Time Management Self Improvement

Time is of the essence. And in business, time is money. We all agree to that, but what do we seem to have the least of? And what can we do about it….

If you only had half the hours in your week, what work would you feel took priority? How would you be able to do just those things and still have time left to get on with other priorities?

This week the challenge is to let go of some to the ’stuff’ that gets in your way. And better, to stop doing much of what you do - especially if it is someone else’s agenda.

Time to pass the buck that has been so handily passed to you, back to the giver - with thanks!

Work is all about behaviours. Over time, our own behaviours take on a life of their own. They are not who we truly want to be (nor where we perform our best) and we get all uncomfortable with how those behaviours dictate our time. It truly is like forcing a square peg into a round hole - can you feel that pressure?

To get round this you need to take a look at all the things that are getting in the way of doing and effective and efficient job.

Sometimes this means getting out of the nice-to-do-but-a-bit-of-a-waste-of-time things - your ‘comfort-blanket’ things that keep you busy, if unproductive. Time to get real about where you best add value at the level you are at.

Couple of examples? Sure!

• What about that member of your team who needs following up on all the time - how much is that wasting your time?

• What about that boss you have who is always dropping extra work on you that you haven’t planned time for?

• And then there is the time you spend chasing after new recruits, because you are losing people way too often.

To dump some of this waste, it’s time to get deep down and honest with yourself and decide what is not serving you best and dump it - tough though it might be.

Time to assess where those wasted hours go and lose them, one by one, to the benefit of you, your job and the rest of the people in your team.

So, take a look at the job you do and get together that wish list that would free up half of your time in the next week.

What are the jobs that waste your time - look hard and if you can’t find much, have the balls to look more closely at you, yourself because that’s the place to start - and finish!

© 2005-6 Martin Haworth is a Business and Management Coach. He works worldwide, mainly by phone, with small business owners, managers and corporate leaders. He has hundreds of hints, tips and ideas at his website, http://www.coaching-businesses-to-success.com.

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In this fast and crazy world, we want to multi-task at every given moment. After all, how else can we accomplish all that needs to be done in only 24 hours? We’ve been taught that if we reach all of our goals in a day, week, month, or year, we are successful. What we haven’t been taught when achieving goals is that quality counts and so does the amount of effort exerted.

Our tendency is to set many goals especially at work for any given day or week, and then we feel discouraged or disappointed when we don’t achieve all of them. In fact, we usually have to carry them over to the next day or the next week. The first step in feeling a sense of accomplishment and completion is to set only 3 goals for a day, for a week, for a month that HAVE to be accomplished. Why only 3? In an average day, we can’t anticipate all of the other things that will snag our attention. We get called into a meeting, we get a time-consuming phone call, we get a request that requires some searching, we notice an article of interest that we want to read, etc. If we don’t allow for these other time-consuming things, then we’re not being realistic about what we can accomplish in a day. Same goes for a month - unexpected family situations, travel, illness, new projects, etc.

So, how do we accomplish 3 goals in a day and accomplish them well with little effort? It’s better known as focus and undivided attention. The keyword is undivided - our attention remains TOTALLY on the task at hand. The distractions, the pulls, the unimportant but more interesting, don’t take us away from what needs to be done at that moment. If you attend to the task in front of you and don’t allow the distractions to interfere, you will notice how effortlessly the task is accomplished. Even if it’s something you have been putting off and dreading - just simply setting aside the time and concentrating on it, will result in one less thing on your plate. Ironically, the more attention you give it and the more focused you are on the task at hand, the less you will feel any effort in its completion. If you allow any of the distractions to interfere and you believe you are multi-tasking, what you are really doing is flitting between many different things and not giving any one thing your undivided attention. The result: a little of this and a little of that gets done with mediocre quality and it feels as though a lot of effort is needed.

Invitation to Experiment:
Set 3 or more goals for any given day, for a week, for a month of which 3 HAVE to be accomplished. That may mean letting the answering machine pick up, turning off the cell phone and Instant Messaging, going to another desk or conference room. Totally focus your attention on one thing at a time and notice how they are accomplished - and see if it feels any different than it usually does.

Marion Franklin - is a Professional Certified Life Coach who coaches individuals and groups regarding personal and professional change, focus, human relations, and conflict management. Marion has coached managers at major corporations including PepsiCo, Toys’R'Us, and Reader’s Digest. She conducts and help clients design workshops and presentations, has been a featured presenter at meetings, retreats, and an ongoing Women’s Workshop Series, has been cited in The Journal News and The Wall Street Journal, and has appeared on local Cable Television.
http://www.lifecoachinggroup.com

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In Steven Covey’s excellent book, “The Seven Habits of Highly Effective People” he tells a well-worn story about the use of time.

In the story, some professor guy (I think) stands at the front of a class, with a big jar. In the jar, first of all he puts some big rocks, and asks the class, “Is it full now”.

Mostly they say, “Yes”.

Then he gets some smaller rocks and these fit in quite nicely too, just between the big rocks. Again, he asks the same question, “Is it full now?”

The group, a little more suspicious say, “Yes”, because it seems to be.

He then gets out a bag of sand and surprise, surprise, those tiny grains of sand squeeze down beside the smaller rocks, filling up the tinier spaces. “Full?”, he asks.

“Sure”, say the increasingly dubious bunch of students in the audience.

Finally, trump card is the water, smaller than sand, of course and finally, as we aren’t getting too sub-molecular about it, the jar is full.

Impressive huh?

The professor then asks,

“What’s the moral of the story?”

Of course the class, thinking they’ve spotted the trick here, say,

“You can always squeeze a bit more in”

A standard and pretty smart reply. The professor, however, is a step a head (all that professorism does it, of course!).

“The moral of the story is that you need to get your big rocks in first, or all that other ’stuff’ gets in, way too soon and takes up all the space.”

Cool story?

The point of course, relates to managing your time.

What are your ‘big rock’ things?

Well, for sure it isn’t all the little jobs you do. All the fire-fighting (or it may be in the short-term, but that is another day).

The trick is to create spaces, ring-fenced, as they say, to do the good stuff.

In business, this is a list something like this:-

1. Planning for the future

2. Time with your people - good, focused one-on-one time preferably

3. Coaching your people in their work

4. Developing others around you

5. Delegating constructively

6. Creating Succession Plans

7. Building relationships

8. Developing new business opportunities

9. Fixing problems once and for all

10. Making time for a life outside the business

There are more!

Covey and his big rocks eh?

He calls them Quadrant Two activities. If you don’t spend time putting these first into your schedule, truth is, you will never fit them in and things will never evolve and grow.

© 2005-6 Martin Haworth is a Business and Management Coach. He works worldwide, mainly by phone, with small business owners, managers and corporate leaders. He has hundreds of hints, tips and ideas at his website, http://www.coaching-businesses-to-success.com.

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