Using your time effectively is so much more than that. Goal setting and making to do lists is a start, but then what? Where does one go once those steps are complete? Understanding that a To Do list is constantly shifting and is never totally complete, how do we accomplish the things we need to do in the limited time we have to do them? Read on to learn about other strategies to maximize that limited resource we call time.
Prioritize
This makes perfect sense right? You have a laundry lists of things to do, you make a to-do list and then order in accordance to the task or project that is the most important. But here's where it gets tricky; how do you determine which task is most important? Do you base it on the date that it's due and if so, how do you avoid procrastinating? What about new tasks that are added to the list? And let's not forget about those fires that inevitably occur during the course of the day and require our immediate attention-those take precedence, right?
This is where the Urgent/Important Matrix comes in. Essentially, this is a matrix that breaks down each task based on it's urgency (i.e. putting out fires, resolving escalated issues, etc.) or importance (tasks that help you achieve your goals.) Laying out tasks in this nature gives you a clear picture on how much time you're spending on what. This is a great way to prioritize and to identify what your time wasters are. For instructions on how to use the matrix, click here.
Delegate
Recently, I watched a competition show on the Food Network channel. Each chef was required to take over the kitchen of an upscale restaurant for one night. Whoever did the best job with the menu, the food preparation and the leadership in the kitchen would be rewarded with a job as Executive Chef in that restaurant. The first chef was cool and collected. He helped the sous chefs with the prep work well before dinner service started. He taught them the techniques for the menu he created so that he could delegate some of the cooking. During the service when things got off track, the chef took responsibility and made a few minor changes, which resulted in a nearly flawless dinner service.
His competitor on the other hand did not take the time to train the sous chefs on how to cook his menu. During dinner service he became so frustrated with the rest of the kitchen staff that he began snapping and yelling at them. Finally, he took it upon himself to try and prepare every meal on his own without the help of the kitchen staff. Of course this resulted in many errors and long wait times for people to get their food. He did not win the competition.
The point is that no one can do it alone. In order for the team to succeed, everyone must play a part. Effective delegation is about more than just having a team member take over a task. It's also about properly training the team member to do the task, allowing for questions, and coaching through mistakes. In the case of the first chef, he did delegate much of the cooking and prep work to the kitchen staff, but not without first explaining what needed to be done and then coaching them through their first few plates and encouraging them to ask for questions and help.
Work In Intervals
We tend to be more effective when we work in "chunks" in other words after working for 45 minutes or so, give yourself a break. Walk around, stretch, have a snack and just refresh. Then you can chunk for the next 45 minutes (some people use 90 minutes instead of 45, use whatever works best for you.)
This is especially helpful if you are in the process of tackling long term projects. Sometimes those can feel overwhelming if taken in one shot. Break your part of the project into bite 45 minute chucks and see how much more you can get accomplished without feeling tired, stressed or overwhelmed.
As always, your experiences and thoughts are appreciated. How do you manage your time most effectively? I look forward to hearing from you. Watch for our next blog post on self management.
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