Seven Tips for Time Management

1. Begin each day knowing what you need to accomplish.

This means keeping a to-do list whether paper-based or digital. Have a master list for work and one for your personal life. You could commingle the lists but I suggest that you color code “work” and “personal” to-dos. Use the same color coding on your master calendar too.

 

2. End each day knowing what you need to do tomorrow.

 

As you work through your day constantly update your to-do list. When you wrap up your day take a few minutes to create tomorrow’s priority to-do list. You won’t waste time once you’re at your desk wondering or deciding just what you should next. Just grab the list and get started. 

3. Don’t let anyone else manage your time and suck away precious minutes from your day.

Be aware of the time vampires. Those people who call with you business questions that eventually segue into personal chit-chat. Before you pick up the phone check your clock or watch and tell the person on the line you have 5 minutes, how can you help them?

Email can drain minutes or even hours from your day. Set your computer to only download your email 3 times a day, first thing in the morning, mid-day and just before you leave for the day. Employ the features in Outlook (or whatever email and contact manager you use) to file incoming email in the appropriate folders so you know what to look it first and what can wait. Always utilize technology to serve you.

 

4. Ensure sufficient energy.

 

Be kind to yourself and take good care of your body. The standards of enough sleep, healthy food and exercise cannot be overlooked. During your day get up at least once per hour and stretch or take a short walk for 10 minutes. Remember to make smart choices and drink water instead soft drinks or coffee.

 

5. Don’t procrastinate, just do it.

 

We all procrastinate. The bottom line is if it’s on your to-do list then it has to be done. Just do it and move on. Big, small, simple, complex, easy or hard, most likely the task is not going to change if you ignore it. Just do it.

 

6. Plan for uninterrupted concentration.

 

Plan at least 90 minutes of uninterrupted time each day, perhaps even twice a day to really concentrate on getting priority projects done. No phones, no email, no faxes, no interruptions and no multi-tasking. Just you and your project. Once your 90 minutes is up, get up and stretch and move around. You’ll be surprised just how much you can accomplish in 90 minutes.

 

7. Organize and declutter.

 

Organization goes along way towards time management. You don’t need to spend your precious time looking for things – pens, files, paper, sticky notes. This extends beyond your physical office and to the digital world of your computer too. Take time, even 90 minutes of your uninterrupted time, and organize your office and your computer filing system.

 

- Put away the stuff that accumulates on your desk that you don’t use daily.

 

- File anything you’re not working on in the immediately future – say 24 hours.

 

- Stock up on the things you need, paper, pens, staples, paperclips, etc.

 

- Archive old and useless files on your computer and reorganize what’s left. Bring your physical filing system to your computer. Mirrored filing systems make easier to remember where things “should” be.