Do you know about - Time administration Strategies: Get More Done, great and Faster
Small Business Saturday Facebook! Again, for I know. Ready to share new things that are useful. You and your friends.If you think there are just not enough hours in the day to do all you need to do, if it often seems as if you are chasing your tail, if you are underperforming, or stressed out, and don't know what to do about it, this could be just what you need.
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To this day I am always shocked when I study most of the clients I coach on time management have no organisational systems in place whatsoever. My clients are ordinarily super busy entrepreneurs, self starters, business habitancy trying to juggle work and home life... But they have no plan! And when you have no plan, anyone can happen.
In business and in life, you can't leave things to chance. The Eisenhower Matrix is a time management tool I didn't make up, but it is in my thought one of the most efficient and useful tools ever. Steven Covey, Owen Fitzpatrick and many other very acclaimed personal improvement authors have featured it in their books. Books you may have read. But have you been using it? If you are reading this post, my guess is no.
Well, let me break it down for you!
Consider for a occasion all the things you do on a daily basis. Work tasks, home chores, meals, workouts, family time, "me" time, time with friends, time surfing the net...
They all fall within one of the following categories:
Urgent & Important
(crisis management tasks-have a date/time limit)
i.e.: doctor appointment - Monday @ 10am
work meeting - Tuesday @ 2pm
report delivery - Friday @ 1pm
client appointments -
Non-Urgent & Important
(reflect your values-things that are prominent to you just because)
i.e.: work out
take microscopic Jenny to play in the park
walk by the sea with mum
Urgent & Non-Important
(things that should be done, but not immediately)
i.e.: clean the house
shopping
tidy work desk
Non-Urgent & Non-Important
(time wasters- distinct phone calls, distinct conversations, Tv, internet...)
i.e.: Facebook
Tv
A lot of habitancy write lists but they don't know how to use them to their advantage, so the things on them may or may not get done. Instead, make a list of all the things you have to get done today.
Now, sieve them through the matrix. The first time you do it, it may be a microscopic tricky to recognize the right spot, but as you do this more and more, you'll find it easier and easier. If you want distinct things done urgently, you can assign a date/time limit to them, so they come to be Urgent & Important. For example, if your work desk is in fact untidy, to the point that you waste hours every day just looking for things, then it makes sense to prioritise tidying it up so that all else will come to be easier. You have to organise things in a way that you'll be able to administrate them better from now on. You don't wait till you in fact stink to take a shower, do you? You take a shower every day. It's called "upkeep".
Once you've sieved your tasks through the matrix consider this:
Urgent & Important
You Do It!
Non-Urgent & Important
You Do It!
Urgent & Non-Important
You Put It Off Or Delegate It!
Non-Urgent & Non-Important
You Delete It, Get Rid Of It!
Now, all you have to do is transfer your prioritised tasks for today onto a agenda that suits the way you describe time, your personality, your lifestyle... A agenda that works for you! I see too many habitancy with A5 or A4 diaries or notebooks they rarely or never use; habitancy who tell me they use their phones, outlook, or just their heads to keep track. Ha! I say. We process over 60,000 thoughts a day; random thoughts on all sorts of things. And you are telling me you rely on your brain to remember all the things you need to remember? Even Einstein wrote things down!
Myself and most of my clients work in fact well with a simple excel sheet like this where you can track your week (see Monday Example):
Monday
6.30-7
breakfast
7-8am
Emails/calls
8-10am
client
10-11am
Blog post
11am-1pm
Workout and lunch
1-3pm
client
3-4pm
client
4-6pm
dinner
6-8pm
Review tomorrow's schedule/walk in the park
However, you can experiment with dissimilar types of schedules until you find one that suits you best. So what you do is you take your Urgent & prominent things first, and slot them onto your agenda (use a colour pen that denotes urgency). Then, take the Non-urgent & prominent things, and transfer them onto your agenda with a dissimilar colour pen. Then, transfer the Urgent & Non-important things (things that have to get done, but not necessarily today or now, or by you).
If you think that a task is going to take you an hour, when transferring it onto your agenda assign it an hour and twenty minutes or so. always add 10-20minutes "buffer" time. Why? Because stuff happens; traffic, a phone call, a knock on the door...
By the time you've filled out your weekly schedule, what you are going to realise is that you have more time in your hands than you thought you had! Then, and only then, you can consider time wasters...
Make sure most of your time is spent on the top two quadrants of the matrix: I certify you'll start to feel happier about your life and more in operate of things
I advise you display your agenda somewhere you can see it and refer to it all the time, and maybe make a few copies to bring with you when you leave the house/office. As you get through your day/week, I advise you tick off things as you get them done and observation the sense of accomplishment and pleasure it brings.
Setting up a few minutes every Saturday or Sunday to devise your plan for the week will free up tons of time and mental space that you can use to be more efficient and efficient in your business and your life. As well as doing this, I advise you keep a monthly calendar (a wall calendar with boxes you can write on is great) where you can also keep an overview of the four weeks ahead, so as well as retention track of the small picture, you are also aware of the bigger picture. And if you in fact want to make some big things happen this year, then a every year wall planner can make a huge difference too!
Happy planning!
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