Have you ever heard the saying "if you want something done ask the busiest person you know"? Ever wonder why that is? The answer is people who accomplish a lot know how to make time work for them.
You can too with a few easy steps. I call it the Plan, Do, Check, Act formula. (Dr Deeming used it for other purposes but it works great for time management).
Plan:
To start with if you don't already own one, go buy a work journal, any of the big box business supply stores sell them. They range in price from $6.95 to $19.95, but even the dollar store carries something similar to get you started. (I have old filled ones dating back to 1998)
Start by writing today's date at the top, I practice this every morning, some suggest the night before; but do what works for you.
Now list the things you want to accomplish that day, put an asterisks beside the absolutely have to do's. Do not make a list of more than 10 items; you can add to it throughout the day if necessary but looking at a list of over ten tasks can be overwhelming.
If any of the items include making phone calls add the phone numbers beside the item to save time later; same applies to account or customer numbers.
Next open the calendar software of your choice and enter a new "appointment" for each task requiring a specific time frame or can only be done during certain hours. For instance, customer service being delivered from the west coast is 11:00am to 8:00 pm eastern time; schedule your call within that time. Or if you can only reach someone at noon hour make the appointment for noon that way you won't forget. Most calendar software displays a warning or makes a sound to remind you. This also works in an office environment to ensure no one books meetings with you during these times.
Do:
Many of us wonder where the time goes, yet we all have the same 24 hours. One way to make it work for you is decide how much time you want to spend on a specific task, then set a timer (microwave timers work well) and get started. Now if you work on a computer or even writing by hand at a desk I suggest no longer than 50 minutes at a time. Many physical problems these days can be attributed to being in a single position for extended periods of time. When the timer goes off get up and walk around take a bio break. If I'm working from home I use this time to make my bed, throw in a load of laundry, water my plants, etc it is amazing what one can do in ten minutes. Reset the timer and either continue on your last task or move on to the next. Don't forget to schedule "me time" for your favourite physical and self-care activities. I find this method particularly useful for accomplishing tasks I despise, such as organizing my tax receipts or cleaning out a closet. Assigning time and allowing yourself to stop when time is up not only gets the job done but makes one feel they are in control.
To ensure you don't get distracted, make a decision not to answer the phone, emails, or doing anything else during the time frame you have allocated for that task; schedule time in your day for these other activities as well.
Check:
As with any new methodology, one must always evaluate if it is working for you. Are you getting more accomplished? Do you feel in control? Are those nasty jobs you have been procrastinating about getting done? Maybe night before planning works better for you. Or having a white board with the days (weeks, months) priorities' in plain view would be a better reminder than a calendar. Review what you're doing to ensure it is working for you and adjust as necessary.
Act:
The key to success is having a plan and sticking to it, revise it as required and perfect your own method for getting more out of your day.
