Helpful Time Management Tips
Remember-It's not how much time you have, it is how well you manage it!
1. Set Goals:
Write down your goals (it's only a wish until you write it down)
- Goals must be useful, measurable and attainable· Prioritize your goals using the "A,B,C" method
- A=High
- B=Medium
- C=Low
- Evaluate your goals daily
- Visualize your goals - imagine how you will achieve your goals and "do it"
2. Avoid Procrastination:
Procrastination is the one time waster of which you have control.
How to keep procrastination under control:
- slice the task into more manageable pieces and start on the easiest one
- get a clear picture of the task by discussing and rationalizing with others
- designate interim completion points
- chart your progress
- set a deadline for completing the project
3. Minimize Interruptions:
The average employee is interrupted every 9 minutes. This equals 48 interruptions per day. How to handle interruptions:
- if it's necessary, handle immediately
- if it's unnecessary, stop it or avoid it
- if it's untimely, reschedule it
4. Manage Your Telephone Time:
The telephone is both a terrific time saver and an insidious thief. Unfortunately, phones are a primary source of interruptions. In fact, 40% of managers spend more than two hours per day on the phone.
How to manage your phone calls:
- screen your calls through an assistant or answering machine
- if the person you're calling isn't available, leave a precise message - you're more likely to get an answer
- back without having to call again
- use automatic dialing to save valuable time
- return calls before lunch or the end of the day - people get to the point faster When lunch or quitting time draws near
- keep a phone log in your planner to record decisions and discussions
5. Conquer Paperwork:
You should handle paper only once. Try the TRAF system
Here are some tips on how to TRAF:
- Toss It: if you have an assistant, delegate the sorting, screening and tossing of mail
- Refer It: keep a folder handy for each person you deal with on a regular basis - when that person comes to see you, open the folder and take care of all the items at once
- Act On It: start an action folder or action page in your planner
- File It: with a discard date on papers that will outlive their usefulness and clutter your files
6. Plan Shorter and More Effective Meetings:
Meetings can be a big time waster. Before you set up a meeting, evaluate your agenda and determine if the information could be shared more efficiently by distributing it with a routing slip.
If it's necessary to schedule a meeting:
- don't allot more time for meetings than necessary - many times all the tasks can be completed in less time than originally scheduled
- distribute the meeting agenda at least one day in advance and don't overload the agenda
- start meetings on time, even if everyone is not present
- don't schedule a meeting for more than 2 hours; beyond that, concentration suffers
- issue minutes promptly
- attend meetings only if necessary
