We all have busy schedules and multiple projects that demand our time and can easily overwhelm us. I know during my busy season I try to compensate for the seemingly lacking hours in a day by being super focused on how I'm using my time and as a result can end up in a non-productive time management cycle. I've complied a list of don't do practices and positive replacement practices. I know i've fallen into at least a handful of these bad practices at different times in my career with out knowing I was actually hindering and not helping myself. So take a step back and remember time management doesn't mean being super human it means creating a structure and plan to your life!
Don't: Multi-task – Multi-tasking does not lead to more things done. It leads to more things started. If you’re not careful, you’ll end up with a dozen ½ started projects and no clear end in sight.
Do: Pick the most important tasks for each day and schedule a time to do each one. That way you don't keep bouncing from one item to the next.
Don't: Schedule Back-to-back Meetings – When you schedule back-to-back meetings you are practically guaranteeing that the next meeting will start late. It's easy for this lateness to compound throughout the day setting you behind and also leading to a feeling of stress.
Do: Remember it's quality not quantity that matters. If you have the option commit to only scheduling 2-4 meetings each day and give yourself ample time between them.
Don't: Answering Your Phone Anytime – Do you answer your phone when you are with clients, having lunch with a friend or meeting with coworkers? I'll be honest it drives me crazy when i'm meeting with a client or other industry professional who answers their phone only to tell the person they are in a meeting and will call them back.
Do: Turn off your phone when meeting with people whenever possible. Set aside phone free time for projects. Each day I set aside 1 hour that my phone goes to voicemail so I can focus on my detailed projects or work on your projects first thing in the morning before most people start calling.
Don't: Check Email Incessantly – You don’t need to check email 100 times a day. Email is not intended to be instant communication. The average worker spends two-and-a-half hours writing emails every day, researchers have discovered. A poll found that more than a quarter of most peoples’ time is wasted sending, receiving or sorting out emails instead of doing productive work.
Do: Set up a schedule for checking your email and set-up folders and a system that quickly allows you to process your inbox. The goal is to make the time at our computer work for you.
Don't: Stay Plugged In– No one can be “on” all the time. If you don’t unplug from your work and devices, you will burn out.
Do: Make sure you have clear boundaries between your work and personal life. Set a time each day that you will unplug even if you have to reconnect later that night be sure you have time that allows you to really live and connect without technology.
Don't: Underestimate Tasks- As a general rule of thumb,tasks will take about two times as much time as you expect. For tasks that you are performing for the first time, it's usually double that amount.
Do: Allow yourself time to finish your tasks. Block out time so you don't have to worry about running late for another obligation.
Don't: Have Too Many Tools in Your Toolkit- If you have too many tools in your time management toolset, then you are creating unneeded complexity. This leads to confusion, searching for information and redundancy.
Do: Keep things simple and use what works for you.
- Look at Your List – Many people make lists only to find them later in a drawer or buried on their desk. Make sure to keep your list front-and-center. Visibility leads to action.
- Putting Things Away – Disorganization leads to wasted time. If you don’t put it away now, you’ll spend time searching for it later.
- Taking Deadlines Seriously – By not taking deadlines seriously, you will cost yourself time, money, and opportunities. One more thing, you’re not helping yourself by extending those deadlines.
Happy Organizing!
Erin
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