Maximizing Your Most Precious Resource
By Linda A. Hunt
This month, I have been really frustrated – there just does not seem to be enough time in the day to get everything that I need to done. I was becoming irritable and burnt. Then it hit me! I was not maximizing my most precious resource - managing my time and I was allowing those “Time Vampires” back in.
A “Time Vampire” is anything or anyone that steals your time – a new employee, a talkative client, the telephone, your mother-in-law, broken office equipment, etc. Time is an irreplaceable resource and effective use of your time, more than any other habit, increases your productivity. While it is important to understand how much time you spend on activities that produce a result, it is equally important to identify ways in which your time is stolen from you.
Here are the 6 secrets I use to eliminate “Time Vampires” and maximize my productivity:
1. Create a Daily Routine. I actually do this by the week. I have an excel spreadsheet that lays out what I will work on during the week and when. It includes everything from answering email to the time I will have lunch each day. I do this on broad terms. For example, Monday 10 AM to Noon bookkeeping.
I also schedule in two hours of unscheduled time just to handle those unexpected things that come up.
2. Plan Your Phone Calls. Plan your phone calls. Make a brief note of what you want to say and what you want to find out. It saves time for everybody and makes for better communication.
3. Set “Do Not Disturb” Periods. Plan a definite time each day when you conduct a meeting with yourself!
4. Don’t Over-Commit. Beware of over-commitment. Remember you are the only one who can protect your time. Learn how to politely say “no.”
5. Set Deadlines. Set reasonable deadlines for all jobs and stick to them. Available time always gets filled with something!
6. Think, Then Act. Avoid the “Shoot First, Ask Questions Later” phenomenon. Think first, then act. Nothing is so urgent that there is no time to consider the decision-making process.
Tags: Bookkeepers, Business Owners, Systemization, Time Management
