"Learn How To Handle Your Time Better" Report by AWESOMELIFE.COM FREE Marketing and Business Resources

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time management
Learn How To Handle Your Time Better by Gerry Robert

Our own research and that of leading universities from America indicates that sales management correctly assesses a major reason for poor productivity to the lack of time management skills within their sales forces.

In particular, procrastination and interruption top the list of personal productivity killers.

Here are some methods being used by major corporations to curb the time problems.

PROCRASTINATE ON PROCRASTINATION

A doctor turned to his patient and said, "Bill, I have some bad news and some worse news."

"Hold in doctor," said the concerned patient, "I can handle bad news and good news but bad news and worse news?" The doctor asked which on one he should share first.

Bill wanted the bad news first. "We," the doctor said sadly, "the result of all the tests are in and you only have 24 hours to live." "What? If that's the bad news what could possibly be worse than that?" The doctor replied apoligetically, "We found out yesterday and forget to tell you."

It is relatively easy to come up with many excuses for putting things off."

We don't have the time right now.

"I will get around to it later. Let me sleep on it first. There is a lot of time to do that this weekend."

Why do we procrastinate? the reason is quite simple! It is easy to put off the unpleasant, difucult and time-consuming tasks. In essence, procrastination is nothing more than a time waster.

It causes many more head-aches than cures. Think right now of all the small tedious things you have procrastinated about in the past week, month, year, decade. They are all cramping your brain.

So we only do those tasks that scream the most, as it were. We rush to finish them.

The minute we lick the envelope we motice we forgot to insert the letter. We start cooking hamburgers only to remember the BBQ gas tank is empty.

There is a cure for procrastination! Look in a mirror and you will see the cure. The only person who will manage you is You!

PROCRASTINATION STRATEGIES

Start The Task
Get going even if you have failed at it in the past. If you want to win, you must begin. This seems obvious but if you have been procrastinating at something, just make a start at it and you will have begun the process of success.

Block Off The Necessary Time To finish The Job
Chances are very remote that you will ever get done without it getting scheduled into your calendar. We procrastinate forever because we don't block off the necessary time to finish the job.

See The Job In Bitesized Pieces
You will never start losing weight if you see the whole project in one lump sum. An alcoholic would have difficulty picturing himself not drinking for the rest of his/her life.

They can handle not drinking for this 24 hours period. "One day at a time" is a popular slogan among self-help groups.

Adopt A "Do It Now" Mentallity
People who conquer procrastinations problems learn to become"Do It Now'ers". They never wait until tomorrow to do what they know should be done today. They put things back after each use. They refuse to delay.

Set Up Objectives
We already discussed the need for objectives in life but it bears repeating here as it affects the procrastination dilemma. Set a goal to accomplish something you have.

Review Accomplishments
Winners in life dwell on their successes. Losers constantly focus on their failures. It is of value to remain yourself of areas you have succeded in winning the procrastination game.

Reward Or Punish Yourself
Now I am not expousing deviant behaviour by suggesting you conquer proscrastination problems by punishing yourself. What I am suggesting is that you find some way of punishing negative behaviours like not doing things you said you would do.

One manager I know buys all his staff lunch out of his own pocket, if he does not have his reports in on time. If he promises to deliver something and procrastinates, he has to fork out cash and for him this is negetive reinforcement for negetive behaviour.

Similarly if you have successed in doing a task, you have long procrastinated in doing, reward yourself. We tend to repeat those behaviours with positive reinforcements and shun the neagtive reinforcers.

HANDLING INTERRUPTIONS

If interruptions are a problem for you, consider using the strategies listed below. The way to determine what is a problem with interruptions, ask yourself "Am I receiving low-priority interruptions during projects?" If so, consider practising these steps to curb the time wasting interruptions.

INTERRUPTIONS STRATEGIES

Schedule closed door periods
Many people think the only time you are really "busy" is when you have a person with you.

A secretary looks into an excutive's office sees no one and falsely assumes that he is available.

There is nothing wrong with scheduling time in your daily planner that will allow you to avoid the time wasting activity called interruptions.

Let Others Know You Cannot Be Interrupted
If you want to eliminate interruptions, schedule closed door "uninterruption" periods. Let others know you can't be bothered for any other reson than if the building is on fire. And only if the fire is approaching the floor below at that.

If Interrupted, Stand Up
Do you want a technique that is guranteed to cut interruption time in half? Stand up as soon as an interrupter enters the room. Simply stand up while they speak. They will soon get the message, "Be quick, I'm busy."

If someone enters a room to interrupt you and you invite them in and sit comfortably, put your feet up on the desk, offer them coffee, what message do you think you are converying to them? "Sure come on in, let's talk, what I was doing isn't really important. Use my time in any way you see fit."

Avoid Eye Contact
Ergonomic experts are now realising the importance of eye contact in office design. It plays a role in employee productivity. They are now designing offices to ensure less eye contact.

I have been on the telephone speaking to someone long distance, someone walks by my office and because we make eye contact they feel free to start speaking to me at the same time. It blows my mind.

So one way to lower interruptions is to make less eye contact with people. This is particularly true with telephones. Be sure to face a wall while on the telephone.

Make Fewer Trips Through The Office
Now this may seem a bit trivial but are you aware how much time is wasted in a day by running for coffee, water and the washroom?

What I am suggesting is becoming aware that when you leave your work area you are a prime target to get sidetracked.

60 PRACTICAL TIME MANAGEMENT TIPS

when cleaning out closets, storerooms etc, label them "scrap", "give away" and "keep"
If you haven't used something for over a year, don't let it take up prime space.
Schedule a "quiet hour" each day and consider it non-negitiable.
Don't let others infringe on your valuable "prime-time".
Each evening get out eveything you will need in the morning.
Use your planning calendar to schedule your "to do" lists.
Schedule "appointments" with yourself.
Have an office in your home for writing and filing.
Take advantage of self-inking stamps to save time.
Delegate whenever possible.
Get things done during commuting time.
Make up casseroles in double quantity and freeze them.
Throw out as much correspondence and other perperwork as possible.
Store jewellery in egg cartoons inside a drawer.
Maintain a stock of frequently use items such as paper goods, light-bulbs, garbage bags, paper clips and post it's.
Make minor decisions quickly.
Don't waste time agonising after decisions.
Store items close to where they will be used. Duplicate where necessary.
Clean the bathtub during a shower, it is easier working from the inside.
Keep desk supplies in your brifcase or car for those unpredictable delays and waiting periods.
Say "no" more often. Stop volunteering for everything.
Don't keep shuffling paper. Handle each one as it appears.
Start early in the morning.
Don't read passively. Search for ideas. Use high-lighters. Make marginal notes.
Don't store magazines. Tear out or photocopy relavant articles.
Set a deadline on all tasks and stick to it.
Always carry a small scratch pad with you for note-taking.
Plan in advance your TV viewing time. It can be a real time-robber.
Use colour labels to flag important dates in your planning calendar to highlight urgent requests that come up.
Carry a supply of "post-its" note in your planning calendar.
Review "junk mail" during low energy time ( the last 15 minutes of the the day)
Take only carry on bags while travelling in airports. Delays occur when waiting for checked bags.
Use only transparent containers for leftovers so you can see what you have in the refrigerators.
When leaving a message to call you back, indicate the best time to call you back.
If the person you call is not there, try to get the information you need from someone else rather than leave a message to call back.
Keep paper and pen handy in every room.
Carry a portable "Trident" three-hole punch (1 1/2 inch wide x 10 1/4 inch long x 3/8 inch think) in your briefcase or meeting binder.
Record the time you must leave the house in your planning calendar when you must attend meetings some distance away.
Have mere keys made than you think you'll need.
Don't be a slave to your telephone. Take messages during the dinner hour - or ignore it completely.
Make doctor and dentist appointments first thing in the morning so you're ahead of the crowd.
Keep a supply of greeting cards and stamps on hand. Also gifts.
Put away materials immediately after use. Clean up the mess as it's generated.
Use a highlighter when reading letters, reports, etc so you can mark those parts requiring action.
Always confirm appointments, don't assume the other person wil remember.
Use stracking trays to sort mail as to bills, correspndence and junk mail.
Place colour dots on all your credit cards for easy indentification.
Photocopy both sides of your credit cards (about nine per page) and leave a copy at your home and office as well as carry one with you.
Use driving time to listen to cassette tapes.
Record ideas from cassette tapes by dictationg into a pocket recorder.
Keep a pocket recorder in your car for recording ideas, information, things to do, etc, as they occur to you.
Subscribe to newsletters related to your profession to cut down on reading time.
Colour code your various keys with small plastic rings available in many stores to avoid fumbling for the right key.
Photocopy birth certificates, marriage certificates, etc, and keep them in your files.
Form the habit of taking your planning calendar with you wherever you go - even on vacation.
You can record those ports of call, your favourite restaurants, hotels, people youmeet, etc.
Store empty clothes hangers to one side of the closet and use as required. Don't let them mix with used ones.
Keep a presonal effect tote bag equipped with all personal items from tooth-brush to travel hair dryer and use it only for travelling.

Final ways to delegate more.

Shorten telephone calls.
Phone instead of writing.

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