What is Good Time Management?

It is simply three things. Working Smarter. Using Time Effectively. Coming Out On Top. Great time management means being effective as well as efficient. 

People don’t plan to fail, they fail to plan. 

Avoid being in the group of 90% that only gets 10% done. Be in the 10% that gets 90% done.   How do we do this? First let’s discuss some common time management “slip ups.”  Once we discover the slip ups, I’ll show you how to fix them.

1.) Failing to Keep a To Do List. Do you ever stop and tell yourself, “I know I’m forgetting something! What is it!!!?” To Do lists help you prioritize the tasks on your list. I like to use a white pad or notebook. I write the date in the upper right hand corner. I will start with #1 and list the name of the task. If that task entails a lot, I will then add A. B. C. so that I thoroughly list each thing that has to be done. When I complete something off my To Do list, I use a yellow highlighter. That shows me, “this is done, move on to the next task.” I like to keep some of my To Do lists so that I can go back and reference them. Just simply file them in a folder. 

2.) Not Prioritizing. Sometimes, it's hard to know how to prioritize, especially when you're facing a mountain of seemingly-urgent tasks. However, it's essential to learn how to prioritize tasks effectively if you want to manage your time better. Using the Urgent/Important Formula is an excellent tool. 

• Important activities have an outcome that leads to the achievement of your goals.
• Urgent activities demand immediate attention, and are often associated with the achievement of someone else's goals. Urgent activities are usually the ones that we focus on because they demand attention and the consequences of not dealing with them are immediate. 

3.) Failing to Manage Distractions.  If you want to gain control of your day, and do your best work, it’s important to know how to minimize distractions and manage interruptions effectively. There are going to be distractions, whether it is a colleague that needs assistance, a Walk-In that seeks help for their loved one, phone calls, or emails.  

•  Email: While email is incredibly useful, it's also one of the biggest work distractions we face. Many of us could spend entire days simply reading and responding to emails. The days that you have a big project to work on, close your email entirely or adjust the visual settings that distract you. If you have heavy email traffic that demands constant action, you may want to schedule specific times to check and respond to emails. 
• Phone calls:  When a call comes in for you, if you are hands and arms deep in a project, ask your secretary to take a message or let her know you will call the person back in 10 minutes. Be sure to return that call in the time promised…by simply making a quick note on a Post-It. Then, you can happily go back to your area of concentration. 
• Visitors. To minimize people coming into your office, close your door. A closed door usually lets others know you need some quiet time to concentrate.   
• Disorganization: A disorganized desk or surroundings can be a distraction.  Learn to keep a desk that is orderly so this is not a distraction to you. 
• Tiredness: Getting a good night’s sleep is essential to a productive work day. 
• tay Hydrated: Not being hydrated can actually lower your blood pressure, causing you to feel tired and have foggy thinking. 
• Eating Healthy: A diet rich in fruits, vegetables, and whole grains is always beneficial.  Foods affect how we feel and perform.   

4.) Taking on Too Much. Are you a person who has a hard time saying “no” to people?  If so, you probably have too many projects and commitments on your plate. This can lead to poor performance, stress, and morale. To stop this, learn how the subtle art of saying yes to the person but no to the task. “Anne, I’d really love to help you with this project today, but the monthly newsletter is due in two days, so, I must focus on this today." This helps you be assertive while still maintaining good feelings within your team of co-workers.

5.) Procrastination. We know procrastination occurs when you put off tasks you should be focusing on now. We are all guilty of doing this. Find what it is that is causing you to procrastinate. Learn to break down your bigger projects into manageable steps so that it’s easy to see everything you need to get done. Instead of taking on one big project and feeling overwhelmed, devote a certain amount of time to it, then go to your other project. Doing this can stop feelings of overwhelm.

6.) Ineffectively Scheduling Tasks. We all have different rhythms (times of the day) when we feel more energetic and productive. You can make the best use of your time by scheduling your high value work during your peak time and low-energy work (like returning phone calls or emails) during your down time. 

7.) Not Taking Breaks. Never think that taking a break is “wasting time.” It is impossible for anyone to focus and produce high quality results without giving their minds time to rest and recharge. Breaks allow us valuable down time which enables us to think creatively and work effectively. Sitting or standing for long periods of time is not good for the body either. So, remember to take a five minute break every hour or two. Also, make time for lunch or snack breaks, whichever you are used to. You cannot drive a vehicle that has no fuel!

8.) Not Setting Goals. People with goals accomplish 80% more than those who don’t have them. Setting goals helps develop clarity. It’s an important step in creating a life that you love and want. Goals are like our dreams! In setting goals, you get what you want instead of settling for what just comes your way per se. 

Develop good time management skills, and you are sure to succeed!