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Time Management Tips
Conquering Paperwork
Do you encounter loads of paperwork? If so, only generate additional paperwork when appropriate. For example, instead of writing a note, use the phone when trying to resolve a delicate or complex matter. Perhaps the following tips will help you overcome paperwork:
- when possible, make a quick handwritten reply to incoming notes
- when naming files or file folders, begin with a key word (such as Personnel) and then add adjectives or dates
- when filing documents, place the information in a folder marked with a title that is neither too specific nor too general
- make an index of file folders
- when writing reports, include a summary on the first page of the report and conclusions or recommendations at the end of the report
Effective and Efficient Meetings
What is the best way to reduce time lost to meetings? Never have a meeting !! Consider whether the information can be shared more efficiently by routing the communication to the appropriate persons. For example, write down the purpose of the meeting in a single sentence and ask yourself, "is there a better way?" Send a memo when one-way communication is your real agenda.
Meetings are sometimes needed. If you do setup a meeting, follow these general guidelines:
- Schedule meetings late in the morning or late in the afternoon, when the approach of lunch or quitting time tends to lower productivity.
- Schedule meetings for less than two hours. Concentration tends to suffer after two hours.
- Break the habit of allocating a fixed amount of time for a standard meeting. Adjourn meetings as soon as possible.
- Send out an agenda at least one day in advance. List items in priority and set a time limit for each item. Neither overload the agenda nor include any issues that require discussion between just two attendees.
- Only ask others to attend the portions of the meeting that relate to their responsibilities.
- Bring routine work so you can stay busy until the meeting begins.
- If possible, seat adversaries where they won't have to look at each other. This action may help to avoid or reduce time-wasting bickering and squabble.
- Start meetings on time, even if someone has not arrived. Record in the minutes the actual starting time, who was late, and who was absent.
- Issue minutes promptly after the meeting. Especially include new assignments, deadlines, and decisions.
Handling Interruptions
Would you like to eliminate interruptions? Good luck !! In all seriousness, you can reduce interruptions without being isolated and out-of-touch with your co-workers. For example, when you need time to complete a critical project, find an empty room where only a secretary knows your presence.
You can be accessible and still reduce interruptions by adhering to these general guidelines when possible:
- arrange your office such that you sit with your back to the door or otherwise position yourself so others cannot make eye contact as they pass your door
- if you are interrupted while writing, jot down key words from your thoughts so you can get right back to work by completing your writing
- when interrupted, immediately handle questions that can be solved quickly or arrange to discuss the issue at a more appropriate time
- when you need to ask questions, immediately ask questions that can be answered quickly and wait to ask other questions once per day
- when you need to assign tasks, immediately assign tasks that do not need explanation or can be explained very quickly and wait to assign other tasks once per day
- periodically reserve a brief time to concentrate on certain activities and tell co-workers that you cannot be interrupted during this short period
- for your secretary, compile a list of regular types of inquiries and the person or department that should handle such inquiries
- handle unannounced visitors as follows:
- prefer to see them in the reception area or lobby
- if they do enter your office or work area, be cordial but don't sit down; instead, candidly tell the them that you cannot talk now but will be happy to setup a meeting later
- eliminate all chairs in your office except your own; then, hold meetings in a conference area
If your job does not require face-to-face contact with others, consider whether you can work at home one or two days per week. In recent years, more companies have found that certain workers can be more productive (and still accessible) outside the traditional office.
Travel Time Efficiencies
Traveling remains a time-consuming, expensive, and oftentimes exhaustive responsibility for managers and other professionals. Always ask yourself, "Is this trip really necessary and appropriate?" and "Is there a better way?" Ask for or send a memo when one-way communication is the real agenda.
When you must travel, the following tips may improve efficiency:
- keep three types of lists of things to pack: one for quick overnight trips, one for longer stays at a single location, and one for multiple-location journeys
- always keep an overnight kit prepared for last-minute travel arrangement
- take supplies and small equipment that you may need when traveling; items may include scissors, paper clips, stapler, calculator, tape recorder and cassettes, prestamped envelopes, writing pads, pens, highlighter, quarters for tolls, etc.
- take preprinted labels to leave your name, address, and contact information at a convention or exhibit area
- take along a laptop computer and/or a communication device
- take along some paperwork, including travel reimbursement request forms, and complete the paperwork as you go
- catch up on reading
- listen to seminar tapes
- dictate reports
- write reports on the trip while the details are still fresh
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