Managing our time

We have 1,440 minutes a day to spend. Once the day is over we can never retrieve those minutes. Most of us believe there are not enough hours in the day and enough days in the week. Perhaps this is so, but it could be that we are not using those 1,440 minutes to the best of our abilities.

The first thing we must consider to be effective time managers is our level of organization. The Wall Street Journal reports that the average executive loses six weeks per year searching for missing information in messy desks and files. That breaks down to just one hour per day per person. Americans waste nine million hours every day looking for misplaced items. What could we accomplish with one extra hour a day?

Consider our workplaces. Containerize and file in our offices. Put things away. Make a home for everything in your home and office. Make sure that home is convenient. I moved a file basket to a more convenient place and voila! -- the papers get filed immediately instead of a week later.

The best idea to handle paperwork is to "sail through paperwork." Remember the RAFT-- "R" means refer or delegate to others whenever possible. "A" is act or action -- act on things immediately wherever possible. Five minutes now and it is finished. Piled up somewhere and it takes 30 minutes at the end of the week. "F" is file -- put it away in the correct place immediately. And "T" is toss or trash -- if you do not need it get rid of it. If we might need it and we are not sure, create a file for holding or pending materials-set a time once a week to purge.

Where are we spending our time? If we don't know where we spend it how can we manage it? It is easy to forget time spent talking to colleagues, making coffee, eating lunch, etc. Keep a time/activity log for several days. Every time we change activities, whether opening mail, working, making phone calls, note down the time of change. It may be alarming to see the length of time we spend with disruptions or doing low value jobs. Consistent patterns will indicate regular habits.

A careful examination of the time log gives us an idea of the best time to block. One hour of blocked time can equal about 200 minutes of divided time. We usually can accomplish more in two hours late at night before leaving on vacation than we can in the eight hours that day. It is also important to block time to return phone calls -- that way it is easier to mange the call without interruptions. Tackle the most important task first. Identify what must be completed today. Identify the tasks which generate income. Schedule everything!

In the new business reality we have way too much going on to try to remember everything. We must make lists. Then make a priority list. We will accomplish more if we do this. Then, we feel success and we go on to the smaller jobs.

When we have large tasks, break them down. When there is no immediate payoff because the project is long-term, build in mini-completion points. Design a reward system and also reward ourselves for doing tasks we don't like.

E-mail creates a time management problem. Set aside time each day to answer e-mail and stick to it. We need to answer e-mail daily. Create a "keeper" folder and transfer the e-mail you want to keep for later -- do the same of "actions pending."

Take a minute and e-mail or call to confirm appointments or meetings. Take reading material in case of delays. When we make appointments and arrange meetings, set a time, begin and end on time. Always use an agenda, and stick to it

Minimize interruptions. Position the desk away from the door. Stand up to signal a conversation or meeting is over. Make clear that a certain block of time is designated as unavailable -- interruptions are non-negotiable, unless the building is on fire! Use the answering machine and voice mail-indicate what time you have reserved for returning phone calls. Close the door.

It is easy to get stressed when we have many things on our plate. When burdened by too much, sometimes we must say "no" to certain people and projects.

Most of all, we need to schedule a time for ourselves. Frequent breaks are necessary to feel refreshed. When we push ourselves past our personal threshold that is when our day falls apart.

Peter Drucker says, "Time is the scarcest resource, and unless it is managed, nothing else can be managed." Practice makes perfect -- start your time log today!

Sharon Mueller is the regional manager for Dale Carnegie Training-St. Louis. Dale Carnegie Training is the world's oldest and largest training company. Dale Carnegie Training can provide a keynote speaker, public courses, or comprehensive organizational training programs for your organization. Mueller can be reached at 332-0900.