Time Management

Time management isn't just about being well organized anymore.

You planned on getting to work early tofinish the project that's due today but now the car won't start. You know youwrote the mechanic's name down somewhere but now you can't remember where youput it. You frantically search through your notes, but you can't find itanywhere. There's no way you're going to have time to finish your project. Youstart to panic.

And the clock just keeps ticking.

However, there is light at the end of the tunnel. Although lifewill always provide us with its little twists and turns, once we learn some key aspects of time management we can begin to manage our time more wisely. Much of the day-to-day chaos in our lives can be reduced or even eliminated.

The first step in learning how to manageyour time is to develop a general work schedule. Your work schedule shouldinclude time for yourself as well as time for the maintenance of your business.

After you've defined the major elements ofyour workload, the next step is to prioritize them by identifying critical timemanagement deadlines, routine maintenance items, and fun/relaxation time.

Answeringquestions like "How much time do I have to make this decision, finish this task, or contact this person?" will help you to start identifying whatneeds to be done immediately versus what can wait. Setting priorities depends ondeadlines, how many people you must call to get the information you need, andwhether you can delegate or get assistance from others.

If you are involved ingroup projects, reserve additional time for communication and problem-solving.

Once you have identified your priorities,look at all of your options for achieving them. Evaluate and move forward withthe ones you feel are the most useful for you. The only time to considerchanging approaches mid-task is when you know the change will save time. If youare in doubt, it is usually best to consider in the direction you started.

By setting up your work schedule andidentifying your priorities, you have already started down the road to moreeffective time management. Other time management suggestions you may find usefulfor managing both your business life as well as your personal life include thefollowing:

• Contract out tasks. Contract out tasks you do not have the expertise to complete. Your client will appreciate your honesty and effort to get the best result.
• Start with the most worrisome task. Start the morning, afternoon, or evening with the most worrisome task before you. This will reduce your anxiety level for the next task.
• Complete deadline work early. Not only will this reduce stress and lighten your work schedule, but it will also give you more self-confidence about managing your schedule.
• Know your capacity for stress. When you are hitting overload, take the break you need (even if it is a short one) when you need it.
• Stay organized. Take time at the end of each day to briefly organize your desk and make reminder lists of tasks for the next day or week.
• Take advantage of "down time". Allow yourself some "down time" between busy periods to review your time management plan - schedule and reevaluate your priorities.
• Get physical. Physical exertion such as walking, bicycling, swimming, or organized sports activities helps to discharge stress. Stretching, yoga, jumping rope, sit-ups, playing with children, or doing yard work are other types of therapeutic breaks you should consider during times of stress.
• Have fun. Be sure to have some fun while working or playing; a good sense of humor can keep most problems in perspective.
• Divide up your time. Decide how much time to spend on business development, personal needs, volunteerism and family. Start by allowing 25 percent of your time for yourself. Each time you make a commitment, set a timeline for your involvement. Remember that maintenance takes at least 25 percent of the time you spend on any project whether it's business, marriage, or serving on the board of a non-profit organization.
• Build flexibility into your time management schedule.Your availability to family and friends depends on the flexibility you build into your schedule. Female business owners frequently have the primary responsibility for making sure family members are cared for when they are dependent or ill, so it's necessary to leave some time in your schedule for emergencies or to have good backup resources. Get to know your neighbors so you know who to call on for help in times of crisis.

In the bigger picture, consider therelationship between your business life and your personal life. Be as realisticas possible when answering the following time management questions, keeping in mind what is mostimportant to you:

• Whatare your long term goals? Your partner's goals?
• Whereare the conflicts, and where are thesimilarities?
• What is it that you really want to do? List all possible ways to accomplish this.
• How long will it take you to reach your goal?
• How do your timeline and goals affect your family (parents, siblings, partner, children
• How do your personal goals conflict with or match your business goals?
• How much time can you donate to community programs?

Don't underestimate the toll that emotional stress takes on your physical health and your ability to concentrate on your work or enjoy quality time with your family. Effective time management willensure you have time for the importantpeople and events in your life.

To that end, don't just manage your time, use time management to manage yourlife!

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