A-Z WAYS TO MORE EFFECTIVE TIME MANAGEMENT


•    Analyze: keep a time log or journal for 6 months, jotting down
     the way you use time every hour of the day. You will find that
     the way you think you spend your time & the way you actually
     spend your time are rarely the same

•    Avoid unnecessary tasks & group like tasks.
      In the office or home try to do away with
      unnecessary  or unimportant tasks 

•    Balance: time is more than just a work issue,
      it’s also a life issue. The way you spend
      your time defines the life you live. If you
      want a different life, you’ll have to spend
      your time dif¬ferently.
      What changes do you need to make?

•    Bosses: think of your boss as a colleague, not an adversary.
     Discuss goals, plans, priorities & problems regularly

•    Catch the time thieves. Evaluate & eliminate
      your time wasters
•    Clutter: clean up clutter - it diverts your  
      attention, hampers your thinking, dilute your
      effort, hinders your progress

•    Compass over Clock: first decide on your
     goals & objectives; then only you start to
     plan, schedule & organize

•    Crises: relax & think for a few minutes before tackling  crisis;
      don’t just react Most crises are the result of poor planning,
      poor coordi¬nation or poor follow-up.
      When a crisis does occur, think first. Maybe you can use
      the crisis as an Opportunity to try something new

•    Distractions: eliminate any distractions you can & learn to
     ignore the rest. Study your work environment. The way
     furniture & equipment are arranged helps determine the
     number of interruptions & the noise level. Items like coffee
     pots & copy machines attract people

•    Effectiveness: we are more concern with doing things right
     than with doing the right things. Do the right things first then
     do things right

•    Electronic Mail: a huge time saver but keep junk out of
     the system

•    Energy level is highest in the morning. Schedule all important
     tasks to be done in the morning. Do not waste this precious
     resource by focusing on mundane & routine tasks early in
     the morning

•    When you have work that is very important to you, get up early
      in the morning & give yourself an extra hour of uninterrupted
      time each day. You’re bright & alert, you have lots of energy,
      your concentration level is high & most importantly, you’re
      highly motivated

•    Filing: paper is either worthwhile or worthless; find a home
     for it or throw it away Don’t hold things in your office or
     on your desk simply because you don’t know where to
     file it. It’s either worth¬while or worthless. Find a home
     for it or throw it away. Realize that 95 percent of the things
     put in filing cabinets are never looked at again by anyone.
     Reconsider why you keep so much paper

•    Forms: forms can be very useful because they lead you
     through a disciplined process of thinking. Forms are more
     efficient. Standardize everything you can. Make sure all forms
     are well-designed & easy-to-use. A properly designed form
     is a huge time saver

•    Goals: to stay focused on results, ask yourself  “Will what
     I’m doing right now help me achieve my goals?”. Take goal
     & list activities to help achieve that goal. Whenever you list
     activities or goals, set priorities. Focus on results, not just
     on activities. It’s not what you do that’s so important  but
     what you get done

•   Good follow-up system is one of the most important tool
      needed to be successful & allow you to stay on top of things

•    Habits: develop habit of self discipline. Pick habits carefully

•    Handle telephone interruptions, drop in visitors &
     unproductive meetings

•    Indecisions: there is a time to deliberate & a time to act.
     Learn to recognize which is which


•    Job Analysis: analyze your entire
     job - what you think you’re doing,  
     what you should be doing &
     what you are actually doing

•    Master List : keep a master list of all the things
      you need to take care of - daily, weekly,
      monthly, yearly. Your daily to-do lists are
      compiled from the master list

•    Memory: writing things down is usually better than
      trying to remember them

•    Meetings (Before): good meetings do not just happen
     automatically. They must be carefully planned.
     Clarify the specific purpose of the meeting & be sure it is
     really necessary. Discontinue unnecessary meetings.
     Many meetings involve only one-way communication
     which does not require a meeting

•    Meetings (During): good meetings do not just happen
      automatically. They must  Be carefully planned, skillfully
      executed. Use an agenda & stick to it. Resist tangents.
      Set a time limit for your meeting. Start & stop on time

•    Meetings (After): they must be carefully planned,
      skillfully executed & diligently followed up.
      Prepare a follow-up action plan. Note what must be done,
      who will do it, when it is due. Give a copy to everyone at
      the end of the meeting. Make sure people know what
      actions they are responsible for after the meeting ends
      & when the assignments are due. If minutes are necessary,
      distribute them within 24 hours

•    Notes: develop the habit of making good notes when
      you talk with people

•    Organizing: things, tasks - all need to be better organized

•    Paperwork:  you can only do 4 things with paper - dump
      it, delegate it, do it, or delay it

•    Perfectionism: learn to recognize the difference between
     striving for excellence & striving for perfection. A
     perfectionist works under high stress

•    Planning:  planning makes sure that you’re ready for
     good results to happen. Makes the goal a reality.
     Planning also ensures there are less crisis happening

           To improve your planning, ask seven questions
            (1) What results do I intend to achieve?  
            (2) What must I do to get those results?
            (3) What are the priorities?
            (4) How much time will each activity require?
            (5) When will I do each activity?
            (6) Have I allowed time for the unexpected things
                  I can’t control?
            (7) Who should I coordinate these activities with?

•    Prioritize : Important vs Urgent. Things which matter most
      must never be at the mercy of things which matter least.
      Eliminate the things that keep you busy & waste your time.
      Focus your time &  energies on the tasks to achieve your  goals.
      You’ve got to get the most out of each day – get the important
      things done & GET RESULTS. You’ve got to complete your
      work,  tasks & projects on time, do them well, do them right &
      get them done on time

•    Procrastination: DO IT NOW!  - don’t put off until tomorrow
     what you can do today. Put it into action yourself

•    Quiet Time: everyone needs some quiet
      time to get important work done & to
      reflect Stress busters - watch your diet,
      exercise regularly, learn to relax,
      nurture relationships, listen to good
      music, takebreaks, change your attitude,
      manage your  anger.
      Positive thinkers handle stress much better

•    Shorten communication routes, improve information systems

•    Stress: (1) Don’t sweat the small stuff   
                 (2) Realize that it’s all small stuff

•    Teamwork: think of others first; look for ways to save time
      & effort for the people you work with

•     Start On your important tasks when assigned & you’ll
      produce higher-quality  work.  There will be fewer
      crises & emergencies to deal with

•    Writing : is to persuade or inform;  good writing does this best.
      Think before you write. Plan what you want to say

•    You: force yourself to become better than you are. We don’t change
      much Unless we’re forced to do so. Learn to strive for positive change


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