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Time Management Tools Increase Productivity

Douglas Manning — Fri, 24 Jul 2009 11:00:36 +0000

It’s important to develop a body of time management tools upon which you can draw upon week after week. Without these you are bound to just drift aimlessly and get much less done than you otherwise would.

In this article we’ll explore some of these time management tools and the context within which they can be used most effectively.

Getting things done will either allow you to have more leisure time or to get even more done.

Remember, there is nothing more satisfying than being able to cross things off your to do list.

Time Management Software

Basically, every single major software manufacturer has tried their hand at building some sort of group of time management tools.

Microsoft Outlook. The most famous among these may be Microsoft’s Outlook. Over the years, the big company from Washington has further and further honed the interface and effectiveness, much of this change being a reaction to users’ feedback.

Google. Some people (like me) prefer to use Google’s streamlined online time management tools. Theirs is definitely a work in progress, but if you are already using their Search or Gmail then you may find that it is easy and readily available to use their Calendar to keep track of your activities.

PDA’s And Other Devices. There are also many stand-alone tools on the market, too. Some of these come available on PDA’s while others can be purchased online or even in a store. Many of these programs are well worth a look, but will probably not prove to be super helpful unless you take the time to learn the different functions which they offer.

Primitive Time Management Tools: Plain Old Pen and Paper

Of course, the most widely used (and oldest) form of effective time management is still the old pen and paper.

Actually, this is still how I prefer to plan my days on a day to day basis.

A piece of paper can be easily folded up and put in your pocket, so it is very available.

Even a PDA or cell phone can’t match this quickness. Of course this method is a fairly poor method to manage your time if you want to keep any sort of record of the past.

Other Miscellaneous Time Management Tools

Many people have found other time management tools which they can layer upon the time management tools set forth above.

After all, once you have a written system that is working for you, you will want to further develop it so that it is working for you in the most efficient way possible.

Time Management Books. Take a look at the many good books that are filled with ideas about how to improve the speed with which you cut through your daily tasks.

Time Management Seminars. There is also a never-ending supply of seminars and classes (both offline and on) which can really add a lot of power to your efficiency.

In my opinion, the ultimate goal of all time management strategies should be to help you organize and cut through your to do list as fast and as soon as possible. To do so, you definitely must incorporate the use of time management tools to battle procrastination.

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Time Management Tools: Creating An Effective To Do List

Douglas Manning — Fri, 10 Jul 2009 11:00:02 +0000

Overwhelmed by work? Do you constantly face deadline and deadline? Do you repeatedly forget one or more important tasks at home or on the job? You need a better time management system.

The centerpiece to an effective time management system is the simple and effective to do list.

To Do List: Defined

At its core, a simple “to do” list is a

(1) prioritized (2) written record of (3) tasks that (4) need to be accomplished by a (5) date certain.

If your time management system lacks any of these key elements, it is doomed to failure. Often projects feel overwhelming and exert insurmountable demands on your time.

Left unchecked, this leads to excess stress, then depression and, ultimately, burnout.

On the contrary, a well organized list can increase your efficiency and organization. Furthermore, a to do list is an easy first step for you as you begin to incorporate more time management tools into your personal management system.

To-Do Lists are deceptively simple but very powerful.

They serve as a method of organizing yourself, reducing stress and as a way to review and reward yourself for a job well done.

Preparing a To-Do List

Write it down. Preparing a “to do” list is simple. Start with a blank sheet of paper and brainstorm all of the tasks that face you. You will find that the act of writing everything down will relieve a certain amount of the anxiety that you are experiencing. If a task is large or seems to be overwhelming, break it down into component steps. Remember, that you eat an elephant one bite at a time.

Prioritize. Go through the list and begin to prioritize each task. I write a letter by each task;

D = today
W = this week
M = Month
S = someday

If too many tasks have a high priority, go through the process again and take all of the tasks that “need” to be done today and allocate them to a certain day over the next week. For example:

M (Monday) – balance the checkbook (1 hour)
Tu (Tuesday) – mow and weed eat the yard (1.5 hours)
W (Wednesday) – repair the fence (4.0 hours)
Th (Thursday) – paint the fence (2.0 hours)
F (Friday) – change oil in vehicles (1.5 hours)

Always place an approximation of the amount of time necessary to complete the task next to the item. Also, remember, there are only 24 hours in each day.

Make an honest evaluation of the amount of “free” time that you have to accomplish these tasks. If the tasks are work related, this might be easy to do. If the tasks are non work related, you need to understand that you probably have no more than 3 or 4 hours a day to complete these tasks, assuming you are employed.

Using Your To-Do List

Depending on your type of work, you will probably utilize your to do list in your own unique way.

I personally prefer to keep the list short.

Authors Note: I limit myself to no more than two major projects at a time with 3 to 4 errands on any given day. If I consistently find myself with more to do each day, I begin to delegate what I can or eliminate it altogether if possible. I have faced burnout and do not intend to face it again.

Others might find it more useful to keep one large list and chip away at it day by day.

You will often find that unimportant tasks get carried over from day to day as other more pressing things seem to get accomplished.

Author’s Note: I would caution you to take a hard look at a task that never seems to get done. It may be that the task is unimportant or it may be that you are procrastinating for some reason. It is imperative that you figure out why it is not getting done and deal with it immediately.

If you feel unorganized and overwhelmed, then your first step to an effective time management system is a well planned “to do” list. If you use successful “to do” lists, you will ensure that:

You remember to carry out all necessary tasks;
You tackle the most important jobs first, and do not waste time on trivial tasks.
You do not get stressed by a large number of unimportant jobs.

So, take some time and write it down, prioritize it and enjoy the fun of putting that little black line through each task as you accomplish it.

SuccessHound.com

Need A Time Management System? Use These Tools For Effective Time Management

Douglas Manning — Mon, 06 Jul 2009 12:00:57 +0000

I have no doubt that you understand the importance of time management. But, do you understand that successful time management requires an effective time management system?

What are the characteristics of an effective time management system? Let’s take a look at a few key elements to an effective time management system.

Create An Effective To Do List

The human brain is incapable of remembering more than three or four things at one time.

As a result, you have to create a “to do” list in order to prevent last minute surprises. More importantly, a “to do” list is an effective tool for time management in that it allows you to effectively plan and prioritize your day.

My time management system requires that I organize my “to do” list into three categories.

First, I list the things that must be accomplished this day. Second, I list the items that I need to accomplish by the end of the week. Finally, I list the items that need to be completed within thirty days or more.

Furthermore, I always estimate the approximate time needed to complete the task. I then multiply that time by 1.2 in order to account for unexpected events and errors in time estimation. I write the estimated time next to the item on the “to do” list.

Learn to Say No

Do you love the feeling of being the hero at work? Can’t tell the brother in law “no” when he asks you to help build his deck? Do your projects keep piling up while everyone else seems to have plenty of time to spend with their families?

Friend, you need to learn to say “No!”

If you are currently feeling overwhelmed, you have probably ignored the impact that the constant demands of others have had on your schedule. You have to learn when your plate is full; and, more importantly, how to communicate that fact to others.

When you learn to say “No”, you will quickly be able to sort your friends from your leaches.

Your friends will understand and often offer to help.

The leaches in your life will whine, get angry, or make you feel guilty to get you to acquiesce to their demands for more of your time.

Quit doing anything for these people!!! They are using you up.

Look, if you waste your time and energy on the leaches in your life, how will you have resources to assist those that really need and deserve your help?

Separate the wheat from the chaff.

Learn to say “NO!”

It is a time management system in, and of, itself.

Reward Yourself When You Accomplish A Task

An effective time management system requires a system of rewards and punishments.

You are motivated by a system of pain and pleasure.

You will be motivated to do a task when the pain of procrastination exceeds the pleasure to putting it off. Here is a great article that explains this concept in greater detail.

The bottom line is that if you are not motivated to work to complete your tasks for the day, you are going to have a tough time developing an effective time management system.

Use rewards to motivate yourself to complete a task. Treat yourself to a cup of coffee, a soft drink or a candy bar.

This is an effective time management tool in two ways. First, the reward itself might be an important motivating factor for you. Second, rewarding yourself is an acknowledgment that the task that you completed was important and that you are a valuable person for completing it in a timely manner.

This is important as healthy self esteem is an important part of any time management system as well.

Work When You Are At Your Best

Every person has an internal clock. In order to practice effective time management, you need to know whether you are a morning person, afternoon person, or night person. Once you learn when you perform best, you can incorporate that into your time management system.

It only makes sense to schedule your most difficult tasks during the time you are likely to be getting things done.

Happiness Is An Effective Time Management System

Indeed an effective time management system requires a balanced approach.

If you create an effective to do list while learning to say “No”, you will decrease the number of items you need to accomplish at any given time. Learn to schedule the core of your work during the times you are performing at your peak.

Finally, reward yourself for a job well done.

If you incorporate these items into your box of time management tools, you will have created an effective time management system.

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