Top Five Time Wasters
MEETINGS: people in meetings all day are not getting things done.
Meetings have their place. They are an important way to deal with group issues, create plans and get feedback. What is a problem is when meetings are called on the spur of the moment with little preparation and no plan. When these meetings start each person has a separate agenda. If the purpose is unclear and the participants unprepared are you going to come to a clear decision?
To avoid wasting time with meetings try the following:
1) Create an agenda giving each item a time allotment – Prioritize the agenda so the most important issues are dealt with first.
2) Send the agenda to each participant so they can come prepared.
3) Focus on getting a solution – scheduling another meeting should not be the solution although it may be a part of completing the plan.
4) Avoid last minute meetings
5) Schedule meetings for the end of the day or week so that all involved can arrange their work flow and jump right into their tasks the next morning.
6) If the issue can be dealt with on the phone or through email don’t plan a meeting.
PHONE CALLS: You don’t have to answer every time it rings.
If you have blocked a certain time for working on a task do not let phone calls interrupt your momentum. While you may feel that you need always be ‘on-call’ the truth is that you are loosing productivity by permitting continual interruptions to your work flow.
If you must answer the call and the person can wait ask them for a time when you can call back and discuss the issue. Not only will you set boundaries with your time but you can be prepared to deal with the call without other distractions.
To avoid wasting time with phone calls try the following:
1) Turn off your phone for two hours while you complete your task. If that is too much then do it for one hour or 30 minutes.
2) Ask that your calls be held for the allotted time (making exceptions for those who need it – like your boss).
3) If you answer tell the person you are in the middle of a task so you need to schedule a return call later that day. Decide who will make the return call and when.
DROP-IN VISITORS: “Do You Have a Minute” will always take longer.
If you cannot finish a task without a co-worker stopping in to ask you for a minute of your time you may find your whole day is occupied with ‘one minute’ issues. Often the individual will get comfortable and discuss many more items than the one they initially came to you with.
While some positions do require an open door policy, or you may not have an office you can close the door to, it is important to have uninterrupted time in your day to complete the tasks on your list.
To avoid wasting time with ‘drop-ins’ try the following:
1) Schedule the time you are not available so YOU stand by your decision
2) Close the door or use a ‘do-not-disturb’ sign to discourage idle visitors.
3) If you must deal with a situation or individual ask for the details and suggest you find a time to sit down and discuss it. Schedule it in so they know you view it as important and want to give them your time.
Working at the WRONG TIME: Wasting Your Resources
Are you always planning activities that clash with other people’s schedules? Do you find the time you allotted to make calls (such as lunch time) means you are not able to get a hold of anyone? Do you ask for help when everyone else is too busy?
Rearranging your schedule to make the most of your time will prevent you from ‘getting in your own way’. Find the most opportune times for tasks and your day will be much more productive.
To avoid wasting time with bad scheduling try the following:
1) Do you find more people available to talk later in the day? Make all your return calls then.
2) Do you often need to ask for assistance with big projects? Plan ahead so that your project does not conflict with other people’s schedules.
3) Give yourself extra lead time. Things don’t always work out like you plan, give yourself some extra time so you can make your deadlines even if you have setbacks. Check up on delegated tasks to make sure they’re on schedule and give them early deadlines as well.
Disorganized WORK SPACE:
To use your time well it is a MUST that you have an organized work space. Every moment looking for a pen, a file or a misplaced check not only means wasted time but it can add to your stress level and interfere with your ability to focus on your work.
To avoid wasting time with disorganized work space:
1) Give EVERYTHING a home. This includes your cell phone and keys.
2) Keep daily needs easily accessible. Whether you work from your car or an office, place phone lists, calendars and other daily needed items in an easy to see spot or in an easily accessible folder.
3) Put everything else away. Files and tools that are not in use need to be put away. The easiest way to do that is to give yourself at least 50% more storage space than you currently need. If you cram items into a small space you will not likely keep up with your organizing and you will have difficulty finding what you need.
Once you’ve identified and dealt with key time wasters you will be surprised how much more productive your day can be!
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How to Create a Daily Schedule
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