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Characteristics Of Time
There s a finite amount of time. It s the same for everyone. Nobody has more than anyone else.
Time is money, right? Wrong! Money is time. You can always get more money valuable.
time is more
Time Management
Time management helps you work smarter, not harder.
Smart people get the right things done. People who work smart make more money and get promoted faster or get to do the jobs they want.
Planning
Set Goals (Always time framed - deadlined).
Yearly: Income, projects/tasks, improvement areas Monthly updates Weekly Planners Daily Schedules
Planning
Remember the 80/20 rule: 80% of your results come from 20% of your activities. Plan for the full range of your job functions and activities to get the results you re expected to get.
Self-Management
If you re unsure about priorities, ask your boss.
Don t be a victim, take responsibility for managing and controlling your time.
According to boss s priorities, not yours.
Self-Management
People who are habitually late or constantly procrastinate:
1 2
3 4
Arrogant: Try to establish power consciously Poor self-image: Try to establish power subconsciously Unhealthy fear of failure Are you in denial about any of the above problems?
Self-Management
Overcome these problems with self-discipline:
Time management and priority setting Professional help ( yes, a shrink) Don t procrastinate on getting started or getting help in planning your time.
Planning
Yearly Goals Monthly Updates Weekly Planners Daily Schedules
Planning Tools
To-Do List Action Folder Management Folders Project Folders Calendar Weekly Planners Daily Schedule
Do lots of little things first to give ourselves achievement feedback. Do the easiest things first. Do the most fun things first.
Weekly Planner
Assign priorities in an Action Folder and on a ToDo list. Look at last week s Weekly Planner.
Weekly Planner
Look at Calendar for scheduled appointments and meetings. Synthesize into a new Weekly Planner. Keep Weekly Planners for later analysis.
Daily Planning
1
Set a time for your daily planning (first thing in the a.m. is usually best). Look at your email - DRAS (delete, refer, act, or save) it
Refer means to refer it to someone else to do. Act if it takes less than two minutes.
Snail-mail
Daily Planning
Refer - Delegate, forward, or print out and put in an appropriate folder. Act - Do it immediately if it takes less than two minutes. Save- Don t save what others save.
Turn off your computer no email, Ims, Facebook, or Twitter during chunking. Each chunk completed builds momentum.
Don t attempt too much. Make yourself feel like a winner. Allow for interruptions leave one-quarter unscheduled.
Best time for call-backs is when assistants aren t around before 9:00 A.M. or after 5:30 P.M. (NoScreening Time).
Follow-Up
Conduct a desk check at the end of the day.
Nothing open No random piles of stuff have organized piles No Post-Its all over the place What color is your desktop?
If you don t know or can t see your desktop, you re not well organized.
Use a headset if you re on the phone a lot so you can write stuff down.
Handy Calendar (Only One-Portable, such as a synched smartphone) Work space neat and clean Write everything down. Put often-used information in Favorite Places.
Controlling Time
Proper use of time separates winners from losers. Winners take credit, losers blame time and others. View time management as an edge opportunity.
Evaluating
Time logs (every six months)
We misjudge time. What we like to do goes fast. What we dislike to do goes slowly. Time logs must be accurate. Analyze logs carefully and identify the biggest time wasters:
Overextended lunch and coffee breaks Extended, unproductive phone conversations Inconsequential personal discussions, IMs, Facebook
Evaluating
Look at your time log and ask these questions:
Am I doing the right things? Could I have done things in less detail? What kind of interruptions? How long did it take me to recover? How long were my conversations? Did I say no often enough?
Set up no systems
Summary
Time isn t money, it can t be saved. It s more precious . Know how you use your time (time logs). Know your boss s priorities. Set deadlines for everything.
Next Steps
Remember, you re the one who makes yourself unhappy with unreasonable expectations and disorganization.
Create a plan.