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The “I’m too busy” copout! Create TIME for results

Beware the barrenness of a busy life style

Socrates 470BC-399BC Greek Athenian Philosopher

For most of us, the holidays are the busiest time of the year. Make simple changes starting today to truly transform your work and personal life. We all wish for more time in the day. There is no better time than NOW to incorporate these tips to increase productivity, reduce stress and gain time!

How many times have we read articles on time management or referred to checklists only to put them in the “I’ll get to that later” pile?  STOP! Actually incorporate these tips into your life and reap the benefits of effective time management.

  1. Decide what you really want– Write your goals down on paper. Make certain your goals are clear, specific, time sensitive and measurable.
  2. Use a priority 5 list– Every day, before you leave the office or go to bed, write down the 5 most important tasks you want to accomplish the following day. Having your priorities in order reduces stress and will provide direction, organization and more time.
  3. Stop Multi-tasking– I have repeated this one over and over. Multi-tasking is gone. It is unproductive, results in errors and is a huge time waster. Single-tasking will increase your productivity and quality of work.
  4. Focus– Place relentless focus on the task in front of you. Avoid interruptions, apply “thought-stopping” and FINISH the project you have in front of you. (More information on thought-stopping)
  5. Turn off the noise– By turning off the noise you implement a “do not disturb” philosophy. Set your phone to silent, turn email notifications off (you can really do this so the pop-ups don’t show), turn off the music or tv in your office. Remove yourself from any potential distraction.
  6. Design your office to inspire Create a relaxing environment. Design your office to inspire you by adding comfort. I like to adorn my office with family pictures, candles and soft lamp lighting. Use items that work for you! You will increase focus, engagement, motivation and production. However, you may have to kick people out of your comfy cradle!
  7. Create an SOP for your day– This really works! Take time to record everything you do in your day and assess time values. Refer to your SOP (standard operating procedures) daily and track your time on each item. This will give you a clear view of where your time is spent and how you can improve your time management. The trick is to be totally honest with yourself. If you spend time on emails, phone calls and idle chit-chat, implement ways to reduce wasted time by creating time-blocks.

I have incorporated these tips into my day and found a drastic change in increased productivity, less stress and additional time.  This time, instead of putting this article in your “I’ll get to this later pile”, write down the tips and keep them in a spot where you can look at them daily. Go a step further by incorporating all or some of the tips into your business and personal life. By doing so, you will achieve the same results I have. Who doesn’t what more time, less stress and increased productivity?

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More on Time Management:

Learn Common Mistakes You & Your Team May Be Making In Time Management

Put Time On Your Side, Not On Your Back

 

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Put Time On Your Side, Not Your Back!

Time management has become a topic of concern for many of the advisory firms that Ironstone works with. How do we control the amount of time we spend each day on needed and unneeded tasks while the world around us continually adds new means of technology, greater resources for us to utilize, and an endless supply of emails, tweets, blogs and messages?

In our last Time Management Blog, “ Learn Common Mistakes You & Your Team May Be Making In Time Management,”      https://aeschlapia.wordpress.com/2012/02/28/learn-common-mistakes-you-your-team-may-be-making-in-time-management-7/ we touched on the wasted efforts of multi-tasking. It still holds true today, that we must redirect our focus into single-tasking. If you are a multi-tasker, you will need to develop your own personal plan to switch from doing useless tasks (often involved in multi-tasking) to executing a strategy that ensures you remain single focused.

Ways You Can Change Improve Your Time Management Skills
List Three Top Priorities: Review your task list for the week. Choose three top priority tasks for each workday. This will allow you to hone in on the tasks that are priority items rather than randomly performing secondary tasks.

Scheduling: Block out fifteen minutes each day for planning. During this time, choose your top three priority items so that you can focus on those items at the beginning of each day. Schedule certain times every day for things like emails, phone calls, meetings, etc. Do not allow a fluctuation in this designated time.

Identify your time-wasters: Track what you do on a daily basis for several days. This will allow you to find where you are losing time. Time is valuable, we just need to know how to control and separate what is important at any given moment. By identifying your time-wasters, you can get rid of them.

Change your habits: Make a dedicated promise to yourself to change those things that are your biggest time-wasters. Write out your plan and follow it. Review it briefly each day to see how you did and what areas you can improve on.
Have good reasons to save time and reward yourself: If you make changes to improve your time management, reward yourself. Your reward will motivate you to make changes.

Get Rid Of Interruptions: If interruptions are a big waste of time in your day, find ways to get rid of them. Turn electronics off, disconnect from the internet or try closing your email. (*Tip: add a disclosure on your email indicating how often you check and respond to email.) You will be surprised at how quickly others respect your response. You can live without these interruptions and will be amazed at how much more efficient and productive you become.

Know your key times: Identify specific times of the day when you have the most energy. Align your priority tasks with those times.

Batch Your “To Do List”: We love this idea at Ironstone! Maintaining your to-do list and scheduling specific, allotted time during the day, will help you keep the list manageable and reduce stress. During the allotted time, complete as many of those tasks as possible.

Technology can be used to your advantage in saving time, but make an effort to beat technology time-wasters. If a lot of your time is spent online, surfing websites for the latest content and news, take advantage of having that information pushed directly to you by using RSS or “Really Simple Syndication.”

  • RSS is a great tool that you can use to aggregate news into one convenient location. Ironstone recommends setting up your own personalized page on My MSN, My Yahoo, Google or any of your other favorites.  On a regular basis, your RSS reader will automatically check your selected websites and will deliver the content to you in one convenient display. Watch the RSS video at http://www.efficient-advisor.com/tools-tips to learn how to set up an RSS reader.

Relocate: If you are receiving walk-in interruptions, phone calls, instant messages or even need to rejuvenate your energy levels, consider relocating to a place that will lift your mood and where you can be completely free of interruptions. A conference room, a library, a home office, etc., can aide you in completing tasks on-time in a fresh environment.

Taking Time To Make Time

Take control of your time management – the advantages will drastically improve the quality of your everyday life. When you feel that everything has to be done at once, levels of frustration increase. Don’t forget to celebrate! Time management is not an easy task. If it were, there would not be a significant amount of self help, customized training, checklists, and performance reviews regarding the subject. You owe it to yourself to pat yourself on the back if no one else does. Consider your new management skills a victory and own them! After all, you succeeded!

Take time and reap the benefits of time management.

Ironstone can assist you in improving the time management skills of you and your team.  Check out our Time Management Tool!– (TimeManagementTool)  We specialize in identifying problem areas and then implementing the strategies needed to align with the goals of your firm. Firms with time management programs in place have lower stress levels, peace of mind, a higher sense of achievement, increased energy and productivity and a healthy cultural work environment.

Follow us as we explore each of Ironstone’s Fundamental 4™!
Strategic Planning
• Business Development
• Operational Effectiveness
• The Human Element

You won’t want to miss our next in the series: The Human Element-Culture
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Learn Common Mistakes You & Your Team May Be Making In Time Management

Learn Common Mistakes You & Your Team May Be Making In Time Management

You are a fantastic multi-tasker!   What used to be a benefit is now in the top 10 of common time management mistakes!

We listed it in our New Years Resolutions NOT to make- ”Do Not promise to multi-task”.  To view our newsletter:   http://eepurl.com/ilLek

Have you hired a new employee because they are great multi-tasker? Are you praising your office manager who is always busy doing five projects at once?  The results of multitasking are documents and projects full of errors.  Survey’s are showing that there is a sixty to eighty percent reduction in productivity levels and a lack of concentration when employees try to multi-task.

What other areas are eating away at your day without you even realizing it?  Like many others, you have probably considered these to be assets to productivity, but in reality they are draining your employee and wasting time.  Do you value the employee who:

  • Has time to take on every project
  • Thrives on busy
  • “Never-takes-breaks”
  • Can never say “no”
  • Micro-manages
  • Gets a rush when they are busy or when the team is on overload

All of the above listed so-called qualities will lead to lower performance levels, lower team morale and stress in the firm.  They are merely misleading you to believe that effective people are busy.  The reality is that this busy addiction rarely means that you are effective and again leading to more stress in your firm.

Consider each of these so called assets in your employee a waste of time!  Train yourself, your managers, and your team to re-evaluate their time management systems.  Have everyone in the firm take a personal time-management quiz, and learn to slow down, focus, and provide quality instead of quantity.

 Other areas that you will want to evaluate:

·         How You Manage Distraction – employees can lose up to 2 hours a day from distractions

·         Procrastination – if a task seems too big, dedicate a small time each day towards the task and complete the task over time.

·         Scheduling Tasks – schedule low-energy work (like checking your email, returning calls, etc.) to the time of day when your energy level is at its’ lowest

·         Goal Setting

·         To-Do Lists

Time management really boils down to knowing how you can schedule your time effectively.  Know what your daily priorities are and know your goals.  By being aware of priorities and goals you will be able to create a schedule that is beneficial for you and your firm.  The next quality to teach your current employees or to look for in a new hire is……time management skills.

 

Ironstone has several aides available for your firm in developing healthy, productive time management skills.  Download our Time Management Survey Here!   TimeManagement

 

We want to hear from you!  What strategies are you using to improve your time-management skills?

 

Follow us as we explore each of Ironstone’s Fundamental 4™!

  • Strategic Planning
  • Business Development
  • Operational Effectiveness
  • The Human Element

 

You won’t want to miss our next in the series:  The Human Element-Culture In Your Workplace: What Culture Are You Cultivating At Your Firm?  Healthy or Toxic?