Twenty Five Ways to Save Time: Part One

Time seems to be in such short supply, that many people don't even have time to attend a seminar or read a book on time management. For those time-crunched people who are looking for some quick suggestions for making the most of their time, here are 25 keys to effective time management:

Don't rush. People who don't have the time to do something right always seem to have the time to do it over again. Mistakes occur more frequently when a job is done in a hurry. Take the time to do it right in the first place. If you can't get everything done, at least get the most important things done right.

If in doubt, ask. Inadequate communications is a sinkhole for time. Don't bluff, ask. Get your pride from a job well done, not from being able to guess what's required. Asking is faster than trying to piece together fractured communications. You are respected for your accomplishments, not your silence.

Write it down. Writing things down does not mean you are circumventing your memory -- you are simply helping it to do its job. We all need reminders to prevent a myriad of essential tasks from dying of neglect. The pen is mightier than the sword -- and it writes better.

Organize your work area. An organized desk is not the sign of a sick mind, it is the sign of an organized mind. People do better on exams when neatly dressed, excel in sales when well-prepared, and are more productive at work when their materials are arranged in an orderly way. Keep your in-basket off your desk to minimize interruptions and distractions. If possible, have your desk face the wall.

Plan your day. If you have no objectives for the day you will likely have a matching set of results. Plans are the handrails that guide you through the day's distractions and keep you on course. Plan what you will do at the start, evaluate progress during the day, and measure results at the finish.

Schedule your tasks. Listing jobs on a "to do" list shows your intention to work on them; but scheduling important tasks in your planner reveals a commitment to get them done. Make appointments with yourself at specific times to work on your priority tasks. And try to keep those appointments.

Keep files trim. The more you have, the harder it is to find anything. Don't keep documents that are available somewhere else. File temporarily, not permanently, by marking a "throw out" date on paper you think you may need in the future. When in doubt, throw it out. Purge all files on a regular basis.

Give deadlines with assignments. Never assign anything to others without indicating when it is to be completed. Note that date in the follow up section of your planner. Never use "ASAP" or "rush"; be specific. If it's a long term assignment, follow up at predetermined intervals.

Don't be a perfectionist. If it's worth doing, it's worth doing well. But "well" does not mean perfectly; it means it is sufficient to fulfil the purpose intended. Don't spend inappropriate amounts of time on tasks that don't require that degree of accuracy or completeness.