Fundamentals of Time Management

  • Get organized – set aside time and organize all paper and projects- block the time in your calendar or PDA
  • Three D’s – Do it, Delegate it, Dump It- get rid of anything that is not in alignment with your personal/professional goals.  When paper comes in create a filing system not a piling system.
    • Delegate- to the appropriate person
    • Dump – Dispose of in nearest recycling bin
    • Do It- decide which category it falls into (1) Immediate, (2)This Week,  (3)Next Week, and (4) When I have the time
  • Do the Right Thing Right- Management expert, Peter Drucker says “doing the right thing right (effectiveness) is more important than doing things right (efficiency)
  • Timing- Determine your most effective time of day and take advantage of your body’s natural clock to achieve your tasks.  Decide the best time of day to plan out your day (typically the night before is the better option)
  • Expand upon your To Do List- Break the tasks into either “Must Do It” on the top of the sheet and “Should Do”
  • Plan for interruptions – build in buffer time.  If necessary, take your phone off the hook, post a do not disturb sign on your cubicle wall if you don’t have an office door
  • Make the most use of waiting time
  • Make your meetings productive
    • Provide a written agenda and include the purpose and objectives of the meeting
    • Start and end on time
    • Have someone take notes and send a summary with the action items to attendees
    • Determine the best way to share the information communicated in the meetings
  • Time Management at home – our professional and personal lives are intertwined – use the same time management skills at home to help maintain control
  • Learn to say “no”- taking on too much causes stress.