If there’s one problem shared by all in business, from solo accountants to international corporations, it’s the problem of how to manage time. Alas, we all know we can’t really control time. We can only control the duration of our own events. Time management is really about giving you more time to spend it where you value it most.
Here are 9 fast time tips that can help you manage your day.
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Change your mindset
It’s time, only small pun intended, to change the way you perceive time. Each day, 86,400 seconds of time are deposited into your life account. Each person is given the same amount: politicians, Madonna, your boss. Unlike other resources, such as petrol, food, and even money, your time cannot be saved or stored for later use. What you don’t use, you will most definitely lose.
The most valuable resource you have is money, right? Sorry. It’s time. Our society values money. We hire accountants, financial planners and stockbrokers to ensure we are getting the most bang for our buck. We obsess about interest rates, stock prices and bank fees. We store our money, protect it, plan for it and invest it. But do you invest your time? Or do you constantly wonder where it went?
Invest your time by committing it to what you value most in life. Sometimes that may be investing in a short-term gain for a long-term reward.
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Use the “D” method to control paperwork
Controlling paperwork is like traffic, tax and housework – yes, an unfortunate part of life. Use the “D” method and watch stress disappear.
- Do it - Some things must be handled immediately
- Delegate it – Can you give this to someone else?
- Divide it – The sliced bread method is effective for large projects
- Defer it – Plan a future appropriate time to action it
- Dump it - Some things are just a total waste of time
- D-Box it - Give it a quick scan and file it in a storage box or file
- Plan your day One of the most essential features of being successful and productive in both your professional and personal life is to plan your purposes and goals for the day ahead. Never allow the excuse of having a demanding schedule stop you from planning your time.The power of a good daily plan is the one thing that will separate you from the “but I never have enough time” crowd. A plan should take about 10 minutes and is best prepared at the end of the day so you will begin the next day with a clear strategy already set.Catastrophes may turn your day pear-shaped, but a plan gives you a map to return to when the dust has settled. Planning your day requires discipline and effort. But the advantages of feeling in control will outweigh the 10 minutes you think you have saved by starting your day without a plan.
- Triage your priorities Most people think time-saving is making a to-do list. But the real power is in going further by prioritising the activities on your schedule.Prioritise your appointments, tasks, errands and projects. This ensures your day’s tasks align with your objectives and goals. What is critical? What must be completed, started on, or worked on today? What trivial jobs can be left until another day?Remember the difference between the urgent and the important. Some of us may be tempted to say, “everything is important”. But you can’t physically do more than one thing at a time and expect quality or performance. Something must come first. At the very least, a daily plan gives you a place to start.
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It’s not how much you do that’s critical … it’s what you do
Time management practices need to work in with the realities of your job. If you’re in a sales-type role, you can motivate yourself by keeping your list relatively short and aiming to complete it every day.
Those working as part of a team are likely to have large tasks or jobs dependent on other people. Keep one list and ‘chip away’ at it. You may not be able to complete some low priority jobs for several months. If you’re running up against a deadline, raise their priority.
Managers must make time available for coaching and supervision. While people may let you get away with ‘neglecting them’ in the short-term, your best time management efforts will be derailed if you do not set aside time for others.
The more unpredictable your job, the more contingency time you need. Constant interruptions are the reality of many people’s work. Studies show some managers are only getting an average of 6 minutes uninterrupted work done at a time.
Obviously, you cannot tell when interruptions will occur. However, by leaving space in your schedule, you give yourself the flexibility to rearrange your agenda to react effectively to issues as they arise.
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Play to your strengths
During the course of a day, certain hours and minutes are more productive than others. Think about how lethargic you move when you are sick or tired. Alternatively, think about how much you can accomplish in the office after hours when there are no interruptions.
Are you a morning person? Then earmark that time for more creative and confident duties, such as designing marketing materials. By contrast, if you come back to the office glassy-eyed after even the lightest of lunches, set that time aside for stuffing envelopes and other less cerebral tasks.
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Employ good diary habits
Whether paper or electronic, a good diary is only helpful if you use it. Don’t maintain separate calendars. Keep key personal and home information with you at all times. This includes numbers for children, family, important medical information and repair numbers. This will help you handle domestic crises on the spot, wherever you are.
Keep a section for creative brainstorming. What if a dazzling idea popped into your head and you were caught without a diary in a taxi, a meeting, or on the toilet?
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Take advantage of time gaps
If you’re out making sales calls, bring more than sales material with you. That way, if you have to wait 10 minutes before an appointment, you can punch out a quick thank-you note to a customer on your laptop.
A wait in the post office queue doesn’t seem so wasted if you’re updating the status of all your current projects. It may sound obsessive, but hey, it’s one less task hanging over your head.
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Include an activity break
Unless you happen to have a large red “S” emblazoned on your chest, it’s not likely that you’re going to function on all cylinders from daybreak to dusk. Don’t overlook some down-time as part of your overall time management strategy. Even a few minutes spent staring out the window can return you to work recharged and ready to rock.
How do you know your time management plan actually works? If you come to the end of the day with important jobs completed or controlled, and you have time to relax and unwind, then your time plan is doing its job.
Now it’s up to you – what matters is not knowledge itself, but applied knowledge.
Natasha Crestani and her psychologist husband Jason are directors of Inspired Honey, running workshops on performance improvement in business and life. They cover time and stress management and decluttering strategies. For your FREE eBook: www.inspiredhoney.com
(Image 
Vintage85)
