When we speak of Time Management, we are not speaking of List Management. These are two separate actions. Time Management can only be accomplished by Proper Daily Planning. It is a method of working out how to use the hours in you day. It is only way to achieve maximum effectiveness.
The Basics of how to plan your day are simple. Here are seven basic rules. How you accomplish them is up to you. These are organizer planner functions. Consider each day to be a bank account that was refilled that morning with hours. As we manage our dollars, we should manage our hours. Here are some tips:
1.Planning is a separate function. Don't mix planning and working. Plan first; then work. It's best to plan at the end of the day for the next, or at the beginning of the day just starting.
2.Define the starting and ending time of your day. This should be a period when you are "on duty". It may extend beyond standard work hours.
3.Not all tasks are the same. There are Overhead tasks and Goal Oriented tasks. Overhead tasks are the routine things we all need to do: meals, errands like picking up the kids, exercise, basically actions that, though important, do not move us closer to our goals. Estimate how much time each will take to FINISH. Write the tasks and durations on your Daily Planning Sheet. These should be placed in a separate sections, separate from the Goal Oriented tasks (see next tip).
4.The we should decide which Goal-Oriented tasks we wish to get done today. We should estimate the durations of these and place them on our computer or paper sheet in a separate area. We should keep track of the total time these tasks will take and keep placing them until our allotted time and incomplete tasks are the same. This is the accounting part and a bit of math (very simple) will be necessary. It is very important because it establishes, realistically, what you can get done in a given day.
5.Allow for the Unexpected. Set aside some flexible time for the unexpected events that ALWAYS show up. Set apart some amount of time (30, 60, perhaps 90 minutes) for these events and then control them to assure you stay within that allotment.
6.Once you have your Goal-Oriented and your Overhead tasks established you sort your Goal-Oriented Tasks into the order you want to do them. It is best to do the most important and the most difficult first.
7.FOCUS on each item as you do it. Use a countdown timer. Decide and discipline yourself to do ONLY that task while the timer is counting down. You will be amazed at the control this will put into your life.
Regardless how you do it, if you work out some way to do the above seven points you will absolutely increase your production and management of your days like you've never seen before. This can be accomplished with a simple paper Daily Planning Sheet, a pen, a time and a calculator. Or, the best, you can use a computer. We have found that the common SpreadSheet is one of the most effective ways (such as Excel). You can set up a template of whatever sophistication you wish that can manage your tasks, keep track of the amount of time left in your work day, sort your lists and even handle the countdown functions. Regardless of its simplicity, any system will be better than nothing. Just make sure the above 7 suggestions are kept in mind, somehow, and you'll discover an ease of mind that you've not experienced before. It's an feeling we can only get by knowing that we are moving towards our goals in as efficient a way as we can.
The Basics of how to plan your day are simple. Here are seven basic rules. How you accomplish them is up to you. These are organizer planner functions. Consider each day to be a bank account that was refilled that morning with hours. As we manage our dollars, we should manage our hours. Here are some tips:
1.Planning is a separate function. Don't mix planning and working. Plan first; then work. It's best to plan at the end of the day for the next, or at the beginning of the day just starting.
2.Define the starting and ending time of your day. This should be a period when you are "on duty". It may extend beyond standard work hours.
3.Not all tasks are the same. There are Overhead tasks and Goal Oriented tasks. Overhead tasks are the routine things we all need to do: meals, errands like picking up the kids, exercise, basically actions that, though important, do not move us closer to our goals. Estimate how much time each will take to FINISH. Write the tasks and durations on your Daily Planning Sheet. These should be placed in a separate sections, separate from the Goal Oriented tasks (see next tip).
4.The we should decide which Goal-Oriented tasks we wish to get done today. We should estimate the durations of these and place them on our computer or paper sheet in a separate area. We should keep track of the total time these tasks will take and keep placing them until our allotted time and incomplete tasks are the same. This is the accounting part and a bit of math (very simple) will be necessary. It is very important because it establishes, realistically, what you can get done in a given day.
5.Allow for the Unexpected. Set aside some flexible time for the unexpected events that ALWAYS show up. Set apart some amount of time (30, 60, perhaps 90 minutes) for these events and then control them to assure you stay within that allotment.
6.Once you have your Goal-Oriented and your Overhead tasks established you sort your Goal-Oriented Tasks into the order you want to do them. It is best to do the most important and the most difficult first.
7.FOCUS on each item as you do it. Use a countdown timer. Decide and discipline yourself to do ONLY that task while the timer is counting down. You will be amazed at the control this will put into your life.
Regardless how you do it, if you work out some way to do the above seven points you will absolutely increase your production and management of your days like you've never seen before. This can be accomplished with a simple paper Daily Planning Sheet, a pen, a time and a calculator. Or, the best, you can use a computer. We have found that the common SpreadSheet is one of the most effective ways (such as Excel). You can set up a template of whatever sophistication you wish that can manage your tasks, keep track of the amount of time left in your work day, sort your lists and even handle the countdown functions. Regardless of its simplicity, any system will be better than nothing. Just make sure the above 7 suggestions are kept in mind, somehow, and you'll discover an ease of mind that you've not experienced before. It's an feeling we can only get by knowing that we are moving towards our goals in as efficient a way as we can.
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