A common phrase and lament I often hear is “I’m so busy.” Did you ever envy someone you thought seemed to have it all together and was a great time manager? I asked a client, CEO a few years ago, “What do you struggle the most with respect to time management?” Without hesitating, he said, “I worry about keeping it all together.” I was floored because I would have never thought that would be so with this executive.
Having been blessed to work with many organizations and individual clients over the years, I thought it might be helpful to share some of the best time management lessons and ideas. Perhaps, some will sound familiar. So too, perhaps you will gather a gem that lightens your daily burden a bit:
For effective and maximum time management, spend as much time doing things that are important, yet, not urgent. These activities have the greatest potential for adding tremendous value to your work and the organization. This might include, learning, planning, preparing, prevention, relationship-building, networking, meaningful leisure (“re-creation”). Try to spend as much as 50% of your time in these activities. You are more likely to prevent the so-called “firefighting,” or crises that can eat-up way too much of one’s time.
If possible, try to delegate or delay activities that are urgent, but not extremely important. Recent studies – both formal and informal show that the most productive people only check e-mail a few times a day. If that is possible, adopt that practice.
Recognize that everyone has 24 hours in a day – no more, no less. The person you might envy who seems to accomplish much, neither uses trickery, nor is super-human. S/he is simply very self-disciplined and sticks to what is important. It all starts with having the right attitude.
Recognize that all resources are finite. The effective manager or supervisor seeks to maintain a margin with respect to time so that s/he has room to adjust to the unexpected as opposed to constantly working against the limitation with no room to move.
Avoid letting regrets weigh you down. We all have regrets. This includes wasted time or opportunity. Look at each minute as a new opportunity. Resolve to get better. Learn from the past; but be sure to let go of the past.
Get an early start. Do not waste time taking a coffee break at the start of your day. Take your break after you have accomplished a goal and at the appropriate time.
Develop a results habit. It is not good enough to think about activities. What do you plan to achieve? Begin with that in mind – whether it is making a phone call, preparing for a meeting, sending an e-mail, or training. Is it consistent with your vision?
Plan your week ahead. Ensure that you look at your schedule often to stay on track.
At the end of your workday, write-out and/or use your calendar to schedule tasks and projects for the next day. Try to fill as much of your day with things that are “not urgent, yet important.” Put a priority on each item. And, think ahead as to how much time you are going to devote to each item. It is too easy to underestimate how much time you will need. This leads to frustration and inefficiency. Build in a bit of a cushion to account for any surprises.
Try to carve out large blocks of time to work on a project. Get as much done as possible before moving from one task to another. Bouncing around creates inefficiencies caused by re-thinking, starting up again, and in some cases re-visiting what has already been done. In the late 1800s, Andrew Carnegie, business magnate and philanthropist, paid a consultant for this same idea. Carnegie asked the consultant how much he owed him, and the consultant responded saying, “Pay me whatever you think it is worth.” Carnegie paid him $10,000. In today’s dollars, that would be more than $275,000.
Ask yourself multiple times throughout the day, “What is the best use of my time, right now?” This serves as a constant checkpoint. Early on, you will likely find yourself making frequent adjustments. The more you do this, the more you will discover that you are getting better at managing time and your priorities.
If possible, work the mind when the body is tired, and work the body when the mind is tired. Take care of yourself. Rest as needed.
And, perhaps the greatest lesson learned is to seek to align how you spend your time with your values and goals – both professionally and personally. You will not only be more productive, you will experience tremendous joy.