Accept – you will never be able to do everything you want… because there is just too much to do.
Purpose – the driving force behind managing your time is to accomplish your ultimate goal/s.
FOUR SKILLS required to use your time wisely
Analysis, Planning, Delegation, Self management
THE PROCESS for success
- Determine what to do, what are the priorities that will move you most effectively towards your goals (you do have goals don’t you?) Or what things will have the most negative impact if you don’t do them?
- Focus on spending your time doing what is key to the success of your business.
- Work on tasks that can only be done effectively by you. (4 “D’s” — Do it…. Delegate it….Defer it….or Dump it)
- When to do – plan your week ahead, plan your tomorrow at the end of today
Organize your activities into the “urgency” vs. “importance” quadrants. Plan your time/ organize your work schedule so that you are never working the issues that fall into the two “Not Important” categories. (Read Stephen Covey if you’re not familiar with this matrix).
How to do (organize)
Create a “template” schedule for each time period – month/week/day – which allocates time periods for specific types of tasks. Ex: travel to customers, return/place phone calls; do quiet work, organize paperwork, read. Always work on your highest priority items first thing in the morning. Don’t fall into the inbox and find yourself still there 3 hours later.
Tool – Time blocking chart – map out your Important activities onto your calendar every day.
Follow your calendar – be disciplined.
The key to efficient use of time is planning. Always work from lists & mark the items for priority (a,b,c). Use weekly and daily lists.
PLANNING For Efficiency
Create your weekly or daily plan in advance — Friday night or weekend for next week; the night before, for the next day, rather than the morning of. Your brain will start working for you on the things you told it were important while you sleep. Gather any materials you’ll need to accomplish your tasks in advance, so can “hit the ground running”
For motivation
Put as much on your list as you can, momentum gained as you check off. Don’t fall into the trap of doing unimportant tasks just because they can be done quickly. That doesn’t make them a priority.
When large projects, break them into small steps so you can see progress.
For effectiveness
Each major project should be planned out over time periods – with other activities interspersed
HINTS for SUCCESS
Incremental progress is key. So for projects, “divide to multiply”. Start now, step by step.
Do the toughest things first, stops procrastination you’ll feel great… therefore…you’ll be inspired to do everything else required for the day
Delegate.
Include scheduled time in your plan to oversee/ train/ obtain & review reports on the work you have delegated. Do not slip into the habit of doing it.
If you schedule on importance not urgency –the urgent will almost never occur!