Time Management is MAKING DECISIONS – so we need a decision making process. Its about Getting More Things Done rather than Doing More Things (yourself).
Here are 7 Steps that will help you and your employees manage time more efficiently:
Step 1: DOWNLOAD– write down Everything filling your mind.
Step 2: CLASSIFY them into lists within Categories for example…Personal… Business… Financial…
Step 3: RANK each item in your lists into one of the following quadrants depending on their level of Urgency and Importance
• Urgent = Short Time Frame =MUST be done in the NEXT WEEK or less
This means and Something which has a deadline more than ONE week away is Not Urgent – even if it is Important!!!!
Step 4: FLOWCHART Items
Step 5: SCHEDULE Give your tasks ‘a place to live’ within your week.
Step 6: For this system to work – FIGHT FOR YOUR TIME
Step 7: REVIEW & TEST
Where do you start when you don’t have the time? Find a quiet place (no interruptions) either on your own or with your partner and write down Every single job or task that you can think of. Even little things… they are all taking up processing space (RAM) in your mind.
Classify – This is to give you an idea of the balance of where the tasks lie in relation to the various parts of your life, and can help with the next process of prioritisation.
TO DO lists are a severely limited tool as they do not give the tasks size.
- Map out WHAT has to Happen at each step
- Guestimate the TIME required to complete each step
- Identify WHO needs to do each step (great potential to delegate here)
- List what Resources or materials are needed at each step
KEY CONCEPT: Events happen as BLOBS of time – your commitments are shown as a period of time rather than a sentence on a To Do list
- Use a seven day diary with half hour timeslots. Google has an excellent online Calendar you can share with others and access anywhere there is internet
- Start by blocking out APPOINTMENTS AND MEETINGS YOU HAVE ALREADY COMMITTED TO (you may be surprised at the amount of time a simple ‘yes’ has stolen)
- Block in Repeating appointments several weeks ahead
- Then allocate times to complete specific STEPS from your DEMAND and ZONE flow charts mapped out in Step 4
NOTE: Leave gaps between the blocks of time to deal with the unexpected or unplanned demands of business. Time Blocks are more effective than To Do Lists
The first objective is to maintain even 4 hours of focus within the scheduled time in your week
As you begin it may seem in spite of your resolve the world does everything to pull you from your schedule – phone calls, team/family members with questions, salesmen dropping in – REMEMBER your aim is to stay consistent for just 31 days and be amazed at what happens.
How can your employees better manage their time?
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