Do you constantly run late for appointments? Do you always rush reports at the very last minute? Do you have post-it notes plastered all over your work station only to find you still forget what you’re suppose to be reminded of? If you answered yes to any of these questions, chances are you’re a poor time manager. Here are some useful tips to set you on the right path.
- Time management is a myth
No matter how organized we are, there are always only 24 hours in a day. Time doesn't change. All we can actually manage is ourselves and what we do with the time that we have.
- Where are you wasting time?
Many of us are prey to time-wasters that steal time we could be using much more productively. What are your time-bandits? Do you spend too much time 'Net surfing, reading email, or making personal calls?
- Create time management goals
Remember, the focus of time management is actually changing your behaviours, not changing time. A good place to start is by eliminating your personal time-wasters. For one week, for example, set a goal that you're not going to take personal phone calls while you're working.
- Implement a time management plan
The objective is to change your behaviours over time to achieve whatever general goal you've set for yourself, such as increasing your productivity or decreasing your stress. So you need to not only set your specific goals, but track them over time to see whether or not you're accomplishing them.
- Use time management tools
Whether it's a PDA or a software program, the first step to physically managing your time is to know where it's going now and planning how you're going to spend your time in the future. A software program such as Outlook, for instance, lets you schedule events easily and can be set to remind you of events in advance, making your time management easier.
- Prioritize ruthlessly
You should start each day with a time management session prioritizing the tasks for that day and setting your performance benchmark. If you have 20 tasks for a given day, how many of them do you truly need to accomplish?
- Learn to delegate
No matter how small your business is, there's no need for you to be a one-person show. For effective time management, you need to let other people carry some of the load.
- Establish routines
While crises will arise, you'll be much more productive if you can follow routines most of the time.
- Get in the habit of setting time limits
For instance, reading and answering email can consume your whole day if you let it. Instead, set a limit of one hour a day for this task and stick to it.
- Be sure your systems are organized
Are you wasting a lot of time looking for files on your computer? Take the time to organize a file management system. Is your filing system slowing you down? Redo it, so it's organized to the point that you can quickly lay your hands on what you need.
- Don't waste time waiting.
From client meetings to dentist appointments, it's impossible to avoid waiting for someone or something. But you don't need to just sit there and twiddle your thumbs. Always take something to do with you, such as a report you need to read, a checkbook that needs to be balanced, or just a blank pad of paper that you can use to plan your next marketing campaign. Technology makes it easy to work wherever you are; your Blackberry and/or cell phone will help you stay connected.
