Time Management Strategies Revealed

Time remains constant, but our perception of it changes. When we focus on it, it slows down. When we turn our backs on it, it speeds up. Our illusion makes us think it is something tangible. We arrange it, divide it up, give some to our friends. Sometimes we feel it is precious, at other times we waste it. We give it the power to heal when we say, "Time heals all wounds." It can also kill, as when we live stressful lives because we "never have enough time." On a day to day basis, nothing is defined and redefined in our minds as much as time. It's a wonder, we can still recognize it!

Herein lies our power. Because things are as we perceive them, we can choose to see time as a manageable commodity and live our lives according to that assumption. This is one of the secrets of successful people they work at shaping those things which others think are uncontrollable.

Here are some rules for effective time management:

1. SPEND TIME PLANNING AND ORGANIZING
Using time to think and plan is time well spent. In fact, if you fail to take time for planning, you are in effect, planning to fail. Organize in a way that makes sense to you. Some people prefer a to use a software program like Microsoft Outlook. Others use a day planner or a diary or a wall calendar. Find the system that suits you best and then stick to it. Good planning requires routine and discipline.

2. SET GOALS
Goals give your life, and the way you spend your time, positive direction. Set goals that are specific, realistic, measurable and achievable. Your optimum goals are those that cause you to extend yourself to "go the extra mile" as you strive for achievement. Clear goals will give your life path a much-needed sense of direction.

3. ESTABLISH PRIORITIES
Use the 80-20 rule originally stated by the Italian economist Pareto. He noted that 80 percent of the outcome comes from 20 percent of the tasks. Identify the 20 percent that is most valuable to you and then prioritise your time to concentrate most effort on those items. A simple and well-tried method of prioritisation is to flag items according to importance by giving them an A, B or C priority, with A being highest priority. Setting deadlines for tasks is another way of maintaining focus on your priorities.

4. USE YOUR INTERNAL PRIME TIME FOR PRIME TASKS
This is the time of day when you are at your natural best. Are you a "lark" (you perform best at the start of the day), an "owl" (you perform best at the end of the day), or are you somewhere in between? Scheduling prime tasks during your internal prime time is a logical way to achieve more in a given amount of time.

5. BE FLEXIBLE
Allow time for interruptions and distractions. I suggest the 60-40 rule. That is, plan 60% of your time but allow 40% to deal with interruptions, unplanned activities, meetings without notice, and other unpredictable events. When you expect to be interrupted, schedule routine tasks that can be temporarily halted with minimum stress. For your prime tasks, set aside the larger blocks of time that will be required without interruption. If you are interrupted during any task, pause briefly at the end of the interruption to refocus before you recommence your work. This brief pause will allow you focus on your "pause point" and assist continuity.

6. DIVIDE BIG TASKS INTO SMALLER SUB-TASKS
A big task may seem daunting and lead to procrastination. A stress reducing time management technique is the "salami" method. This involves cutting the big task into small "slices" and then doing each of the smaller tasks in short manageable time slots. Often it is easier to do a big task in eight time slots of 15 minutes, rather than in one two-hour session. By doing a little at a time you will eventually complete the task.

7. REDUCE URGENT EMERGENCIES
Some urgent emergencies cannot be avoided because they result from external influences. However this is not always the case. A task can become an urgent emergency because of personal procrastination. Urgent tasks usually have short-term consequences while important tasks are those with long-term, goal-related implications. Work towards reducing the urgent things you must do so you'll have more time for your important priorities. Attaching a realistic deadline to each task may help keep important items from becoming urgent emergencies.
                                        
8. BE EFFECTIVE RATHER THAN EFFICIENT
In discussing time management, some people argue that "What we need to be is more efficient with our time!" Other people claim, "Let's not worry so much about efficiency, let's be more effective!"

Efficiency means doing things right. Effectiveness means doing the right things. Working efficiently is doing things with the least amount of wasted effort. Efficiency gets you from point A to point B via a straight line. Inefficiency goes in circles. .

9.  KEEPING RECORDS OF TIME USE
The experts in time management all agree that the more records you keep, the more you will be aware of the opportunities for improving your use of time.

Through systematic record keeping you will learn, among other things, what tasks you're having trouble with. You can actually chart your performance to get a graphic illustration of your strengths and weaknesses.

10.  PROCRASTINATION
"Don't put off for tomorrow what you can do today" (My Mother ever since I can remember).

Procrastination is like a virus. It creeps up on you slowly, drains you of energy, and is difficult to get rid of if your resistance is low. Procrastination is a close relative of incompetence and a first cousin to inefficiency, which is why their marriage is taboo. These suggestions that may help:

-Give yourself deadlines. In moderation, pressure motivates. Extreme pressure debilitates. Set appointments, make commitments, write out your goals, and otherwise develop the determination to succeed.

-Don't duck the difficult problems. Every day we are faced with both difficult and easy tasks. Tackle the difficult ones first so that you can look forward to the easy ones. If you work on the easy ones first, you might expand the time that they take in order to avoid the difficult ones waiting for you.

Many people put off difficult or large tasks because they appear too huge to tackle in a reasonable time frame. They feel that if they start and complete the "large" task at one sitting, it will prevent them from accomplishing any of the other tasks they have to do on that day. The answer to this problem is to break all large or difficult tasks into their smaller subparts. Then, you can do each of the subparts of the larger project over a series of days, if appropriate.

-Don't let perfectionism paralyze you. This is a problem which many salespeople have when writing proposals. They sit with pad and pen in hand waiting for the "right" words to come out. What they are doing is avoiding the process of writing. Be prolific in your activities. You can always go back later and polish those things you're unhappy with.

11.  HANDLING PAPERWORK
Try to answer any correspondence immediately. After you've read the letter, write your reply on the back and give it to your secretary to type. An even more efficient method is to use a dictation machine or tape recorder. Record your correspondence and leave the rest to your secretary, if you have one.

The other mail you receive should be dealt with in the same way. Act immediately on whatever you can. If you receive a magazine, peruse it and clip out articles you intend to read. Try categorizing your reading material into three groups: articles you must read soon, articles you should read, and articles that would be nice to read. Clipping the article makes it more accessible.

Naturally there will be more than mail accumulating on your desk. Adopt a policy of picking up paperwork only once. This means you should not look at something and put it back down where you found it. It's much wiser to take some form of action on the item.

12.  TELEPHONE CALLS
The telephone is, of course, one of life's greatest time savers. It saves time over writing letters, making trips, and meeting with people. It can also be a great time waster. To avoid spending more time than necessary in calling people back, follow these suggestions:
-Determine the best time of day for you to return calls.

-Prepare information in advance when you call back. You can pull files and gather documents which you'll need to answer questions. This is obviously a time saver to you.

-Curtail the length of your calls, when and where appropriate.

- Be organized. List the questions or topics you wish to discuss and have them in front of you.

13.  CHANGE YOUR BAD HABITS
"Habit, my friend, is practice long pursued, that at the last becomes the man himself" (Evenus, 5th c. B.C.)

Managing your time efficiently and effectively will require some changes in your behavior and thinking. Those changes require practice.