The careful management of time is surely the next competitive advantage.
Consider that we have ALL the modern conveniences. We have electric garage openers, remote control television sets, microwave ovens and on and on. What we don’t have is spare time.
Most of us are “activity rich” and “time poor.”
How can we sharpen our awareness of time? How can we become good stewards and managers of time? First, and foremost, consider time as money and obsess with investing it wisely. Secondly, set “A,” “B” and “C” priorities on a daily basis so you’re not distracted nor wasting time on unimportant things. Thirdly, divide your daily tasks into manageable time frames and check-off each activity as you complete them.
There are some basic, time-tested rules for arranging your schedule around your most important, high-priority tasks. They are…
- Do the most important things first.
- Be realistic about the time required and allocated to your “to do” list.
- Select the best time of the day for the type of task required.
- Schedule appointments, where necessary, but always reserve at least one-hour a day for uncommitted time.
By the same token, those individuals who focus on specific objectives are typically the best time managers. In other words,
- Keep in mind your long-term goals even while doing the smallest tasks.
- Keep a list of specific items to be done today.
- Lose a few battles to win the war. In other words, don’t become upset about not accomplishing those tasks that are not high on your priority list.
- Obsess with getting “something” done each five minutes.
In business, most people are covered up with paperwork. These activities clearly could be time consuming as well as frustrating. Here’s a handy list with suggestions on keeping on top of paperwork efficiently and effectively.
- Handle each piece of paper only once. Yes, this is a challenge but read it, make notes, respond to it and move it off your pile.
- Focus a level of importance on reports and summaries more than wordy overviews and too many lines of rhetoric.
- Use the “keep the ball in the other person’s court” rule as a way of keeping paper on your desk moving meaningfully.
- Ask yourself, “If I were not to do this now, what would I do instead?” then decide to focus on what is truly a value to youl and pursue it.
Under the title of managing time on telephone calls and even personal meetings, keeping the activity in perspective is a way to be time efficient. For instance, getting quickly to the purpose of a telephone call will keep the time necessary under control. Also, recognize that the individual who is calling you or visiting you might have no time constraints, and you’ll need to manage the interaction or they could become what I call “time vampires.” After the call or immediately after the meeting, get back to the task at hand to be time-efficient.
At some time or another, we all procrastinate. Procrastination is another waste of time. To rise above procrastination, the following represent four logical, and achievable rules.
- Do it now!
- Try to find some very specific part of the task at hand and do that first. In other words, parcel out pieces of the activity.
- Raise the value of having the task done sooner by listing the benefits of its realization. The more important you define the task, the less inclined you’ll be to procrastinate.
- Continuously set and monitor deadlines with yourself and others.
Decades ago, I found the following in a file my late father used to managing time in his highly successful manufacturing company. I’m glad to share them with you. They are called “Ten Rules for Time Management.”
- Identify Your Energy Cycle and Work Within It.
- Always Plan One Day Ahead.
- Determine Your Most Comfortable, Optimal Work Area.
- Set Deadlines and Target Times.
- Place Most Used Materials Nearest to You.
- Don’t Get Wrapped Up in The Interesting Work Of Others.
- Use Time-Saving Devices.
- Block Out Time for Difficult Tasks. No Interruptions.
- Do Telephone Work All at One Time.
- Review Progress Throughout the Day And End-Of-Day.
Needless to say, there are rules and laws for everything… even for better use of time. THE TIME LAW states “There is always enough time for the important things.” Efficient, effective management of time is both logical and disciplined. Be selective about what you focus your time on and continuously and constantly prioritize your activities.
I read somewhere years ago, “Until you value yourself, you will not value your time. Until you value your time, you will not do anything with it.”
Ira Blumenthal is a business consultant, a Georgia resident, a best-selling author, a globally renowned public speaker, a university educator and a college Lacrosse coach. Ira welcomes inquiries and can be reached at Ira@Iraspeak.com. His web site is www.IraSpeak.com
