Seldom does a week pass where I am not asked how I find the time to effectively manage a schedule which appears to have no definitive end. My response is always the same: I don’t find the time – I make the time. We are consistently pulled in many different directions between work, family, faith, volunteering, etc. Often it appears that simply enough time doesn’t exist to complete all open tasks. The harsh reality is that enough time does not to complete everything. What does exist, however, is the time to complete those tasks which are most important.
While all time management questions will not be answered here, a few ideas exist which will help you get started on the path to better time management. Over the course of the next week, these ideas will be described in greater detail but will be introduced now. This four-part series will include:
1. First Things First: Schedule family related events first, then the rest.
2. Get Organized: Create two lists, one of which will be much more important.
3. Know When You Work Best: Perform your most important work optimally.
4. Delegation is Key: It’s an uphill battle without it.
The main goal of this series is to show that enough time to effectively manage your tasks and complete those of greatest importance does exist. While individually simple, the four ideas combined together are empowering and will result in feelings of satisfaction and accomplishment.
Tip #1: First Things First
The first tip for making time previously introduced in yesterday’s post was First Things First: Schedule family related events first, then the rest.
Staring at a full schedule is something with which we are all familiar. Often we experience the feeling of being overwhelmed, or worse yet, attempting to “find time” for important events outside of work. Though some days we are forced to play crisis manager, the truth is that there is always time to complete the important tasks and still be able to have time for family and friends. We must simply make the time. Whether it’s coaching little league practice, karate promotions, faith related activities, volunteering, etc. schedule these items first. By doing so, you have just made the time for all of your most important events for that day/week/month. Once this becomes habit you will begin to work more effectively and efficiently because you already have your goal(s) in mind.
After your important times are properly allocated, proceed to populate the rest of your schedule but proceed with caution. While obvious, we must be reminded to only schedule approximately five to six hours of an average eight to ten hour work day. Always leave time for unplanned interruptions and, just as important, some down time during the day to recharge. Few of us have the ability to put forth our best effort without experiencing some fatigue during the day. In fact, Harvard Business Review published a post on January 25, 2010 entitled Get Creative by Zoning Out (http://bit.ly/6AHKsx) which I recommend you read.
Although this may seem elementary in nature, how frequently over the last six to twelve months have you experienced a struggle to make an event that should have been easy attend? If the answer is even just once, then it may be as elementary as you think. Make the time to be present at the events which are most important to you and others. Make the time to show your family and friends that they are just as important as your job. Make the time in your schedule and you will see a reduction in your attempt to find the time.
Tip #2: Get Organized
As we continue our progression toward better time management and regaining control of our busy schedules, the second part of this series will empower you to have a clearer vision of what tasks remain while giving you a sense of accomplishment. While many authors on time management are strong proponents of creating only one “to-do” list, my theory revolved around two lists. The “Get Organized: Create two lists” hypothesis is centered on the belief that all tasks fall into two categories: those with a negative impact if not completed and those with no impact or a positive impact.
Personally, I have found much success when actively utilizing this theory as have colleagues with whom I have shared this principle. While simplistic in its approach, one of my mentors who taught me this principle assured me the results are quickly evident and measurable – and he was absolutely correct. The process is as follows: first, review your open tasks and separate them into the two lists previously described – those with a negative impact if not completed timely and those with no impact or a positive impact. Second, organize the negative list according to the ramifications (i.e. due dates, penalties, lost revenue, etc). Naturally the most serious should be first. Along with that, make a note with the approximate percentage of completion of each task. Next, perform the same exercise with the other list – organizing it by positive impacts first followed by no impact. Again, make a note regarding your progress to date.
Once you have both lists completed, you will have a clear vision of where you need to concentrate your efforts. Additionally you will be reminded of the each item’s progression to date. This is extremely important because it may be beneficial to complete three or four positive items which are 70-90% complete before getting to another negative item, time permitting. As we all know, it is the last 10-30% of a project is typically the most difficult to complete. With that in mind, this technique serves as a source of inspiration as it reminds you just how close you are to removing items from your lists.
As the list of negative items begins to shrink, you will feel more energetic and positive about how your time and efforts have been utilized. A sense of satisfaction will grow and propel you forward with a feeling of accomplishment. Most importantly, this technique allows you to rest easier knowing that, to the best of your control, items which had the potential to create a problem have already been handled or are under control. The end result is a positive disposition combined with a sense of accomplishment, success and the knowledge of what remains to be completed. Who among us isn’t interested in that experience?
Tip #3: Know When You Work Best
Now that we have our schedules planned properly with our tasks separated and organized, it is time to move from planning to execution. There is no need to second guess the planning and progress to date; necessary changes will become apparent as you move forward. Your progress will increase exponentially through the inclusion of this next time management tip – Know when you work best: perform your most important work optimally.
Each of us performs our best at different times throughout the day. For some, it’s first thing in the morning; for others, late in the day when the office quiets down. During that time, our concentration, focus, and energy are at peak levels. If you are unsure about your optimal performance window, monitor your productivity over a period of time – typically one to two weeks. When you have determined your optimal time, ensure that is when you schedule to perform your most important tasks. Significant projects require your greatest effort and knowing your optimal performance window is paramount to getting the job done. It is certainly possible to have multiple times throughout the day when your performance increases. Personally, my optimal performance periods are early in the morning and after returning from a lunchtime trip to the gym. In my experience, this optimal time tends to be, on average, a one hour period.
During your peak performance time(s), it is crucial to avoid distraction as much as possible. Avoid email, phone calls, and other unnecessary interruptions to the best of your ability. Spend that time, however long it is, on your most important task. Even if you don’t get the entire task completed within the hour, you will find that you are much further along due to your increased energy level. Continue this process over the course of a week and the results will be measurable.
Today’s culture of doing more with less forces us to seek ways to work smarter, utilize our time and effort better, and increase our productivity. Too often, we are focused on trying to figure out when to get things done instead of how to get things done more effectively and efficiently. Knowing when you work best will certainly give you an edge. Give yourself the opportunity to perform better by taking the time to plan your work, then work your plan.
Tip #4: Delegation is Key
The final installment of the time management series will likely be the most difficult aspect to implement. For many of us, the idea of having someone else “perform our work” is frightening and gives us cause to find some way – any way – from allowing it to happen. Unfortunately, it is exactly that thought process that creates our time management problems. We have all been taught the old adage: “If you want something done right, do it yourself.” Regrettably, most of us did not receive the lesson which follows where we learn that proper assignment and supervision will have the same outcome as performing the task ourselves. If you are genuinely interested in better time management, then you must embrace Tip #4: Delegation is Key, because it will be a constant uphill battle without it.
Delegating tasks to others is not a sign of weakness, though some believe it is. In fact, the opposite is true. It demonstrates your ability to realize you are unable to give everything your full attention and have determined those projects which require your concentration. Though I personally still struggle with delegating items, I have seen a marked difference in what I can accomplish when I do delegate. Even if the task hasn’t been fully completed, when I am able to get involved again it has certainly progressed rather than becoming sedentary. Through consistent practice, I can honestly say I delegate more now than I ever imagined I would.
The only way for delegation to be successful is to give up some control of the output. For example, because something is written or presented in a form which isn’t “your form” does not make it incorrect or ineffective. You must be willing to accept that different does not mean wrong. Clearly communicate the desired goal or outcome while recognizing the process and methods utilized to complete the assignment may differ from your opinion on how it should be completed.
The results of your delegation will greatly improve if you include each of the following in describing the tasks you assign:
· Recorded
· Time bound
· Specific
· Measurable
· Realistic
· Ethical
· Agreed upon
We all think we possess the ability to do everything ourselves. The truly successful people are those that admit they cannot, and outwardly seek assistance. These individuals realize more tasks will be completed if many are being pursued simultaneously. This concurrent pursuit of goals will allow you greater flexibility and time since tasks will be completed, in whole or in part, instead of still waiting to be started. Remember, delegation is not giving up control for it empowers you to make more time available for other equally important endeavors.
