Time Management - Six Tips to Gain Control and Improve Productivity
In the military, soldiers apply the skill of time appreciation in all they do. Aptly named, time appreciation is the calculation of how long it takes to complete a task/mission given the steps and skills required to complete it. Soldiers value time, not just manage it because in combat the ability to meet a timing means life or death. In business, a person's life may not be in jeopardy but time lines, riddled with obstacles, are forever looming. Below are six tips to help run your business with military precision without having to go to boot camp.
1. Write It Down - People waste time when they forget what they need to do. If you are one of those people, make a list. Use a pen and paper, PDA, computer or day timer. The important thing is to actually write a list and use it. The visual cue of seeing tasks get crossed off is a great sense of accomplishment motivating you to continue on a path of successful serial listing.
2. Schedule Everything - Schools run on schedules to ensure students know what to do, where to do it and for how long. The same is true for business. Make a schedule of your day to include meetings, phone calls, checking email, doctor appointments and even lunch. You are less likely to neglect a task you scheduled because that dedicated block of time places a level of importance on getting that task done.
3. Learn To Say No - Volunteering on committees, speaking at conferences and heading up associations inspires a sense of achievement. Yet, it is possible to give away time too freely and end up with none for your business. Extra activities can multiply and eat into time used to do business with existing clients or in securing future clients. Evaluate what extra activities you currently do. Calculate how much time you dedicate to your business and personal life then determine how much you realistically have left for the extras. Give something up or start practicing your polite, "Thank you for considering me for this committee but I will have to decline right now," line. Do it for your sanity, the sake of your business and the ever important family/personal life you are trying to maintain.
4. Remember You - You look after business. Who's looking after you? Before you end up on Bravo's show, "Intervention," start looking after yourself. If blocking personal time into your daily schedule (remember tip 2?) is the only way you can do it...get on it! Schedule a fitness class, play time with the kids, a golf game, a weekend away or even an hour of reading.
5. Be Realistic - This is where time appreciation comes into play. Set deadlines and make lists that are realistic. Know what each task involves, the steps required to complete it and the materials needed to get it done. Pre-planning allows you to set reasonable goals and schedules that are successful.
6. Stay Organized - Has a whirling dervish taken refuge in your office leaving everything in chaos? Clear the clutter! You will be more productive if your workspace is organized by spending more time working and less trying to find your work. If you are in a vicious circle of cleaning, making a mess and cleaning up again, seek professional help or at least re-assess the functionality of your office. Adding more storage and filing solutions will make a world of difference! Money spent on organization is an investment in your success.
If you feel overwhelmed by the list above, pick one tip you can easily introduce into your workday. Be consistent, believe in it and soon it will become second nature. Gradually, introduce new skills into your time management arsenal until you become a well oiled time appreciation machine.
1. Write It Down - People waste time when they forget what they need to do. If you are one of those people, make a list. Use a pen and paper, PDA, computer or day timer. The important thing is to actually write a list and use it. The visual cue of seeing tasks get crossed off is a great sense of accomplishment motivating you to continue on a path of successful serial listing.
2. Schedule Everything - Schools run on schedules to ensure students know what to do, where to do it and for how long. The same is true for business. Make a schedule of your day to include meetings, phone calls, checking email, doctor appointments and even lunch. You are less likely to neglect a task you scheduled because that dedicated block of time places a level of importance on getting that task done.
3. Learn To Say No - Volunteering on committees, speaking at conferences and heading up associations inspires a sense of achievement. Yet, it is possible to give away time too freely and end up with none for your business. Extra activities can multiply and eat into time used to do business with existing clients or in securing future clients. Evaluate what extra activities you currently do. Calculate how much time you dedicate to your business and personal life then determine how much you realistically have left for the extras. Give something up or start practicing your polite, "Thank you for considering me for this committee but I will have to decline right now," line. Do it for your sanity, the sake of your business and the ever important family/personal life you are trying to maintain.
4. Remember You - You look after business. Who's looking after you? Before you end up on Bravo's show, "Intervention," start looking after yourself. If blocking personal time into your daily schedule (remember tip 2?) is the only way you can do it...get on it! Schedule a fitness class, play time with the kids, a golf game, a weekend away or even an hour of reading.
5. Be Realistic - This is where time appreciation comes into play. Set deadlines and make lists that are realistic. Know what each task involves, the steps required to complete it and the materials needed to get it done. Pre-planning allows you to set reasonable goals and schedules that are successful.
6. Stay Organized - Has a whirling dervish taken refuge in your office leaving everything in chaos? Clear the clutter! You will be more productive if your workspace is organized by spending more time working and less trying to find your work. If you are in a vicious circle of cleaning, making a mess and cleaning up again, seek professional help or at least re-assess the functionality of your office. Adding more storage and filing solutions will make a world of difference! Money spent on organization is an investment in your success.
If you feel overwhelmed by the list above, pick one tip you can easily introduce into your workday. Be consistent, believe in it and soon it will become second nature. Gradually, introduce new skills into your time management arsenal until you become a well oiled time appreciation machine.