Shape of Things

Time management can be the difference between mediocre and brilliant.  The frazzled and the composed.  The confident and the insecure.  Most of all, the incredibly productive and the average.  Here are some tips to make time your friend and accomplice.

 

Schedule, schedule, schedule

Schedule everything.  Things get done when they are scheduled, sometimes only when they’re scheduled.  Start with a rough monthly schedule, then drill down to weekly and daily.  Write it all down and live by it.

 

Prioritize everything

Everything you do should be prioritized.  This creates order for your day.  Don’t make a laundry list of activities to accomplish during the day.  This causes problems with feeling you haven’t gotten enough done, putting off less savory tasks, and not taking care of the most important things.  Make a realistic daily list and assign everything you need to get done as “A” priorities.  Further prioritize your A’s in order of importance, from A1 to A8, for example.  Create numbered B priorities for things you want to get done, but that aren’t essential to complete that day.

 

Don’t react, manage

All too often, activities are dictated by reactions.  There are always going to be situations where you need to react to immediate needs.  But, don’t assume that you need to react just because you’ve received a phone call, e-mail or tweet.  Remember, you have priorities – guard these zealously.

 

Avoid email knee-jerks

Because it is an immediate form of communication, managers often feel they need to react immediately to e-mails.  Remember: e-mail is here to serve you.  Make sure you manage it, not vice-versa.  Prioritize your responses.  Don’t respond unless you really need to.  Set aside given times for responding.  Show e-mail who’s boss.

 

Take care of the big stuff

It’s natural to procrastinate with big projects.  It’s easier to take care of a bunch of small housekeeping chores than to launch a project that’s going to take 10 or 20 hours.  But, these projects must be done.  Set aside a block of time each day – 2 or 3 hours where only nuclear holocaust will disturb you.  No e-mail, twittering, phones or other interruptions.  Just you chipping away at that big challenge.

 

Heed your environment

When’s the best time for you to take care of certain tasks?  Is it better, given the workflow of the office or your home life, to set aside a block of time first thing in the morning, later in the afternoon, or during lunch-time?  When is it best to knock off the little things?  Pay attention to what patterns are telling you.

 

Pay attention to yourself

When are you most creative or efficient?  Do you hit the floor running or need to do some easy, slam-dunk tasks to get going?  Notice what things you do best at what times and manage your time accordingly.

 

Get help

Nobody wants to be a nuisance, but it’s better to ask than waste time trying to figure something out or doing circuitous googling when someone else knows.

 

Be quick, but don’t hurry

These are the words of legendary basketball coach John Wooden.  Do things efficiently, but don’t rush.  Don’t draw projects out, but be thorough.  Don’t get frantic because it leads to mistakes.  Be a killer at executing your time-management skills.

 

Seek closure

This is not psycho-babble, but a real strategy.  See the finish line and get there in the most direct way possible.  Don’t tinker as you get near the end, unless you’re onto something great.  If you need help in closing, get it.  A project is only great if it’s done on time.

 

Jealously guard your time

Make a firm resolution not to be sidetracked.  Your mantra: My time is valuable, my time is valuable, my time is valuable…

 

Listen to inspiration

Inspiration is divine, but fickle.  It’s fleeting and sometimes doesn’t return.  When it hits, forget all the rules, drop everything and go with it.