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Knowing these two alternatives and their consequences at time of starting activity A-1 which would you rather chose?
ADDITIONAL TIPS FOR CONTROLLING TIME
•If possible, delegate. This is first point to consider before starting to-do´s. Never do others work because “I can do it faster and better”.
•Say “no” whenever you can. Of course, you must be careful of saying “no” to important projects or delicate tasks. A good rule to follow is to ask “will something terrible happen if I don’t do this?” If answer is “no”, don’t do it.
•Close door to your office. Tell others you will not be available at certain hours. Keep your door closed and do your “A”´s without distracting yourself. For some, a half-hour is enough. For others, maybe two hours are necessary. It doesn’t matter, do it.
•Don’t worry about your “C”´s. Forgetting about these projects will take a load off your back. You can to this without guilty feelings if you follow Pareto´s Law of 80-20. According to this law, 20% of all things account for 80% of their value.
•The 80/20 rule, suggests that in a list of 10 activities, doing two of them, will accomplish 80% of their work. Find these two, classify them as “A” and do them. The rest can be left as they were because, after all, they represent only 20% of total value.
•Frequent ask yourself, “What is best use of my time at this moment?” If it isn’t activity you are doing at that moment, change your activity.
•If you finished an important task, give yourself a reward. Think of reward before doing your “A”s.
•Manage your meetings. If you called meeting: 1.Minimize number of participants. 2.Let everyone know organization and objectives of meeting. 3.Don’t let ideas get on wrong track. 4.Summarize each point after it has been discussed. 5.Set goals and deadlines to finish before calling next meeting. 6.Program your meetings as close as possible to quitting time. The meeting room should have, if possible, uncomfortable chairs. If you were invited to meeting: 1.If possible, don’t attend. 2.If meeting looks disorganized, try to control it. 3.Prepare yourself before attending.
•Control your telephone. For incoming calls: 1.Let your secretary filter them. 2.Say “no” if you are not indicated person to deal with request. For outbound calls: 1.Group your calls at a certain hour. 2.Don’t make calls on impulse. Have on hand all information you will discuss. 3.Shorten friendly, but unproductive conversations.
•Keep your desk clear for action. Place at center most important papers. Once you have finished activities, remove all papers related to it. Start next activity with clear mind and desk.
•Answer your emails first time you read them. Copy only those persons who need to know.
How well you manage your personal time may determine how successful you are. It reflects on how many important things you are able to do.
Parkinson’s law says work expands to fill assigned time. Dare against this law. You know techniques, following step is yours.
Militza Basualdo is a Six Sigma consultant (www.iesixsigma.com). Ms. Basualdo holds a Six Sigma Master Black Belt and received a Bachelor´s degree Summa Cum Laude in Mathematics and a Master´s degree in Computer Science from Texas A&M University in Kingsville. Ms. Basualdo completed all courses towards a Ph.D. in Engineering - Operations Research. Ms. Basualdo has held Information Technology and Six Sigma positions for two Fortune 50 companies