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Time Management

Wondering where the day has gone? Still not finished with work
even though it's nine at night and you were supposed to go home
at six? Here are some tips to help you manage your time better.

Take brief walks - I know it sounds counter-intuitive, but one
of the big secrets to effective time management is simply
talking walks. You see, little emergencies and crisis's can
suck up your attention, focusing you on unimportant (yet
seemingly real and significant) details. By talking a brief,
five to ten minute, walk now and then, you can give yourself
time to clear your thinking, drive out the cobwebs, and
refocus your attention on what is important.

I always make sure to schedule meetings for one hour, then
finish ten minutes early. I use those ten minutes to walk
outside, stroll around the parking lot, just breathing deep
and looking at the clouds and nearby mountains. Believe it or
not, this adds hours to my productivity every day, because it
clears my thinking.

Delegate - If you are a manager or supervisor, you must, must,
must delegate. This cannot be stressed enough. As you move up
the management ladder your job becomes more and more getting
others to do, and less and less to doing it yourself. Managers
who do things are NOT managing their time effectively.

Delegate authority - Allow people to make decisions. This is a
great way to get more done with less effort. For example, is it
really necessary for you to have to personally approve every
single purchase? Perhaps you can just set guidelines (like the
office manager can spend a certain amount per month on supplies)
and not worry about the details of what's ordered, who it's
ordered from and so on.

Do NOT bypass people and do not allow yourself to be
bypassed - You've got a job and you've got some authority.
Do not ever allow someone to go around you to get something
done, and don't, unless you have no choice, go around another.
Why not? Let's say you are a supervisor, and your boss has the
habit of giving orders to your people. Guess what? You are not
doing your job, and your boss is not allowing you to do your
job. Insist (gently) that your boss allow you to do what you
are being paid to do - supervise. If you allow the office
manager to decide what to purchase, then don't tell her what
to purchase.

For example, If you have vendors selling to you (and you have
authority to purchase), do not ever allow them to go to your
boss to override your decision. If they do make the attempt,
warn them ONCE. On the second time, fire them and find either
a new salesperson or new vendor. IF YOU ALLOW THIS TO HAPPEN,
THE SALESPERSON WILL KNOW YOU HAVE, IN REALITY, NO AUTHORITY.

Prioritize - Sometimes it's too easy to get fixated on small,
unimportant details and projects which don't matter to anyone.
Other times someone will claim something is critical, yet in
truth it is not. For example, in my business we get told some
computer problems are critical and must be fixed immediately.
After all, a program is broken and causing problems, so it must
be fixed now. On examination, I'll often find that the bug has
been in the system for years, and my attitude is if something
exists for years, it's not a crisis to change it.

Prevent frequent interruptions - Probably the biggest time
waster of all are the people who insist on approaching you and
starting a discussion. Here's what happens. You are working on
a project, brilliantly putting the finishing touches on that
proposal. Someone walks over to your desk, interrupting you,
and asks for your advice. Before long, you've been distracted
from your proposal for over thirty minutes. Your "friend"
leaves, satisfied and happy, and you forget all about your
proposal. The next day, you get chewed out by your boss
because it's not done. Sigh.

The solution? Keep interruptions short and to-the-point. You
cannot always just tell them to go away (that's considered
rude) but you can direct them elsewhere.


You can also tell
them to send you an email with their comments or questions so
you can get to it later, or you can ask them to schedule a
meeting. Nine times out of ten, they will just go away and not
do either - and if they do, perhaps it was important after all.

Meetings - Sigh. Perhaps the biggest threat to sanity is
meetings, especially endless meetings with no agenda, no real
purpose and too many people. The key to surviving meetings are
simple:

- Understand what meetings are for: spreading knowledge and
information to others (these are usually longer), gaining
consensus and announcing decisions. There are few other valid
reasons for meetings.

- Schedule them just before lunch or just before people want
to go home. People go to lunch at noon? Schedule the meeting
for 11:30 or 11:00. I guarantee that everyone will want to
leave around noon.

- Control your meetings ruthlessly. I am personally the master
of ten minute meetings. Simply keep it under control.

- Set an agenda, stick to it and don't let people wander off
subject.

- Schedule informational meetings separate from decision-making
meetings. These have different purposes and usually different
audiences. Keep them separate.

- Only invite those that are needed. If people don't have a
good reason for being there, don't invite them.

- Don't grandstand or play games. The objective of meetings
is to share knowledge, gain consensus or announce decisions.

Email - This is one of the best tools invented by mankind to
date, if used properly. If abused, it's a wonderful way to
waste hours and hours of time every single day. How to keep it
down to a manageable level? Avoid sending carbon copies to
unnecessary people (you rarely, if ever, really need to send
an email to more than a half dozen people). If someone includes
you on a carbon copy and it's not necessary, then ask them why
they did so and if there is not a good reason, then ask them
to knock it off. Read emails only once, then act on it, then
delete it or file it. Don't endlessly go through your inbox.
Finally, insist (at least from your own employees) on short
emails and to-the-point subjects (to allow you to quickly
filter out the junk).

Don't do other people's jobs - Want to really destroy your
schedule? Start doing other peoples jobs. Insist that people
do their own jobs, and if you find yourself having to do
theirs (say if they cannot) then get them corrected and/or
trained fast. Don't do theirs because "you can do it better",
"they are overworked" or any other excuse. Remember, success
at their job DOES NOT SHOW UP ON YOUR REVIEW. No one will
thank you, and you will eventually burn yourself out fast.

Maintain your daily schedule - Arrive at work at a set time,
go to lunch at a similar time every day and leave work when
it's time to leave work. If you starting working through lunch
or staying, then it's a good indication that you are NOT
managing your time well.

Don't being your work home - Again, except in dire emergency,
it's wise to leave work at work. Why? Because you should be
filling your work days with enough tasks to keep you busy and
productive, but not so much that you cannot get it done. if
you find you have to start bringing work home, then
prioritize better, delegate more often, and hire when
necessary. Or just throw way what's not important.

Keep your life - Don't ever let work (except in dire
emergency and very infrequently) impinge upon your personal
life. Do you really want to make yourself and your family
unhappy? Just let work constantly intrude. You will find your
life ripped from you at some point, because your family will
not put up with it forever.

About the Author

Richard Lowe Jr. is the webmaster of Internet Tips And Secrets
at http://www.internet-tips.net - Visit our website any time to
read over 1,000 complete FREE articles about how to improve your
internet profits, enjoyment and knowledge.

 

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International review on management research. Peer-reviewed, occasional. Ejournal, with tables of content, abstracts and full articles available on-line.
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Advances the human resource profession to ensure that HR is recognized as an essential partner in developing and executing organizational strategy.
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The one management thinker every educated person should read Nov 17th 2005 ... The story of Emerson's successful management process is fascinating. ...
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Official Federal Government site listing positions nationwide for special agent, federal police officers and related jobs.
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