Global Knowledge Business Training:12 Steps to Managing Your Time So You Can Have Personal Time
 

12 Steps to Managing Your Time So You Can Have Personal Time

No matter how you say it . . .
No matter what the language . . .

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T I M E.

You only have so much of it.

The first question to ask yourself is, "Where does time fit into the big picture?" What is competing for my attention? The more issues that are competing for your attention, the more time seems to speed by. Are you busy? Really, really busy? That's good, up to a point. But if you find that you are "out of control" kind of busy, could it be that you need to manage your time better? If you said no, you may be lying to yourself.

Being busy is one thing. Being out of control is, well, not what any of us need to be. I think most of us need to and can significantly improve our management of time. But first, let's ask the question, why do any of us need time management? What's the "driver?" And then let's ask . . . can we really manage time?

Try this. Find a clock with a second hand. Now, I really want you to concentrate. Focus in. Really focus. FOCUS!!! One other thing, for this to work, you have to BELIEVE! Come on, you can do it! Make that second hand slow down! I know you can do it!!!

No? Didn't work? Yeah, not so much for me either. All it did was add to the headache I already had from trying to deal with the thousands of items already on my plate.

Well, OK, if we can't manage time, what can we manage?

How about this? How about managing our priorities; managing what we are doing with the time we have, and how are we attempting to get all of the things on our plate accomplished?

Does the following seem to describe you? At work, you are being required to "do more, with less, and at a faster pace than ever before." Sound familiar? If so, what seems to be driving this?

Bill Gates has spoken about this. Basically, he said that:

  • The 1980s were about quality
  • The 1990s were about reengineering
  • The "New Century" will be about velocity
  • It's all about Speed

One part of the "velocity and speed" aspect is that things seem to be happening at a faster pace than ever before. This is especially true of change. We see this all around us: the rapid pace of change. The question eventually becomes why? Why such a rapid pace of change? I believe there are several reasons. Here are just a few.

  • Rapid growth in many sectors
  • Increased competition
  • Increased innovation
  • Economic forces pushing down on our organizations
  • All of this adds up to one overall result: a profound effect on your time!

One scenario I have seen goes something like this:

Being in reaction mode, those at the top of an organization call on those below to pick up the pace, "get it done" faster than before. In an effort to also squeeze out a bit of profit, they also require those doing the work to get even more done with fewer resources. And, in an attempt to beat the competition to the marketplace, they need it done even faster than ever before. (The effect this has on quality is a subject for another time, but should never be far from our minds.)

Understanding this concept of doing more, with less, at a faster pace is one thing. Dealing with it effectively is quite another. There are some basic questions we MUST ask ourselves. How can we move from a reactionary stance to being more pro-active? How do we effectively deal with the barrage of meetings, activities, and tasks that need to be accomplished and attended to? The key word here is "effectively." I'd like to offer a list of 12 actionable items that I believe will help you as you begin the journey.

Step 1 - Ask yourself the hard questions. And . . . BE HONEST!

Step 2 - Identify what's available. How much time do you realistically have?

Step 3 - Identify again.

But this time ask, "Where am I spending MY time?" It is your time. What are you doing with it? Are you wasting any of it? If you are, what are YOUR time (and productivity) wasters? You may be tempted to say "What's the big deal? It's just a little diversion . . . Isn't it?"

Step 4 - Take Action - Take it back! Deal with the "Wasters." Waste 'em!

What is a "time-waster anyway?" Here are some definitions I believe spell it out very well:

Anything that prevents you from accomplishing your goals.

Anything that takes place during your day that is not necessary.

Anything about which you could say, if it didn't take place, you could have gotten something else done instead.

Step 5 - Identify Some More - Where should you be spending your time?

Ask yourself, "What are the things that are outside of my control, and get in the way of my productivity?" And then ask the question that may even be harder to answer, "What are the things that are within my control, and get in the way of my productivity?"

Try this 3-step process. Identify, Analyze, and Respond

Step 6 - Prioritize.
Now that you know where you are spending your time, ask yourself in what amounts you are spending your time doing those things?

Step 7 - Lessen the Load.
Ask, "What is taking up my time that I can afford to get rid of?"

Step 8 - Delegate.
Are you doing work others should do? Are you doing work others could do as well (or better) than you?

Step 9 - Organize. Is lack of organization keeping you from being focused?

Step 10 - Develop a System. Do you have a system that WORKS for you?

Step 11 - Plan For Tomorrow. Think ahead. What are your "Big Rocks" for tomorrow?

Step 12 - Disrupt the Interrupters.
How do you deal with interruptions? Are all of the interruptions inflicted on you by "others?" Or are you interrupting and sabotaging yourself?

Hopefully this article has served to pique your interest and given you a few questions to ask yourself, as you attempt to deal with doing more, with less, at a faster pace than ever before. In part two of this series, I will go into the detail on each of the 12 steps, and shed some light on how you can make the most effective use of your time, so that you can have personal time. It really is do-able!

References

Business @ the Speed of Thought: Using a Digital Nervous System. Grand Central Publishing (1999) ISBN-10: 0446525685.
Penn State University Learning Center. www.ulc.psu.edu/studyskills/time_management.html#time_wasters 
PACE Research Report, "Time Wasters" www.getmoredone.com/research3.html

About the Author

Tim McClintock, PMP is a Senior Instructor and course director with Global Knowledge. He has over 20 years of experience in Fortune 500 Companies in the IT, banking, and service sectors, and has consulted with organizations such as Nortel, Cisco, SBC, Verizon, CitiGroup, Exxon Mobil, NSA, DISA, Federal Motor Carrier Safety Administration, Schlumberger, and the United States Military. He provides management and technical consulting and training to all levels of professionals in both established businesses and new business ventures.