Time is a funny thing. It's in itself an oxymoron.
  • It is given to us free - but will cost us dearly if we waste it.
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  • Spending it wisely can prove a worthy investment.
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  • Time is intangible, but we easily lose track of it.
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  • Time is always the same exact unit of measure - yet we feel we have less of it than ever     before!
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    Time is the currency of the 90's
    What is meant by all these contradictions? Time is there for the taking. We can use it any way we want. Just like money, we can choose to waste it, or manage it.
    Waste not, Want not
    Everyone needs more time. Yet, how many of us are actively doing something about it? While you can't "buy" time, you can fight waste. And, while you can't avoid "time stealers", you certainly can control their effect on your day. Think back to the past 48 hours - how many interruptions did you have? And, what are you doing to prevent them tomorrow?

    Managing your time effectively requires proper planning for the expected. And, even more importantly, preventative measures must be taken to handle the unexpected.

    When planning your time, it helps to be mindful of the following:

  • Separate the Urgent from the Important.
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  • The 80/20 Principle.
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  • Efficient vs. Effective.
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    1. Separate the Urgent from the Important: There is a vast difference between the two. Many "urgent" matters are unimportant. Even worse, they hinder what's truly important. At all costs, avoid the urgent. Delegate, delay, resist your natural reaction to jump in and solve problems. Prioritize the important and plan your time.

    2. The 80/20 Principle: 80% of your unfocused efforts will net you only 20% of your results. Many people spend their day juggling activities, never really accomplishing much. And that can be costly. Proper time management can narrow the gap, and help you achieve the greatest payoff possible. Invest 20% of you time planning and organizing, and you'll accomplish more in the other 80%.

    3. Efficient vs. Effective: The words efficient and effective are listed in the dictionary as synonyms. But, you can be efficient without being effective. It's one thing to perform a function well, but if it wasn't the required function, then you won't be effective. Being effective means doing the right things and doing them efficiently.

    Enough people have wished for "more hours in a day," to constitute as cliché. But, what if we got that wish? Let's face it, we would still be just as behind, and have only sheer exhaustion to show for it! Before we try to add more time, let's see if we can get more out of the time we have! The next section offers some suggestions on how to put your time to more prudent use.

    Twenty Time Management Tips

    Calendars
  • One is best and easier to maintain.
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  • Keep a photocopy. Got an assistant? -- Great! Have them keep a photocopy of your     schedule. If not, and even if so, be sure the front desk also has a copy.
  • Keep it portable. "Have Schedule, Will Travel!" Always carry with you a photocopy or     computer printout of your daily schedule for fast and handy reference.
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  • Numbers count. For those of us who may not have the benefit of a hand-held electronic     calendar, take ten extra seconds to jot down phone number and address along with     name, date, and time of your appointments.
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    Scheduling
  • Record all of your committed time. Identify all appointments, staff meetings,     presentations, speaking engagements, other business functions. (Rule of thumb,     committing more than 50% of your time may cause you to have to "take time" later to     juggle things around).
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  • Divide remaining time into projects and tasks that "should be done". Whatever time you     have leftover is discretionary - like an allowance, to use as you wish or for those things     that would be "nice" to get done.
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  • Don't over schedule. Build yourself a cushion between activities.
  • Anticipate the unexpected. It gives you greater flexibility, and will make unavoidable     circumstances less stressful.
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  • Set aside 30 minutes each day for your own wrap-up session. Recount your days'     activities, re-assign unfinished activities.
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  • Jot down all pertinent contact information on your schedule regarding people you're     meeting, places you're going on your schedule, for quick reference.
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  • Group things together. For example, plan to return phone calls in one sitting.
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    Delegation
  • Get rid of your headaches. Delegate to an assistant or secretary or any other capable     individuals within your department or organization. Think about tasks you've been doing     or have been neglecting. Could someone else handle them for you? If so, let them! Avoid     being labeled a "control freak".
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  • Let them run with it! Explain what needs to be done, establish internal progress reports     and deadlines for completion. Then, let go! (How much you let go will depend on their     experience and reliability. But they'll only gain knowledge and experience by doing).     Guidelines are okay as long as they're not rigid. It's important to give individuals leeway,     and allow them to add their own creativity to the cause. They may even come up with     systems that will help save you time, cut costs and make you look good.
  • Make them an owner. Take a moment at the onset not only to explain what the project     is, but why you are doing it, and how it fits into your overall objectives. This will give the     person a better appreciation of the task, and a better appreciation of you.
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    General Practice
  • Manage by wandering around. Doctors aren't the only ones who need to make rounds.     You should too. It's a great way to see what's really happening within your department     and ensure activities are being carried out properly.
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  • Avoid the paper chase. Even in the age of computers it's hard to get around good
        old-fashioned paperwork. But make it a point to handle each piece of paper only once.     Don't let it collect dust on your desk. As it comes to you either can it, sign it, store it, or     route it.
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  • Keep a master calendar that the entire department can access.
  • Eliminate vague directions like "ASAP". Be specific about deadlines.
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  • Never meet just to meet. Hold meetings only when trigger events show them to be     necessary. It is far more effective use of everyone's time to schedule a meeting when     you have an announcement to make, a subject to discuss, or an idea to brainstorm. Too     many organizations hold routine meetings that only result in wasted time and annoyed     employees.
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  • Minimize distractions. Closing your door selectively won't hinder any "open door" policy     you might encourage at within your department. But, it will keep the time stealers away!

    • If only we could "buy" time.
    These time management methods might help you do just that!


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