How to manage your time
- 1 Stand back and establish your long-term goals so you can evaluate claims on your time against these and not just immediate problems clamouring for attention.
- 2 Prioritise activities which are both important and urgent: for example, where other people are waiting for your input.
- 3 Delegate unimportant activities or drop them altogether.
- 4 Divide major tasks into achievable blocks of work.
- 5 Start the day by clearing the decks: quickly scanning new mail and messages, reviewing your schedule, and dealing with small, urgent tasks.
- 6 Recognise what times of day best suit different activities: for example, calling customers when you are at your liveliest.
- 7 Schedule your activities, deciding how much time to devote to each task and setting realistic deadlines; set interim deadlines for major projects.
- 8 Build tedious, unpleasant or long-term activities into your routine: for example, scheduling a regular weekly project review at a set time.
- 9 Use time-management tools and software: a diary, a to-do list, and project-planning software for long-term projects.
- 10 Invest time in setting up time-saving systems: for example, a good filing system, templates for standard letters, and procedures for routine tasks.
- 11 Deal with new information effectively: act on it if necessary, delegate it if appropriate, file it if relevant or throw it away.
- 12 Collaborate effectively: ask others to provide what you need, in a form that suits you when you need it, and return the favour.
- 13 Avoid overloading yourself: get involved only if you need to, ignore unnecessary detail, and delegate routine tasks.
- 14 Use technology to make use of ‘dead time’ such as smartphones and tablet computers that allow you to work on the move.
- 15 Get rid of distractions: put your phone on voicemail, unnecessary visits and meetings, clear office clutter and resist time-wasting activities (such as emails and social media) unless they contribute to the achievement of aims.
- 16 Analyse your time use: log your activities, then review how much time you wasted on unimportant matters and tasks you should have delegated.
- set and meet deadlines
- schedule your activities
- tackle one thing at a time
- create efficient systems
- delegate effectively
- use technology to maximise your efficiency
- procrastinate or dither
- try to do too much
- allow unnecessary clutter and distractions