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Are you running out of time before you run out of tasks? Do you wish you had
more hours in the day to get it all done?
Here are some common time-wasters that eat up precious minutes every day.
Learning how to manage these distractions will dramatically improve your
effectiveness and productivity.
Time stealers:
Crisis management
Attempting too much
Procrastination
Telephone interruptions
Unexpected visitors
Paper clutter
E-mail overload
Crisis management
You've already planned a full workday and, suddenly, a crisis develops that
needs your immediate attention. Unexpected problems can disrupt even the most
carefully organized schedule.
Solution:
| • | Don't let someone else's crisis become
your problem. Avoid responding to requests that seem urgent but may not
really be furthering your work goals.
| | • | When planning your work day, always ask
yourself, "What is the best use of my time right now?" That will help you
set priorities and focus your energy on the important tasks.
| | • | Problems will always develop, so plan
for them. Set aside some time each day to deal with unexpected issues – if
nothing develops, you'll have the benefit of extra time to complete other
work or enjoy a short break.
| | • | Anticipate crises and take action to
head them off. It’s always easier to put out a small spark than a raging
fire!
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Attempting too much
It's easy to fall into the trap of taking on more than you can handle – and
trying to get it all done 'yesterday.' If you don't schedule enough time to do
things properly, you'll be left with half-finished projects and no sense of
accomplishment at the end of the day.
Solution:
| • | Start by
setting realistic goals for yourself. Plan your activities each day,
taking into account specific time commitments, such as meetings and
appointments. Identify and prioritize all the tasks you have to complete and
do the important jobs first.
| | • | Plan enough time to complete your 'to
do' list. Make sure you schedule some time to deal with unexpected
interruptions.
| | • | Plan to finish the main task you've set
for each day before you go home at night.
| | • | Do your best to complete one task
before starting another.
| | • | Learn to say no graciously. When
someone makes a request, ask yourself if you’re really the right person for
the job.
| | • | Delegate work whenever possible.
Remember, you don't have to do it all – many tasks can be done just as well
by someone else.
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Procrastination
The biggest time stealer of all is not decision-making – it’s
decision-avoidance! You can fritter away an amazing amount of time postponing or
avoiding work that you really should be doing.
Solution:
| • | The longer you put a job off, the more
it clutters up your schedule. The task won't get better with time and you'll
waste precious hours worrying about it or making excuses to avoid it. If you
have a job to do, don’t delay – do it now!
| | • | Make molehills out of mountains. If
you're avoiding a task because it seems difficult or overwhelming, try
breaking it down into smaller chunks and tackling a little bit each day.
You’ll make better progress and your motivation will increase as you become
more involved in the project.
| | • | Arrange set times of the day for boring
or repetitive tasks, such as going through mail, responding to memos, etc. –
that way, you won’t be tempted to postpone them.
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Telephone interruptions
The telephone is one of our greatest communication tools – but it can also be
our biggest time waster.
Solution:
| • | Plan a specific 'telephone time' for
returning calls. By grouping your calls, you'll complete them quickly and
minimize the disruptions in your daily work.
| | • | Avoid prolonging work-related calls
with unnecessary social chitchat. Get your caller down to business quickly
by asking "How may I help you?”
| | • | Let your caller know your time
constraints. If you have a class to teach in 10 minutes, say so right at the
beginning of the conversation (politely, of course!).
| | • | Try to avoid being placed 'on hold'
when making a phone call. If someone is unavailable, arrange a time to call
back or leave a message and your phone number.
| | • | Leave clear messages on other people's
answering machines. Always give your name and phone number, as well as a
convenient time for a return call.
| | • | Encourage the use of e-mail – it’s less
disruptive and you can respond at a time that's convenient for you.
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Unexpected visitors
"Do you have a minute?" When it comes to effective time management, these five
little words can be lethal! Unexpected, 'drop-in' visitors can soak up your time
like a sponge.
Solution:
| • | Stand up when a colleague or visitor
comes into your office or classroom. Your body language will send the
message that you're busy. Chances are your visitor will also remain standing
and will get to the point quickly, instead of sitting down for an extended
visit.
| | • | Establish the purpose of the unexpected
visit as soon as possible, then deal with the issue immediately or arrange
for a follow-up meeting at a more convenient time.
| | • | Don’t engage in small talk and set a
clear time limit for the discussion.
| | • | Don't use an interruption as an excuse
to stop work on a task or project. Make note of what you were doing when you
were interrupted and get back to your task immediately after the call or
visit is over.
| | • | Plan specific times for discussing
routine matters with colleagues, staff or parents. That will help limit the
number of unexpected interruptions in your day.
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Paper clutter
If your workspace is cluttered and messy, you're probably wasting a surprising
amount of time hunting for things that have gone missing in your desk or office.
Solution:
| • | Don't use your desk as a giant
'inbox'. Create in and out boxes for ongoing work and place them on a
cabinet or shelf, so they don't distract you from your daily tasks.
| | • | Avoid a paper buildup by setting aside
a specific time each day to deal with your mail. Use the F.A.T. (file, act,
toss) system to manage your mail efficiently:
File – store items for future reference in appropriate
folders
Act – read, reply, forward or follow-up on items that
require immediate attention
Toss – discard or recycle items you don’t need
| | • | For more advice on managing the daily
paper avalanche, visit Declutter your life. |
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E-mail overload
E-mail can be a major distraction. It's hard to resist the temptation to check
your inbox constantly. Ignore that insistent little 'you've got mail' message
and your day will be much more productive. Learn more about effective
e-mail management.
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