10 Time administration Techniques

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Many of the population I work with have often only recently left full-time employment and are in the process of setting up their own freelance businesses. Quite a few struggle with how to use their time effectively. There are so many things to do and so many competing demands for our time that it can be difficult to know where best to invest it. So here are some thoughts:

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1. Integrate your personal life with your pro life. You don't have two lives you have one. So resist the temptation to live as if you were still employed and trying to originate 8,9, or 10 hour days. If you feel that you want to post a blog on a Saturday evening then do it. If there is an important event with your kids on a Monday afternoon then go to it.

2. Make sure your daily, weekly and monthly tasks are set out in lists. Do the most important things on these lists first. I like to make a list on the evening before then do the most important thing on it the next morning - that's my most creative time. Just a straightforward paper list is fine.

3. Don't do things that you can authentically give to someone else to do. If you can get other someone to originate your website quicker than you could then do it, likewise your letter heads or business cards. If someone can do it quicker and more efficiently then outsource it to them.

4. Get the 'big' things' done first. That means not spending a lot of time over small decisions. Don't spend ages worrying about how your business card looks or the commas in your latest article. Get it done or move on (preferably both).

5. Try not to work in a communal area in your home. This is not always inherent to accomplish but if you can you'll be more sufficient without the distractions. Tv off, door closed, and keep interruptions to a minimum.

6. Invest money in time-saving decisions. If your sales letter, record or brochure is 80% done, don't spend the rest of the day looking for problems on it. Find someone else to proof read it - pay them if necessary. If you have need to originate new markets - consider looking a provider of business lists rather than trying to find new customers yourself.

7. Be disciplined with your personal and family time. Don't let population invade this. Dedicate hours in the day that you want to spend with your kids. Leave a message on your phone or an 'Out of Office message on your email responder to say that you are busy at that occasion and you will caress the caller as soon as you can.

8. Plan important appointments, plan them well in advance. If you have a talk or a pitch to give or a meeting with a customer, plan backwards and begin with the deadline. Diary in the tasks on days important up to it rather than trying to do all the tasks in one go - you'll be much more sufficient and focused this way.

9. Do what you feel is right at the time. Don't force yourself to do things like phone calls or letter writing if you aren't moved to do it at that time. Do some content or stock creation. If you aren't ready to do some serious work yet then choose a personal or family item on your list and do that first.

10. Build in some time for the unexpected. Never try to pack your day with activities that you don't have any space for any thing else. Most professionals build in a microscopic 'wiggle' time just in case of emergencies. A frantic customer rings desperately to speak to you. If you have some 'wiggle' time built in to your day then you can deal with that.

This is just a list of 10 things you can do to carry on your time - there are tons of others. Annotation in the box below if you have any more to add - we'll include it in a revised list later. Don't forget to put your name in the box at the top right of this page so you'll know when we release it.

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Time administration Strategies: Get More Done, great and Faster

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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

Google

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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