Time Management – Doing more tasks in less time

How do you manage your time? Do you have a system in place or do you just go about it as you feel. Everyone knows there are not enough hours to do everything, try and have a system in place to help you.

The details have been split into four sections:

1. Mindset
2. Planning
3. Getting a head start
4. Tactics and techniques

I know many of us have hundreds or even thousands of things to do and accomplish during the day, week, month and year. I find it easier to list them down and tackle them one by one until my list is complete. I have listed a few details below which could help you in managing your time to get more done in less time.

Mindset

• Accept the fact that there simply isn’t enough time to do everything. That’s why it’s so important to work on the most important things.
• Establish a relaxed state of mind, stay focused on what you have to do.
• Stop trying to be a perfectionist. It’s easy to get caught up in the trap of trying to make something just a little bit better.
• It does you no good to beat yourself up, accept your productivity shortcomings as human nature.
• Condition your mind to acknowledge your office as an area where things get done.

Planning

• Prepare a list of all the tasks that need to be done. Your to-do list should include everything that comes to mind.
• Prioritize your list according to importance. Crucial/Urgent, Important But Not As Urgent and Not Important Or Urgent.
• Determine which is your most critical task by listening to your own inner voice.
• Delete any task from your to-do list that simply isn’t important. Ask yourself, ‘What’s the worst thing that could happen if I dropped this entirely from the list?’
• Create a road map first and follow it wheather it be large, medium or even small.
• Factor in the time investment required for each task you need to accomplish on your list.
• Stop and think about what you’re planning to do.
• Write your goals down and keep them in front of you.
• Create a flow chart for each major project.
• Plan every hour of your workday.
• Even if you have 101 different projects on the go, you must prioritize to maximize your efforts.
• Spend 10 minutes at the end of the day preparing for tomorrow.
• Determine the appropriate time required for complete, uninterrupted attention to the task at hand.
• Break down goals and objectives into basic tasks.
• Allow for adequate time to do each job.
• Determine your action steps before you proceed.
• Know where you stand at any time in relation to any on-going project.
• Expect the unexpected – we all know this one well
• Set your sites on tiny improvements in daily productivity.
• Prepare detailed, written plans for larger projects.
• Allow time for typical delays that are unavoidable.

Getting a Head Start

• Create tomorrow’s to-do list, today.
• Start off with a clean desk every morning.
• Do the worst thing first.
• Get started immediately.
• Develop punctuality into a habit.
• Give yourself the advantage of an early start in the morning.
• Begin each individual task on a positive note.

Tactics and Techniques

• Eliminate personal interruptions.
• Learn to say ‘NO‘ to low pay-off tasks.
• Wipe out any unnecessary travel.
• Like them or not, deadlines increase productivity.
• Group several small, related tasks together and knock them off at the same time.
• Focus your attention on finding a better, more efficient way of doing the same task before you.
• Start your to-do list on a single, full-size sheet of paper.
• Group all your important records together.
• Get right to the point in all communications.
• Generate hard copy records of your duties and responsibilities.
• Catch yourself achieving and reward yourself with glowing praise.
• Add incentives to trigger greater effort.
• If the beginning is causing you difficulty, skip it and move on to something you can do right away.
• Produce forms to reduce duplication of creative energies.
• Act as your own coach.
• Face challenges and difficulties head-on.
• Establish an efficient filing system.
• Record all your ideas, thoughts, concepts and any other information that can pop into your mind at anytime.
• Make decisions quickly and firmly.
• Minimize the time it takes to prepare responses.
• Maintain a sound mind and body.
• Treat your body as a well-maintained machine and you’ll operate more efficiently.
• Learn to speed-read.
• Concentrate on the desired result at all times.
• Stick to your schedule.

I hope you have learned a few more steps to decrease your time spent on tasks and to try and get more done. If you have other pointers, then please let me know.

Tagged as: head start, management, mindset, planning, tactics, techniques, time, time management

From the desk of George Serradinho

I am the proud owner of Serradinho Blog and have made this my second home. I'm into blogging, downloads, WordPress, meeting and helping others, etc. Basically the internet in general :) Serradinho Web Services is my own company whereby I offer my services to clients. This ranges from web design, website upgrades, theme customizations, support, premium WordPress plugins and many more .....

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