Question: In my business, it seems like there's always much more to do than there is time available to do it. My schedule overflows, even when I try to keep it on track. Are there some ways to get my time under control?
Answer: Yes, and your problem is very common. Sounds like you could use some time management advice. Let's talk about this.
First off, we need to clear up one major thing: "Time management" is not about your management of time. It's about your management of yourself. Everyone has the same 24 hours in a day; it's all about how you use it. There always are, and always will be, more things to do than there is time to do them.
Spend some time planning and organizing. A formula that works for many is to devote about 10 percent of your day to planning and prioritizing. A written planning method, such as a daily/hourly scheduling system, is OK, but be aware that digital methods, such as using a PDA or Smartphone, are much more useful and flexible.
Organize in a way that works for you. For some, that means "pile files," where tasks are visible on your desk. For some, it's a "to do" list, with a priority number or ranking, like 1 to 5, for each item. Others find a whiteboard or project management software to be more effective. Consider using a simple color code for importance or priority, for example a red highlighted task takes precedence.
Distinguish between what's urgent and what's important. The word "urgent" implies that you must attend to it right now. But what urgent really means is just that something should be dealt with right now. Urgent activities usually have high visibility. Common example: your phone rings; you must decide within a few seconds whether to answer it. It may be an important call; it may not.
On the other hand, important matters have lasting impact. A planned and important task should override lesser priorities, even if they seem urgent at the moment. Allocate your time to your important priorities. Don't let an unimportant issue of the moment drive you off task.
Leverage your time. As your business grows, add people who can work without heavy supervision. Use delegation to amplify your effectiveness. Is this task something that really needs your continuing involvement, or can someone else take this on? If you keep doing all the important things yourself, how will your staff develop the skills needed to handle projects and problems on their own?
Learn how to say "no." If you're maxed out, be very guarded about taking on an additional time-user. Doing so could mean you would have to do it poorly, or cut into time for an existing high priority, or both. It may be gratifying to think that you're the "go-to" person. But if heading up that local charity fundraiser during your busiest time of the year just doesn't fit, better say so. Rehearse a tactful turndown, something like, "It's flattering that you asked, and I'd love to lend a hand, but could we talk about some ways I could help out during my off-season?"
Realize that your employees may be in the same situation. If you approach someone with a task assignment, it's perfectly appropriate for them to ask you for help with prioritizing how the new task fits in with their current workload.
Use your "peak time" to advantage. Most people have a time of day when they're most alert and productive; use yours for the toughest tasks.
Ask yourself "Lakein's question." The term refers to a classic 1973 time management book. Frequently think, "What is the best use of my time, right now?" This is very helpful when you find an unexpected bit of time, for example a last-minute appointment cancellation.
And last, here's a simple way to get started right away. Each week, identify a time-waster, and get rid of it. For example, if you usually sit in on a low-payoff meeting, stop going. Or, look at your bulging email inbox - it may be time to unsubscribe from some of the senders of low-value messages. If your job involves lots of paperwork, try to handle each item as few times as possible. Every time you pick up an item, move it along to a next stage, rather than just putting it back on the pile.
For more ideas, Google "business time management tips" and see what might suit your needs and situation. Keep in mind: Time is the ultimate perishable. When it's gone ... it's gone.
Ask SCORE is prepared for The Bellingham Herald's Sunday Business section by Bob Dahms, a business counselor with the Bellingham chapter of SCORE. Submit questions for this column to Business Editor Dave Gallagher at dave.gallagher@bellinghamherald.com. To learn more about other small-business matters, contact the local SCORE chapter at 360-685-4259 to schedule an appointment. For details about the organization, visit SCORE.org.
