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Eight Top-Tier Time-Management Techniques If you find yourself wondering what to focus on each workday, or if you are constantly putting out fires but missing the big picture, try these tactics to improve your productivity. Prioritize, do not schedule You might think of time management as a scheduling task, but the first step is to create priorities. These are the basis of your time-management strategy. Consider what is most important to move your business forward and increase profits. This bottom-line approach will help ensure that you focus on tasks to keep your company headed in the right direction and that you budget time accordingly. Narrow your focus You cannot list a dozen priorities and expect to accomplish them all at once. Instead, focus on each top priority in turn, and give yourself enough time to accomplish each. Do not begin a new task until you have completed the previous one. By focusing on one task at a time, you will be able to concentrate and do your best-quality work and avoid having major issues drag on longer than necessary. Know your prime time When do you do your best work? Set that time aside for your highest priorities. For example, many people find they are freshest first thing in the morning and use that time to accomplish their most important work. Try to avoid using your prime-time hours for routine work that can be accomplished just as effectively during another time period. Reduce or eliminate disruptions Knocks at the door, e-mails, phone calls, and other disruptions can kill your time management. Block out time on your calendar for high-priority tasks, such as strategic planning. Clearly communicate to your staff that a closed door means you are not to be disturbed. Do not answer your phone — let voicemail pick up the call. Check e-mail only before and after your undisturbed time. Set time limits Checking e-mail and returning phone calls can take up your entire day. Set clear time limits for these tasks; for example, set aside specific blocks of time to return phone calls. Also, be on the lookout for endless meetings. Every meeting should have a clear start and stop time. Do not let sessions drag on longer than necessary or eat into more productive tasks. Do not overschedule A day filled with back-to-back-to-back meetings causes stress and will throw your plan out of whack. If you are scheduled so tightly that it is impossible to stay on track, the schedule becomes meaningless. Look out for unnecessary meetings and updates. For instance, daily updates of routine activities might be replaced with a more significant weekly summary. Do not treat all tasks equally Many high achievers have a tendency to see all tasks as an opportunity to excel. A better approach is to match your effort to the potential payoff. Focus on doing an A+ job on your highest-priority tasks, those which have the highest visibility and the greatest impact on your company. For the tasks that just are not as important, focus on just getting the job done acceptably so you can get back to your higher-priority projects. Set aside downtime You know what they say about all work and no play. Build some downtime into your schedule, even if it is just 15 minutes for a cup of coffee and some idle chatter with colleagues. Effective time management requires discipline, but be sure to recharge your batteries once in a while. |
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