Last week, we started this two part series on time management to help remind each of us of the importance of being in control of your time...not the other way around! In part two of our series we will focus on solutions to the time management dilemma. We hope you enjoy this week's PI.
PLANNING WITH A PURPOSE
The first step in effective time management is determining where your time should be spent in accordance with your personal and organizational goals. The necessity of this step is to establish your priorities based upon your responsibilities and the resources you have at your disposal, and to establish a relationship between what you want to accomplish and what you are currently doing.
The second step is a realistic analysis of how you are presently using your time. This task sounds fairly simple, and it is. If you feel that you are always working at capacity and are pressured to do even more, you are not alone. There will always be more to do than there is time to do it. However, an accurate time analysis will help you discover how you are really spending your time and on what. Comparing this result to your priority list that you developed in step one, will let you know if you are spending time on the RIGHT THINGS!
DESIGNING A SYSTEM THAT WORKS
In our world of increasingly advanced technology, there are many tools available to help you manage your time. If you do not currently have a time management system, select one that works best for you. I live by my Microsoft Outlook system for managing my calendar, tasks and e-file systems.
The best place to start is to organize your tasks and projects. Divide the task and action items into two categories: Must Do and Should Do. Determine what the fallout is if you don't do a task right now. Will life end as I know it? If not, the task can be pushed down the list to allow space for the priorities. Are there any tasks or action items that fit the question, "If I never do this will it matter?" Work only on the Must Do list until it is completed or taken as far as you can, before prioritizing and working on the Should Do list. Every day you should prioritize the work for the day and look out to see what is coming next. I always look out one week to be sure that there is nothing that will create an emergency if I don't prepare for it in advance.
ACTION STEPS THAT MAKE THE MOST OF YOUR TIME
- Handle small tasks immediately - If the task will take less than two minutes, complete it now.
- Be selective and say NO when appropriate - Often the desire to be courteous, polite or helpful prohibits us from turning down numerous requests for our time. Evaluate every request in light of your goals. If you take too much on, you won't do anything well.
- Delegate - Many of the tasks that you are currently doing can be delegated so that your time can be focused on top priorities. It also gives others on your team the opportunity to perform tasks that are not a normal part of their responsibilities.
- Plan for meetings - Is there an agenda? Is there a posted start and stop time? How can you plan the rest of your day when you don't know when the meeting will end? Do YOU need to attend, or could someone else go in your stead?
- Keep your work area uncluttered and free from distraction - When you finish one task put it away before beginning the next. I don't know about you, but a messy desk is not the sign of a genius!
- Set a specific time to check messages and email - We are accessible 24/7. Set up some rules and others will learn when you are reachable and when you are not.
- Schedule at least a half-hour of alone time each day - Do not allow yourself to be interrupted whenever someone else wants your time. They don't own your time, you do.
It is our hope that these tips have been useful. Remember that Managing Your Time is Your Responsibility.
Have a Great Week!
Jerry |
