Twenty Five Ways to Save Time: Part Two

Have a daily "quiet hour".It doesn't have to be perfectly quiet, nor does it have to be an hour. But everyone needs time for themselves to think through a pressing problem, complete a difficult task, or allow their creativity to blossom. If the environment doesn't allow it, change the environment for an hour or so. It could be more aptly called a "focus hour".

Respect the time of others. If everyone treated others as they themselves would like to be treated, there wouldn't be the unnecessary personal interruptions, telephone calls, electronic messages and correspondence that most people are experiencing. Accumulate your questions, concerns and assignments and interrupt others less frequently.

Handle paper only once. When possible, that is. Don't even look at your mail until you have 30 to 60 minutes available to review it. As you pick up each piece of paper, either scrap it, delegate it, do it, file it, or schedule a time to do it later. The same thing applies to e-mail.

Use a follow up file. When reviewing your mail, don't throw things back into the in basket. Instead, mark the date you intend to work on it in your planner and place the paperwork in that corresponding date in your follow up file. If it is a priority, and will take a half-hour or more to complete, actually block off the time in your planner.

Don't procrastinate. Procrastination is putting off until later what is best done now. If it's too large a task to complete at one sitting, break it into chunks and do a little at a time. If it's distasteful, do it now and get it over with. Putting things off wastes time, causes stress and helps make life unpleasant for yourself and others.

Get rid of magazines. Don't let them accumulate. Immediately tear out the articles you want to read, keep them in a "Read" folder, and toss out the magazines. Or photocopy the articles if the magazines cannot be destroyed. If you're not gaining much from looking at the magazines, cancel your subscription.

Schedule family time. Don't use your planner exclusively for work activities. Schedule personal time and family time into your planner as well. Activities that are scheduled are usually the ones that get done. Make sure everyone in the family has his or her own planner. Have a family planning time each week.

Say "No' more often. Some people say "Yes" to others simply because they're available or don't want to offend. Make sure the request is compatible with your goals before you agree. Have as much respect for your time as you have for other peoples' time. Remember, every time you say "yes" to something, you are saying "no" to something else that could be done instead.

Record your telephone calls. Don't rely on your memory. Make notes in a telephone log booklet or steno pad while you are on the line. Indicate any action required on your part by jotting a note on the right hand side of the page. Cross it off when it's completed. You are less likely to be interrupted if you're writing, concentration will improve, and you won't forget to follow up. You will also have an accurate record of what was discussed.