Time Management Tips.
By: J. Glenn Ebersole, Jr., Chief Executive of J. G. Ebersole Associates and The Renaissance Group™
Recently I was doing some research on time management for a client and I discovered a very good resource and wanted to pass it along to all of you. Her name is Carol Halsey and her website address is: www.pilestofiles.com I was so impressed with Carol because she gives not 10 tips, but 29 tips. Now that is a bargain!
Here are 29 tips from Carol Halsey. Upon my personal review of the tips, I find I am using almost all of these and I want to attest to their effectiveness. I hope you will find them interesting and useful too.
29 Quick Time-saving Tips To Get More Done!
From time to time, ask yourself whether what you are doing is urgent or important. If neither, move on to something else.
Use your time for activities requiring your specific skills. Do not undertake tasks which can be done by your support staff.
Plan your work load and projects for maximum use of your productive time. This can be done on a daily, weekly and monthly schedule of what must be accomplished.
A master list reminds you of everything that must be done. Select from this list for your daily "to do" list, those tasks to be completed today.
Create a page in your planner or organizer for frequently called numbers, and have an e-mail address book. These will save the time of looking each up individually.
Use a specific color to highlight, on your calendar, those times you will be working or traveling away from the office. Plan your schedule efficiently around those times.
Use colored labels on file folders. You will locate files up to 50% faster.
Give each project its own file folder. Keep all paperwork pertaining to a project together in this folder, along with a Project Control Sheet. Color code the folder to fit in your color coded filing system when the project is complete.
Eliminate clutter in your life - on your desk, in your files, at home - so it's easier to identify your most important demands. If you can't eliminate it yourself, hire someone who can.
Consolidate appointments whenever possible. Schedule them only in the morning or only in the afternoon, or only on certain days of the week. This will free up the rest of your time for productive work in your office. The same goes for meetings.
Carry a folder of reading material with you, such as articles from magazines. Catch up while waiting for an appointment or eating lunch alone.
Listen to educational and motivational audio cassettes while driving to appointments or waiting in traffic. It's a great way to use this dead time effectively.
Take 15 minutes at the end of each day to clear your desk and prepare a "to do" list for tomorrow. Know your top three priorities for tomorrow before leaving your office today.
Keep all business receipts in one place. Itemize each expense on the outside of the business envelope or folder containing the receipts. Total each month for tax purposes.
Avoid procrastination at all costs. It is the biggest time waster. Procrastinating adds unnecessary stress while worrying about starting a task which must be done eventually.
Learn to say no to activities that divert you from reaching your goals. If it is not important to get you where you want to go, it's not worth your time.
Identify when you work at peak performance. Schedule at this time each day, at least one hour, and tackle your most challenging and productive work. Know what your goal is for how you will best use this quiet time.
Work uninterrupted during quiet time for maximum productivity. Let phone calls go to voice mail. Discourage visitors. Each week, we spend 23 minutes on hold waiting for someone to pick up the phone.
Discourage idle chatting and socializing by advising visitors that you are working on an important task that must be completed. Sitting with your back to the door during quiet time will also discourage walk-ins.
Focus on one task at a time. Give it your undivided attention until completed before going on to the next.
Set a specific time to do recurring, routine paperwork, whether weekly or monthly, and block out the time on your calendar. Allocating this time assures these tasks will be remembered and completed.
Schedule blocks of time in the morning and the afternoon to make phone calls. Make all call backs at one time. This cuts down on constant interruptions.
When leaving a phone message, advise the best time to call you. On your voice mail, ask callers to let you know the best time to call them.
Reply to faxes and e-mail all at one time rather than individually all day.
Make a list of errands and try to take care of as many as possible when leaving the office for lunch or an appointment.
"Stick to three concepts: You can't help everyone. You can't change everything. Not everyone is going to love you. If you do, you'll get more done." - Roberta Vasko Kraus, Center for Creative Leadership.
Make computer templates of all documents you create regularly; letters, faxes, contracts, expense reports, and proposals; then modify. Why start from scratch every time?
Label computer disks and CD's so you don't have to load each one to find out what is on it. Always color code.
At home, keep a travel bag stocked with toothpaste, toiletries, soap and other items prepared in advance for trips.
Keep your briefcase, car keys (and purse) in the same place every night, and end the morning scramble to find them.
I would like to hear from you if you have any proven time management tips. Please send your tips to me at jgeprman@aol.com
To learn more about this author, visit Glenn Ebersole's Website.
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