We all have the same 168 hours in each week, but there are some people who seem to accomplish so much more than the average person. Often, we refer to their ability to manage their time effectively. Are they really managing time? They will have the same 24 hour days as everyone else. What they are managing are their actions NOT time!
For years I boasted about my ability to effectively multi-task. When I studied my work habits I realized I rarely did even two things at one time. I often switched gears throughout the day, but was very focused on each task I completed. Not necessarily the definition of multi-tasking.
There are certain steps you can take starting immediately to manage your actions throughout the day. First, you need to do a “time study” of your current habits.
- How much time is spent on different tasks throughout your day?
- How much time is wasted talking about all you have to get done?
- How much time is focused on results-oriented activity?
- How much time is spent on urgent vs. important tasks?
- How much time is spent on passive incoming vs. proactive outgoing calls?
- How much time is spent at the end of each day planning for the next day?
- How much time is spent prioritizing your tasks for the next day?
- How much time is wasted worrying about getting things done?
The following are steps you can take to manage your actions:
STEP ONE:
Force yourself to fill out a planner for your next day, before you leave work.
If you are currently NOT a planner, learn to write down your six non-negotiable actions (closest to the money) for the following day. There are your top priorities which must be completed before you leave work.
STEP TWO:
Stop “talking about” or “worrying about” what you have to get done. Both of those activities are a great “time waster.” If you must worry about something, limit yourself to five minutes – then focus on solutions or actions.
STEP THREE:
Segment your day and focus on as many results-oriented actions before noon as possible. Attempt to complete 75% of your top six non-negotiable actions before noon. When you segment your day, you will form habits that ensure a greater return on your investment of time. It might be effective to hold incoming calls during morning hours so you can complete your most important actions.
STEP FOUR:
Stop answering emails as they arrive. Set aside time first thing in the morning, mid day and at the end of day to answer email. Email is one of the greatest distractions to results-oriented activities.
STEP FIVE:
“Swallow the biggest frog first!” Do the activity you dread most – first. If you don’t get a dreaded task off your plate, it prevents you from peak performance throughout your entire day.
STEP SIX:
Imagine a suitcase outside the door or your office and dump all your personal issues or challenges into the suitcase before you enter your office. If you drag your personal “baggage” to work, it can prevent you from focusing on work and limit your success. Inform your family and friends to only contact you at lunch or after working hours.
STEP SEVEN:
Don’t view any inappropriate websites during working hours or send inappropriate emails. If you want to participate on Social Networks, that activity is completed during evening hours, on your own personal computer – unless you are a Researcher or Sourcer.
STEP EIGHT:
Close your open door policy and set up certain times throughout the day that you will be accessible. It’s often easier for your co-workers to distract you than get their own work done. If you’re obviously busy, they will have to distract someone else!
STEP NINE:
Ask yourself constantly “Is This Best Use of My Time?” If your answer is NO than you need to delegate those tasks to someone else. You get 80% of your results from 20% of your actions. Once you identify your top talents which represent the 20%, the key is to focus your time on completing those exact actions.
You may not be able to manage time but you can control your actions and activities. Follow any of the above nine steps and you will achieve more throughout your day.
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If you missed Barb’s Webinar on 4.20.10 that gave you an inside peak at Candidate Next Step, you can view the recorded Webinar by clicking here now.
To your continued success,
Barbara J. Bruno, CPC, CTS
Good as Gold Training
Recruiting Tools: Candidate Next Step and Top Producer Tutor
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