Best Practices in Time Management

Not only does time spent planning increase your productivity and save you money but it’s estimated that each minute spent in planning saves ten minutes in execution, according to Brian Tracey, Time Power. New York. Each tool below can contribute positively to your overall productivity but begin by choosing one that resonates with you, implement and then introduce the next.

1. Set Your Goals: Clearly defined goals are only the first step to get you to where you want to go. The next step is to schedule the time in to work on them.

• Write down three kAos SMART ^TM goals
• Simple, Measurable, Achievable, Real and *Timetabled

*Timetabled refers to scheduling the next step in your calendar with a start and finish time

• Keep in plain sight
• Review the benchmarks associated with each goal – weekly
• Use your goals to keep you focused and on track

2. Manage Procrastination: Is it really procrastination or do you need a block of time to start or work on a larger portion of the project?

• Schedule time to plan the project and break into manageable pieces
• Set time lines for interim completion points
• Delegate where possible / Collaborate when necessary

3. Manage your Meetings: People who value their time value agendas

• Agendize (this is a new word ‘ it’s a blend of agenda and organize) your meetings

1.    Title agenda items as follows: review, discuss, decide or other
2.    Allocate specific amounts of time for each agenda item
3.    In the meeting – define who is responsible for each deliverable  and when it is due

• Following meetings that you attend

1. Allocate 15-20 minutes to review, draft communications, schedule your action items, and then move on with your day

• Optimize your time by scheduling meetings in the same area, on the same day, or back to back

4. Write it All Down: One master system (you can trust) for your actions, ideas and thoughts

• Schedule appointments in one calendar
• Enter contact information in one database
• Update tasks in one task area
• Create templates for actions you repeat
• If it’s a project ‘ no matter how big or small ‘ create a project file

5. Conquer paperwork: Have an effective paper control system in your office. With the kAos Group Core Four System^TM you can control the paper in your world using 4 sections:

• To Do / To Pay / To File / To Read
• Visit http://kaosgroup.com/downloads/kAosCoreFourSystem.pdf for your own kAos Group Core Four^TM work book.

Our guest blogger this week is Deanne Kelleher, founder and owner of kAos Group. kAos Group  is a Toronto-based professional and personal organizing consultancy. At kAos Group, they counsel clients to lift the weight of what isn’t working by providing practical solutions to optimize productivity, increase profits and enable individuals and teams to move forward more easily.

For more information visit  www.kaosgroup.com.