13 Tips For More Effective Time Management
1. Spend Time Planning And Organizing. Using time to think and plan is time well-spent. In fact, if you fail to take time for planning, you are, in effect, planning to fail. Organize in a way that makes sense to you. If you need color and pictures, use a lot on your calendar or planning book. Some people need to have papers filed away; others get their creative energy from their piles. So forget the "shoulds" and organize your way.
2. Set Goals. Goals give your life, and the way you spend your
time, direction. When asked the secret to amassing such a fortune, one of the
famous Hunt brothers from Texas replied: "First you've got to decide what
you want." Set goals which are specific, measurable, realistic and
achievable. Your optimum goals are those which cause you to "stretch"
but not "break" as you strive for achievement. Goals can give
creative people a much-needed sense of direction.
3. Prioritise. Use the 80-20 Rule originally stated by the Italian
economist Vilfredo Pareto who noted that 80 percent of the reward comes from 20
percent of the effort. The trick to prioritising is to isolate and identify
that valuable 20 percent. Once identified, prioritise time to concentrate your
work on those items with the greatest reward. Prioritise by coluor, number or
letter - whichever method makes the most sense to you. Flagging items with a
deadline is another idea for helping you stick to your priorities.
4. Use A To Do List. Some people thrive using a daily To Do list
which they construct either the last thing the previous day or first thing in
the morning. Such people may combine a To Do list with a calendar or schedule.
Others prefer a "running" To Do list which is continuously being
updated. Or, you may prefer a combination of the two previously described To Do
lists. Whatever method works is best for you. Don't be afraid to try a new
system - you just might find one that works even better than your present one!
5. Be Flexible. Allow time for interruptions and distractions. Time
management experts often suggest planning for just 50 percent or less of one's
time. With only 50 percent of your time planned, you will have the flexibility
to handle interruptions and the unplanned "emergency." When you
expect to be interrupted, schedule routine tasks. Save (or make) larger blocks
of time for your priorities. When interrupted, ask Alan Lakein's crucial
question, "What is the most important thing I can be doing with my time
right now?" to help you get back on track fast.
6. Consider Your Biological Prime Time. That's the time of day when
you are at your best. Are you a "morning person," a "night
owl," or a late afternoon "whiz?" Knowing when your best time is
and planning to use that time of day for your priorities (if possible) is
effective time management.
7. Do The Right Thing Right. Noted management expert, Peter
Drucker, says "doing the right thing is more important than doing things
right." Doing the right thing is effectiveness; doing things right is
efficiency. Focus first on effectiveness (identifying what is the right thing
to do), then concentrate on efficiency (doing it right).
8. Eliminate The Urgent. Urgent tasks have short-term consequences
while important tasks are those with long-term, goal-related implications. Work
towards reducing the urgent things you must do so you'll have time for your
important priorities. Flagging or highlighting items on your To Do list or
attaching a deadline to each item may help keep important items from becoming
urgent emergencies.
9. Practice The Art Of Intelligent Neglect. Eliminate from your
life trivial tasks or those tasks which do not have long-term consequences for
you. Can you delegate or eliminate any of your To Do list? Work on those tasks
which you alone can do.
10. Avoid Being A Perfectionist. In the Malaysian culture, only the
gods are considered capable of producing anything perfect. Whenever something
is made, a flaw is left on purpose so the gods will not be offended. Yes, some
things need to be closer to perfect than others, but perfectionism, paying
unnecessary attention to detail, can be a form of procrastination.
11. Conquer Procrastination. One technique to try is the
"Swiss cheese" method described by Alan Lakein. When you are avoiding
something, break it into smaller tasks and do just one of the smaller tasks or
set a timer and work on the big task for just 15 minutes. By doing a little at
a time, eventually you'll reach a point where you'll want to finish.
12. Learn To Say "No." Such a small word - and so hard to
say. Focusing on your goals may help. Blocking time for important, but often
not scheduled, priorities such as family and friends can also help. But first
you must be convinced that you and your priorities are important - that seems
to be the hardest part in learning to say "no." Once convinced of
their importance, saying "no" to the unimportant in life gets easier.
13. Reward Yourself. Even for small successes, celebrate
achievement of goals. Promise yourself a reward for completing each task, or
finishing the total job. Then keep your promise to yourself and indulge in your
reward. Doing so will help you maintain the necessary balance in life between
work and play. As Ann McGee-Cooper says, "If we learn to balance
excellence in work with excellence in play, fun, and relaxation, our lives
become happier, healthier, and a great deal more creative."