Effective Time Management

Mobile technologies continue to help us do more, in less time, with greater efficiency. While we are becoming more organized, there is still only so much time in the day. How we manage each minute remains an essential element in business success, and in our own well being.

Here is a quick, time-saving read on how to take better control of our time.

The 80/20 Rule…Prioritize

Generally speaking, only 20% of the things you spend your time on produce 80% of the results you want to achieve. To maximize productivity you need to identify that key 20% of activities and prioritize them. To get started, take a look at how you currently use your time. Then identify what you would like your 80% - your results – to look like. Once you know where you stand and where you’d like to go, reorganize your priorities accordingly.

Prioritizing what can become an unpredictable series of events is easier said than done. Many of us simply manage by putting out the fires that are burning brightest. If you want to maximize your potential for productivity, you need to keep track of what’s right in front of you and what’s coming from ‘down the road.’

Divide (and Conquer) Your Documents

For many of us, the volume of email and other communications that crosses our desk on a daily basis can be overwhelming. Figuring out how, when and if you should address them can take up more time than the actual tasks. Whenever something new comes to your attention, you have four options to consider:

• Respond immediately
• File it
• Delegate
• Toss it

Make it your goal to touch each ‘document’ only once before applying one of these options.

Respect Privacy

You’ve made up your schedule, but successful implementation may be at the mercy of unscheduled interruptions. Plan for it, and encourage others to respect your time as you do theirs. As much as possible, choose the ground on which you engage collaborators and co-workers, reaching out so that they don’t drop in on you.

Plan for Procrastination

If you leave something until the last minute, you’re stressed out and your task may not be accomplished satisfactorily or at all. You can’t do everything at once….some things have to be put off. With your list of priorities in hand, take a look at what’s on your plate and choose the items that are the least time sensitive and the least at-risk, and then postpone them accordingly.

Your Week in Review

One way to determine how effectively you’re managing your time is to check your results by tracking them on an ongoing basis. Each Friday afternoon, perform both a review that focuses on the past week and a periodic review of where you stand in relation to your overall goals.