Effective Time Management Tips

How often have you said, "I don't have the time"? While we all abide by the same 24-hour clock, many of us feel short on hours to accomplish everything we need to do.

The following tips can improve your time management skills by helping you clarify what's important, create a workable system and banish time wasters.

Identify priorities
What do you hope to accomplish in a day —- or, for that matter, in a month or a year? What have you already committed to, and which new activities would you like to pursue? For example, would you like to become involved in a cross-departmental project or learn a new computer program? Rank these and other objectives in order of priority and try to estimate the amount of time they'll require.

Conduct a time management audit
Keep a daily log over the course of five working days. Track how you spend time on a moment-to-moment basis. Then, at the end of the week, analyze your time usage patterns. Is the activity's level of importance commensurate with the time you devoted to it? Say you spent two hours deleting old e-mail messages, even though you had more pressing things to do. This is an example of squandering time devoted to tasks that don't lead to the results you want.

Commit to a system you'll actually use
The stores are full of high-tech tools that help you track appointments and keep a detailed schedule. Whichever system you choose — a paper-based calendar or a personal digital assistant — will only work if you use it consistently. What matters is not the tool itself, but your discipline and habits.

Draw up a daily plan
It's a universal belief among time management experts that people should spend 10 to 15 minutes mapping out their priorities at the beginning of each day. Your schedule won't be set in stone; you can make revisions as the day progresses. And, armed with this information, you'll be better able to take advantage of opportunities as they arise.

Consolidate similar tasks
Cluster work duties that require similar effort or resources into the same time frame. For example, you may find it more productive to do Internet research for three or four major projects during a single block of time. Similarly, try to handle e-mail and other correspondence in one session.

Note your "peaks" and "valleys"
When are you most creative and productive: first thing in the morning, midday or late afternoon? On the other hand, when is your daily "slump"? By developing an awareness of your most and least productive hours, you can schedule tasks for the appropriate time slots. For instance, if you hit a mental "low" at 3 p.m., it might be better to reorganize files than write an important memo.

Control distractions
Although interruptions in the workplace are unavoidable, it is possible to limit their impact. During busy periods, use your voice mail to screen calls. When you're trying to maintain concentration, resist the urge to check e-mail or immediately respond to a new message. If possible, close your door to improve your ability to focus.

Streamline routine tasks
Automation can be one of your best allies in time management. Take full advantage of speed-dial, computer macros, templates and other shortcuts to shave minutes off rote tasks.

Stop procrastinating
Rather than delaying a huge project, break it down into smaller, more manageable steps. If you're still overwhelmed, don't be afraid to delegate some aspects or ask for assistance.

Learn to say "no"
If a task or request is not crucial to your job or professional goals, and you're on task-overload, politely decline. However, you may want to offer some alternate resources to the person as a gesture of good will and team spirit.

In refining your time management skills, your ultimate goal is to be as productive and effective as possible each day. By following the suggestions above, you may find that you do have all the time needed for what matters most.

Source: Accountemps, (800) 803-8367