Time Management
ARTICLE
Psalm 90:12
"So teach us to number our days..."
Luke 19:11-27
The parable of the "Pounds." The master left some commodity with each of the servants.
They each had the same amount. Each was called to account for what they achieved with their pounds upon His return.
It is helpful to think of our activities as falling into TWO Categories:
a. Non-discretionary:
All we can do is manage these matters in such a way as to have more time for discretionary involvement.
b. Discretionary:
The things we choose to do based upon visions, values and purposes.
Our goal is NOT to become busier - but rather to become more effective in managing our lives so as to allow more time for:
a. relaxation
b. family time
c. being with friends
d. recreation
e. tackling new challenges and dreams
Time cannot be stopped, saved, traded, or slowed.
Our choice is whether we waste it, spend it, or invest it.
The real issue in the tips we share under the heading of "Time Management" is technically
"Self-Management" or "Self-Discipline."
The following list of "Self-Discipline" tips is not intended to be a "Life-Style,"
but rather a GAME PLAN for those segments of life when one feels overwhelmed with too much to do and not sufficient time to accomplish all the demands.
The LIST is not arranged in any particular order.
Find the handful of suggestions which fit your situation and use them.
The time you find available should not be used for more work, but rather be considered a REWARD for your self-discipline.
50 Self-Discipline Tips
1. Just say NO.
2. Use a stand-up desk. This is especially helpful when sorting mail, reading memos, articles, and studying.
3. Hold stand-up meetings. People will stick with the focus of the meeting if not allowed to sit.
4. If your office has an open door, remove all chairs from around your desk.
When people come in the clear message is that this is not the place to loiter.
5. Stay out of sight.
Use the back door when possible.
This prevents you from appearing rude.
6. Use to-do lists religiously.
QUOTE: A commitment unwritten is nothing more than a nice intention.
7. Use a time analysis sheet for a week.
Compare (in fifteen-minute blocks) what you planned to do versus what you actually did.
Are there patterns?
8. Work off a desk calendar.
a. This helps you avoid the pressure of having people looking over your shoulder while you are checking your calendar.
b. This helps you avoid making priority decisions on the spot.
c. You keep all the details of your schedule in one place.
9. Establish and review your life-priorities.
QUOTE: If I don't know my priorities, everybody I meet will set them for me.
10. Have several different day-planning sheets. Familiarity breeds contempt.
11. When you suddenly remember something you've forgotten at night, get up and write it down.
Do the same during the waking hours while at home. Have a designated spot for notes you make to yourself.
12. Habitually carry a stash of 3 x 5 cards or post-its.
13. Close your door. The single most effective time saver.
14. Do tasks which require creativity in your peak times. "Know Thyself"
15. Do mundane but necessary tasks in your down time.
16. Exercise regularly.
QUOTE: When I'm really busy I just cannot afford to neglect prayer, exercise, and Bible reading.
17. Handle (most) paper only once!
a. We usually don't do this because we are afraid to make decisions.
QUOTE: Most of the great challenges of our lives are simply decisions we really don't want to make.
b. This is the fundamental principle which leads to a clear desk.
18. Develop a habit of punctuality.
QUOTE: If you're on time... you're late.
19. Do Two things at once. Example:
-- Drive and listen to tapes.
-- Carry cards for memory work while waiting.
-- Always carry reading material to read while waiting.
-- Exercise while waiting.
-- Work while on "hold" by using speaker phone.
20. Sleep well!
QUOTE: Weariness makes cowards out of all of us... and cowards seldom make bold decisions.
21. Think of your week in twenty-one blocks of time. After you have nailed your priorities, block them off first! Push yourself to complete all work by self-imposed deadlines.
QUOTE: Work will always expand to fill the time allotted for it.
22. Avoid events and invitations which only boost your ego.
23. When possible double your work results. Use what you do is multiple ways.
24. Become a filer, not a piler.
25. Leave your work space clean each night. The only piece of paper which should be visible when you arrive is your daily to-do list and emergency post-its.
26. Take once-a-day vitamins. Sickness lessens productivity and usually indicates I am not handling stress well.
27. Be prepared for personal appointments and phone appointments.
28. When the purpose of a visit is accomplished, end it.
Remember the 80/20 rule: 20% of the time is used dealing with the business at hand.
80% of the time is spent to "be liked."
29. Do what you dislike doing first, when possible. Schedule a reward at the end.
30. The most difficult part of most tasks is beginning.
31. The goal of a TO-DO LIST is not to have a long list, but to cross thing off in proper order.
32. Don't read the whole book-find the meat, and put the book away for another time.
Remember the 80% rule applies to books too. 20% of the book has 80% of the content.
33. When you're very busy, avoid new things. Stick with routines. This requires less emotional energy.
34. Do first things first and second things not at all.
35. Avoid pleasure reading (newspapers, magazines).
36. Keep business breakfasts and lunches to a minimum.
Most of them are simply to "be liked."
37. Communicate by FAX and e-mail. Excellent medium for relaying facts, but not for building relationships.
38. Return phone calls in one segment. Remember, this is for their convenience, not yours.
Leave messages which answer their questions on the recorder.
39. When on the phone, deal with the business and hang up.
40. If possible, do correspondence with dictation.
41. Meet in their office. This means you can leave when the meeting has been fulfilled.
42. Ask them to drive to meet you.
43. Schedule back-to-back appointments. This forces closure.
"I really hate to be rude to George who is waiting to see me. I'm sure you understand."
44. Keep a time log for one week.
Compare what you planned to do with what actually took place. Are there patterns?
45. Scrutinize on-going commitments harder than one-time commitments.
46. Screen all calls (secretary, family, answering machine).
47. Do annual planning.
48. Do your most bothersome tasks first. Get rid of the distraction.
49. Delegate:
a. low priority items which won't have much impact.
b. to someone who can do it 80% as well as you. Those people are easier to find and you won't be threatened.
50. Avoid television like the plague!
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