LESS IS SOMETIMES MORE
When he was younger he thought that living life to the fullest meant doing as much as possible. But later he felt empty & dissatisfied. He realized that while he was doing more, he felt as though he were experiencing less.
More information is generated in a 24-hour period than you could take in for the rest of your life. We are being swamped with information. Recreational reading aside, zero in on information that serves a productive purpose; don’t feel you have to read the entire book, article or report.
ALWAYS KEEP A SPARE
When you install the last copier cartridge, printer ink, projector bulb etc., always replace it immediately. Don’t Be caught running to the office supply store to keep a piece of machinery going.
PLAN IN THE EVENING
Spend at least 15 or 20 minutes at the end of each day to plan for tomorrow. If you leave it until the morning you may walk into a crisis & never plan at all. If you plan the evening before, you will be reserving your prime time for action, not reflection.
THE POSITIVE APPROACH TO TIME MANAGEMENT
Your prime purpose at work should not be to avoid wasting time, but to achieve significant results. The former Mindset encourages you to keep busy; the latter encourages you to be productive.
Every e-mail should have a salutation & closing. Don’t assume your e-mail address will identify you.
30 percent of the drivers used cell phones while driving, 97 percent leaned over to reach for something & 91 percent fiddled with radio controls. Swerving was most likely to occur while reaching, eating, using cell phones or tending to infants.
PERFECTIONISM IS UNHEALTHY
Perfectionists are 75% more likely to get sick than other people.
THE FIGHT AGAINST SPAM
25 percent of all e-mail is Spam. That’s reason enough to investigate Spam-fighting software.
PERSONAL E-MAIL CONSUMES TIME
One-quarter of employees are receiving 5 to 10 non work-related e-mails at the office every day.
LONG HOURS MEAN SHORT RESULTS
Performance declines 25% after a 60-hour workweek. The fatigue factor tends to reduce both concentration & productivity.
PROCRASTINATION IS BAD FOR YOUR HEALTH
Procrastination is physically harmful. College students who procrastinate have higher levels of drinking, smoking, insomnia, stomach problems, cold & flu.
DISORGANIZATION & SELF-ESTEEM
A disorganized home or office can be frustrating but it doesn’t make you a bad person. Separate yourself from the condition. Being disorganized does not make you inferior. Don’t feel guilty. Simply decide now to get organized & work at it gradually.
SPAM ON THE INCREASE
Nearly 76 billion Spam e-mails were delivered over the Internet this year. Can you imagine the time consumed simply deleting them?
DON’T SEND E-MAIL ON MONDAY MORNING
Most people have overflowing in-boxes on Monday morning & have itchy tigger fingers as they delete as many messages as possible. Yours stands a greater chance of being deleted.
AVOID PRE-VACATION STRESS
You avoid working right up to the last minute before going on vacation. Schedule a day or half-day at home before leaving.
JUMPING FROM JOB TO JOB
Although some experts suggest that you stick to one job until it’s finished, reality indicates that this is impossible. One study revealed that managers engage in 583 activities in a single day.
EASE INTO THE WEEK
Going at full speed Monday morning after two days of relaxation could stress your heart. You have a one-third greater chance of suffering a heart attack on Monday morning than at any other time of the week.
People have a tendency to take on additional tasks during slow periods. This causes problems when it gets busy. Continually evaluate your activities & eliminate those that are unimportant & bring little personal satisfaction.
OVERCOMING THE SLOW START
Sometimes the most difficult thing in the morning is getting started. Never go to work without a plan of action for the day.
YOU CAN’T DO EVERYTHING YOURSELF
The fact that you can do a job better & faster is not a legitimate reason to do it yourself. Always seek ways to
free up time for more important tasks through delegation & outsourcing.
HONESTY IS THE BEST POLICY
When interrupted by someone asking if you are busy or whether they got you at a bad time, tell the truth. Don’t feel obligated to change your schedule unless it’s an emergency.
FORGET WHERE YOU PUT THINGS?
People with a diastolic blood pressure above 90 often have difficulty remembering & learning new tasks.
BIG WORDS WASTE TIME
Keep your writing simple. If your message is not understood, communication has not taken place.
MOTIVATION TO GET ORGANIZED
The closer the reward is to the expenditure of effort, the greater the motivation. When getting organized, start by applying ideas that will produce immediate results.
PROCEDURES SAVE TIME
A procedure is a step-by-step description of how to accomplish a specific task. If you don’t have procedures, make it the responsibility of all staff members to draw them up for the repetitive tasks they perform. You will avoid crises & time loss during absences & facilitate new employee training.
DON’T DELAY DECISIONS
If a decision needs to be made, we should make it. They claim that having an acceptable decision in time is better than having a perfect decision too late.
REDUCE TELEPHONE TIME
When someone starts to read figures, information or instructions over the phone, ask them to fax or e-mail the information to you instead.
RELAX THROUGH READING
Reading takes us away from our problems, giving us a mini-Vacation.
THE TIP OF YOUR NO’S
A tip for saying no is to be polite, firm & helpful such as, I’m sorry but I couldn’t possibly take on another activity at this time. Have you considered contacting the college about their work experience program?
If you are a working parent & hard pressed to get quality time with your child, consider a family day together periodically, such as on the child’s birthday, when you can take a day off school & work & spend the day at the park, zoo or some entertainment center.
MULTITASKING ON THE ROAD
It is reported that 71.4% of the drivers in a study were either eating or drinking while driving. 45.7% were grooming, 40% were reading or writing, & 34% were talking on the cell phone. Driver inattention is the number one cause of traffic crashes. So it’s a costly way of saving time.
EAT LIGHT LUNCHES FOR PEAK PERFORMANCE
People who ate large lunches performed worse than those who had eaten only a sandwich. Alertness & efficiency are at low ebb about two hours after one begins eating lunch.
PREVENTING UPWARD DELEGATION
You distribute a policy that staff may interrupt you if
- They have a decision to make that exceeds their authority,
- They require information that can only be obtained from you.
- They are really truly stumped.
ON THE ROAD
The average person spends 73 minutes a day behind the wheel. The temptation is to use the time productively with such things as cell phone calls & educational audiotapes. But don’t do anything that will decrease your awareness of the road conditions, traffic & surroundings. Safety is a good investment of time.
KEEPING IN TOUCH
So you won’t forget to send cards to some of your friends & to save writing time, prepare a set or two of pre-addressed, self-adhesive labels before leaving on your trip.
A MANAGER’S TIME
If you’re too busy to manage, you’re too busy to be a manager. Managers must take the time to plan, organize, staff, direct, control & innovate.
IT TAKES 21 DAYS TO FORM A HABIT
When putting time management ideas into practice, give them time. Nothing kills motivation like impatience.
SLOWING THE PACE OF TIME
If you’re really enjoying yourself, getting lost in the activity of the moment, time does not progress in equal units.
OVERTIME CAN DECREASE PRODUCTIVITY
Overtime was not cost effective since after ten straight hours of work, fatigue sets in & procrastination plummets.
WORD PROCESSING SHORTCUT
To change caps to lower case, hold down the Shift key & press F3 with the cursor on the word you want changed. Keep pushing to go from lower case to upper & lower case.
LAW OF COMPARATIVE ADVANTAGE
You should assign, delegate or outsource any job that can be done at a wage or cost less than you earn.
TALK IT OUT
Discussing problems with others eases stress. Perhaps that’s why married people live longer than single people.
LIMIT YOUR GOALS
Too many goals leads to frustration & stress. Five major goals each year worked well. Limit your goals & maintain focus.
YOUR WORKPLACE IS IMPORTANT
Workers using good quality adjustable furniture did 10% better at data entry than members in a control group.
Zip lock bags are handy items to take along on a trip to house cosmetics, medications, foreign change, wet bathing suit etc.
VALUE OF PLANNING
Spending 10 to 15 minutes every morning mapping out your day can save up to 6 hours a week.
Procrastination: The art of keeping up with yesterday.
HASTE MAKES WASTE
Most women spend half an hour a day duplicating tasks due to haste.
DON’T SKIP BREAKFAST
Skipping breakfast deprives your brain of the energy it needs to function at its best.
PERSIST FOR 21 DAYS
When building a habit, don’t allow yourself to slip that first time. Slip once & it’s easier to slip again.
MOTIVATION TO ACHIEVE GOALS
Tell others about your goals. The fear of embarrassment if you back out should strengthen your commitment.
PROCESS OF DELEGATION
Delegation is a process whereby a higher authority exchanges a given weight of authority & responsibility or an equal weight of obligation & accountability. First, determine the responsibility, then the amount of authority needed to carry it out.
WE CAN’T DO IT ALL
Reserve your yeses for the priorities & say no to the others.
Arranging all tools & ingredients on the counter before cooking a meal can save between 10 to 27 minutes
on meal preparation time.
THE KEY TO EFFECTIVENESS
The quality of your effort will determine the quantity of your results.
TRIM YOUR TO DO LIST
Apply the 80-20 Rule to your To Do List, removing the 80% that collectively contribute only 20% of the results.
DON’T BE DISTRACTED FROM YOUR PLAN
We all want to work on priorities. But what we want to do & what we actually do are two different things. The key to effectiveness is getting the things done that we schedule in our planners. This involves commitment & self-discipline.
We can’t do everything at once, but we can do something at once.
LIVE YOUR PRIORITIES
Make sure your planner reflects what you believe to be important.
LET YOUR E-MAIL ACCUMULATE
We lose about two minutes for every e-mail interruption.
You can make difficult decisions up to 20% faster when standing instead of sitting.
List the advantages of doing the task & compare them with the consequences of not doing it. The result may convince you that it should be done.
SCRAP THE SCRAPS
If you must keep scraps of paper with notes or reminders on them, at least staple them to an 8 ½ X 11 sheet of paper so they don’t get lost before you get a chance to act on them.
APPLYING THE 80-20 RULE
Twenty percent of your possessions get 80 percent of the use, so store those frequently used items where they’re easy to reach. Stash the remaining 80 percent somewhere out of the way. This applies to files, clothes, tools, supplies & books, among other things.
SLEEP IS A PRIORITY
Don’t let work crowd out sleep. The National Highway Traffic Safety Administration estimates that drowsy drivers cause more than 100,000 motor vehicle accidents each year.
FOR EMERGENCY CALLS ONLY
The quickest way to lose sight of your priorities is to give scores of people instant access to you.