2 Simple Steps To Improve Time Management
by Jacqueline Stader

I’m guessing this isn’t the first article you’ve read regarding time management. In the past I would read similar articles and enthusiastically extract the key elements only to find that shortly after I’d taken that action I lost interest and ultimately fell back into my old comfortable ways, poor as they may be they were mine.

Time is the only resource we can’t replace. Once it’s gone, it’s gone. Period! No do-over’s. No second chances. I wasn’t accomplishing what I set out to do each day and I realized I had to make some changes. My time management skills or lack of was now crucial to my success.

I already subscribe to the two notions of: Keep It Simple Stupid (KISS) and Do It, Delegate It or Dump It (DDD). But these were just words of accepted wisdom if I didn’t follow through with them.

By identifying my own time management skills deficiencies, I decided to think like a large manufacturer. After all I wanted my time spent working to be productive.

Here’s what my research provided:

The profitable companies understand exactly how long it takes to complete a production task. They also constantly review that process by seeking better ways to shave time off each element. A few seconds here, a few seconds there, doesn’t seem like a lot but added over the work day, then the month, year and so on it becomes an impressive number.

If we operate with the belief that, “Time is Money” well then we’d be looking at a hefty sum. That’s all I needed to maximize my time use. I evaluated EVERYTHING I did each day for an entire week and then took notes on how much time it took making additional notes on the ways I could lessen the time spent.

I was brutal in my own evaluation of time spent; handling clients, completing my daily to do list, reading and answering emails, getting coffee, opening the mail, talking on the phone, keeping my telephone logs, doing the filing, cleaning off my desk because I let it pile up in the first place, and on and on and on.

A pattern was coming into focus…the things I didn’t like to do took me longer than the things I did like to do. I also had so much visual clutter that I was scattered in my thoughts and actions. So I accomplished 2 things with this week of timed tests.

1) I found out how long it me to accomplish my daily tasks.

2) I needed to determine the most efficient way to complete these tasks.

Not wanting to re-invent the wheel I applied the KISS and DDD methodology to my daily activities. I made a time game of my tasks like opening the mail…Do it, Delegate it or I’d Dump it. This single action had a dramatic effect on several things. My desk wasn’t such a fortress of files stacked like blocks around the perimeter. My office has a large 12’ x 12’ corner desk and found I had reduced my working space to mere inches. (Which proves more space isn’t always the answer) It also reduced that nagging feeling that I was forgetting something; obviously a large pile of papers, files or mail can have ill effects on us subconsciously.

I also set time limits on handling my emails; I strictly follow this format now. I read and answer my emails 3 times a day (unless I’m working closely with a client or in the middle of a problem). I check, first thing in the morning, at lunch and before close of business for the day. If I’m out of the office on business, then it’s morning and close of business. If I’m on vacation, then it’s at my discretion.

This little 2 -step evaluation has had great impact on my time. I didn’t want to take time away from my clients (or yours from your recruiting efforts). Think about it, what can you do in your day to shave off time here and there? You’ll be surprised how much more available time there is when you pay closer attention to how you’re wasting it.

What I found to be most powerful was, knowing that I didn’t have to account for every moment of each day, but understanding that following some simple strategies I would have much more time that I could spend the way I wanted to. After all I’m trying to eliminate stress not add to it.

Remember, we build our savings account with tens and twenties so it only stands to reason that we’d save time in small increments as well. It’s just our small everyday efforts that will reap the most rewards. The best part is that after a short time it actually does becomes the habit.

Jacqueline Stader is a Clinical Research Lecturer and Trainer. She supports clinical research personnel by sharing proven techniques, strategies, information and tips that inform and educate.

Visit her website at www.ortsedu.com
Copyright © 2006, by Jacqueline Stader. All rights reserved.