Use it or lose it: your time
The term “Time Management” is a misnomer because you can’t really “manage” time. Time is what it is…it moves at the same pace, day after day, no matter what you do. You can’t save time, you can’t speed it up, and you can’t slow it down. Your only choice regarding time is to decide how to use it. You can choose to use it wisely or you can waste it.
If you’d say you have room to improve your use of time, take a crack at the following time effectiveness tips.
1. Manage the duration of phone calls.
o When you make a call or answer the phone, ask the other party, “How can I help you?” versus “How are you?” You will save at least 5 minutes of jokes per call. And, if you make 12 calls a day, cutting 5 minutes off each one, you’ll get back 1 hour a day or 5 hours a week.
o Call people just before lunch or dismissal time to deliver short messages. Chances are the party you’re calling won’t be around long if they’re about to leave.
o Avoid calls with very talkative people by calling them during their lunch hour (they’re probably not at their desk) and you can leave a message without getting caught up in a long conversation.
2. Stay away from multitasking. Despite its apparent efficiency, multitasking can reduce productivity. Studies show that constantly dividing your attention between different types of tasks or skill sets results in mistakes and unnecessary time (up to 15 minutes) to catch up on the new task. Instead, you’ll be more effective and efficient if you group similar tasks together, complete one at a time, and then move on to another type of activity.
3. Use your natural energy cycle to tackle your most difficult tasks. If you’re like 65% of the population, your energy is highest in the morning. So, use this prime time to apply your best critical thinking skills and creativity to your most challenging tasks.
4. Use voicemail to protect your time and improve productivity. It’s not appropriate to hide behind voicemail for most of the day. However, it is a good strategy for capturing calls and messages when you want to focus on priority tasks.
5. Set time limits so others don’t usurp your time for extended periods. When someone comes to your office door to consult with you, ask how long it will take. Then defer the conversation to a more convenient time or give the person the requested time. If the dialogue has not been completed by the end of the stipulated period, get up, inform the other party that you will need to resume the conversation later, and set a date and time for follow-up.
The above strategies may seem awkward at first, but you will get the hang of it and so will your colleagues. And the bonus: once you take charge of your time usage, time will start working for you instead of against you.
