Time Management: Now's the Time

This week, I had the pleasure of co-facilitating a time management class for a large group of individuals. It was a great group of people eager to learn and practice new and innovative tips to manage time. And although there are some cutting edge new tools to help with organizing time (blackberries, electronic reminders, software, digital assistants), there still is no possible way, no matter how much we want it, to manage time. After all, five minutes is five minutes, and will never be six, no matter what you do. What we all need to learn and practice is not the ability to manage time, but to manage how we use the time available.

I have compiled my favorite top ten list of methods to help us utilize our time more efficiently. Just like the old adage, "it takes money to make money," the same principle applies - "it takes some time to plan your time." Try a few of these methods and see which ones work for you. Everyone has a different style and not everything will work for everyone. Feel free to add your own time saving techniques in the comments.

1. Track Your Time - In order to plan a clear budget so you do not waste your money and you have some left to purchase things you enjoy, you have to know where your money goes. Where do you spend the most? On food? Rent? Similarly, in order to plan your time so you can have some left for quality events, you have to keep track of where you spend it. Do you work on projects? Talk to customers? Gossip with co-workers? Watch TV? Where does all that time go? I recommend tracking your time for a week. Once you know where you are spending it, you can cut your minutes of less critical tasks and create a plan to spend more wisely.

2. Know Your Clock - Each person has an internal clock that runs on high and low energy cycles. Do you have a co-worker that bubbles in early in the morning full of energy and enthusiam? Have you ever received emails written by someone at midnight? Each person has times during the day of low and high energy. Identify your highest energy points and plan your most important and challenging tasks during your peaks. Tasks that need to be done but take less effort will be easier to accomplish in those low energy blocks.

3. Have a System - There are many systems out there - Covey planner, Outlook calendar, large desk calendar, palm pilot, Blackberry, tickler files. . . You may have to try several before you find the one that works. But your system should track your daily, weekly and monthly activities and responsibilities. When you know where you are going, you have a better chance of getting there.

4. Pre-plan - At some point during your day, plan your most immediate tasks. I like to spend 10 to 15 minutes each evening planning what I will accomplish the next day. I know what is reasonable, because I already have tracked my time and how long it takes, on average, to complete my projects and sustaining responsibilities. I make the list and then prioritize it. First are the things that "must get done." Next are the things that would be "nice to get done." This way, if I don't finish everything on the list, I move the "nice to do's" to the next day's list. Why do I do it the night before? It enables my subconscious to ferment on creative projects I may have to complete. However, this is not a rule of thumb. I know many people who plan each morning for their current day or plan a whole week in advance. Figure out what works.

5. Pad Your Plan - I always get the question, "What about the emergencies and interruptions? They can throw off my whole day." True. Sometimes you just can't do anything about urgent interruptions. Hopefully, if you have planned well and worked on projects without procrastination, these emergencies won't be too catastrophic. Also, try to plan a little extra time into the day for minor interruptions. If you have ever tried to plan a vacation using the exact costs of the travel, without leaving room in the budget for that extra souvenier that you just "have to have," you know what I mean. If you end up with fewer interruptions than anticipated, yes! That's bonus time to work on those "nice to do's."

6. Decrease Interruptions - Although you can not completely eliminate interruptions from your day, you can reduce them (the average American gets 50 to 60 interruptions per day at work!)
If possible, block "work hours" into your day when you close your door or don't answer the telephone. Turn off your email alert! Email is the number one time waster at work. Schedule several times per day to check and respond to emails (depending on your position). Use voicemail at times (but don't overuse it- this can cost you more time returning calls). Physically rearrange your work area. Can you move your desk so you don't face the door or turn away from that chatty co-worker? Stand. When you see a long-winded individual headed your way, stand up. This encourages shorter interactions. Finally, don't interrupt yourself. Try to eliminate those things that you know distract you.

7. Clean Up Your Act - Organize everything. This should include your work space and at home. I know several people who work with piles and piles of papers on their desk and swear emphatically that they "know where everything is." If this is true, can you imagine how efficient they would be if all the papers were organized and they only had one thing on their desks at a time? They would be incredibly efficient! If it takes you more than 20 seconds to find something in paper or electronic form, it's taking you too long! Clear off your desk, use an in and out box (as needed) and place your needed items like pens, tape and stapler in the top desk drawer (yes that's right, less clutter). Then tackle the garage. The less cluttered your world, the easier it will be to organize your thoughts, your belongings and your time.

8. Just Say No - Some of us have the tendency to want to say "yes" to every request that comes our way. Ask yourself, "do you really HAVE to say yes?" Many times it is our ego that tells us we need to consent - after all we are indispensible, right? Can you decline politely? I learned the hard way that sometimes I just have to say, "no." There are some tasks to which "no" is not an option. In this case, is it possible to ask the person needing your help if the project needs to be done right away or if it can wait a day or a week? Also, saying "no" to a boss really isn't an option, however, you can ask him or her to help you prioritize your current tasks, including the new one, so you know how to best schedule your time.

9. Delegate - Ask yourself, "Is there someone who can do this? Can I teach someone else? Am I the only one who can do it? Will teaching someone else help the person grow? Will teaching someone help the organization?" Although delegation is not an option all the time, it is often beneficial. Identify those occassions when delegating is in the best interests of you, your team and your organization. Investing some time in teaching the task now, may save you a great deal of time in the future. Always remember that the item you are delegating needs to fit into someone else's schedule and plan to give the person support, provide feedback and follow up when the task is complete.

10. Prioritize "You" Time - Always remember to build time for yourself into your schedule. Amid the work tasks and family responsibilities, we often forget to spend some time recharging our own energy. Do you have a hobby? Do you like to read? When was the last time you took a vacation? Studies show that people who allow some time for themselves (even if it is simply taking a lunch) are more effective and creative in their tasks.

Finally, don't forget to be flexible. Organizing is great and planning will help you reduce your stress and be more productive. However, if you overplan or do not understand that sometimes our best plans just don't work out, you may cause even more stress. Hope you enjoyed my favorite tips. I welcome yours too (if you have time).