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Busy executives find it necessary to manage their time through their budget, staff, and resources. And even though you may not have a huge budget and a staff of thousands, you do have resources to tap. It is possible to use your limited time wisely and add value to the time you do have by using the same techniques that successful executives do to expedite the tasks that can bog them down.
First, it is not necessary to be a good multi-tasker to get things done. Studies have shown that successful businesspeople "spotlight" their tasks instead of doing several tasks at once. (After all, the brain can physically think of only one thing at a time.) They give full attention to the one job at hand until it's done before they proceed to the next one.
Here's how this works:
Focus only on your project. It helps to have your answering machine (a.k.a. "secretary") screen your phone calls.
Plan ahead to spend less time on tedious chores. For example: Return a phone call from a yakky friend, but tell her that you have only ten minutes to talk -- and set a timer for 13 minutes.
When executives are interrupted with distractions, they do not let them obstruct their work flow. They view such interruptions as a way to get more work done by connecting with coworkers. You can do this, also:
Interruptions... AREN'T.
For example, if you are organizing an event, you can pick the brains of anyone who drops by, calls, or emails you - whether or not that person is involved in the event. And, better yet, be ready to delegate tasks to those who are involved so you can free up your time to attend to major steps.
Don't let too many things fall through the cracks.
If handling your regular mail and emails causes you to lose sight of the important things, start making quick decisions like executives do. Sometimes, just making the decision is more important than the decision itself.
Use the TRAF system.
Conquer paperwork or email by making one of four decisions:
Toss it. Delete E-mail messages, or discard paper messages. The space on your desk and in your head is valuable. Get rid of the stuff you want to do "some day."
Refer it. Can you talk about it with someone or pass it along? This includes such challenges as vacation ideas, investment opportunities and invitations.
Act on it. Return that email message, make that phone call, pay that bill, order that item or write that thank-you note. This will happen easier if you keep your "tools" - notepaper, pens and stamps - handy.
File it. Create a filing system that you can work with. Name sections and folders that you will find easily. Keep only what is truly useful so you are not discouraged from using your file cabinet.
Peruse your mail at least weekly and decide whether items need to be tossed, referred, acted upon, or filed.
Additional tips:
Process your email and papers at the same time each day, such as early morning. Beware of checking your email constantly. This is a schedule-breaker.
Set up email message filters to alert you to the arrival of messages that require a quick response.
Important dates CAN be "remembered."
Use a foolproof reminder method by using a handheld electronic organizer to set up a prompt message. You can also establish a pop-up reminder system by using your computer's built-in calendar program. Or go to a website like www.birthdayalarm.com to set up free email alerts for important birthdays and anniversaries. At the very least, post a calendar or lay it open on your desk and write everything you must remember in the proper date block.
For things such as birthday cards, invitations or event tickets -- create a "tickler" file by labeling file folders with the numerals 1 through 31, for each day of the month. File papers in the folders for the date they should be checked. This works for such things as membership and subscription renewal notices - but only if you consult it daily.
You CAN accomplish something each day.
Successful executives fill openings of even five or ten minutes constructively by:
Completing routine tasks throughout the day. For example, TRAFing can be done at 10-minute intervals as the time becomes available.
Keep a list of tasks that can be completed quickly, and then tackle several daily.
Fill your surroundings with energy. If you need silence, take your work to a quiet room and close the door, or to a library reading room.
"Swiss cheese" big decisions by punching holes in them - list brief steps to take for redecorating your home or planning a home addition, and just get started.
Place small jobs, like addressing holiday cards or sewing on buttons by your TV chair. When the program is finished, your job will be completed.
Personalize the use of your time.
Select the organizational tools and processes that fit best with your habits and lifestyle. If this is impossible, consider hiring a professional organizer for about $30 an hour and up. You can visit www.organizeitall.com or search for an organizer through the National Association of Professional Organizers at www.napo.net.
| If your business is as unorganized as your personal life, contact Jim Gante, CPA, Director of Small Business Services at Stambaugh Ness, to discuss ways to streamline your operations. You may call him at 717-757-6999 or 800-745-8233 or email him by using the form below. For best results, do not procrastinate - "accomplish" this task immediately! |
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