If you’re struggling with time management, the last thing you’ve got time for is researching ways to better balance your days. So I’ve done it for you!
I don’t hold any kind of degree in prioritisation and planning skills; in fact I’m still working to complete my degree in journalism. But if anyone’s going to dedicate time to finding the right solution, who better than a (currently holidaying) uni student facing, to date, the biggest time management-challenge of their life – 3rd and final year. Eek! That’s why I think you should…
Get Back to Basics
Remember the fundamentals of good time management (TM) are planning and prioritisation – yup, the two P’s I mentioned in the intro; regarding which I possess no professional skills for. Anyway, there are so many tech-gadget tools for TM now available (any product containing the word “organiser” seems to be popular) but I think many people waste time by turning to digital or electronic devices, which can over-complicate things.
This pdf. from the UNSW Learning Centre is aimed at uni students but the principles should still apply to any career person or business owner. It covers: breaking difficult tasks into manageable parts, writing schedules that include breaks (how often do you forget to make room for sleeping, eating, exercise and relaxation?), seeking advice and managing “task anxiety”.
Identify How You Waste Time
If you pinpoint the things holding you up, you can avoid them. A quick check-in at a social networking site can lead to 20 minutes of productivity down the drain. An increasing number of Facebook users access it for business purposes but are you diligent enough to ignore your friend/family updates while you’re there?
[If the answer is NO: check out this Life Hacker article for some clever ways to control all those pesky sites that keep distracting you].
Do you constantly check your regular/business email? Reduce the temptation by removing the sound alarm or keeping the program/website closed completely – allocate set periods of time to check and manage your email.
Manage Your Email Efficiently
Regardless of the desktop application you’re using (Microsoft Outlook, Mac Mail etc.) it pays to spend time learning about the function possibilities, because they are TM-amazing!
In regard to Outlook, SNOBS’ contributor Paul Rasmussen has offered up two excellent time-savers. His first article teaches you how to customise your screen view to prevent distraction. The second is about integrating emails (that require follow-up) with Tasks, allowing you to set due dates and reminder alerts.
Control Interruptions
You might ruffle a few feathers in the workplace if you tell colleagues your time is by appointment only – especially if you’re not the boss. And if you don’t have a space you can close off to others, a “Not Now” sign on your desk will probably result in a ribbing (and fair enough, really… ha-ha). But you should only have to explain, politely, why it’s necessary and when you’ll be available again.
If you work from home you need to set the same rules which apply to group workplaces. Catch-up calls from friends and relatives when you’re at work is inconsiderate and people who drop in because they’re passing by or killing time; that’s just downright rude! (Unless it’s a good friend you haven’t seen for ages and they bring Tim Tams… 20-min break, maximum!)
Phone Tag & Return Calls
Customer/client/enquiry phone calls are interruptions too, despite their importance. Designate a time to answer the phone and make sure your voicemail is set-up correctly and professionally so you’re not putting off potential leads or annoying existing contacts.
Set appropriate return-call times; you’ll have difficulty reaching people around lunchtime and trouble engaging them if it’s too near C.O.B.
Avoid three days of phone tag by working out what to say if they don’t answer. Instead of: “I was just calling to set up our meeting time; early next week is good for me, let me know if that works for you.” Try: “I have 11am next Monday available, or 1:30pm on Tuesday. If you can’t reach me, just send a text or email to say which suits.”
Find a Minder
Make yourself accountable to a friend or colleague. By asking someone to check and see you’re doing what you’re supposed to be doing, gives you a better chance of accomplishing a task. Many self-help groups, such as weight loss programs, succeed by utilising peer pressure to motivate people.
Time Yourself
Try using a stop watch or alarm to set a period of time to complete a job. Giving yourself a deadline will help prevent dawdling. Once the timer goes off, move onto another project with another time limit (also really useful to determine task-time for future employees).
It’s Lunch Time!
Set a time for meal breaks and stick to it. It’s also a hot idea to have a meal pre-planned because deciding what to eat, either by heading out to grab something or heading to your kitchen to peruse the pantry will pinch precious time. The kitchen is also a dangerous place for procrastinators who like to clean the stove, write a shopping list or re-arrange the pantry while they’re thinking to themselves, “I love deadlines; I like the whooshing noise they make as they fly by”.
Take Procrastination Seriously
No, that doesn’t mean ‘get really good at finding new ways to wile away the hours’. In fact, procrastinators don’t necessarily have time-management problems (that they’re aware of) because they’re often people who are just more “optimistic” about time than others.
It’s a characteristic that’s actually more in-depth, interesting and potentially troublesome than the clichéd jokes hint at. So ignore the procrastinator’s mantra: “Never put off until tomorrow that which you can put off until the day after tomorrow,” and check out this document on the topic.
DO YOU HAVE ANY TRIED & TESTED TIPS FOR TIME MANAGEMENT? PLEASE SHARE…
