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Managing
Your Time Effectively
Here are some tips to help you use your
time wisely and try to overcome the distraction that comes from the many
trivial things that constantly pop up and inevitably eat away at the time
you have for your daily tasks.
1. Buy and always use a day-planning
system, calendar or software. Be wary of software though, and only
choose easy to use or trial versions. You want something
that is simple, fast, does not demand too many system resources
while at the same time does not require too much time on your part
to learn.
2. If you use Outlook at work for
your email, pick up a hint book that you can keep at your desk to
assist you in using its other features as well for such things as
writing letters or sending faxes, keeping contact information and
sharing calendars among fellow employees. Many users have
two or more contact software programs on their computers.
Insist on one only and learn JUST what you need to use.
DON'T take the time to learn all the details of the software as
many of its features you will never use.
3. Take the last 15-30 mins at the end of each workday,
to review and make up your to-do list for the
next day. Remember to prioritize your daily tasks by either marking them with a
highlighter or circling them in red pen. If you are using an
electronic organizer or contact software, number your priorities for the
next day, or use the ABC method (A= urgent, etc). You can also with an
electronic organizer quickly move out the completed tasks allowing you to
review what is important for the next day.
4. Try arriving at your office a half hour early and
keep this
"quiet" time for your highest-priority task. Never let anyone or
anything interrupt this important time.
5. When taking on a lower priority
task ask yourself if this is a necessary item for YOU to take on
or could it be delegated to someone else. If you can
delegate it, decide on how best to lay out the work you need your
co-worker to accomplish. Consider a short email or a bullet point
summary in your word processor that could be attached to the
delegated task. Would a short post it style memo attached to the
task, work for your co-worker? Always ask yourself if a higher
priority task is suffering because you are concentrating on a
lower priority task. Remember lower priority tasks should be
tasks that have no financial or job related bearing on the outcome
of your work. Otherwise it is a high priority task and should be
assigned as such to your to-do list.
6. Many meetings are
unimportant. Attend only those that help you achieve your
tasks or your goals. Look for an agenda prior to any meeting to
scan what is going to be covered. Do you need to attend?
Meetings without agendas are a time trap waiting to happen.
7. When you have a client that
continually abuses your time by keeping you waiting for meetings
and/or sales call, change your tactic by always selecting the very
first meeting of the day. If this fails to work try conference
calls at a set time. When you walk into a meeting have an agenda
with you, even if it is just for your own needs to help keep you
on track to cover off all items you wanted to see the client
about.
8. Review your inbox just before
lunch each day. Mark each item to read, to reply, to delegate or
to toss. Junk mail should never be opened. If you see a bulk
mail insignia on the envelope quickly browse the envelope. If it
is junk, don't read it, toss it. Long letters from customers or
important associates often demand too much time. If you have an
assistant have them review it and put it in bullet form with just
the important aspects for you to quickly review. Letters or
replies can be dealt with often through form letters. Take the
time to design them and use them as often as possible. Remember
though to always make slight changes to always give a personal
touch. Emails are no different. Most can be replied to quickly and
often with templates. Learn how to create templates or if this is
too time consuming, create quick replies within your word
processor and keep them on your desktop in a file folder. Then you
can cut and paste their contents into your email. The same hold
true for your name. Always create a signature for your
correspondence whether it be word processing or email and use it
on every correspondence you send.
9. Always focus on doing the type
of work you are uniquely qualified to do. Remember that this is
what sets you apart from your fellow employees and is what makes
you indispensable. Delegate the other tasks to your co-workers.
10. Learn to say no. Don't make up
excuses or reasons. Simple indicate no, politely but firmly. If it
is your boss asking, don't complain, instead indicate the work
load you have and ask which project or task they would like to
have you drop or they would like to delegate to someone else so
you can concentrate on what your boss considers of more value. In
this way the decision is left with your boss as to what is of more
importance.
11. Every week, review your long term goals
and objectives and see how far along you are at attaining them. Remember
to break up goals into small steps. In this way they are actually
attainable.
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