The workaholic view of time management allows you to onboard new clients, catch up on your to-do list, finish reading, and learn about new developments in your industry. However, if viewed correctly, time management allows you to work productively so that you can spend more time with your family and other things you enjoy. Here are 10 steps to help you do it:
1. First, tackle your most important task.
Most people try to accomplish their most difficult task by eliminating the little things first. The most successful people do the opposite. They jump right into their hardest job and sometimes they don’t do the little things at all.
Mark Twain, who believed in this philosophy, wrote: “If you start each day by eating a live frog, you can be satisfied that it is the worst thing that will happen to you all day.”
2. Set up your office space and supplies efficiently.
You should be able to access everything without leaving your desk. Your filing cabinet should be within easy reach of your chair and it should have a three-tier inbox to prioritize your tasks.
3. Plan your day in advance and use your own system to write down all your tasks.
It is estimated that spending 10 percent of your time planning saves 90 percent of execution time. Write down your tasks, using a system that works for you, to free your mind for more important thoughts.
4. Once you start a task, continue working on it until it is complete.
Starting a job and coming back to it later wastes a great deal of time re-familiarizing yourself with the project, determining where you left off, and remembering your thoughts.
If a task is too big to complete in one day, divide it into parts and follow the same method for each one.
5. Save time in the event of hardware and software failures with a full backup.
Run a full virus scan, defragment your files, and back up them every day. Get the best virus detection software, Norton 360, because the program updates with the latest viruses every time you run it. Perform an external backup at least once a month to a portable external hard drive.
6. Buy a laptop if you have trouble going on vacation.
A change of scenery refreshes the mind and allows for more efficient work when you return, rested and ready to go. A laptop helps sole proprietors and other business owners escape when they can’t afford a vacation. This method can be complemented by forwarding phone calls from your main line to your cell phone.
7. Use the ABCDE method to categorize your work.
A = major consequence if not completed; B = minor consequences if not completed; C = no consequences, but it would be nice to do so; D = something you can delegate; E = delete.
Do items A first (see item # 1). Checking and replying to your email is a B item (see item # 8).
8. Use your communication devices, don’t let them use you.
Avoid unwanted interruptions by turning off your phone and email when working on important projects (see points 1 and 4).
9. Group your smaller tasks.
Do similar and smaller tasks at the same time. For example, make all your phone calls between 10 a.m. and 11 a.m. M. Clean all your email correspondence twice a day.
10. Listen to audio CDs when driving in your car.
The time you spend driving is a waste of time. By listening to audio CDs, you benefit from hours of instruction that could be critical to the success of your business.
