Tips for Time Management

As a business coach and advisor I have found that Time Managment is one of the most difficult issues for the harried entrepreneur to master.  Here are some tips that should help. 

We all begin our days with the best of intentions to be as productive as possible, but we frequently find our¬selves "sidetracked" by the day-to¬day unforeseen circumstances that tug us in different directions. Here are some tips to help you navigate around day-to-day time "hazards."

* Set aside 15 minutes to a half hour at the end of each day to review what you’ve accomplished and to make a To-Do list for the next day. Prioritize! Either list the tasks in order of importance or assign a letter to each task "A" being urgent, "B," important, and "C," of less importance. The next day, pull out your list and take care of your priority tasks first.

* Some times it’s good to get "lost," because you can’t be found and interrupted. If possible, schedule blocks of time out of the office to complete important pro¬jects. Work at your library, your home office, or a local coffee shop. Or set time to close your office door and let employees know that time is sacred.

* Coming and going from the office to run errands can be a time¬waster. Group errands to the post office, store, and bank to make the best use of your time, or, if possible, delegate them to an employee.

* Take a break or two. Take time to breathe, relax, or stretch. Don’t skip the morning coffee break. If you work on a comput¬er for long stretches of time, be sure to stand up and stretch your arms and legs.

* Are you in control of your paperwork, or is controlling you? If you have difficulty finding important papers, hire someone to help you set up a simple filing system.

* The manner in which you organize and plan is up to you, whether your choice be a detailed planning system or simple To-Do lists. Electronic devices are great when you’re on the go and computer software calendars and organizers are useful for those who travel with a laptop. You might find a program like Microsoft Entourage, which provides project management tools, helpful. The important thing is to choose a system that works best for you.

* Technology is a godsend, and a curse. E-mail, the internet, and faxes are fantastic business tools, but they can be great time¬wasters as well. Unless you have urgent outgoing or incoming communication, check your e-mail and faxes after lunch and again later in the day. Respond to the most urgent and put the others on your agenda for the next day. As much as possible, set aside a scheduled time for e-mailing, faxing, or surfing the net. This will make it easier to set limits.

* Communication is important, but too many phone interruptions can leave you with a feeling you’ve accomplished nothing. If your days are fragmented with incoming and outgoing phone calls, and if your business allows, schedule blocks of time dur¬ing the day to return or make calls. Consider hiring a secretary to answer and screen calls, or allowing calls to go to voice mail if you’re in the middle of a project. Cell phones are a great way to keep in touch, but again, allow yourself some down time; don’t be afraid to turn your cell phone off.

"Time is the coin of your life. It is the only coin you have, and only you can determine how it will be spent. Be careful lest you let other people spend it for you."
Carl Sandberg