail. Answer E-mail immediately. The same rule applies to email
as paper. Read it once and do something with it. Don't read it and then let it
pile up in your in-box thinking you will get back to it. Keep your inbox clutter
free. Create a "keeper" folder and transfer the mail you want to keep
for later. Create another folder for "Actions pending" etc. Respect
other people's time and avoid forwarding those stories/jokes people love to send
unless they agree to get them first. Use the delete key aggressively and delete
junk e-mail without reading it. Learn to use your filters to eliminate spammers.
Time is valuable, and time management can help you be more productive,
successful and less stressed out so you have more time to enjoy your life more.
Gregory P. Smith shows executives and business owners how to reduce employee
turnover and build high retention workplaces. He is the author of Here Today, Here Tomorrow: Transforming Your Workforce from High-Turnover to High-Retention .
He speaks at conferences, conducts management training, and is the President of
a management consulting firm, Chart Your Course International located in
Atlanta, Georgia. Phone him at (770) 860-9464 or send an email at
greg@chartcourse.com. More information and articles are available at
www.ChartCourse.com and
www.HighRetention.com.
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