Introduction
Want to get things done faster so you can accomplish more of your long-term goals? Okay. We"d all like that to happen. But the question we finally have to ask is, "How can I do that — get more things done in less time?
Now, don"t expect smoke and mirrors here. And don"t look to magically pull a few extra hours for your day out of thin air.
You may also want to try this approach: Select one or two of the tips each week. Describe the tip briefly with your staff at your team meeting and ask for everyone to try this week"s tip. Every environment is different, but chances are that some will stick with your team and result in exponential time savings for all involved.
Before you know it, you"re back in control — actually achieving those goals you"ve set for yourself.
What better time to get started than the present? Like today!
Remember…the meter is ticking!
Getting Started…On The Right Foot
"Nothing is so fatiguing as the eternal hanging on of an uncompleted task."—William James
1 It always helps to know where your time is going. So, keep track of how you spend your time for two weeks. Sound dull? Boring, maybe? So cut it down to a couple of days. Surprise! Most of your log will show you"re investing your time in people or things not really important to you or your goals.
2 Focus, focus, focus on STARTING tasks rather than finishing them. The greatest challenge is taking the first step and getting started. (Ah yes – doesn"t that feel good?)
3 Every day something unexpected is going to happen. Count on it! So, set aside some "Oops time!" Don"t let these emergencies disrupt the rest of your day. Plan for them, act on them and then get back to work.
4 Think on paper. Writing things down minimizes confusion and stress. Write down your goals, to-do lists, and even the problems that you"re working on. You"ll find putting things on paper usually clarifies the situation. Committing things to memory can be a waste of brain power, not to mention a poor storage device as well.
5 Categorize your To Do list into A, B, and C priorities. "A" priorities are the activities that are critical for your success. "B" priorities are important but not critical. "C" priorities would be nice to do if you get the time. Begin with your "A" priorities and work your way to the "nice to do" items.
6 Here"s a suggestion that will help everyone: create a "talk" file for your boss, subordinates, peers and even your customers. Unless it is a real emergency, wait until you have at least two items in the file before calling that person with your questions.
7 Get a spiral-bound notebook, date it, and keep all your notes in the book for future reference. Quit writing on loose papers or sticky notes that tend to get lost.
8 Try something new. Read (really) the instruction manual that came with your electronic organizer. Even better, try the manufacturer"s web site to find new software updates and releases that may further your productivity. Bet you will find several time management tools you haven"t used. Let the organizer do the work so you can spend less time organizing yourself.
9 Use only one time management system. Whether you choose an electronic or paper system, one consistent system will eliminate much wasted time spent searching for information.
10 Abracadabra! Take a speed-reading course. You could already be a lot further along in this blog!
11 How about all those passwords? Tough to remember? Simplify your passwords and have a logical, easy to remember reason for selecting each. Trying to remember a password is frustrating and a total waste of time. You may want to select passwords that can be typed on the keyboard with one hand so your other hand is free.
12 Take a Saturday and devote two hours to reorganizing yourself. Take a fresh look at how you are organized and look for opportunities to improve. You will probably discover several areas where you can eliminate some personal time wasters simply by becoming a little better organized.
13 Create a "quiet time" for planning. Let everyone know your closed door means "do not disturb" unless there is an emergency…or someone in your family calls.
14 Throw things away! Yes, even those ticket stubs from the last football game. Ask yourself, "What is the worst thing that could happen if I throw this away?" Most of the time, you can live with your answer, so start filling that wastebasket!
15 Date stamp (ker-chunk) every item that hits your desk. This will help you decide when to file or throw away the paper.
16 If you get heartburn from throwing paper away, create a drawer or file to store your stuff for 90 days. If you have not used it within 90 days, you can safely throw those "keepers" away.
17 Still not comfortable — even after the 90 days? Then find the "office pack rat" and become their new best friend. Someone around the office has a copy of every memo and report from the past 10 years. Love that person — but throw your trash away.
18 Trust me on this, too! Most of all filed materials over a year old are never needed again. Archive the files and get them out of your way. If possible handle the paper only once and avoid the "I"ll just put it here for now" habit.
19 The key to paper management — KEEP IT MOVING! (Now, how simple can we get?) Move the paper to your out basket, your file, your "to read" folder or to your trash. Don"t let paper just sit.
20 Wait! Do these three things before you leave the office: (1) clear your desk, (2) plan tomorrow"s activities and (3) enter your next day"s to-do list in your organizer. Then go home. Planning the next day before you leave reduces stress and allows you to enjoy your time away from the office. Your Work Space…Home Sweet Home
What"s man"s best friend (besides the dog)?The wastebasket! – Business Week
21 Okay, listen up! Clear your desk…NOW! Despite what some people believe, a cluttered desk does not indicate genius. Au contraire! It signals confusion and creates stress. Even mini-clutter will grow and eventually fill every inch. Keep your desk clear of everything except your project du jour and your family picture.
22 Get rid of that paper! Shuffling and reshuffling paper from pile to pile or file to file wastes time and keeps you from focusing on what needs to get done. Find a gigantic wastebasket and fill it up. The larger the wastebasket, the more you will use it. Throwing things away then becomes an art. Enjoy!
23 Files should not be an obstacle course. Put your most often reviewed files at the front of the cabinet. Here is a test to see if your current filing system works. Within two minutes, can you retrieve any paper you need? Go. If you failed the test you are wasting time searching through your files.
24 Never clear off your desk by randomly throwing things in a drawer. Gotcha! You will eventually have to go through that drawer. Instead, create a logical system for storing these items in your desk.
25 A picture or two on your desk is probably not distracting, but limit pictures to a special few. The more pictures on your desk, the more distractions and interruptions you invite.
26 Organize your desktop! If you are right-handed, make sure the phone is located on the left side of your desk. You want to keep the right side of the desk (and your right hand) free to take notes. Just the opposite for lefties.
Right-handed people should place the calculator on the right side of their desk. Ditto the above for southpaws, the proud but under-represented!
27 Avoid glass desktops. They glare and are hard to keep clean. You don"t need to spend valuable time wiping off fingerprints.
28 If a report comes across your desk that you can"t use, notify the sender and ask to be deleted from distribution. The key question to ask is, "Would I pay for this report if I had to?" If not, get rid of it.
29 If you only use a few lines of a report, ask for a reformat, if possible. Four pages when you need four lines just doesn"t make sense — does it?
"If you want to make an easy job seem mighty hard, just keep putting off doing it."Olin Miller
The Work Environment: Color Your World…Productive
"It is better to strike a straight blow with a crooked stick than spend my whole life trying to straighten the darn thing out."
—Ken Blanchard
30 Now hear this! Never say "yes" without considering the time investment you are committing. Having the courage to say "no" to requests that are inappropriate or unnecessary could be your most effective time management tool!
31 Take the time to understand the role of every department in your organization. This time invested up front will eliminate your "panic" when someone has an urgent request outside your department.
32 "Perfection paralysis" is expensive. Sometimes it is not worth the effort to make things "perfect." Take a look at time costs involved and weigh these against the benefit of perfection. Many times second best in operation is better than first best on the drawing board.
33 Copy the world every time you send a memo? But, realistically, does "the world" really care? When writing a memo or sending an e-mail, only distribute to the people who really need to know the information. Some of "the world" feels obligated to respond and then everyone"s time is wasted.
34 Want to get your written point across — fast? Limit your sentences to fifteen words.
35 Are you really listening! Every time you say, "But I thought you said," you might as well be saying, "I wasted all this time doing the wrong thing." Listen, clarify, and make sure you understand the task before going forward. It is a good time investment for both parties.
36 Is it your job to pick up every ball that someone drops? Avoid this label at all costs! Think about it!
37 Don"t try to solve other people"s problems. You may be empathetic to their situation, but if you spend your time solving their problems, Surprise! Their next problem will become yours, too! The best thing you can do is help others learn how to solve their own problems. Interruptions…The Office Plague
""Got a minute?" never means just one minute. Before you answer, always ask, "What"s this about?""— Alec Mackenzie
38 "Hey, you got a minute?" That"s a question, not a demand. Don"t get angry with the interrupter if you answered, "Sure!" to their question. General rule: If you cannot eliminate the interruption, make the interruption as short as possible.
39 When people arrive to interrupt, meet them at the door and talk outside your office. Letting them in may add minutes to the interruption.
40 Stand up! When someone shows up unannounced, keep standing until you decide if you want the conversation to continue. Standing is not comfortable for most people and the length of most interruptions is in direct proportion to the comfort level of the interrupter.
41 Signal the end of the time allotted by politely saying, "One more thing before you go." Be respectful but take control. Remember that this is your office and you"re responsible for the time here.
42 Get rid of extra chairs in your office. You can always pull one from somewhere else if you need it.
43 Arrange your office so that your desk doesn"t face the door. People are less likely to interrupt if they can"t see your face.
44 Keep track of the origins of your interruptions. Don"t be surprised to find your biggest interrupter is your boss! After getting over the shock, sit down with your boss and see if you can find ways to decrease the number of interruptions so that you can be more productive.
45 Schedule "one-on-one" sessions with your staff and boss. Gather everything you need to talk about and take care of it at one sitting rather than interrupting each other the minute something comes up.
46 When you don"t want to be disturbed, put your candy dish away. It is an interrupter magnet!
47 Give yourself a break! You can accomplish 60-minutes" worth of interrupted work in just 20 minutes of non-interrupted work. Is there a better investment of your time?
48 Want to make a positive difference in the time investment of your company? Ask your peers and subordinates, "What do I do that wastes your time and hinders your performance?"
49 Henry Ford was always dropping into the offices of his company"s executives. When asked why he didn"t have them come to him, he replied, "Well, I"ll tell you. I"ve found that I can leave the other fellow"s office a lot quicker than I can get him to leave mine.
"Guard your own spare moments. They are like uncut diamonds."—Ralph Waldo Emerson
To Be Continue ... 
and i give 126 ways again 
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