My guest author, Randall Davidson pays close attention to innovations and strategies that help people manage their time better. As the busy lead project manger of AudioTranscription.Org, a transcription service, Randall needs to operate as efficiently as possible. His transcription firm offers corporate transcription services, so that busy corporate executives can have their important audio notes transcribed into text.
Time is one of our most valuable commodities in today’s busy world. How many times have you said, “There are simply not enough hours in the day”? The following are 10 time management tips everyone should know in order to maximize their time:
- Make an effective to do list. A busy day often involves so many tasks that we often find ourselves flitting back and forth between things, but getting very little accomplished. The evening before a busy day, make a list of the items you need to complete the next day. Prioritize them, and place the most important items at the top of the list.
- Keep a schedule. If you find your day slipping away from you, keep a schedule. Schedule blocks of time to accomplish the tasks you have on your to do list (#1). Schedule your most important items first in your day.
- Schedule unplanned conversation time. While completing one activity, you’ll like receive e-mails and phone calls about non-related activities and tasks. Schedule a block of time at the end of each activity to answer e-mails and return calls.
- Schedule your planning time. Don’t forget to put a block of time on your schedule, at the end of the day, to schedule the next day’s activities.
- Turn off distractions. Turn your cell phone off, have your office phone calls forwarded to voicemail, and close your e-mail client. A phone ringing and e-mail notification going off while you’re trying to work, may tempt you to break away from what you’re doing.
- Break down large projects. Break down large projects into manageable tasks that can be accomplished in smaller blocks of time. This way, you’ll know you’re making progress on your project and can break up your schedule to address other things as well.
- Take your time. Being an effective time manager does not mean rushing through tasks. Often when we rush, we end up making mistakes, which means going back and spending more time re-doing tasks.
- Delegate when possible. You don’t have to do everything yourself. Delegate some of your tasks, especially those of less importance, to others in your organization. Be sure to schedule time, however, to follow-up on the tasks you’ve delegated.
- Schedule mini-break time. Don’t burn yourself out by packing every minute of your day with work. Schedule mini-breaks where you can get up and stretch, grab a cup of coffee, or do something else non-work related. These little mini-breaks should be rewards for following your schedule.
- Take care of yourself. How efficiently and effectively you work is affected by how well you take care of yourself. Get a good night’s sleep, eat a healthy breakfast, and schedule time for exercise, even if it’s just a 30-minute walk at lunchtime.