Solving your time management problems – part 1

You may know that you don’t manage your time effectively – but do you have a solution?

In previous a blog, we outlined the top 10 most common time management problems – you may find that you experience one, or two, or more likely a combination of most...

To recap, they are:

1. Attempting too much at once and setting unrealistic deadlines
2. Lack of objectives/priorities/planning
3. Telephone interruptions
4. Crisis management – shifting priorities
5. Inability to say “no”
6. Emails
7. Lack of self-discipline
8. Personal disorganisation
9. Leaving tasks unfinished 
10. Procrastination

Let’s take the first five and have a look at possible ‘cures’. A bit like a doctor, we may be giving you a bitter pill to swallow (in other words, you may not like the remedies) but they do work…

No. 1 Part 1: Attempting to do too much

Believe it or not, it’s no longer possible to do everything on your ‘to do’ list – if it ever was. Even Superman struggled to save everyone in the films, in one he had to turn back time to save Lois Lane, something we cannot do… (sorry)

So, how about a ‘NOT to do list’ – work out what can you, your team or your company afford to NOT do any more, then stop doing it. Prioritize out the lowest value requests or tasks that come your way.

Plan, organize and execute around the projects, goals and tasks which offer you the highest value; ensure 20% of your time is devoted to these key opportunities or duties. Fill 50-60% of your remaining time with normal value jobs or typical tasks related to your role. Protect around 20% of your time as a “buffer” so you have a small amount of “reserve time” to deal with any unexpected emergency.

No.1. Part 2: Setting unrealistic deadlines

Typically we under estimate how long things take by 40% ~ so when planning a task or giving an estimate to others add in a buffer. If you think it is going to take you an hour – allow 90 minutes, if you estimate two days – allow three. Build in a buffer. If you finish early I doubt you will struggle to find something else to do.

No.2. Lack of objectives, priorities or planning

It’s simple but true – if you have lack objectives, priorities and plans then, set them. The benefit is things will happen more quickly, better and more cost-effectively. It is very hard to hit a target you cannot see, and that is what we attempt when we don’t work out our goals, plans and prioritize our tasks.

One minute of planning is equal to two minutes of just doing. Running around like a headless chicken doesn’t help much. Unfortunately in our rush to achieve many of us move into activity straight away instead of planning first. Planning will ensure we go further faster, easier, better and more cost effectively.

Ensure you have at least considered and written out the answers to these three questions

• What is your ideal outcome(s) for this situation / project / task?
• Where are you now in relation to the objective(s)?
• What series of action can you take now and in the near future that will close the gap between where you are currently and your objective(s)? 

No.3. Telephone interruptions

The phone may be sometimes appear to be a pain but try living without it for a month; must businesses would collapse and some of us would go mad for lack of interaction. When you can, answer it. When you’ve got something more important to do divert your phone to another person, ideally a trusted colleague or if necessary an answering service. Voice Mail is not very effective as some many people either don’t leave messages or leave poor messages. 

No.4. Crisis management and shifting priorities

A robust approach to problem solving and risk management will greatly reduce the amount of fire-fighting you have to do over time by killing off the root causes which make them reoccur. Problem solving skills and risk management skills can be learnt, there are lots of articles on the net, books and audio/video programmes about them. By coaching yourself and the people around you to use these skills and processes more consistently when a crisis occurs will mean you make more effective and consistent decision. 

 No.5. Inability to say “no”

Can you do everything? No – get over it. Can you keep everyone happy? No – get over it. We have to learn to prioritize. That means saying yes to some things and saying no to the lowest value items. Discuss the relative sense of importance with whoever is making the request. When you tell someone “no” you are really saying that you understand and accept your own limits and don't want to do a poor quality job by overwhelming yourself. You also don’t want to waste your time or their by doing things of low value when there are more important things to do. But – here’s the catch – you have to say no in a way which doesn’t offend.  Here are some ideas:

• "I can’t do it right now, but I can fit it in later"
  • If you really want to help the person but don't have time now, tell them so. Offer a later time or date -- if they cannot wait for you they will find someone else.

• "I am not the best qualified person for that job, how about asking xxx”
  • If you don't feel that you have adequate skills to take on a task, that's okay. It's better to admit your limitations up front than let people down later with a poor quality job.

• “I am not sure where I this fits in my current responsibilities, can you work through my current priorities and see what I can drop in order to give this appropriate space.” 
  • Asking for clarity of roles and goals can assist in clearing up conflicting priorities.  Consider only taking something on when something else is taken away.

For more advice on any of these problems, please get in touch with Be More Effective. In another blog, we will provide some solutions to the other five time management problems.