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Time Tips: ways to create more time in your day

by Tys Sniffen

Get organized
Obvious, of course, but that's usually where most time management improvements can happen. It takes less time to stop all ‘regular' work and get fully organized than it does to simply struggle through a disorganized workspace.
Hire a Professional Organizer
It is, after all, what Professional Organizers do. If getting organized is too daunting to do on your own, look into the National Association of Professional Organizers at www.napo.net or search for other organizing consultants.


Tips And Tricks
Time Management solutions usually fall into 4 categories. Here's some quick ideas for you broken out into those categories…

Have the right workspace

Clean off your desk at the end of the day and plan your activities for the next day.
Get rid of piles. Random paper alone can cost you an hour a day in looking for things and constant distractions.
Put any in/out trays in a drawer or behind you (or even outside your office) but not on your desk.
Open the mail over the Pail. Don't touch junk mail twice. Toss it. And don't set things down that simply need filing. File them!
Make it a real IN-tray, not a miscellaneous file… but don't have other piles either! Act on it, file it, or toss it.. Those are the rules.
Remove all items from the top of your desk (each piece of paper on your desk will distract your attention 5 times a day).
Identify, reorganize and re-label all your files clearly, and have your files within reach of your desk chair. If you have to walk across the room, you won't file it immediately.


Make lists

Often, people's inbox/desk/office/pile is their ‘to do' pile, with important things stacked under and around unimportant things. Get everything you need to do onto a list. Delegate what you can. Prioritize those things into A -really important, B- needs doing. C- would be nice. D- if I ever have time. Then cross off the "Ds". Put As on today, and B and C items into your calendar.

Check your task list before you leave home and before you leave your office. It'll help remind you of stuff.

Have Dream lists, Long term goal lists, Month goal lists, Week lists, idea lists, travel lists, and keep them handy… Don't try and keep this stuff all in your head, or in different spots.

Start the big/hard stuff first.
Do difficult jobs first, when you are at your best. Look after minor jobs when you are tired.
Fix deadlines for all jobs and stick to them. A task should only take the time set aside for it.
Follow "Mom's Brussels sprout rule: Brussels sprouts, might taste bad, but cold Brussels sprouts are worse!" Don't put off important stuff that are unpleasant. Jobs rarely get more pleasant by being postponed. Do it now!
Learn to say ‘No'. Get used to asking yourself ‘Am I the right person for this job?'
Do something to get started. Once you start, it'll be easier than you thought it would.
Make a habit of finishing the main job of the day before you go home.

Avoid interruptions
Set your email send/receive timing to only get email once an hour. That way you won't be tempted by the latest thing in the in box.
Try to fix definite times when you would not like to be disturbed, and make the system work except for genuine emergencies.
Plan your telephone calls. Make a brief note of what you want to say and what you want to find out. It saves time later.
Never stay on hold unless you have work right in front of you that you can do and hold at the same time. Instead agree a time to ring back or leave a message and your phone number.
If someone is unavailable, find out the best time to call back, or leave your number.
If you need to make regular calls to someone else, agree upon a mutually beneficial time.
Learn to leave clear messages on other people's voicemail. Always leave your name and phone number and WHEN you want them to call you back.

Incoming Calls Checklist
Let the caller know your time constraints.
Always keep a pen and pad by the phone.
If you get a call asking for information you don't have immediately to hand, don't look for it: arrange to call back later.
Interruptions Checklist
If someone drops in on you:
Establish at the start why they have come to see you.
Stand when they enter the room, so that they also remain standing.
If it's necessary for you to deal personally with them suggest a later meeting, at your convenience.
Whenever possible, suggest a meeting in their office.
Set time limits to your discussion.
Avoid engaging in small talk.
If you have an assistant, agree a clear policy about who can have access to you and who they should deal with.
If you really can't get them out of your office, leave the office yourself.

Work at the right time
Figure out your "personal work clock" are you a morning person? Then plan your strategic tough work then. Don't get going until late afternoon? Plan accordingly.

First list your ‘time specific" items, and then write down the tasks you have to complete.
Ensure that you have given yourself sufficient time to complete your ‘to do' list, taking into account your daily interruptions.
Try to arrange set times for jobs such as going through the mail, talking with your manager or staff, computer input, etc.
If you have several phone calls to make, do them all at once.
When you start a piece of work, try to finish it without interruptions. If you have to finish it later, you will lose time picking up where you left off.
Arrange your breaks at times when you cannot work effectively.
Don't get worn out.. If you do, switch tasks
Plan some time for discussing routine matters with your colleagues. Then you avoid interrupting each other all the time.
Stress and fatigue are rarely caused by the things you have done, but by the thought of what you haven't done!