Time Outs

Working for long periods of time without taking a break is not time effective. Energy decreases, and physical stress and tension accumulates. Irritability, fatigue, and anxiety can all be caused by the failure to take a time out during a normal work day. Periodic breaks can rejuvenate, invigorate and stimulate a person to be more productive. Don’t be the workaholic who thinks that if you are not always working, you are not being productive. On the contrary, taking a few well timed breaks, with a change of venue, some isometric exercises, or a little bit of social interaction, can make all the difference in the world. Not only will it be refreshing, but it will also increase your efficiency.

Remember, anything that contributes to your health and well being is good time management.

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Behavior

Your behavior and attitude dictate the results you will get in your life. The key to forming good productive behavior is to form good productive habits and eliminate negative, unproductive habits. A habit can be formed, or eliminated, in approximately [21] days of persistent repetitive action.

Positive reinforcement is the key, whether you are working to eliminate a bad behavior, or trying to acquire a positive behavior. Do something to reward yourself for acquisition of a behavior that will improve your life. Do something for yourself when you eliminate a bad habit. Try not to punish yourself for slipping into old habits or failing to maintain good ones. Just simply get back on track and try to maintain the behavior you wish to adopt for approximately twenty-one days.

You have to make the change first. If you always do what you always did, you’ll always get what you always got.

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Abuse

Abuse of any kind is unhealthy, whether it is abuse of power, abuse of alcohol or drugs, or abuse of your position. The old adage, “All things in moderation”, can go a long way in helping you to be successful. Never allow self-destructive behavior to effect your ability to fulfill your potential.
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Tape Recorders

The advantages of using a tape recorder to dictate notes and memos are without question. It saves time. The least effective method of written communication is to write letters in long hand for transcription later. No one who writes more than one letter a week can afford to waste such time. If you do not have a dictation machine, then get one. You can speak and think faster than you can write. Speaking into a tape recorder allows you the flexibility to capture your thoughts without skipping a beat. Keep your tape recorder handy at all times so that you can capture any thoughts or ideas, rather than possibly forgetting something important. For those of you who wake up in the middle of the night with a great idea and do not want to go through the anguish of trying to remember what it was in the morning, keep a tape recorder on your nightstand. Remember to also be appreciative of your secretaries as they work to transcribe your thoughts and ideas.
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Transition Time

Transition time is that period of time between when you accomplish one task and begin another. The value of this transition time is enormous. Your ability to go from task to task without wasting time will go a long way in helping you to be successful. Unfortunately, many people waste too much time in this area. Avoid the tendency to take a break between activities. Upon reaching closure to one task, immediately move to another without delay. Press on. Keep your momentum up by moving from task to task without unnecessary delay. People who usually complain about not having enough time in their day usually have poor transition times between activities.
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Management By Objectives

“Management By Objectives” means keeping your focus on achieving results [the end in mind], rather than the means or policies and procedures required to accomplish them. It is important not to confuse hard work with accomplishment. Working super hard in the wrong direction is self defeating. It is too easy to become preoccupied with policies and procedures. Policies and procedures should be used as a guide with the end result in mind. If you can reach your objectives without the bureaucracy, effort, or red tape, then do it. Follow up by making suggestions to upper management on how the organization can be more effective with less effort.
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Commute Time

Time is irreplaceable. Time spent commuting can be utilized efficiently by listening to motivational or educational tape recordings. Listening to the radio in your car can sometimes be therapeutic. However, there may be more productive uses of this time, including getting your thoughts in order for an early morning meeting, analyzing your personnel or business opportunities, or just mentally preparing for your day. For the very skilled, you can actually complete your educational goals by studying and preparing course work during your commute. This is not recommended for the average commuter as the consequences for not paying strict attention to your driving can be severe.
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Too Much Information

There has been a proliferation of information greater than mankind has ever had before. The problem is that we have not yet found an efficient way to expand our minds to assimilate all this information. The key to success then, is not the information, but the knowledge of how to use the information. To understand your job and your industry, you need the knowledge to help you to process the large volume of information you will inevitably be dealing with. How quickly and efficiently you handle the information is the key.

Try to strike a balance with the amount of information you are exposed to. When you delegate, delegate completely. This means giving authority with responsibility. Otherwise, the people that work for you will not feel that they can handle problems without your final input. Be clear with your staff that you expect to be kept informed about the progress of important objectives, but be equally clear that you do not want to be bothered with trivial information that will distract you from focusing on the bigger issues.
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Contribution

You are here to make a contribution. That means defining your purpose, establishing your goals, and planning to succeed. The contribution you owe to your employer is to produce more than you are being paid. Always keep in mind that your contribution makes a difference. Do things that will make a long-term difference for your future and the company’s bottom line. Never waste time. Wasting time is stealing from your company, but most importantly, it’s stealing from yourself. Lost time is unrecoverable.
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Interruptions

The world steps aside for a man / woman who knows where he / she is going. Never walk into a day that has not been planned out in advance. Use some form of daily planner, whether it be a scheduling journal or standard diary. Have your day well planned out and stick to your plan. Before starting your day, review the goals & objectives you have for that day. Block out specific times in order to accomplish your plans. Be careful not to schedule too tightly. Give yourself enough time to prepare prior to an activity, and follow up after each activity. This will tremendously decrease the opportunities for unnecessary interruptions. Good planning will not eliminate all interruptions, but you can minimize them through good time management practices. Instruct your secretary to take good phone messages. Schedule time to return your calls before noon and just before the end of the day where people are less likely to want to simply chat. Set the tone by answering the phone, “How can I help you” or “What can I do for you?” If you are working on something important, it is a good idea to control the environment, so that interruptions do not break your mental focus or slow your momentum.
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