February 2012

Time Management  and Techniques that Work 

 Are you a meticulous list maker with tasks carefully outlined on a calendar, or do you have random pieces of scrap paper with indecipherable “To Do” scribbles floating around your office or home?

 If you are consciously exploring (or subconsciously considering) one or several time management programs or applications with the goal of using your time more efficiently and effectively, you are like many others who feel overwhelmed by the tasks and equally overwhelmed by the options available to help you organize your tasks.

It is difficult to plan for better time management without first considering how you actually spend it. If you save receipts to track your spending, why not journal your activities to determine how your time is spent. Keep it simple.

• Journal each 15-20 minutes for 3-5 days. Write down each time and task either long hand or enter this information into an Excel program.
• Write down such activities as – - meeting, reading and returning emails, taking and/or returning phone calls, driving, eating, beginning a task, completing a task, chin wagging at the water cooler, interruptions (and this is a BIG one) and by whom.
• Write down your ‘peak mental energy‘ and ‘low mental energy‘ parts of your day. This is relevant planning information and we don’t always think to plan in or around those times.
• After your journal days are over, critically review your entries. You can gain a visual insight into how (or who) demands your time. Labeling each line item with 1 from the following list:

• Critical – how did you plan and were you effective and efficient with this task?
• Not so Critical but fits into the big picture – always part of our day
• Not at all Critical – perhaps some brainstorming or chatting about future projects?
• Total waste of time – interruptions? are these the issues you’ve procrastinated dealing with?

Now that you can see where your time is spent effectively and what (or who) consumes your time unnecessarily, let’s consider a few methods that are essential in tackling a very full day and a very full life.

Also, please don’t confuse “total waste of time” with taking a break. We are humans, not machines. We should laugh with co-workers, get fresh air and stretch our legs now and then. We’re not taskmaster tyrants, just professional organizers.

 Tools that successful time management wizards use

 Use a Planner: On-line or hardcopy. Have your calendar and lists in the same place.

 Use your on-line Calendar: You can easily schedule and email efficiently from your on-line calendar. You can sync your calendar to your phone and add, edit or check your schedule from anywhere.

To Do List: Call it trite or cliche, but it’s true, To Do Lists DO work! You can’t rely on your memory and you don’t need to write down each and every detail, but make a list of key words, terms, names or numbers and your memory can fill in the blanks. We need a memory jog now and then. Just write it down.

Set Priorities: What is a “to do” list if it is not prioritized. What is most important and how does it effectively fit into your day. Just because item 1 is the most important thing on the list doesn’t mean it needs to happen at 9:00 a.m. Plan it, be intentional about when, where and how you address number 1.

 Set Goals: What do you hope to achieve by the end of the day or week? Break down your goals into smaller, manageable tasks for your ‘to do’ list. Keep your big picture goals pinned to your cork board.

Meetings and appointments: Be on time, stick to an agenda and leave at the designated time. If you are respectful of your time and commitments then others will be too.

Get rid of distractions: It’s ok, go ahead and close your door and put your cell away. Interruptions are invited when we don’t make it know they are interruptions.

Delegate: Do you continue to take more on than you need to and is there something on your list that someone else should or could be doing? Do be afraid to ask, someone else may be getting paid for that task already.

 Multitasking: Overrated and not effective. How much can you really do well if you’re doing everything at once, This is not to mention what multitasking (otherwise known as octopus arms) and stress will do to your health.

Pushing the elephant through the window: Procrastinating and then cramming everything into a small space while asserting that you work better under pressure is not a good practice for you or those around you. As a result, mistakes always happen, undue and unnecessary stress and pressure is added and is unfair to those around you.

Apps and more apps! There are an endless number of apps, programs and software for Windows and MAC, free and for a fee. Are you utilizing your current program to its fullest potential? We will save this for another blog. We have our favorites.

Share your favorite time management method and program or application with us.We love to hear from you and learn about what everyone is using.

Also, most importantly, don’t forget to schedule a long bath, a massage or a date with your family.