Time Management Tips And Techniques

I use Outlook for time management. I make sure my Inbox is absolutely empty by the end of the day by color coding tasks and files so I can stay focused on project work.

Works like a charm.

“Factor in time for relaxation and renewal, family and friends, and fun. Balance is critical; if we do not take care of ourselves we will not have the ability to take care of anything else.”

Having a firm deadline in print - either writing it on paper or typing it onto my computer to-do list, motivates me to get things done and move them to the top of my list. Otherwise, my to-dos can languish. A short and very visible deadline propels me into action.
You can also tell a friend or colleague about it, and then you are truly accountable.

The one tip that I would share with entrepreneurs is to determine your body's optimal energy level. By determining the time of day when you are the most energetic and productive (morning or afternoon), you can schedule the most important tasks during those times so that those tasks can be easily worked on and completed. By following this simple tip, you begin working in sync with your body's natural energy levels instead of against it which leads to greater productivity.

Use a daily planner (paper or otherwise) to keep track of everything...from hours worked to bills due to dates with your honey. When you're juggling several balls at once, your daily planner becomes almost sacred.

Before you start running (like we all do these days), make sure you know where you want to get to, by when. Your body follows your brain so use it to ‘paint’ a vivid picture of success. Keep this ‘picture’ up in front of you to drive your attention and focus your energy every day. You will be amazed at how easy it is to make trade-offs in time and other resources when you are clear on winning and can constantly ask yourself: does this move me towards winning or get in the way?

Put yourself on a weekly schedule and don’t deviate.
Buy yourself a calendar, use one on-line or make up a spreadsheet listing each day of the week. Decide what you will do on each day and stick to it!

As a results coach, I often hear people say "There Aren't Enough Hours in the Day," or "I don't have time to." I first used a timer when I was writing my book and realized I could use it for everything in business and life. For an appointment I set the timer to remind me when I need to leave or call, for a project I set the amount of time I think it will take to complete. Although there are many tools for managing time this is the most useful tool if you want to be really productive.

I spend the first 20 minutes of each day planning for the next 8 hours. Failing to plan is planning to fail. Put the hard things first and move on. With the road map created in the first twenty minutes of each morning I know where I am going, the priority of each task and what I expect to complete in a day. Something else always comes up and throws me off track. I handle it and get back on tract A.S.A.P. At the end of the day I review my list, move some items to tomorrow and sleep well.

Choose and lay out the next day's outfit while brushing your teeth the evening before. You'll never be late for work or class again!

The most simple tool and yet the most effective way to stay on track is to use a Timer

It helps with focus, being on time for appointments etc. etc.
Whether you work at home or in an office a small timer of some kind can be used in

All situations.



Best wishes

Hazel Palache

"Try leaving those quick and little to-do's until the end of your list. Use the bulk of your time and energy first on projects that require a lot of focus or effort. Once you're done, you'll feel even more accomplished as continue to cross off those easy to complete but nagging tasks that weigh you down and make you feel less productive."

While it isn't possible to get more time in the day, it is possible to utilize your time as efficiently as possible. One way to do that is to decide when you are going to be available for meetings, phone calls, emails and when you are aren't. Then create a written calendar showing your availability and share it with your entire
team. The more educated your team is on what you are doing with your time, the less interruptions you will get and the more productive you will become.

I find that listing everything in my appt book helps. If a dear friend tells me about something they want or need, I'll list it in my December page as a Christmas gift idea. On the Jan 1 and Dec 31 pages of my appt book, I will write in: beginning odometer reading and ending odometer reading so that I remember to track my mileage for tax purposes.

I'll write myself memos about everything: followup on projects, who to call a month from now, important birthdays and projects to launch.

This tip, adopted from the U.S. Marine Corps is a great way to ensure you don't get bogged down in your email in-box. As you open each note ask yourself, "Is this something I need to do immediately, delegate immediately, or delete?"
I find this strategy keeps my mind free of clutter, so I can keep my focus on the big picture.

Many people create giant to do lists and get frustrated at even the notion of having to tackle it all at once. If you take a serious look at your to do list, chances are there is a lot of "fat" that can be trimmed off of it in order to make more time for the things that are really important. Is watching the Glee finale critical to your sanity? Seek out the things that really have an impact on your life, like family, reading, art, anything that interests you, and make that the focus of your time.

Big Picture To-Do's- After constructing a daily To-Do list, make sure at least half of the items are aligned with YOUR "big picture" success and put a check mark next to them.

Often times we spend so much of our lives doing what others want, that we forget what we want. It seems like common sense, but the best time management plan is to make sure that most of your time every day is dedicated to doing something that promotes your long-term success.

In order to manage your time more effectively, it's important to understand how you currently spend it. Track your time for 1 week, activity by activity. Make it simple & just grab a notebook or make it more complex by creating a document to track it. Be sure to log the time it takes to create it.




8:00-8:08 Checked & responded to email

8:08-8:20 Grabbed a cup of coffee

8:20-9:30 Worked on pet project

9:30-10:15 Office strategy meeting

10:15-10:30 Tweeted, read blog

This is not going to appear very exotic or cutting edge - but the most effective, efficient, and productive use of my time pertains to when I start work.
I start work at least an hour before anyone else. I get more done in
those 60 minutes than any other three hours of the day. If you want to avoid distractions and stay focused - work when the distractions are minimal.

My best time management technique is to write down the 5 most important projects you need to get done each day and set aside time at least half a day to do them where you will force yourself to NOT answer the phone, not meet with employees, not check email, not reply to text messages, not play on Twitter, not play on Facebook, etc. You need to make completing those 5 projects your absolute number 1 priority every day.

I find that writing down tasks for the next day of work is vital in accomplishing your goals. Things still come up unexpectedly however if your make a list and prioritize that list you have a much greater chance of success.

In addition, using a calendar and having someone to be accountable helps. Small biz owners tend to stray away from set goals or activities and it helps to have an associate in house that keeps you on track...

I hope the above helps good luck...

Bob

Every Sunday I go through my appointment calendar and check out what time I have in between meetings, conferences calls, production meetings etc. I try my best not to have more then 2 meetings per day. This gives me time to set aside for paperwork and or anything else that needs my immediate attention. By craving out 2 hours per day, this gives me the flexibility to meet with a client last minute if I need to and also have the flexibility to meet with a potential client.

Think time CARD - Committed (to others), Allocated (to projects), Routine, and Discretionary. The two that are least recognized are the time to do daily, weekly, monthly, quarterly and annual Routine items and what I call Discretionary time - windows to allow for the fact that plans never go quite as we expect, take longer than we think or are interrupted by quick urgent matters. Only plan 2 or 3 Commitments or Allocations in a day unless you can delegate the routines.

Each day write down on a Post it 3-5 high value things you can realistically get done that day and put it in a visible place. Cross out each item as you get it done and triumphantly throw the Post It away each night.

This plan helps you 1) strategize 2) set clear intention 3) give you more focus which leads to greater productivity 4) get 3-5 things done 5) and have a sense of satisfaction that you accomplished what you set out to do which will motivate you to get more done the next day.

As a kid, I read Cheaper by the Dozen. The father of 12 was an efficiency expert, and the book mentioned he'd timed himself and found it quicker to button his shirts from the bottom up, vs from the top down. Similarly, I aim for efficiency in small things. For example, I cut almost all foods up for my kids to eat using scissors, instead of a knife and fork. It's quicker and easier, and I have only one thing to wash.

Wasting time is one of the biggest problems facing any business manager. Time management is one the most precious resources in a business. So consider this, you may think you don't have the time to do it right, but you will always fine the time to do it over.

Always consider what is important and what is urgent. Urgent trumps everything because it means do it now.

And make time every few weeks to handle the small things - those that are not important or urgent, because otherwise they won't get done at all.

Use a timer to limit the amount of time you spend on a task.
Many tasks just stretch out to the maximum amount of time available. When other people become involved (phone calls or stopping by) or technology is used (e-mail or surfing the net) time evaporates.
Set the timer when you make the phone call or sit down at the computer and force yourself to stop when it rings.
Buy a watch with a built-in timer so you always have it handy.
Use an on-screen hourglass for a visual while you work.

This tip was handed to me years ago at my first corporate job and daily I continue battle and conform to this rule – and it is a bugger as many tasks I just don’t want to do – easier to procrastinate. Ready .

• Touch it once!

When handed a task touch the paper/assignment/e-mail once. Do not put it aside to address later. If the paper is in your hands, email is open, tackle it, finish it and toss it.

One of my best time management techniques, is to estimate and write down how long each task on my to-do list will take to do. If the estimate is longer than 30-45 minutes, it usually means there is more than one step in this task and it needs to be broken down further. The goal is to make the steps as small as possible so they’re easy to do and gain maximum control. This helps me to recognize all the steps necessary to complete a task, prioritize the steps, and schedule the steps.

"MIT" stands for Most Important Task(s). At the beginning of every work day, I sit down without the distraction of the internet and jot down my top 7 MIT's for that day. I then assign priorities to each task, leaving the more creative energy consuming tasks for later in the day. I also tag a time limit to each task to make sure I do not spend more time then necessary. "Remember to always start your day fast and most importantly finish strong." - Gary Ryan Blair

DO does not stand for doing, it stands for - Delegate & Outsource - The new DO.

It is very important to understand & practice that 'you can't do it all by yourself', so delegate. If you're new to it, do it in piece-meals, train your people, communicate and set responsibility and accountability elements to ensure right results. This way you work ON your business, not IN your business; & you will have more time to do things that you either love or that are directly related to the bottom-line.

Don’t buy into the myth of multitasking. Whenever you try to accomplish more than one task that requires effort and attention, you are really switchtasking: switching rapidly back and forth between the tasks. Whenever you switchtask, you incur switching costs, the transition time and energy it takes to transition from one to the other. Anyone who can reduce the number of switches in their day will get more done in less time, with less mistakes and less stress than the person who switchtasks.

Premack's Principle says that a person will perform a less desirable activity if doing so is a prerequisite for a highly desirable activity. Examples are exercising in the AM before drinking any coffee, scheduling important work tasks before checking email, or making dreaded business phone calls before logging onto Facebook to catch up with friends. Try it...with a small amount of discipline, it works well!

Use "tickler files" to keep papers to disappear from your desk and reappear at the right time. Number a set of hanging file folders 1-31, with each file representing a day of the month. When paper comes your way that you need some time in the future, make a decision on when you want to see it again, and drop in the correct folder. Now you can forget about it! Each morning when you pull the folder, you find every piece of paper that at some time in the past you wanted to come back to you today.

You need to organize your tasks according to priority so you can be most effective at your job. If you have tasks that have immediacy, do that right away, but after urgency, consider how effective doing certain tasks can be. You want to do the tasks that mean the most for your business first, and the tasks that do not make much of a difference at all, last, if at all.

Stop worrying about everything on your To Do list and make a "Top 3" list every day. List the 3 most important things that you think you can realistically accomplish that day and commit to doing them. Let nothing get in your way. At the end of a week, you'll have 21 accomplishments to boast rather than feeling defeated over what you didn't get done.

Cross things off your list if they don't lead towards feeding your soul to make time for the things you love to do.

Have a strategic method of dealing with email.As a conscious email user you will stay in control of your inbox and will stay focused, effective and productive by not getting diverted by distractions.You can regain as many as three weeks a year by sending less and coaching people who send you the most email to write better subject lines and more succinct messages.

As a psychologist and physical therapist, the best time management tip I give to my clients is:

Get up 30 minutes early to exercise.

YES, I know, you like to sleep.

And yes, I know it is 30 minutes that you are not doing what you think you
should be doing.

BUT research and experience proves that the exercise will help clear your mind, see things in a new and more positive light, give you greater self-confidence, reduce stress, diminish depression and boost your creativity.

Technology can make your life easier, if you learn to manage it well. Respond to critical issues immediately; the others at a designated time later in the day. Listen or read the entire message and provide complete and detailed responses. Slow down, be accurate and save time! Respond to every voicemail/email within 24 hours. Even if your response is simply "I will have the information for you next week," respond now to avoid wasting time responding to messages asking "did you get my message?"

Make the LAST 30 minutes of today your FIRST thirty minutes of tomorrow.

For example, you do all your planning, set your structure for tomorrow at the end of each day. When you arrive, you're ready to work, no pushing paper around, browsing email or websites. Focus is key and you get focus when you pre-plan your day in just this way.

My best technique for time management is using a timer. When faced with a task that has to get done, I set a timer for 55 minutes and get to work. This technique is great because you choose the timer increment. Whether the task takes 15, 30 or 55 minutes, you set the start and end time. It's amazing the amount of work you can complete in a specified time frame. However, I don’t recommend doing this for more than two hours (two 55-minute increments) without taking a break.

The reason most people don't have the time to do what they want is that they haven't prioritized what they really care about and what is most important. For example, most people do "to do lists". These are not effective unless you reorganize the to-dos around your priorities. You want to first set your overall goals (in writing), next define your priorities and then always check what you "have to" do against what you care most about. Keep a post-it that asks, "How important is this to me NOW?"

Our best time management tip might be a stunner. Spend 1 hour per
minute to prepare for a presentation. Wow! That means for a 20 minute
presentation you should plan on 20 hours of preparation time. Why is this a time management tip? If you don't spend that time, you will spend endless hours worrying, being nervous (sometimes sick), and you'll make a lousy presentation, which in turn makes you waste more time on the next presentation.

You want to plan the night before. If you wait to do it the next day you might miss an early morning meeting across town.
Also you will sleep better at night. Instead of waking up in the middle of the night thinking about things you have to do, your mind will relax knowing everything is already written down on your To Do List for the next day.

It all starts with your point of origin so before starting I self-coach that I can handle the overwhelming to-do list because I am sure that things will go well, tasks will be accomplished efficiently and done well, and I stay with the self-coaching as I progress, reminding myself that I WILL achieve a positive outcome. At the same time, I'm applying all the traditional tactical tools/tricks. I have tangible proof of how important the right thinking is to any project

How often do we place something on the stairs or near a drawer and not put it away. A good rule of thumb is if you can put it in its place in 10 seconds or less, then do it and save going back. Likewise, often people never start a job because they believe they do not have the time to complete it. Try "chunking" the task. If you need to clean your desk, why not start with one drawer while waiting on hold? Another part can be done while something is downloading. In no time at all the task is done.

Don't waste time waiting. I travel a lot. Waits at the airport and
the flight time are times that can be used effectively. So are the
waits at the doctor's and dentist's office. I always bring something
to do. I even postpone some projects that are easy to carry out while
waiting. When I am on hold on the phone, I turn on the speaker phone
and get back on the computer.