Time Management IV

Time. Its boundaries are not elastic. It has no pause button, no speed setting, and you can’t reboot when it seems to go haywire.

As we’ve seen, there’s no way to actually manage time. However, in our last three posts, we’ve looked at some practical ways by which we can make the most of its inexorable flow. Today, we’ll look at three more tools.

Beat it at its own game. Time is limited, so set limits for your tasks. There will be certain constants in your day, such as reading/answering emails or returning phone messages. Though you have to do them every day, that doesn’t mean you have to do them all day. Set a reasonable time limit for each activity and stick to it faithfully.

Organize your systems. How much time do you spend looking for files, whether electronic or physical? Sloppiness is first cousin to your old nemesis, Ima Timewaster. Time spent getting things organized is an investment that will more than pay for itself in time saved later on. Just make sure the systems you put into place are logical and efficient so you’ll be able to use them effectively on a daily basis over the long haul.

Wait productively. How many times have you sat and waited, fuming about all the better things you could be doing? Your frustration was justified; no one benefits from thumb-twiddling. That’s why, wherever you go, you should take something with you—reading you need to get caught up on, a list you need to make, a report you have to review. Today’s technology makes this easier than ever before. But even if you have an analogue mind, you can carry a pad of paper and a pen for jotting notes to yourself or making a list of groceries you need to pick up on the way home.

Time might not negotiate, but neither is it particularly clever. If you know its limitations and keep an eye out for its co-conspirators, you’ll be able to outsmart it. We hope these tips will help.

Time Management III

We’ve been talking about the myth of time management and the not-so-mythical twin villains, Ima Timewaster and Busy B. Interruptus. It’s not time we must manage, remember, but our activities; and these girls are adept at tricking us into running down the clock with fruitless pursuits.


Alertness to their wicked ways is the first step toward thwarting their plans. Here are a three other tools:

Plan your attack.  In other words, prioritize.

If you’ve set short- and long-term goals, you’ve already begun. But it needs to be done on a micro-term basis as well. That is, daily. 

Set aside the first part of each morning for a fortifying round of planning, and let no one and nothing interrupt you. Reviewing your progress to date, set your daily agenda accordingly. Schedule your most demanding tasks for your most productive time—and you know better than anyone else when that is. Are you a morning person? Do you get a burst of energy at 3:00 pm? Does your brain function at peak efficiency between 10 and 11:30 am? Whenever you’re sharpest, that’s the best slot for your biggest challenges and creative endeavors.

Delegate. One of the unmanageable aspects of time is the fact that, no matter how you try, you can’t make it stretch. Work wisely with the hours you have, but don’t try to do the impossible. Sometimes, not everything will fit in your schedule.

Being your own boss is one thing, but you don’t need to be your own secretary, accountant, publicist, and customer service department as well. What’s your particular area of expertise? Why did you establish this business? Probably it had something to do with something you love, something that no one else can do like you. If that’s the basis of your company, then that’s likely the work you should be focusing on—it gives you the best return on your investment.

Is your day filled with drudge tasks, necessary duties that detract from your main purpose, or mundane things that others might be more efficient at than you? Those are the tasks you should outsource. Yes, you’ll have to pay someone to do them; but it will free you to pursue the real money-making operation of your business. For financial as well as emotional purposes, delegating makes good, practical sense.

Be consistent. Nobody likes to feel stuck in a rut, but it’s good to establish a routine. Most of us go to bed and get up about the same time each day and take our meals on a fairly regular schedule; it’s good for our minds and our bodies. Similarly, it’s good for our business to establish a routine and to stick with it. Put systems in place and keep them running smoothly.

You’ll be more productive on a daily basis and will be able to get through crises with a minimum of panic.

Putting these three concepts into practice can send Ima Timewaster and her Busy B. sister out into the cold, looking for someone else’s time to disrupt. Don’t bother to wave goodbye; just say good riddance!

Time Management II

Last time, we cautioned you to beware that sneaky co-worker, Ima Timewaster.

Today, let’s identify her twin, Busy B. Interruptus. This engaging person is often thought to be one of the good guys. But despite her innocent appearance, she’s a serious threat to productivity. She’s always flitting here and there, never resting—but somehow, never accomplishing anything.

What’s your defense? Stop her with your trusty weapon, Goals. Set your sights on where you want to be by lunch, by the end of the week, or next quarter. Then, once embarked, stay the course despite Busy buzzing in your ear. Having reached that destination, proceed to your goal on the next horizon. 

A number of tools are available to help you with this. These can be anything from stone-age calendars and lists to specialized software. Many can be web based or accessed by smart phone and can also be tailored to fit your specific needs. Some of the top names: Replicon, BillQuick, Harvest, and ClickTime. Investigate the time-management possibilities and choose the one that best fits your situation and work style.

So, do you know where you’re headed? Plot your course, take off, and don’t let the Timewaster Twins waylay you.

That’s not all the tips we have, but you’ve got enough to chew on for now. We’ll pass out more next time. In the meantime, we wish you happy travels!

Time Management

Do you realize “time management” is a misnomer? It’s a myth. Time is inflexible; it moves inexorably at its own speed no matter what we do. Though we can’t force time to work for us, it is possible to take control of our work and arrange it to fit the time frame available.

This is especially important for business owners, who often fill multiple job descriptions in a typical day. If you feel frenzied but never seem to accomplish anything, what you need is not more time, but better organization. Realizing the problem is with your habits rather than the clock is the first step toward taking charge of your work day.

Grasp this concept, and you’re armed and ready to search out your archenemy, the sneaky Ima Timewaster. Whispering lies in your ear (It’ll only take a moment or Let me just check one thing), this thief steals your productivity. Track your daily activities and train yourself to recognize her subtle disguises wherever she lurks. These can be such innocent activities as emailing, surfing the net in the guise of “research,” personal phone calls, or repetitive tasks that can and should be automated.

What do you do when you spot her? Sometimes the little trickster will dart from one hiding place to another. The best strategy for rooting her out is to clear away the underbrush, one shrub at a time. Make a conscious effort, for instance, to make no personal phone calls at work this week; while you’re at it, limit time-sucking chit-chat in business calls and stick to the business at hand. Next week, just say “no” to your favorite computer game, or make wise use of the TV remote’s “Off” button.

Happy hunting. In our next post, we’ll share a few more goodies from our bag of tricks.