More Notes From My Planner

Here are some more notes and lists from a planner by At-A-Glance.

Time Management Tips:
1. Set Goals.
Write down your goals (it’s only a wish until you write it down)
Goals must be useful, mesureable, and attainable
Prioritize your goals using the “A, B, C” method: A = High, B = Medium, C = Low
Evaluate your goals daily
Visualize your goals – imagine how you will achieve your goals and “do it”

2. Avoid Procrastination
Procrastination is the one time waster of which you have control
How to keep procrastination under control:
a. slice the task into more manageable pieces and start on the easiest one
b. get a clear picture of the task by discussing and rationalizing with others
c. designate interim completion points
d. chart your progress
e. set a deadline for completing the project

3. Minimize interruptions
The average employee is interrupted every 9 minutes. This equals 48 interruptions per day.
How to handle interruptions:
a. if it’s necessary, handle immediately
b. if it’s unnecessary, stop it or avoid it
c. if it’s untimely, reschedule it

That sounds like Getting Things Done

4. Manage your telephone time
The telephone is both a terrific time saver and an insidious thief. Unfortunately, phones are a primary source of interruptions. In fact, 40% of managers spend more than two hours per day on the phone.
How to manage your phone calls:
a. screen your calls through an assistant or answering machine
b. if the person you’re calling isn’t available, leave a precise message – you’re more likely to get an answer back without having to call again
c. use automatic dialing to save valuable time
d. return calls before lunch or the end of the day – people get to the point faster when lunch or quitting time draws near
e. keep a phone log in your planner to record decisions and discussions

5. Conquer Paperwork
You should handle paperwork only once. Try the TRAF system (citation to Stephanie Wilson, “Getting Organized” and “The Organized Executive”)
Here are some tips on how to TRAF:
Toss It: if you have an assistant, delegate the sorting, screening and tossing of mail.
Refer It: keep a folder handy for each person you deal with on a regular basis – when that person comes to see you, open the folder and take care of all the items at once
Act On It: start an action folder or action page in your planner
File It: with a discard date on papers that will outlive their usefulness and clutter your files

6. Plan Shorter and More Effective Meetings
Meetings can be a big time waster. Before you set up a meeting, evaluate your agenda and determine if the information could be shared more efficiently by distributing it with a routing slip.
If it’s necessary to schedule a meeting:
a. Don’t allow more time for meetings than necessary – many times all the tasks can be completed in less time than originally scheduled
b. distribute the meeting agenda at least one day in advance and don’t overload the agenda
c. start meetings on time, even if everyone is not present
d. don’t schedule a meeting for more than 2 hours; beyond that, concentration suffers
e. issue minutes promptly
f. attend meetings only if necessary

Twelve Valuable Tips For Getting Things Done
– Use lists
– Maintain a time management system. Use your planner
– Set goals and priorities
– Build strong working relationships with others
– Do the worst first
– Identify time-wasters and eliminate them
– Take control of your time
– Organize your home and office
– Use the right equipment
– Learn to say “No”
– Delegate
– Just do it

Image from Wikipedia, assumed allowed under Fair Use

Page created on 2013-11-07_23:50:26, last modified on 2022-02-17_0:10:12.

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