Time Management

There is never enough time!

Do you ever feel like you've been running around all day and not accomplished anything?

I think everyone occasionally wishes there were more time in the day. We can improve our productivity and reduce the amount of stress in our lives by employing time-management techniques-not just at work, but at home as well.

I've always been a very organized person. Anyone who saw my desk at home may not think so, but at work, my Dad brags that I do the work of a full-time administrative assistant in three days or less.

The trick is to use the three "P's" prioritization, preparation, and participation.

Prioritization. Write down what you want to accomplish during the day, and rank everything according to how important it is. It is not a waste of time to sit down in the morning (or the night before, so you aren't up late worrying) to write a prioritized to-do list. You won't have to think about what to do next, and everything will get done faster.

Do the most important stuff first, and you will find time for everything. Even if you don't get everything done that you wanted to, you'll have finished the most urgent business and the rest can wait for a less hectic day.

Often, the most distasteful tasks become the most urgent, because we put them off until the last minute, but when prioritizing your day, remember what is important to you! Be sure to schedule in time to stop and smell the roses or watch your favorite TV show.

I can see it in your eyes. You think, "I do that! I don't have time for everything!" Remember, there are still two more "P's".

Preparation. Keep something on hand to do anywhere, anytime, and know when you'll have spare time to do it.

Try writing down everything you do in a typical day. Follow yourself around with a memo book, if you have to. Whenever you start doing something different, write down a brief description and the time. At the end of the day, look over what you've done. Ask yourself - and if you're not truthful, it won't work - whether you accomplished what you wanted to. Is there any time you wasted? Was there any point in your day you found yourself waiting? You can use those bits of time when you're waiting in line, waiting for the microwave, trying to fall asleep or just waking up. Keep something on hand to read, or a memo book to write in.

Start keeping something to do at home, at the office, and in the car for those unexpected moments when you find yourself with spare time.

Your local office supply store has a lot of stuff that can help you keep up. They have day planners and calendars, but I prefer my trusty notebooks:

1. Half-size notebooks with dividers give you the space you need and separate sections to keep you organized, while remaining portable.
2. Memo pads are easy to slip into your pocket or purse when you don't have room for a larger notebook.
3. Regular sized notebooks or legal pads are great for complex lists with lots of description.

Still don't have enough time?

Participation. You aren't the only one who should be responsible for getting things done. Other people in your office or family need to participate in the workload. In other words, delegate. You may not be able to do everything yourself, but you can rope somebody into helping you out. Put your kids to work. Give a more challenging project to your intern or assistant. Remember, you are not alone.

If you've done all that, and still don't have enough time, take it one step further. Start finding ways to kill two birds with one stone. Get exercise by taking a walk during your break. Read while you eat. While you're watching TV, do some quiet chores, like folding laundry, or use commercial time to do little things that don't take too long.

Prioritization, preparation, and participation will allow you to take advantage of the time nature has given us every day in the most effective way possible. Don't ever give up your cherished time again! Stop worrying about not having enough time. Instead, worry about how you're going to spend all that extra time you find.

last updated August 2, 1999